Aastra 6731i
Telephone User Guide
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 2
Contents
Buttons Description ................................................................................................................................................ 3
Programable Keys/Speed Dial Keys......................................................................................................................... 3
User Guide Overview .............................................................................................................................................. 4
Making Calls ............................................................................................................................................................ 4
Answering Calls ....................................................................................................................................................... 4
Redial....................................................................................................................................................................... 4
View Missed/Received Calls.................................................................................................................................... 4
Transferring Calls .................................................................................................................................................... 5
Conference Call ....................................................................................................................................................... 5
Placing a call on hold............................................................................................................................................... 5
Mute........................................................................................................................................................................ 5
Speed Dial Keys – set up .........................................................................................................................................5
Speed Dial Keys – edit............................................................................................................................................. 6
Speed Dial Keys – delete ......................................................................................................................................... 6
Change the ring tone............................................................................................................................................... 6
Updating the Key Card ............................................................................................................................................ 6
Directory – Access................................................................................................................................................... 7
Directory – Create an Entry..................................................................................................................................... 7
Directory – Delete Individual Entries ...................................................................................................................... 7
Directory – Delete All Entries..................................................................................................................................7
Directory – Edit Entries ........................................................................................................................................... 7
Call Forwarding ....................................................................................................................................................... 8
Call Forward Immediate (CFIM):............................................................................................................................. 8
Call Forward Unavailable (CFU): ............................................................................................................................. 8
Call Forward Busy (CFB): ......................................................................................................................................... 8
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 3
Buttons Description
Goodby
e
/End
-
Ends an active call. The key also exits an open list,
eg
the
Options List, without saving changes
Options
-
Accesses services and options to
customize your phone.
This key also
accesses the Directory List and Callers List
Hold
-
Places an a
ctive call on hold.
The caller will hear music whilst on hold.
To take the call off hold, press the key again
Redial
-
Redials up to 100 previously
dialled
numbers.
Pressing the Redial key twice redials the last dialled number
Callers
–
Lists the
last 200 calls received
Volume control
-
Adjusts the volume for the handset,
ringer, and
hands free
speaker
Programable Keys
/Speed Dial Keys
Note – Keys 5 to 8 are pre-programmed as follows:
5 – Save (Saves names and numbers to the Directory List)
6 – Delete (Deletes individual or all entries from the Directory List, Callers List or
Redial List)
7 – Directory (Displays up to 200 names and phone numbers)
8 – Services
Keys 1 to 4 can be set up as Speed Dial Keys. See Page 5 for further
information
Line Keys
-
If you are on an active call and a second call
comes in, you can
press the key for the other line. This places the first call on hold and answers
the second call. The line keys work with two active calls only.
Speaker
–
to make or receive hands
-
free calls
Mute
-
Mutes the microphone so that your caller cannot
hear you
. You will
still be able to hear your caller
Conference
–
begins a conference call with the active call
Transfer
–
transfer a call to
another number
Navigation
-
Press the U
p
and D
own
arrow keys
to
scroll through
lists (eg redial
numbers) or menu selections, (eg the Options List)
Left and Right Arrow keys – used to select menu options (right arrow) or go
back one step from them (left arrow)
Voice Mail
2440
Enter your extension number
Enter your password
Pick up calls from another
phone in the group
*8
Note – a Group needs to exist for this to work. If required, contact the Service
Point on 2626 with a list of the extension numbers to be put into the group.
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 4
User Guide Overview
The relevant button(s) will be shown in the right-hand column for reference
Not all features on the telephone are useful or work on our telephone system, so
only the most useful options are included in this guide
It is possible to scroll through the Options menus using the navigation keys; however
it is easier to use the Options button followed by the menu number. This guide lists
the quick keys to get to the relevant menu item
To input letters, press the number key which lists the letter the until the letter is
displayed (eg press the number 2 key twice for B)
Making Calls
There are two options:
- Lift the handset or press the speaker button and dial the number, or
- Dial the number first and then lift the handset or press the speaker button
If you make an error whilst inputting the number, use the left arrow key to delete
the number(s)
To cancel dialling either replace the handset or press the Goodbye button
External numbers should be preceded by a 9
Ans
wering Calls
If internal, in most cases, the name of the person ringing you will be displayed.
