Aastra Telecom RP CT Cordless User Manual
AastraLink RP Solution
Phone User Guide
41-001255-00
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as unpublished works and by international treaties to the fullest extent under the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 Phone User Guide 3
Table of Contents
Software License Agreement........................................................................................................ 3
Introduction................................................................................................................................... 7
About This Guide ....................................................................................................................................................... 7
Phone Models................................................................................................................................. 9
Aastra 6751i RP ......................................................................................................................................................... 9
Aastra 6753i RP ....................................................................................................................................................... 10
Aastra 6757i CT RP ................................................................................................................................................. 11
Getting Started............................................................................................................................ 13
Initializing 6751i RP & 6753i RP ............................................................................................................................ 13
Phone Screens 6751i RP & 6753i RP ...................................................................................................................... 14
Initializing 6757i CT RP .......................................................................................................................................... 15
Phone Screens 6757i CT RP .................................................................................................................................... 17
Key Descriptions ...................................................................................................................................................... 20
Using Microsoft Response Point Assistant................................................................................ 23
Installing .................................................................................................................................................................. 23
Starting Assistant ..................................................................................................................................................... 23
Changing Your Phone Settings With Assistant ....................................................................................................... 25
Recording a User Name With Assistant ................................................................................................................... 25
Upgrading Assistant ................................................................................................................................................. 29
Removing Assistant ................................................................................................................................................. 29
Phone Options via the Aastra Web UI...................................................................................... 30
Finding Your Phone’s IP Address ........................................................................................................................... 30
Accessing the Aastra Web UI .................................................................................................................................. 30
Basic Phone Features.................................................................................................................. 34
Dialing a Number ..................................................................................................................................................... 34
Using Handsfree Speakerphone ............................................................................................................................... 35
Using a Headset ....................................................................................................................................................... 35
Incoming Intercom Calls .......................................................................................................................................... 36
Redial ...................... ........................................... .......................................... ............................................................ 37
Mute ........................ ........................................... ........................................ .............................................................. 39
Receiving Calls ........................................................................................................................................................ 39
Voicemail ................... .................... ...................... .................... ...................... .......................................................... 40
Forwarding Calls ...................................................................................................................................................... 42
Call Transfer ............................................................................................................................................................ 43
Call Park ................................................................................................................................................................... 44
Contacts List in Assistant ......................................................................................................................................... 44
Call Notification ....................................................................................................................................................... 48
Phone Directory List ................................................................................................................................................ 49
Callers List ............................................................................................................................................................... 53
Ring Tones and Tone Sets ....................................................................................................................................... 56
Advanced Phone Features.......................................................................................................... 60
Configuring Multiple Lines (6753i RP & 6757i CT RP) ......................................................................................... 61
3-Way Conference Calling (6753i RP & 6757i CT RP) .......................................................................................... 62
Speeddial Keys (6751i RP) ...................................................................................................................................... 63
Programmable Keys (6753i RP & 6757i CT RP) .................................................................................................... 66
Model M670i and M675i Expansion Modules ........................................................................................................ 75
Foreign Language Support ....................................................................................................................................... 76
Table of Content
AastraLink RP Phone User Guide 5
s
Using Your 6757i CT RP Cordless Handset............................................................................. 79
Finding the IP Address using the Handset ............................................................................................................... 83
Feature Keys on the Handset ................................................................................................................................... 83
Handset Icons and Status Messages ......................................................................................................................... 86
Handset Keys ........................................................................................................................................................... 86
Multifunction Handset LED Indicator ..................................................................................................................... 87
Battery Charging ...................................................................................................................................................... 88
Volume Control ....................................................................................................................................................... 88
Directory List on the Cordless Handset ................................................................................................................... 89
Callers List on the Cordless Handset ....................................................................................................................... 91
Making Calls from the Cordless Handset ................................................................................................................ 92
Pairing and Unpairing Cordless Handsets ............................................................................... 94
Pairing Your Handset ............................................................................................................................................... 94
Unpairing Your Handset .......................................................................................................................................... 96
Defining an Emergency Dial Plan.............................................................................................. 99
Troubleshooting......................................................................................................................... 100
Table of Contents
Limited Warranty ..................................................................................................................... 103
6 AastraLink RP Phone User 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 Soluti on 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 Phone
LAN Ethernet Switch
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6753i RP IP P hon
Rou t er
6757i CT RP
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 phone users, and describes how to use the features of
your Aastra IP phone. 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
other 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 RP Administrator 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 Solution systems.
