Aastra Telecom 6753i R User Manual
AastraLink RP Solution
Administrator Guide
41-001256-00
Rev 03
6751i RP
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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 whi ch 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as unpublished works and by international treaties to the fullest extent under the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 terms and conditions of this agreement. All rights reserved.
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.
Software License Agreement
AastraLink RP System Administrator Guide 3
Table of Contents
Software License Agreement........................................................................................................ 3
Introduction................................................................................................................................... 7
About This Guide ....................................................................................................................................................... 7
System Overview........................................................................................................................... 9
Summary of System Features .................................................................................................................................... 9
System Installation...................................................................................................................... 11
Base Unit .................................................................................................................................................................. 11
Gateway ................................................................................................................................................................... 11
RP Phones ................................................................................................................................................................ 12
Response Point Administrator................................................................................................... 14
Installing Administrator ........................................................................................................................................... 14
Starting Administrator ............................................................................................................................................. 15
Response Point Assistant............................................................................................................ 17
Starting Assistant ..................................................................................................................................................... 17
Using Administrator............................................................................................... .... ................ 19
Adding Users ........................................................................................................................................................... 19
Recording User Names ............................................................................................................................................ 20
Editing Users ............................................................................................................................................................ 23
Removing Users ....................................................................................................................................................... 24
Adding Phones ......................................................................................................................................................... 25
Adding Multiple Line Phones .................................................................................................................................. 27
Editing a Phone ........................................................................................................................................................ 31
Removing a Phone ................................................................................................................................................... 32
Voice Services............................................................................................................................... 34
Adding Gateways (Analog Phone Services) ............................................................................................................ 34
Adding VoIP Phone Services ................................................................................................................................... 36
Editing Voice Services ............................................................................................................................................. 37
Removing Voice Services ........................................................................................................................................ 37
Advanced Administrator Options ............................................................................................. 39
Setting the Date and Time ........................................................................................................................................ 39
Configuring the Email Server .................................................................................................................................. 40
Setting Parked Call Music ........................................................................................................................................ 41
Setting Voicemail Options ....................................................................................................................................... 43
Using the Automated Receptionist .......................................................................................................................... 43
Using Advanced Automated Receptionist Features ................................................................................................. 44
Using a Receptionist or Operator ............................................................................................................................. 46
Simultaneous Ringing/Ringing Groups ................................................................................................................... 48
Call History .............................................................................................................................................................. 49
Voicemail Storage .................................................................................................................................................... 50
Base Unit Storage FAQs .......................................................................................................................................... 51
Backing up and Restoring Base Unit Configuration ................................................................................................ 52
Event Logs on the Base Unit .................................................................................................................................... 54
Setting Options via the Aastra Web UI..................................................................................... 55
Finding Your Phone’s IP Address ........................................................................................................................... 55
Using the Aastra Web UI ......................................................................................................................................... 56
Table of Content
s
AastraLink RP System Administrator Guide 5
Upgrading the AastraLink RP Solution.................................................................................... 60
Base Unit and Software Upgrades ........................................................................................................................... 60
Phone and Gateway Upgrades ................................................................................................................................. 61
Resetting Your AastraLink RP Solution................................................................................... 65
Factory Defaulting Aastra RP Phones ..................................................................................................................... 65
Microsoft Utilities .................................................................................................................................................... 67
Troubleshooting Solutions.......................................................................................................... 69
General Troubleshooting ......................................................................................................................................... 69
Auto-Discovery Troubleshooting ............................................................................................................................ 70
Limited Warranty ....................................................................................................................... 73
Table of Contents
6 AastraLink RP System Administrator Guide
Introduction
e
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™.
Typ i cal Net work Set up
Internet
PSTN
About This Guide
Micros oft R e sponsePoint
Administrator Software
6751i RP IP P hone
LAN Ethernet Switch
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IP Phone
CT cordless
Aas traLink R p 540 Gateway Aas traLink R P 500 B a s e Unit
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 sy stem or serv ice provider. The
following guides may apply to components of your AastraLink RP Solution:
6753i RP IP P hon
• 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.
