Aastra Telephone 6737i and 6739i User Manual REV 13/12/16
Aastra Telephone User’s Manual Table of Contents Basics Knowing Your Passwords ................................................................................................................ 4 Setting Up and Changing Your Telephone Voice Mail Password ............................................... 4 Setting Up and Changing Your Web Portal Password................................................................. 4 Troubleshooting .............................................................
BLF Status ............................................................................................................................. 34 Speed Dials ..................................................................................................................................... 35 Creating and Editing Speed Dials Using the Telephone ............................................................ 35 Creating and Editing Speed Dial 8 and 100 Using the Web Portal ...............................
Aastra Telephone Basics 3
Knowing Your Passwords In order to set up your Voice Mail and other functions for your Aastra telephone, you will need two default passwords: one to access your Telephone Voice Mail and one to log into the Clearspan Web Portal. Setting Up and Changing Your Telephone Voice Mail Password To retrieve the default password for your Aastra telephone: 1. Log into AccessPlus. 2. Click the Employee tab on the right. 3. Click Telephone Services on the left side menu. 4.
Troubleshooting You may receive a Clearspan server unavailable message when trying to log into the portal. If this happens, retype your User ID and Password. Five incorrect attempts to login will lock you out of the portal. Call the Solution Center, 294-4000 to reset your password.
Understanding Your Aastra 6737i Telephone The Aastra 6737i contains physical features and programmable softkeys that can be customized to meet your specific telephone needs.
Key Feature Description J Activates speakerphone/headset for making or receiving calls without lifting the handset. K Speaker/Head set keys Mute L Status Lamps The Speaker/Headset, Line, Mute, and each of the Softkeys have status lamps or a backlight that turns on or flashes when there is activity. These status lamps may have a slow flash, rapid flash, or solid light that tells you about the type of activity. When there is no activity, the status lamp is OFF.
Feature/Softkey Preferences Using Options Key Tones Display Speed Dial Edit Allows you to change your Ringtone and Tone Set. For more details, see Ringtones section below. Allows you to adjust the Contrast Level and Backlight on the phone. Time and Date Allows you to edit a pre-assigned Speed Dial key. Press the Options key, then scroll down to Preferences using the navigation keys. Press the Select softkey. Choose options from each list using the navigation and Select keys to make changes or cancel.
Understanding Your Aastra 6739i Telephone The Aastra 6739i contains physical features and programmable softkeys that can be customized to meet your specific telephone needs. Aastra 6739i Physical Features The physical features on the 6739i telephone are illustrated in the figure and described in the table below: A B J C K D L E M F N H G O I Key Feature Description A Call Management Allows you to manage calls on your telephone screen when the handset is lifted.
Key Feature P Softkeys Q Status Lamps Description Softkeys are built-in features (or a template) set up on your phone and show up on your screen. Simply touch the feature to use it. For more details or to change your features, visit www.it.iastate.edu/howtos/telephone/. The Speaker/Headset, Line, Mute, and each of the Softkeys have status lamps or a backlight that turns on or flashes when there is activity.
Setting Up Your Phone Basic Phone Setup Below are steps for initial setup of your Aastra telephone, such as changing your ringtone or volume. Change Your Ringtone You may want to change your ringtone to distinguish your ring from other phones in the same office. At present, only five tones and a silent mode are available on both the 6737i and 6739i telephones. To change your ringtone: On the Aastra 6737i 1. 2. 3. 4. 5. 6. 7. On the Aastra 6739i Press the Options key.
Adjust Your Volume Use the volume control keys (bottom left 6737i; bottom center 6739i) to adjust the ringer, handset, and speaker volume on your telephone: Set Ringer Volume 1. Leave the handset in the cradle. 2. Press the Volume Control buttons to adjust the ringer volume. Set Handset Volume 1. Lift the Handset. 2. Press the Volume Control buttons to adjust the handset volume. Set Speaker Volume 1. Press the Speaker/Headset button. 2. Press the Volume Control buttons to adjust the speaker volume.
Set Privacy Status If you find it necessary to exclude yourself from group directory listings and phone status monitoring, you can enable Privacy options through the web portal: 1. Login into the web portal: phone.iastate.edu. 2. Click Privacy under Advanced heading. 3. Check one or more of the boxes to Enable privacy settings. 4. Click Apply then OK. Note: The Set Privacy Status option should be used only if necessary.
Using Feature Access Codes Feature Access Codes are short cuts to built-in features on your Aastra telephone. You can use Feature Access Codes to manage your incoming and outgoing calls and voice messages.
Generating a List of All Available Feature Access Codes You can find a list of feature access codes in the Clearspan Web Portal: 1. Login to the web portal: phone.iastate.edu. 2. Click Utilities under Options. 3. Click Feature Access Codes to see a list.