The AastraLink RP 540 Gateway Installation Guide – gives detailed instructions on
setting up the AastraLink RP 540 Gateway in your AastraLink RP Solution system.
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 IP phones you can use with
theAastraLink RP Solution.
AastraLink RP Phone User Guide 7
Introduction
Introduction
The AastraLink RP Administrator Guide - describes how to configure the features of
the AastraLink RP Solution, including the administrator-level settings on the phones.
These guides along with release notes, system updates, etc. can be downloaded from
our Web site at www.aastratelecom.com
8 AastraLink RP Phone User Guide
Phone Models
Aastra 6751i RP
Any combination of Aastra models 6751i RP, 6753i RP, and 6757i CT RP phones
may be used with your AastraLink RP solution. This AastraLink RP Phone User
Guide is for all three models. Some features are specific to only one phone model,
and you need to read the manual carefully to see what applies to your phone.
The 6751i RP telephone has all the features of a regular business phone, allowing you
to make and receive calls, transfer, conference and more using your AastraLink RP
Solution.
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Aastra 6751i RP Features
• 3-line LCD screen
• 1 call appearance line
• Supports 1 call line with transfer and hold capabilities
• Full-duplex speakerphone for handsfree calls
• Built-in two-port, 10/100 Ethernet ports - lets you share a connection with your
computer
• Inline power support (based on 802.3af standard) which eliminates the need for
power adapters
• Voice-activated dialing options powered by Microsoft Response Point
• AC power adapter (included)
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AastraLink RP Phone User Guide 9
Aastra 6753i RP
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The 6753i RP telephone features 2 call appearance lines and 4 programmable hard
keys in addition to the features of the 6751i RP model.
Phone Models
Aastra 6753i RP Features
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• 3-line LCD screen
• 4 programmable hard keys
• 2 call appearance lines with LEDs
• Supports up to 8 call appearance lines
• Full-duplex speakerphone for handsfree calls
• Headset support (modular connector)
• Expansion modules (optional) attach to the right side of the phone providing 36
additional softkeys (M670i) or 60 additional softkeys (M675i)
• Built-in two-port, 10/100 Ethernet ports - lets you share a connection with your
computer
• Inline power support (based on 802.3af standard) which eliminates power
adapters.
• AC power adapter (included)
10 AastraLink RP Phone User Guide
Aastra 6757i CT RP
This 6757i CT RP telephone provides you with 3 call appearance lines and 12
programmable hard keys, as well as a large 12 line LCD screen and a cordless
handset. This model supports up to 9 call lines.
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Phone Features – 6757i CT RP Base Unit
• 12 line graphical LCD screen (144 x 128 pixels) with white backlight
• 12 multi-functional softkeys
- 6 programmable keys (at top of screen)
- 6 context sensitive keys (at bottom of screen)
• 3 call appearance lines with LEDs
• Supports up to 9 call lines
• Full-duplex speakerphone for handsfree calls
• Headset support (modular connector)
• Expansion modules (optional) attach to the right side of the phone providing 36
additional softkeys (M670i) or 60 additional softkeys (M675i)
• Built-in-two-port, 10/100 Ethernet switch - lets you share a connection with your
computer.
• Inline power support (based on 802.3af standard) which eliminates power
adapters.
• AC power adapter (included)
Phone Models
AastraLink RP Phone User Guide 11
Phone Features – 6757i CT RP Cordless Handset
Phone Models
• 5 line backlit display screen
• 2 multi-functional softkeys
• Programmable function key supports up to 14 functions
• Vibration Alerter
• Headset Jack
• Desk charging stand
12 AastraLink RP Phone User Guide
Getting Started
Initializing 6751i RP & 6753i RP
AastraLink RP phones must be set up and configured prior to the first use. This
section describes phone behavior and start up screens you may see when your phone
is first plugged in, or when it is restarted.
The AastraLink RP automatically begins the start up sequence as soon as it is
connected. The phone goes through this process the first time you plug in your phone
and every time you restart your phone.
The phone displays the following startup screens.
Network
Aastra 6751i RP
Initializing
network
OR
SIP
Note: Do not unplug or remove power to the phone while it is checking or installing
firmware and configuration information.
When the configuration update is complete, the phone displays the following screen.
