Aastra 6753i RP Administrator's Manual

AastraLink RP Solution

Administrator Guide

41-001256-00

Rev 02

6751i RP

6757i CT RP

6753i RP

CT Cordless

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AastraLink RP System Administrator Guideiii

Software License Agreement

Aastra Telecom Inc., hereinafter known as "Seller", grants to Customer a personal, worldwide, non-transferable, non-

sublicenseable and non-exclusive, restricted use license to use Software in object form solely with the Equipment for which

the Software was intended. This Product may integrate programs, licensed to Aastra by third party Suppliers, for

distribution under the terms of this agreement. These programs are confidential and proprietary, and are protected as such

by copyright law as unpublished works and by international treaties to the fullest extent under the applicable law of the

jurisdiction of the Customer. In addition, these confidential and proprietary programs are works conforming to the

requirements of Section 401 of title 17 of the United States Code. Customer shall not disclose to any third party such

confidential and proprietary programs and information and shall not export licensed Software to any country except in

accordance with United States Export laws and restrictions.

Customer agrees to not reverse engineer, decompile, disassemble or display Software furnished in object code form.

Customer shall not modify, copy, reproduce, distribute, transcribe, translate or reduce to electronic medium or machine

readable form or language, derive source code without the express written consent of the Seller and its Suppliers, or

disseminate or otherwise disclose the Software to third parties. All Software furnished hereunder (whether or not part of

firmware), including all copies thereof, are and shall remain the property of Seller and its Suppliers and are subject to the

Customer's use of this software shall be deemed to reflect Customer's agreement to abide by the terms and conditions

contained herein. Removal or modification of trademarks, copyright notices, logos, etc., or the use of Software on any

Equipment other than that for which it is intended, or any other material breach of this Agreement, shall automatically

terminate this license. If this Agreement is terminated for breach, Customer shall immediately discontinue use and destroy

or return to Seller all licensed software and other confidential or proprietary information of Seller. In no event shall Seller or

its suppliers or licensors be liable for any damages whatsoever (including without limitation, damages for loss of business

profits, business interruption, loss of business information, other pecuniary loss, or consequential damages) arising out of

the use of or inability to use the software, even if Seller has been advised of the possibility of such damages.

Table of Content

s

v

Table of Contents

Software License Agreement............................................................................................................................................ iii

Introduction......................................................................................................................................................................... 1

About This Guide ............................................................................................................................................................. 1

System Overview ................................................................................................................................................................ 2

Summary of System Features ......................................................................................................................................... 2

System Installation ............................................................................................................................................................. 4

Base Unit ........................................................................................................................................................................... 4

Gateway ............................................................................................................................................................................ 4

RP Phones ........................................................................................................................................................................ 4

Response Point Administrator .......................................................................................................................................... 6

Installing Administrator ................................................................................................................................................... 6

Starting Administrator ..................................................................................................................................................... 6

Response Point Assistant.................................................................................................................................................. 9

Starting Assistant ............................................................................................................................................................. 9

Using Administrator........................................................................................................................................................... 11

Adding Users .................................................................................................................................................................. 11

Recording User Names .................................................................................................................................................. 12

Editing Users .................................................................................................................................................................. 15

Removing Users ............................................................................................................................................................. 15

Adding Phones ............................................................................................................................................................... 15

Adding Multiple Line Phones ........................................................................................................................................ 18

Editing a Phone .............................................................................................................................................................. 22

Removing a Phone ......................................................................................................................................................... 22

Voice Services................................................................................................................................................................... 24

Adding Gateways (Analog Phone Services) ................................................................................................................ 24

Adding VoIP Phone Services ........................................................................................................................................ 26

Editing Voice Services ................................................................................................................................................... 26

Removing Voice Services .............................................................................................................................................. 26

Advanced Administrator Options.................................................................................................................................... 28

Setting the Date and Time ............................................................................................................................................. 28

Configuring the Email Server ........................................................................................................................................ 29

Setting Parked Call Music ............................................................................................................................................. 29

Setting Voicemail Options ............................................................................................................................................. 31

Using the Automated Receptionist ............................................................................................................................... 31

Using Advanced Automated Receptionist Features ................................................................................................... 32

Using a Receptionist or Operator ................................................................................................................................. 33

Simultaneous Ringing/Ringing Groups ....................................................................................................................... 35