Some internal numbers do not have individuals registered to them (eg shared
telephones) and the extension number will be displayed. If the number is in your
directory, the name you have in the directory will be displayed
If external, the telephone number will be displayed unless the number is blocked
(common with businesses) in which case a generic number will be displayed
Lift the handset or press the speaker button to answer
To end the call either replace the handset or press the Goodbye button
If another telephone is ringing within your team, pick up the call by pressing *8
Redial
The telephone stores the last 100 numbers you dialled, including the date and time
Press the redial button
Use the up and down arrow buttons to scroll through the numbers. When the
required number is reached, lift the handset or press the speaker button
To delete an entry, select the number and then press the delete key twice
To clear the redial list, press the redial button, press the delete key followed by the
right arrow key
View
Missed/Received Calls
The telephone stores the last 200 calls received, including the date and time
Use the up and down keys to scroll through the records
You can ring a selected number by lifting the handset or pressing the hands-free
button. Note – external, withheld numbers cannot be rung in this way
Use the delete key to remove a record from the callers list
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 5
Transferring Calls
Whilst on a call, press the Transfer Key. You should hear a dial tone
Dial the extension number to which you want to transfer the call
You can then press the Transfer Key again before the receiving end answers. This
transfers the call without you talking to the second person
Otherwise, remain on the line until the other person answers. If you still want to
transfer the call press the Transfer Key again
To cancel the transfer, select Cancel on the display screen
Conference Call
It is possible for yourself and two other parties to be connected at the same time
Whilst on an active call (it doesn’t matter if you rang the first person or they rang you)
Press the Conference Call button
Dial the number of the second person you want to include
When they answer, press the Conference Call button again to start the three-way
conversation
Placing a call on hold
Press the Hold button. "Call Held" will appear on the display
Whilst the caller is on hold, music will be played
If a call is on hold for an extended period of time, the phone beeps softly to remind
you that you still have a call on hold
To reconnect to the caller, press the Hold button again
Mute
Press the Mute button
Press the same button again to take off mute
Speed Dial Keys
–
set up
Keys 1 to 4 can be programmed for regularly used numbers in one of two ways:
If the number is displayed in the Directory, Redial or Callers list, press the save key.
You will be prompted “save to where”. Press the speed dial key required. (Note – if
the key already has a number associated with it, that will be overwritten)
If the key does not have a number associated with it, hold it down for a few
seconds. A prompt “Speeddial Enter Number >” will be displayed. Key in the
telephone number (remember to use 9 for an outside line if necessary) and press the
save key
Use the Goodbye key to cancel at any point
Note – Keys 5 to 8 are pre-programmed as shown here and cannot be reprogrammed.
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 6
Speed Dial Keys
–
edit
Press the options key, followed by 1 for Preferences
Press the right arrow key to Enter, followed by 3 for Speed Dial Edit
Press the right arrow key to Enter
Speed Dial keys with numbers associated will flash, press the required key
Use the left arrow to delete numbers. Type in new numbers
When complete, press the right arrow key to save
Speed Dial Keys
–
delete
Press the options key, followed by 1 for Preferences
Press the right arrow key to Enter, followed by 3 for Speed Dial Edit
Press the right arrow key to Enter
Speed Dial keys with numbers associated will flash, press the required key
Use the left arrow to delete numbers
When cursor is back to left-hand side, press the right arrow key to save
Change the ring tone
Press the Options key followed by 1 for Preferences
Press the right arrow key to Enter, the first option is tones
Press the right arrow key to Enter twice for Ring Tone
Use the up and down arrow keys to scroll through the available ring tones
Press the right arrow key to Set the required ring tone (the currently selected ring
tone displays a tick above Set)
To cancel at any point, press the Goodbye key
Updating the Key Card
This card contains the label identification spaces for 8 programmable
keys.
Remove the logo plate from the top front panel of the
telephone by gently pressing down and sliding upward.
Remove the card so you can write in what the keys are
programmed for
Slide the card into the programmable key card slot on the top
front panel of the telephone using the display slots for
alignment. Ensure the tabs are sticking out for future removal of
the card.
Gently slide the logo plate back in place, covering the paper
tabs.
