Aastra Clearspan 6731i User manual

Brand: Aastra

Model: Clearspan 6731i

Type: User manual

This manual is also suitable for

6731i

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

/End

Ends an active call. The key also exits an open list,

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

and D

own

arrow keys

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

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.

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 #

Aastra Clearspan 6731i User manual

Brand: Aastra

Model: Clearspan 6731i

Type: User manual

This manual is also suitable for

6731i

Download PDF

report

Aastra Clearspan 6731i User manual

This manual is also suitable for

Aastra Clearspan 6731i User manual

Related papers

Other documents