Call History ..................................................................................................................................................................... 36

Voicemail Storage .......................................................................................................................................................... 37

Base Unit Storage FAQs ................................................................................................................................................ 37

Backing up and Restoring Base Unit Configuration ................................................................................................... 38

Event Logs on the Base Unit ......................................................................................................................................... 39

Setting Options via the Aastra Web UI............................................................................................................................ 41

Finding Your Phone’s IP Address ................................................................................................................................ 41

Using the Aastra Web UI ................................................................................................................................................ 41

Upgrading the AastraLink RP Solution........................................................................................................................... 45

Base Unit and Software Upgrades ................................................................................................................................ 45

Phone and Gateway Upgrades ...................................................................................................................................... 45

Resetting Your AastraLink RP Solution.......................................................................................................................... 49

Factory Defaulting Aastra RP Phones .......................................................................................................................... 49

Table of Contents

vi

Table of Contents

Microsoft Utilities ............................................................................................................................................................51

Troubleshooting Solutions............................................................................................................................................... 53

General Troubleshooting ...............................................................................................................................................53

Auto-Discovery Troubleshooting ..................................................................................................................................54

Limited Warranty ............................................................................................................................................................... 57

AastraLink RP System Administrator Guide 1

Introduction

Congratulations on your purchase of the AastraLink RP Solution for small to medium-sized businesses! The AastraLink RP

Solution communicates over an IP Network, allowing you to receive and place calls in the same manner as a regular

business telephone system. The AastraLink RP Solution is a phone system that offers breakthrough voice-activated

user interface, simplified setup and user management, and effortless mobility, powered by Microsoft® Response

Point™.

About This Guide

This manual is designed for network system administrators, and describes how to install and maintain your AastraLink RP

Solution. Not all features listed are available by default and some may depend on your phone system or service provider.

The following guides may apply to components of your AastraLink RP Solution:

• AastraLink RP 500 Base Unit Installation Guide

• AastraLink RP 540 Gateway Installation Guide

• AastraLink RP Solution Quick Start Guide

• Aastra 6751i RP, 6753i RP and 6757i CT RP Phone Installation Guides

• AastraLink IP Phone User Guide

The AastraLink RP 500 Base Unit Installation Guide – includes detailed instructions on setting up the AastraLink RP 500

Base Unit required for all AastraLink RP systems.

The AastraLink RP 540 Gateway Installation Guide – gives detailed instructions on setting up the AastraLink RP 540

Gateway for all AastraLink RP systems which connect to external phone lines.

The AastraLink RP Solution Quick Start Guide – provides basic information on setting up and configuring the AastraLink

RP Solution.

The Aastra 6751i RP, 6753i RP and 6757i CT RP Phone Installation Guides - contain detailed instructions on setting up the

Aastra RP phones you can use with theAastraLink RP Solution.

The AastraLink IP Phone User Guide - describes how to use the features of the different Aastra RP phones, from basic

calling to advanced phone features.

These guides along with release notes, other documentation, etc. can be downloaded from our Web site at

www.aastratelecom.com

Internet

PSTN

6751i RP IP Phone

6757i CT RP

IP Phone

6753i RP IP Phon

e

CT cordless

LAN Ethernet Switch

Rout er

Typical Net work Set up

AastraLink Rp 540 Gateway AastraLink RP 500 Base Unit

Microsoft ResponsePoint

Administrator Software

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2 AastraLink RP System Administrator Guide

System Overview

The AastraLink RP Solution offers ground-breaking voice recognition software powered by Microsoft alongside the quality

business phone features you have come to expect from Aastra IP phones.

Summary of System Features

Voice Recognition

The AastraLink RP Solution is a phone system that offers a voice-activated user interface for a variety of phone tasks,

saving you time otherwise spent looking up numbers. Voice-activated dialing, call handling, and voicemail retrieval

are powered by robust Microsoft Response Point software.

Auto-Discovery

All components of the AastraLink RP Solution are designed to be sensed by the Response Point software automatically on

your LAN. Once everything is plugged in and turned on, setting up and configuring the AastraLink RP Solution is a

straightforward process done on the system administrator’s PC.

Microsoft Response Point Administrator

The Microsoft Response Point Administrator software administers the AastraLink RP Solution. This software is installed

only on the system administrator’s computer, and controls the basic settings for all individual phone extensions as well as

the base unit and gateway. Using the Administrator, system settings such as the date and time, call-routing plan, and

extension numbers may be configured with ease.