Aastra Telephone Voice Mail 16
Configuring Voice Mail Use this section to configure voice mail on your Aastra Telephone or through the Clearspan Web Portal. Configuring Your Voicemail Using Your Phone To configure voice mail using your telephone: On the Aastra 6737i 1. Press the Voice Mail softkey. 2. Enter the default Passcode provided on AccessPlus (Employee Tab, Telephone Services), followed by the "#" key. 3. Change your Passcode then press the "#" key. 4. Record your Name when prompted. On the Aastra 6739i 1.
Sending Voice Mail to Email Only Use the following steps to check your voice mail messages through your email. Messages will not be saved on the phone. 1. Select Forward it to this e-mail address. 2. Enter your email address: email@iastate.edu 3. Click Apply then OK to save changes. Note: You can now receive voice mail through your email instead of your phone. For other email options, see below.
Forward Caller Upon Pressing 0 When you check Transfer on "0" to Phone Number, incoming callers are prompted to press 0 during your outgoing voice message and transfers callers to another number, i.e. cell phone or Auto Attendant. 1. Select Transfer on ‘0’ to Phone Number. 2. Enter the phone number using a 10-digit format (i.e. 515294xxxx). 3. Click Apply then OK to save changes. Note: You may want to change your voice mail greeting so that callers are aware of this option.
Changing Voice Mail Notification Options Additionally, you can change your notification options using the web portal. Turning On Email Notifications of Voice Mail If a check mark appears in the Notify me by e-mail of the new voice message at this address: box, a short e-mail message informing you about the new caller and date/time of the message is sent. The voice message will not be attached. 1.
By-Passing Voice Mail Passcode To check your voice mail on your telephone, you must enter your passcode. You can use the autologin option in the Voice Portal to bypass the passcode to voice mail on your telephone. To check your voice mail messages without using a passcode: 1. Login to the web portal: phone.iastate.edu. 2. Click Messaging under the Options heading. 3. Click Voice Portal under the Basics heading. 4. Check the Auto-login Voice Portal when calling from my phone box. 5.
Personalizing Voice Mail Greetings To personalize your voice mail greetings, you will need your web portal Password. If you are unsure of your Password, please contact the Solution Center at 4-4000 to reset your password. Follow these instructions to setup your voice mail via the web portal: 1. Login to the web portal: phone.iastate.edu. 2. Click Messaging under the Options heading. 3. Click Greetings under the Basics heading to load various types of messages in your voice mail.
Disabling Voice Message Deposit Using the Web Portal: Disable Message Deposit When checked, this feature prohibits the caller from leaving a message. If unchecked, the feature is not activated. Disconnect call after greeting (Default) Callers are unable to leave a message after hearing your standard or personal greeting. Forward call after greeting to: Callers are unable to leave a message. After the greeting, the call is forwarded to the number in the field.
Configuring Voice Mail Alternative No Answer Greetings You can set up Alternate No Answer Greetings when you are away from your desk, do not answer your phone, or have your Do Not Disturb (DND) activated. Multiple Out of Office Voice Greetings Sample 1: “You have reached . I am currently out of the office. Please leave a message, and I will return your call shortly.” Sample 2: “You have reached . I am currently out of the office. Please press 0 to be directed to the front desk.
Recording and Uploading Voice Mail Greetings Using the Clearspan Web Portal, you can store multiple voice mail greetings. To create a voice mail greeting, you must use an audio recorder. We recommend using Audacity, a third party audio recording software. Any audio file that meets the following requirements can be uploaded to the Clearspan Web Portal: • • • 8000hz Mono (single) Sound 16-bit Using Audacity for Windows or Mac The following instructions will assist you in using Audacity.
6. Click the Up and Running with Audacity link. 7. Select either Downloading and installing Audacity on a Mac or Windows. 8. Watch and follow the instructions in the tutorial to download, install and launch Audacity on your Windows or Mac computer. Note: If you are unable to download and install Audacity, please contact the Solution Center at 294-4000.
5. Click the red circle to begin recording your greeting. 6. Click the yellow square to stop your recording. 7. Click the green triangle to play back your recording. 8. Click File then Export when you are satisfied with your recording. 9. Type in a filename for your greeting in the Save As field. 10. Change the format to WAV (Microsoft) signed 16 bit. 11. Click Save and note the file location for later use.
12. Click OK if you receive the Warning. 13. Click OK in the Edit Metadata window. Note: Your file is now saved and ready to be uploaded to the Clearspan Web Portal.