Aastra 6753i RP
Downloading
language packs.....
DSP
1
Done
No Service
Sat Jan 1 12:00a
The 6751i RP or 6753i RP phone is now ready to be added to your AastraLink RP
Solution by the System Administrator, using the Microsoft Response Point
Administrator phone system software. Further instructions can be found in the
AastraLink RP Administrator Guide.
AastraLink RP Phone User Guide 13
Getting Started
Phone Screens 6751i RP & 6753i RP
Idle Screens 6751i RP & 6753i RP
When the phone has successfully updated the configuration and connected to the
network, the phone displays the Idle State screen:
Getting Started
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Sat Jun 8 2:55p
The Idle State screen lists your name, extension (or phone number), and day, date,
and time. The "1" in the upper corner in the above example indicates the idle screen
for the first line appearance. Y ou can use the LEFT and RIGHT arrow keys to scroll
through the idle screens on phones with more than one line. The phone user assigned
to each line is displayed.
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The Idle State screen is shown whenever your phone is not in use.
The second display line displays the following temporary messages if an event
occurs:
• No Service
• DHCP Failed
• Restarting......
• New IP Obtained
• Network Disconnected/Connected
Note: Since the "Network Disconnected/Connected" display on two lines, the date
and time does not show if this event displays.
• The second line can also display the following status messages, listed in order of
display priority:
• DND On (Do Not Disturb)
• Number of missed calls
• Number of messages
When more than one status message displays, the 2
indicate you can use the 2 and 5 navigation keys to scroll through the remaining
messages. The messages also display alternately every few seconds.
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2 Messages
Sat Jun 8 2:55p
14 AastraLink RP Phone User Guide
is shown after the message to
1
John Burns
4 Missed Calls
Sat Jun 8 2:55p
Off-Hook Screen 6751i RP & 6753i RP
When the phone is off-hook (or you pick up the handset), the screen displays as
follows.The "1" in the upper corner in the above example indicates the idle screen for
the first line appearance. A "2" appears for the second line, and so on.
=Dial
No Service Screen 6751i RP & 6753i RP
When the phone is not properly connected to the network, or the account has not been
configured by the System Administrator, the "No Service" or "Network
Disconnected" prompt appears on the display and the telephone status light turns ON.
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Thomas Sharp
No Service
Sat Jan 1 12:00a
The phone also displays the default time and date of 12:00am Jan. 1st. Check that the
cables are tightly connected to the phone and to the wall jack. The phone should
automatically detect when the connection is reconnected and displays the "Network
Connected" prompt temporarily.
If changes have been made to your phone settings using the Microsoft Response Point
Administrator software, your phone should restart automatically with an initial screen
display of "Restarting...", during which time your phone will not be available to
make and receive calls.
For more information about connecting your phone, refer to the AastraLink RP
Administrator Guide. Check with your System A dministrator for assistance.
Initializing 6757i CT RP
The 6757i CT RP automati cally beg ins the start up sequence as soon as it is
connected. The phone goes through this process the first time you plug in your phone
and every time you restart your phone.
The phone displays the following startup screens.
Checking for
Firmware.....
Getting Started
DHCP: waiting
for IP...
AastraLink RP Phone User Guide 15
Getting Started
.
The 6757i CT RP phone then checks settings an d looks for new configuration and
firmware updates for the phone from a server. If a new update is found, the phone
displays the message “
Updating Configuration”. This may take a few moments while
the phone downloads the latest updates.
Updating
configuration....
Checking for firmware...
Do not unplug the phone!
Downloading
LanguagePacks
Note: Do not unplug or remove power to the phone while it is checking or installing
firmware and configuration information.
When the configuration update is complete, the phone displays the following screens,
ending with the Idle screen.
Network
Done
SIP
Services
Dir
Callers
L1
NetworkDisconnec ed
Sat Jan 1 12:18am
Icom
DSP
The 6757i CT RP phone is now ready to be added to your AastraLink RP Solution by
the System Administrator, using the Microsoft Response Point Administrator phone
system software. Further instructions can be found in the AastraLink RP
Administrator Guide.
16 AastraLink RP Phone User Guide
Phone Screens 6757i CT RP
Idle Screen Default 6757i CT RP
When the phone has successfully updated the configuration and connected to the
network, the phone displays the Idle State screen. The idle screen is shown whenever
your phone is not in use.