AastraLink RP Solution Feature Response

Point

Feature

Phone-

Side

Feature

Voice Dialing

3

Call Park

33

Call Transfer

33

Bypass Receptionist Configuration

3

On Screen Call Notification

3

3-Way Calling/Conferencing

3

Speed Dialing

3

Programmable Keys

3

Expansion Modules

3

XML Applications Support

3

Foreign Language Support

3

Automated Receptionist

3

Multiple Ring Groups

3

Contacts List

3

Email Voicemail Notification

3

Local and Remote Voicemail Retrieval

3

Auto-Discovery

33

AastraLink RP System Administrator Guide 3

System Overview

Microsoft Response Point Assistant

The Microsoft Response Point Assistant software is optionally installed on each phone user’s individual PC. It allows each

phone user in the Aastralink RP Solution to specify their own user preferences, such as their nicknames, directory listing,

voicemail options, and call-forwarding settings.

System Deployment Requirements

The Aastralink RP Solution requires that all components be connected to the same local area network (LAN). This includes

the AastraLink 500 Base Unit, the AastraLink 540 Gateway, all Aastra RP phones, the system administrator’s PC, and phone

users’ PCs (for the Assistant software).

Microsoft Response Point Administrator and Microsoft Response Point Assistant require that your computer run one of the

following system programs:

• Microsoft Windows XP Professional or Home Edition, with Service Pack 2 (SP2, 32-bit) and with the latest security

updates

• Microsoft Windows Vista (32-bit) with the latest security updates

• Windows Server 2003 R2 SP2, 32-bit

• Small Business Server 2003 R2, 32-bit

Administrator and Assistant also work with the following programs for adding and importing contacts:

• Microsoft Office Outlook

• Windows Address Book (for Windows XP)

• Windows Contacts (for Windows Vista)

• Business Contact Manager

4 AastraLink RP System Administrator Guide

System Installation

The AastraLink RP Solution uses auto-discovery to sense the system components. Before installing the Response Point

software on the system administrator’s PC, all other components of the AastraLink RP Solution must be installed, plugged

in, turned on (if applicable), and connected to the LAN.

Note: All phones, base units and gateways must be connected to the same LAN in order for the AastraLink RP Solution to

function as designed.

Base Unit

The AastraLink 500 Base Unit should be installed following the instructions given in the AastraLink 500 Base Unit

Installation Guide or AastraLink RP Solution Quick Start Guide.

The AastraLink 500 Base Unit may be installed as a desktop unit flat on the desk or on end, or may be wall-mounted to save

space.

The AastraLink 500 Base Unit must be connected to power, to the LAN, and must be turned on for auto-discovery to

succeed.

Gateway

The AastraLink RP 540 Gateway should be installed following the instructions given in the AastraLink 540 Base Unit

Installation Guide or AastraLink RP Solution Quick Start Guide.

The AastraLink RP 540 Gateway may be installed on a desktop, stacked under an AastraLink RP 500 Base Unit, or wall-

mounted.

The AastraLink RP 540 Gateway must be connected to power and to the LAN, and must be turned on for auto-discovery to

succeed.

RP Phones

Any combination of Aastra phone models 6751i RP, 6753i RP and 6757i CT RP works with the AastraLink RP Solution.

AastraLink RP System Administrator Guide 5

System Installation

The Aastra 6751i RP Phone

The Aastra 6753i RP Phone

The Aastra 6757i CT RP Phone

Each phone should be installed following the instructions given in the phone installation guide for the correct model.

The Aastra RP phones can be set up and connected to the LAN initially, or can be connected when prompted by the

Response Point Administrator software.

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6 AastraLink RP System Administrator Guide

Response Point Administrator

The Microsoft Response Point Administrator software connects the components of your AastraLink RP Solution, and allows

you to configure phones and users individually. Administrator should be installed on one computer connected to your

LAN, for use by the system administrator.

Installing Administrator

The Microsoft Response Point Administrator software will auto-detect the system components you have already powered

up and connected to the LAN.

Follow these steps to install the Administrator software and other Microsoft Response Point components on the System

Administrator’s computer.

Note: Administrator should only be installed on one computer connected to the same LAN as all phones, base units and

gateways.