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 7
Directory
–
Access
Press the Directory Key
Either use the up and down arrows to scroll through the directory entries, or
Press the key for the first letter of the first name (eg for V, press the 8 key three
times). If there is more than one name starting with the letter, use the up and
down arrows to scroll through
To ring the number, either lift the handset or press the hands-free button
Directory
–
Create an Entry
Press the Directory Key
Press the Save button
Enter the telephone number (NB – don’t forget to start with a 9 if it is an external
number)
Press the Save button
Enter the name (Note press * twice for a space)
Note – if you make an error, use the delete key to erase backwards
Press the Save button twice to finish
To cancel, press the Goodbye button
Note – Call forwarding functions (see Page 8) can be entered into the directory.
This is particularly useful if you wish to regularly forward calls to another number
(eg your mobile)
Note – you can also save numbers from your Callers or Redial Lists by pressing the
Save key followed by the Directory key whilst the number is displayed. If the
name is in the callers list, it will be included or you can edit the entry to add the
name
Directory
–
Delete
Individual
Entries
Press the Directory Key
Either use the up and down arrows to scroll through the directory entries, or
Press the key for the first letter of the first name (eg for V, press the 8 key three
times). If there is more than one name starting with the letter, use the up and
down arrows to scroll through the entries
Press the Delete button twice to delete the entry
Directory
–
Delete All Entries
Press the Directory Key
Press the Delete button twice to delete all entries
Note – your directory is not backed up and therefore cannot be restored
Directory
–
Edit Entries
Press the Directory Key
Either use the up and down arrows to scroll through the directory entries, or
Press the key for the first letter of the first name (eg for V, press the 8 key three
times). If there is more than one name starting with the letter, use the up and
down arrows to scroll through the entries
When you locate the required entry, press the save key. The number will be
displayed. Press the left arrow key once. The number will be displayed
Delete numbers by pressing the delete key; enter new numbers by pressing the
relevant keys.
Press the Save button
Edit the name if required (note – if you saved the number from Redial or Callers
and the name wasn’t included, the telephone number will be displayed again.
Delete this using the Delete key and then input the name as for Create an Entry)
Press the Save button twice to finish
Faults and queries should be directed to the IT Service Point Version 1.1
Telephone: 2626 January 2012
P a g e | 8
Call Forwarding
It is possible to set up your telephone to forward telephone calls to another number.
Important
If you set up call forward without an optional timeout and the second number is not answered,
your call will be forwarded to that number’s voicemail, not your own. For the call to revert to your
voice mail you need to set an optional timeout of less than 20. Minimum optional timeout is 5.
The value is seconds.
If you set up call forward to an external number, remember to put a 9 at the beginning
You can set up a directory entry for regularly used Call Forward commands (see Page 6)
There are three options. It is necessary to pick up the handset or press the hands free button for the
function to be actioned:
Call Forward Immediate
(CFIM):
(Also known as "forward all calls" or "call forward unconditional")
When someone calls your extension, their call is immediately diverted elsewhere (eg if you are out of the
office you could divert calls to your mobile).
To Set: * 21 * <phone number> [* <optional timeout> ] #
To Query: * # 21 #
To Cancel: # 21 #
eg * 21 * 1234 * 15 # - will immediately divert calls made to your extension to extension 1234. If 1234 is
not answered within 15 seconds, the call will divert to your voice mail.
C
all Forward Unavailable (CFU):
(Also known as "call forward on no answer")
If your telephone isn’t answered, the call will be diverted elsewhere. The default is to divert to your voice
mail. However, you could change it to divert to your mobile phone or another staff member.
To Set: * 61 * <phone number> [* <optional timeout> ] #
To Query: * # 61 #
To Cancel: # 61 #
eg * 61 * 90712 345 678 # if you do not answer your telephone the call will be diverted to this mobile
number. As there is no optional timeout, if this second number is not answered, the call will divert to the
second number’s voice mail if it is enabled.
Call Forward Busy (CFB):
(Also known as "Call forward when Engaged")
If you are engaged in a telephone call, you can immediately divert the call. The default is to divert to your
voice mail. However, you could set it to divert to another staff member.
To Set: * 67 * <phone number> [* <optional timeout>] #
To Query: * # 67 #
To Cancel: # 67 #
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