Note: Your System Administrator sets up your initial screen name, line number, and
any other administrative features required. You may change some of these options
yourself. See Changing Your Phone Settings With Assistant on page 25.
The Idle State screen lists your name (SIP screen name) and day, date, and time. In
the above screen, the "L1" indicates John Smith is configured on Line 1.
The idle screen also displays the following default softkeys located on the top left and
top right of the screen:
• Services
• Directory
• Callers List
• Intercom
Services
Dir
Callers
L1
Sat Jan 1 12:18am
Operator
VoiceMail
Icom
JohnSmith
103
When you lift the handset, the screen displays the default bottom softkeys of:
• Dial
• Conference
• Transfer
Services
Dir
Callers
L1
Icom
JohnSmith
>
Dial
Conf
Xfer
You can configure the 6 top softkeys and the 6 bottom softkeys as required.
For more information about configuring the top default softkeys and all other
softkeys, see Programmable Keys (6753i RP & 6757i CT RP) on page 66.
Getting Started
AastraLink RP Phone User Guide 17
Idle Screen With Softkeys Configured 6757i CT RP
If you or your System Administrator have configured softkey functions on your
phone, the labels for those functions display on the screen. For example, in the
following illustration, "Home" was configured as a speeddial key on the bottom set of
softkeys and "Do Not Disturb" (DND) was configured on the top set of softkeys.
Getting Started
Speeddial Softkey
Services
Dir
Callers
L1
Sat Jan 1 12:18am
Home
Icom
DND
More
JohnSmith
"Do Not Disturb"
Softkey
Idle Screen
You can configure up to 10 functions on the top set of softkeys. If you have additional
functions configured on the top softkeys that do not display on the main idle screen,
"More" displays at the top right of the screen. Pressing the More softkey toggles
between the first screen and a second screen of softkeys configured on your phone.
HR
Support
More
Speeddial Softkeys
L1
Sat Jan 1 12:18am
Home
JohnSmith
Off-Hook Screen 6757i CT RP
When you pickup the handset, the screen displays as follows::
• Dial
• Conference
• Transfer
This screen displays the following default softkeys located on the bottom left of the
screen:
A More softkey also displays at the bottom right of the screen if you have configured
softkeys other than the default softkeys.
Idle Screen
Services
Dir
Callers
L1
>
Dial
Conf
Xfer
Icom
JohnSmith
More
18 AastraLink RP Phone User Guide
For example, if you configure a bottom softkey for speed dialing to Home, and then
you pickup the handset, the screen displays the Dial, Conf, and Xfer default softkeys
with a More softkey. You can press the More softkey to toggle between the first and
second screens to display all configured softkeys. See illustrations below.
Services
Dir
Callers
L1
Sat Jan 1 12:18am
Home
Idle Screen
Icom
DND
More
JohnSmith
Services
Dir
Callers
L1
JohnSmith
>
Dial
Conf
Xfer
After Handset Pickup
Note: The bottom set of 6 softkeys map to the current state-based (context sensitive)
configurable softkeys. The top set of 6 softkeys allow you to configure up to 10
functions.
Network Disconnected Screen 6757i CT RP
If your phone did not successfully connect to the network, the "Network
Disconnected" prompt appears on the display and the telephone status light turns on.
Services
Dir
Callers
L1
NetworkDisconnected
Sat Jan 1 12:18am
Icom
JohnSmith
Icom
More
Services
Dir
Callers
L1
Icom
JohnSmith
>
Home
More
After Pressing "More"
Check that the cables are tightly connected to the phone and to the wall jack. The
phone should automatically detect when it is reconnected and displays the "Network
Connected" prompt for a few seconds. If not the phone may have been disconnected
by the System Administrator using the Microsoft Response point Administrator
software.
If changes have been made to your phone settings using the Microsoft Response Point
Administrator software, your phone should restart automatically with an initial screen
display of "Restarting...", during which time your phone will not be available to
make and receive calls.
For more information about connecting your phone, see the Aastra 6757i CT RP
Phone Installation Guide, or the AastraLink RP Administrator Guide.
Check with your System Administrator for assistance.
AastraLink RP Phone User Guide 19
Getting Started
Key Descriptions
Goooodbye
Serviviceses
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Speaeakerer
Mute
Getting Started
The following table identifies the keys on the key panel of your AastraLink RP phone
that you can use for handling calls. Notice that some keys appear only on the specific
models indicated.