1 Locate the AastraLink RP system CD which was supplied with the AastraLink RP 500 base unit.

2 Insert the CD into the CD drive of your computer.

Note: If the Autoinstall window does not open, use the Windows Explorer to view the CD directory. Double-click Install.exe

to start the installation process.

3 Click Install AastraLink RP software.

4 As the system administrator, you should install all of the Response Point software components on your computer. Check

the Install Microsoft Response Point Administrator box and ensure all boxes are checked.

5 Click Next. Follow the prompts to install all of the Microsoft Response Point components.

Note: You must review and accept the license agreements in order to install the software.

Starting Administrator

The Administrator software walks you through setting up and configuring your AastraLink RP Solution. Once you have

installed the software on the System Administrator’s computer, you are ready to start the system.

To start the Administrator software and configure your system, follow these steps.

1 Select Start > Programs > Microsoft Response Point Administrator. The Important Notice screen appears.

2 Review the emergency considerations listed and click OK. The Select the base unit screen appears.

Note: If no base units are listed, ensure your base unit is turned on and wait 30 seconds for the list to refresh. If it is still not

detected see Auto-Discovery Troubleshooting on page 54 in this guide.

AastraLink RP System Administrator Guide 7

Response Point Administrator

3 Choose your base unit. If more than one is shown, check the MAC address on the bottom sticker on your base unit. The

first time you connect, a security screen appears.

4 Confirm that the correct MAC address for your base unit is displayed, and click Yes to continue. A security warning

screen appears.

5 Click Yes to accept the security certificate. The Connect to Base Unit dialog appears.

6 Enter the default password admin and click Connect. The change password now dialog appears.

The base unit is now connected to the Microsoft Response Point Administrator software. Change the password now, or do

so from the main menu at a later time.

Note: If you ever forget your password, you can reset the AastraLink RP 500 Base Unit password using the Microsoft Utility

provided. See Resetting the AastraLink RP 500 Base Unit Password on page 51.

To add phones to your AastraLink RP Solution, follow the steps given in Adding Phones on page 15.

Aastra

8 AastraLink RP System Administrator Guide

Response Point Administrator

Note: In some cases the security certificate will not match the previously downloaded certificate when you connect to the base

unit. This will occur if the base unit has been serviced or the base unit software upgraded.

AastraLink RP System Administrator Guide 9

Response Point Assistant

The Microsoft Response Point Assistant software is installed on each phone user’s computer. When you check the boxes to

install Administrator and all other Response Point components on page 6, Assistant is also installed on your computer. This

allows you to access your own personal phone account, as a phone user.

Note: If you do not have the Assistant software installed on your computer, see the "AastraLink IP Phone Users Guide" for

installation instructions.

Starting Assistant

Once you have installed the Assistant software on your computer, you are ready to personalize your phone settings.

To start the Assistant software and set your phone preferences, follow these steps.

1 Select Start > Programs > Microsoft Response Point Assistant. The Log On screen appears.

2 Enter the extension number you assigned yourself as System Administrator, and select your base unit.

3 Enter the default password 9999, and click Log On.

Note: The Assistant password is also used for voicemail. If you change the password for one, both will change.

4 Assistant opens to display a phone directory. You will see your name already on the directory, as entered by the System

Administrator.

10 AastraLink RP System Administrator Guide

Response Point Assistant

You can now change your personal phone settings by clicking Settings. See the AastraLink IP phone Users Guide for more

information.

AastraLink RP System Administrator Guide 11

Using Administrator

The Microsoft Response Point Administrator software is designed to be used by the local system administrator to configure

the AastraLink RP Solution. To install the Administrator, use the software and documentation CD which came with the

AastraLink RP 500 Base Unit. To uninstall the Administrator, use the add/remove programs option in the Windows control

panel.

Adding Users

When you configure a new phone using the Configure Phone Wizard, at least one primary user must be assigned to the new

phone. You can also add additional users at any time on the Phone System page by clicking Add User.

To add a new phone user in Administrator, do the following.

1 Click the Phone System button. In the Tasks pane, under Users, click Add user. The New User dialog box appears.

2 On the Identification tab, in the User type box, click Person, Group, Job Role, or Location, as appropriate.

3 In the Name boxes, if you chose the user type Person, type the first and last name, and optional nicknames and titles of

the person who will use this phone. You should specify nicknames and titles if you think callers will use them when

asking for this user.