AastraLink RP System Administrator Guide 7
Introduction
Introduction
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 and other documentation can be downloaded
from our Web site at www.aastratelecom.com
8 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
AastraLink RP Solution Feature Response
Point
Feature
Voice Dialing
Call Park
Call Transfer
Bypass Receptionist Configuration
On Screen Call Notification
3-Way Calling/Conferencing
Speed Dialing
Programmable Keys
Expansion Modules
XML Applications Support
Foreign Language Support
Automated Receptionist
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Phone-Side
Feature
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Multiple Ring Groups
Contacts List
Email Voicemail Notification
Local and Remote Voicemail Retrieval
Auto-Discovery
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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.
AastraLink RP System Administrator Guide 9
System Overview
Auto-Discovery
Microsoft Response Point Administrator
Microsoft Response Point Assistant
System Overview
System Deployment Requirements
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.
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, callrouting plan, and extension numbers may be configured with ease.
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 individual user preferences such as their nicknames, directory listing,
voicemail options, and call-forwarding settings.
The Aastralink RP Solution requires 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 the latest security updates
• Microsoft Windows Vista (32-bit) wit h 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
10 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
Gateway
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 both power and the LAN, and
must be turned on for auto-discovery to succeed.
System Installation
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.
AastraLink RP System Administrator Guide 11
RP Phones
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The AastraLink RP 540 Gateway must be connected to both power and the LAN, and
must be turned on for auto-discovery to succeed.
Any combination of Aastra phone models 6751i RP, 6753i RP, and 6757i CT RP
works with the AastraLink RP Solution.
Aastra 6751i RP Phone
System Installation
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Aastra 6757i CT RP Phone
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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.
AastraLink RP System Administrator Guide 13
System Installation
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.
To install the Administrator software and other Microsoft Response Point
components on the system administrator’s computer, do the following.
Note: Administrator should only be installed on one computer connected to the same
LAN as all phones, base units and gateways.
1. Insert the AastraLink RP system CD that was supplied with the AastraLink RP 500
base unit into the CD drive of your computer.
Note: If the Autoinstall window does not open, use Windows Explorer to view the
CD directory. Double-click
2. Click Install AastraLink RP software.
3. As the system administrator, you should install all of the Response Point software
components on your computer. Check the Install Microsoft Response Point
Response Point Administrator
Administrator box and ensure all boxes are checked.
Install.exe to start the installation process.
4. 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.
14 AastraLink RP System Administrator Guide
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, do the following.
1. Select Start > Programs > Microsoft Response Point Administrator. The
Important Notice screen opens.
2. Review the emergency considerations listed and click OK. The Select the base
unit screen opens.
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
Troubleshootin g on page 70 of this guide.
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
opens.
Aastra
4. Confirm that the correct MAC address for your base unit is displayed, and click
Yes to continue. A security warning screen opens.
5. Click Yes to accept the security certificate.
Response Point Administrator
AastraLink RP System Administrator Guide 15
The Connect to Base Unit dialog opens.
Aastra
6. Enter the default password admin and click Connect. The Change password now
dialog opens.
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 pro vided. See Resetting the AastraLink RP
500 Base Unit Password on page 67.
To add phones to your AastraLink RP Solution, follow the steps given in Adding
Phones on page 25.
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. Click
Help for further information.
Response Point Administrator
16 AastraLink RP System Administrator Guide
Response Point Assistant
The Microsoft Response Point Assistant software is installed on both the system
administrator’s computer and each phone user’s computer. When you check the boxes
to install Administrator and all other Response Point components on page 14,
Assistant is also installed on your computer. This allows you to access your own
personal phone account as a phone user.
You, as system administrator, must add phones to the system and assign extension
numbers before anyone can log on to the Assistant software. For more information
see System Installation on page 11 and Adding Users on page 19.
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, do the following.
1. Select Start > Programs > Microsoft Response Point Assistant. The Log On
screen opens.
2. Enter the extension number you assigned yourself as system administrator, and
select your base unit.