Keys Key Description
Goodbye key - All models. Ends an active call. The
Goodbye key also exits an open list, such as the
Options List, without saving changes.
Services key - Model 6751i RP. Accesses services
and options to customize your phone. This key also
accesses the Directory List and Callers List. Your
System Administrator may have already customized
some of your settings.
Options key - Models 6753i RP and 6757i CT RP.
Accesses options to customize your phone. Your
System Administrator may have already customized
some of your settings. Check with your System
Administrator before changing the administrator-only
options.
Hold key - All models. Places an active call on hold.
old
To retrieve a held call, press the call appearance
button beside the light that is flashing.
edial
Redial key - All models. Redials up to 100 previously
dialed numbers. Pressing the Redial key twice
simultaneously redials the last dialed number.
Volume control key - All models. Adjusts the
volume for the handset, headset, ringer, and
handsfree speaker.
Response Point key - All models. Allows you to
access the Microsoft Response Point voice-activated
dialing options.
Line/Call Appearance key - All models. Connects
you to a line or call. Model 6751i RP supports a
single line key, model 6753i RP supports 2 line keys
(up to 6 including programmable line keys), and
model 6757i CT R P supports 3 line keys (up to 9
including programmable line keys).
Speaker/Headset key - Models 6753i RP and
6757i CT RP.Activates Handsfree for makin g and
receiving calls without lifting the handset. When the
audio mode option is set, this key is used to switch
between a headset and the handsfree
speakerphone.
Speaker key - Model 6751i RP. Activates Handsfree
for receiving calls without lifting the handset. Can be
used on active calls to switch from the handset to
handsfree.
Mute key - All models. Mutes the microphone so that
your caller cannot hear you (the light indicator
flashes when the microphone is on mute).
20 AastraLink RP Phone User Guide
Keys (Continued) Key Description (Continued)
Navigation keys - All models. Pressing the UP and
DOWN arrow keys lets you view different status and
text messages on the LCD display (if there is more
than 1 line of status/text messages). These buttons
also let you scroll through menu selections, such as
the Options List.
Pressing the LEFT and RIGHT arrow keys lets you
view the different line/call appearances. While in the
Options List, these keys allow you to exit or enter the
current option. When you are editing entries on the
display, pressing the LEFT arrow key erases the
character on the left; pressing the RIGHT arrow key
sets the option.
AastraLink RP Phone User Guide 21
Getting Started
Getting Started
Keys (Continued) Key Description (Continued)
Programmable keys - Model 6753i RP. 6 Top Keys:
2 preset keys and 4 programmable hard keys (up to
6 programmable functions).
The following are the default functions for the
programmable keys on the 6753i RP phone:
1 - SAVE Allows you to save numbers and/or names
to the Directory. Using this key, you enter the
number, name, and line (or speeddial key) to record
in the Directory List. This key cannot be changed.
2 - DELETE Allows you to delete entries from the
Directory List and Callers List. (Must enter the
Directory or Callers List and select an entry, then
press twice to delete entry). This key cannot be
changed.
3 - DIRECTORY Displays up to 200 names and
phone numbers (stored in alphabetical order)
4 - CALLERS LIST Accesses the last 200 calls
received.
5 - TRANSFER Transfers the active call to another
number
6 - CONFERENCE Begins a conference call with the
active call.
Note: Keys 1 and 2 (Save and Delete) are preset
and cannot be changed. The other keys are
programmable and can be changed to perform other
specific functions. For more information about
programming keys 3, 4, and 5, see Programmable
Keys (6753i RP & 6757i C T RP) on page 66.
Softkeys - Model 6757i CT RP. 12 softkeys on the
6757i CT RP Phone.
- 6 Top Keys: programmable static softkeys (up to 10
programmable functions)
- 6 Bottom Keys: programmable state-based softkeys
(up to 20 programmable functions)
These keys also perform as follows:
• Callers List key - Accesses the last 200 calls
received.
• Conference key - Begins a conference call with
the active call.
• Xfer Key - Transfers the active call to another
number.
• Directory Key - Displays up to 200 names and
phone numbers (stored in alphabetical order)
Note: For mor e information about programming the
softkeys to perform specific functions, see
Programmable Keys (6753i RP & 6757i CT RP) on
page 66.