12 AastraLink RP System Administrator Guide

Using Administrator

4 If you chose the user type Group, Job Role, or Location, type the applicable name in the Name box, and type any other

names in the Alternate name 1 and Alternate name 2 boxes.

5 Click OK in the User Properties dialog box.

Recording User Names

The name you have assigned to a user will be added to the directory, and will be the name callers hear when they ask the

Automated Receptionist to speak to a user. The recorded name can be changed by specifying a different name for the

computer-generated speech, or recording a sound file of your own.

The words that the Automated Receptionist will use to confirm a caller's request are not always the same as the user name

or directory entry. For example, a caller may request to speak to "Ms. Margheim." However, you may want the Automated

Receptionist to say "Diane Margheim" in confirmation, and the user name may be "Dr. Margheim".

Note: Individual users may also change the spoken name or file used for their name through the Assistant software.

Using computer-generated speech

Using Administrator you can listen to the computer-generated name for a user or to change the name being spoken.

To edit or check the computer-generated user name, do the following.

1 Click the Phone System button.

2 In the Tasks pane, under Users, click Edit user. The Select a user to edit list opens.

AastraLink RP System Administrator Guide 13

Using Administrator

3 Click the name of the user that you want to edit, and then click OK.

4 Click the Identification tab, if it is not displayed.

5 Click the Record Name... button. The Specify Spoken Name dialog appears.

6 Type the name callers will hear in the Words to say box.

7 Click Play to ensure recording quality.

8 When you have finished editing the spoken name, click OK.

Note: If you select Use computer-generated speech, Response Point automatically uses Microsoft Anna to record your sound

files. If this text-to-speech program is not available, Response Point chooses another Microsoft TTS program that comes with

your operating system, regardless of which TTS program you've manually specified in Windows.

Recording audio from a phone

If you are not satisfied with the computer-generated speech, you can specify that callers hear a recording after they ask to

speak to a user. The recording is made from any phone extension on the AastraLink RP Solution.

To record and audio message from a phone, do the following.

To edit or check the computer-generated user name, do the following.

1 Click the Phone System button.

2 In the Tasks pane, under Users, click Edit user. Select the name of the user you want to edit and click OK.

3 Click the Identification tab, if it is not displayed.

4 Click the Record Name... button. The Specify Spoken Name dialog appears.

5 Click the Use audio recorded on a phone button.

6 Click the Record New button. The Record Audio Using a Phone window opens.

14 AastraLink RP System Administrator Guide

Using Administrator

7 Select the user to call for recording, and click record.

The phone you select rings, and a message instructing you to say the name after the beep plays. Once you hear a beep,

clearly say the user name, then click Stop on your computer.

Note: Hanging up will also stop the recording, but you will hear the sound of the phone hanging up at the end of your

recording.

8 Click Play to ensure recording quality.

9 When you are satisfied with the recording, click OK.

10 Click OK to close the Specify Spoken Name dialog.

11 Click OK once more to finish editing the user.

Using a Prerecorded Sound File

You may use an existing sound file if you prefer. The sound file needs to be recorded in a sound recording application such

as Windows Sound Recorder, available in the Windows XP operating system. (Windows Vista includes a different recording

capability. Review the documentation for Windows Vista to learn how to make recordings.)

When using a sound recording application to create sound files, use the PCM format and make sure that the sound files are

8 kHz, 16 bit, mono, WAV files. Likewise, you may find that the volume is too low. Adjust the volume in the sound recording

application to your liking.

Make sure that the sound file for your name does not exceed 10 seconds.

To upload a prerecorded sound file to the base unit, do the following.

1 Click the Phone System button.

2 In the Tasks pane, under Users, click Edit user. Select the name of the user you want to edit and click OK.

3 Click the Identification tab, if it is not displayed.

4 Click the Record Name... button. The Specify Spoken Name dialog appears.

5 Click the Use a prerecorded sound file uploaded to the base unit button.

6 Click Choose New File.

7 Browse to your .WAV file location, select the file you want to upload and click Open.

8 Click Play to ensure recording quality.

9 When you are satisfied with the recording, click OK.

Note: If you select a file that is not a sound file in the right format, an error message will be displayed.

Click OK to return to the Specify Spoken Name dialog, and choose an appropriate file or another option.

10 Click OK to close the Specify Spoken Name dialog.

11 Click OK once more to finish editing the user.

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