Recording a Voice Mail Greeting Using Audacity on a Mac Follow these instructions to record your greeting on your Mac using the Clearspan Web Portal specified settings: 1. Open Audacity. 2. Click File then New. 3. Select Mono Input Channel from drop down box on the top far right of the screen. 4. Change Project Rate (Hz) to 8000 in the drop box at the bottom left corner of the screen. 5. Click the red circle to begin recording your personal greeting. 6.
8. Click File then Export. 9. Type in a filename for your personal greeting. 10. Update the format to WAV (Microsoft) signed 16 bit. 11. Click Save and note the file location for later use. 12. Click OK if you receive the Warning. 13. Click OK in the Edit Metadata window. Note: Your file is now saved and ready to be uploaded to the Clearspan Web Portal.
Uploading Your Personal Greeting to the Clearspan Web Portal Follow these instructions to upload your Personal Greeting(s) into Clearspan Web Portal: 1. Login to the web portal: phone.iastate.edu. 2. Click Messaging under the Options heading. 3. Click Greetings under the Basics heading. 4. Click the Personal Greeting radio button. 5. Click Browse to upload your file. 6. Click Apply then OK to save changes.
Aastra Telephone Busy Lamp Fields and Speed Dials 32
Busy Lamp Fields and Speed Dials Busy Lamp Fields Busy Lamp Fields (BLFs) are softkeys that can be configured on both the Aastra 6737i or 6739i telephones. BLFs allow you to view another caller’s status: free, incoming call, or busy. You can program BLFs through the ClearSpan Web Portal. Number of BLFs Allowed Each telephone is designed with a basic template, which describes the standard layout, features, and functions of your phone. However, templates can be changed.
6. Click the name you want from the Available Users box. 7. Click Add to move the name to Monitored Users. 8. Click Apply then OK to confirm. Note: Your Aastra telephone screen should update automatically. To edit or remove a BLF using the web portal: 1. Click the name you want from the Monitored Users box. 2. Click Remove to delete the name from your BLF list. 3. Click Apply then OK to confirm. Note: Your Aastra telephone screen should update automatically.
Speed Dials Speed Dials can be configured on your Aastra telephone to dial numbers with just a push of a softkey. If you configure Speed Dials through the Web Portal, you will not see soft keys. Use the steps below to create and edit speed dials. Creating and Editing Speed Dials Using the Telephone On the Aastra 6737i 1. 2. On the Aastra 6739i Press any available softkey. Use the alphanumeric keypad to Enter a Name. Press the Navigation key for down.
Creating and Editing Speed Dial 8 and 100 Using the Web Portal You can create speed dials using the Web Portal. Speed dials created on the web portal will not be assigned to a speed dial softkey on your phone. Instead these speed dials will be assigned to a digit on your phone. To create speed dials using the web portal: 1. Login into the web portal: phone.iastate.edu. 2. Click Outgoing Calls under the Options heading. 3. Click Speed Dial 8 or Speed Dial 100 under the Basic heading.
Using Speed Dial 8 and Speed Dial 100 on Your Telephone To use the Speed Dial 8 or 100 on your phone: 1. Press the Speed 8 or Speed 100 softkeys on your telephone. 2. Press the assigned digit then the # key. For example, press 2#. This will not affect your Aastra telephone menu.
Aastra Telephone Handling Calls 38
Placing a Call Beside the BLF and Speed Dials, there are two other options for placing or initiating a call – Dial and Redial. Dialing a Call You can dial a call using the following options: • Telephone Keypad for a known extension, phone number, or set speed dial • Directory softkey for an unknown extension or phone number • Callers softkey for recently received calls Dialing Using the Telephone Keypad Use the following instructions to place a call using your telephone keypad: 1. 2. 3. 4.
On the Aastra 6737i On the Aastra 6739i 1. Leave the Handset on the hook. 2. Press the Redial key one time. 3. Use the Navigation keys to find the number you want to call. 4. Press the Dial softkey to place the call. 1. 2. 3. 4. Leave the Handset on the hook. Press the Redial key one time. Use the Navigation keys to find the number you want to call. Press the Dial softkey to place the call. Note: The call is initiated through speakerphone when handset is on the hook.
Managing a Call Both the 6737i and 6739i phone are equipped with basic and advanced features that allow you to manage incoming calls and messages. You can set up features to manage incoming calls using the telephone, quick Access Codes, or the Clearspan Web Portal.
• • • Press the Hold key or Hold softkey. Press an unused Line/Call Appearance key to automatically place the call on hold. Use the Navigation keys to manage multiple calls on hold. Note: To retrieve a held call, press the Pickup softkey or Line key where the call is on hold. You cannot use the Hold key or Goodbye key to retrieve a held call. Parking and Retrieving a Call Parking a call allows you to place a call on hold and pick it up at another telephone.