3. Enter the default password
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 in the
directory, as entered in Microsoft Response Point Administrator by the system
administrator.
9999, and click Log On.
Response Point Assistant
AastraLink RP System Administrator Guide 17
Note: You can only log on to Microsoft Response Point Assistant once your
extension number has been assigned.
You can now change your personal phone settings by clicking Settings. See the
AastraLink IP Phone Users Guide for more information.
Response Point Assistant
18 AastraLink RP System Administrator Guide
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, and the procedure given on page 14. To uninstall the
Administrator, u se th e Add/Remove Programs option in the Windows control panel.
The Administrator software, once installed, controls all components of the
AastraLink RP Solution. Phone Users are added to the directory contained with
Administrator, and can then be assigned to phones you connect to the network.
Note: Think about keeping a list of the users and extension numbers as you assign
them. This is especially useful when configuring phone models with multiple lines, or
adding users to several phones or user groups.
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. Y ou 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 opens.
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.
AastraLink RP System Administrator Guide 19
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.
Using Administrator
5. Click OK in the New User 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 computergenerated speech, or by recording a sound file of your own through the phone
handset.
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
change the name being spoken.
20 AastraLink RP System Administrator Guide
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.
3. Click the name of the user 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 opens.
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 pr ogram 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 an audio message from a phone, do the following.
1. Click the Phone System button.
2. In the Tasks pane, under Users, click Edit user.
3. Select the name of the user you want to edit and click OK.
4. Click the Identification tab, if it is not displayed.
Using Administrator
AastraLink RP System Administrator Guide 21
5. Click the Record Name... button. The Specify Spoken Name dialog opens.
6. Click the Use audio recorded on a phone button.
7. Click the Record New button. The Record Audio Using a Phone window opens.
Using Administrator
8. Select your extension number to call for recording, and click Record.
Y our phone rings and play s a message prompting for the name after the 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 the recording.
9. Click Play to ensure recording quality.
10. When you are satisfied with the recording, click OK.
11. Click OK to close the Specify Spoken Name dialog.
12. 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 to your liking in the sound
recording application.
Note: 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.
3. Select the name of the user you want to edit and click OK.
22 AastraLink RP System Administrator Guide
4. Click the Identification tab, if it is not displayed.
5. Click the Record Name... button. The Specify Spoken Name dialog opens.
6. Click the Use a prerecorded sound file uploaded to the base unit button.
7. Click Choose New File.
8. Browse to your .WAV file location, select the file you wan t to upload and click
Open.
9. Click Play to ensure recording quality.
10. 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.
Editing Users
Click OK to return to the Specify Spoken Name dialog.
11. Once you are finished click OK to close the Specify Spoken Name dialog.
12. Click OK once more to finish editing the user.
Using Administrator
You can edit a Response Point user at any time in the User Properties dialog box. You
can also change settings such as enabling voicemail or setting initial call forwarding
rules.
Note: Call forwarding rules can be changed by the phone user in the Assistant
program.
AastraLink RP System Administrator Guide 23
To edit a Response Point user using Administrator, 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.
Using Administrator
3. Click the name of the user that you want to edit, and then click OK.
4. Click the Identification tab, if necessary, and change the options that are available
for editing.
5. Make that changes that you want on the Voicemail and Call Fo rwarding tabs.
6. Click OK in the User Properties dialog box.
Removing Users
You may want to remove phone users from your system if they leave the company or
you have made multiple entries for one phone user.
Note: You cannot remove users if they are assigned to a phone. You must first edit the
phone to remove the user from it, and then remove the user from Administrator. For
information on editing phones, see Editing a Phone on page 31.
To remove a Response Point user in Administrator, do the following.
1. Click the Phone System button.
2. In the Tasks pane, under Users, click Remove User.
3. Click the user that you want to remove, then click OK. a warning message opens
before you delete the user.
4. Confirm that you want to remove the user by clicking Yes in the message box.
Note: If you remove a user who is the receptionist or operator you will have to
assign a new user to that role. See Using a Receptionist or Operator on page 46 for
more information.
24 AastraLink RP System Administrator Guide
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