Picking up Another Person’s Call from Your Phone While the Call Pickup softkey allows you to pick up a call on hold or in park, the Directed Call Pickup (DCP) uses the same softkey to allow you to pick up another person’s ringing phone. The DCP softkey must already be configured on your phone and the extension or number you want to monitor has to be added to your Call Pickup Group.
Using Simultaneous Ring (Mobile Option) You may want your incoming calls to ring, not only to your office phone, but also on one or more other phones. This feature can set up in the Clearsan Web Portal: 1. Login into the web portal: phone.iastate.edu. 2. Click Incoming Calls under the Options heading. 3. Click Simultaneous Ring Personal under the Advanced heading in the right column. 4. Add Phone Numbers that you want to ring simultaneously with your office phone.
Using Sequential Ring Both the 6737i and 6739i have the Sequential Ring feature available. Sequential Ring allows you to forward an incoming call to 5 other locations in sequence when your location is busy. Use this service to route important calls you want answered. Each location can hold up to 12 phone numbers. You can also specify a selected time or holiday schedule. To set up this feature: 1. Login into the web portal: phone.iastate.edu. 2. Click Incoming Calls under the Options heading. 3.
6. Type in a Description or person’s name. 7. Choose a Selected Time Schedule and/or Holiday Schedule. 8. Type in the Specific phone numbers you want to receive calls through your Sequential Ring feature. 9. Click OK to confirm the numbers. 10. Repeat steps 4 – 9 to Add other locations. 11. Click Apply then OK to activate the feature.
Aastra Telephone Transferring Calls 47
Transferring a Call Call transfers are available both the Aastra 6737i and 6739i telephones. There are several options for transferring a call: • • • • • Unannounced or a Cold Transfer Announced Transfer or a Warm Transfer Cancel a Transfer Drop a Transfer Transfer to Voice Mail Transferring Unannounced Calls Using Your Aastra Telephone An unannounced transfer is a call that is transferred to another number without alerting the receiver of the transfer.
Cancelling a Transfer If you misdial a number while transferring a call, you can Cancel the transfer before the call is connected. When you transfer a call, the first party is automatically placed on hold. After you press Xfer/Transfer and dial the number of the party you want to connect, instead of pressing Xfer the second time to connect the two calls: 1. Press the Cancel softkey. 2. Press the lit Line key to reconnect to the first party or press Xfer/Transfer again to restart the transfer process.
Transferring Calls Directly to Voice Mail A call can also be transferred to another number’s voice mail. Once the call is answered or handset is lifted, the Transfer feature can be accessed by pressing the corresponding key on the phone. Use the following steps to transfer a call to a voice mail: On the Aastra 6737i 1. 2. 3. 4. On the Aastra 6739i Press the Xfer soft key with the handset is lifted. Press voice mail Feature Access Code *55. Dial the desired phone number or extension (i.e. 4-xxxx).
Aastra Telephone Forwarding Calls 51
Forward Your Calls to Another Telephone There are several Call Forwarding options available for the Aastra 6737i and 6739i telephones. If you plan to be away from your phone, you can set up call forwarding to monitor and/or retrieve your incoming calls using any one of these methods: • • • • Options key Speed Dials Feature Access Codes Web Portal Set Up Call Forwarding Using the Options Key Follow these steps to activate Call Forwarding using the Options key: On the Aastra 6737i On the Aastra 6739i 1.
Set Up Call Forwarding Using the Web Portal When you are not answering your calls or on another call, new incoming calls are directed to voice mail. Call forward in the web portal allows you to set up your phone to bypass voice mail and direct those calls to another number. There are three forwarding options available on the web portal: • • • All or Always forwards all incoming calls. Busy forwards incoming calls when you're on the phone.
Aastra Telephone Conferencing Calls 54
Conferencing In The Conference feature is available on both the Aastra 6737i and 6739i telephones. There are two options available for conferencing: • • Using the Conf key on the telephone (optimal for small number of participants) Using a Dial-in Code on the telephone (optimal for multiple participants) Conferencing Using the Conference Key With the handset raised, use the following steps to conference a call: On the Aastra 6737i On the Aastra 6739i 1. Dial the first phone number or extension 1.
Conferencing Using a Dial-in Number For a scheduled conference call involving multiple participants, a dial-in conference also called the “Meet Me Conference” is often the most efficient. ITS requires the conference initiator to complete an online request form. To request a conference Dial-in Number: 1. Go to the ITS Forms page at www.it.iastate.edu/forms/. 2. Click Telephone Meet Me Conference Request under Mobile and Telephone. 3.
This page concludes the Aastra Telephone User Manual. Please contact the Solution Center for help and support (4-4000).