22 AastraLink RP Phone User Guide
Using Microsoft Response Point Assistant
Microsoft Response Point Assistant phone system software is designed to be installed
on the computer of each phone user. Once installed, you can use Assistant to change
your personal settings, and notify you on your computer screen when you have a call.
Installing
The CD that came with the AastraLink RP 500 Base Unit is needed to install the
Microsoft Response Point Assistant phone system software. Contact your System
Administrator to locate the CD.
To install Microsoft Response Point Assistant on your PC, do the following.
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. Make sure the Install Microsoft Response Point Administrator box is not
checked unless you are the System Administrator.
Using Microsoft Response Point Assistant
5. Click Next. Follow the prompts to install the Microsoft Response Point phone
system software components.
Note: You must review and accept the license agreements to install the software.
Starting Assistant
Once you have installed the software on your computer, you are ready to start the
Microsoft Response Point Assistant program and personalize your phone settings.
AastraLink RP Phone User Guide 23
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 appears.
2. Enter the extension number you were assigned by the System Administrator, and
select your base unit. If there is more than one base unit to choose from, contact
your System Administrator to determine which is correct.
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. Your name is already in the directory,
as entered by the System Administrator when your phone was added to the system.
Using Microsoft Response Point Assistant
You can now change your person al phone settings by clicking Settings. See
Changing Your Phone Settings With Assistant on page 25 for mo re det a ils.
24 AastraLink RP Phone User Guide
Changing Your Phone Settings With Assistant
Assistant has several main tabs you can click to view different phone setting options.
To change your phone settings using Assistant, do the following.
1. Click Settings in the Assistant window.
2. The Properties window opens to the Identification tab. This is where you can
change your name as listed in the directory, and add any nicknames callers might
use when asking for you. Any nicknames you enter are added to the voice-dialing
list used by Microsoft Response Poin t.
Using Microsoft Response Point Assistant
You can click the other tabs to change additional phone settings. See the following
sections for more details.
• Configuring Voicemai l on page 40
• Forwarding Calls on page 42
• Call Notification on page 48
• Contacts List in Assistant on page 44
Recording a User Name With Assistant
The name you have been assigned by the System Administrator is the name callers
hear when they ask the Automated Receptionist to speak to you. 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 uses 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".
AastraLink RP Phone User Guide 25
You can also choose to record your own sound file instead of using the computergenerated speech. A sound file can be recorded using your phone handset.
Note: The System Administrator may also change the spoken name or file used for a
user name through the Administrator 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.
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.
Using Microsoft Response Point Assistant
6. Type the name callers will hear in the Words to say box.
7. Click Play to ensure recording quality.
Note: If your name is not being pronounced correctly, try spelling it phonetically
(the way it sounds) instead of the way it is spelt.
8. When you have finished editing the spoken name, click OK.
Note: If you select Use computer-generated speech, Microsoft Response Point
automatically uses Microsoft Anna to record your sound files. If this text-to-speech
program is not available, Microsoft Response Point chooses another Microsoft TTS
program that comes with your operating system, regardless of which TTS program
you've manually specified in Windows.
26 AastraLink RP Phone User Guide
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 can be made
from any phone extension on the AastraLink RP Solution.
To record and audio message from a phone, 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.
Using Microsoft Response Point Assistant
5. Click the Use audio recorded on a phone button.
6. Click the Record New button. The Record Audio Using a Phone window opens.
7. Select your extension to call for recording, and click record.
The phone you select rings, and a message instructing you to say your name after
the beep plays. Once you hear a beep, clearly say your name, then click Stop on
your computer screen.
Note: Hanging up also stops 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 editin g your user settings.
AastraLink RP Phone User Guide 27
Using a Prerecorded Sound File
You may use an existing so und 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 the .WAV file location, select the file you want to upload and click
Open.
8. Click Play to ensure recording quality.
Using Microsoft Response Point Assistant
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 is 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 editin g your user settings.
28 AastraLink RP Phone User Guide
Upgrading Assistant
The Microsoft Response Point Assistant phone system software must be the same
version as the software being used by the AastraLink RP 500 Base Unit and your
System Administrator.
When logging on to Assistant, you may see a message that the version of the base unit
is higher than the version of Assistant. When this occurs Assistant may need to be
upgraded, however, the upgrade may be optional.
If you continue to log on without upgrading, but cannot connect to the base unit, ask
the phone System Administrator for a newer version of the Assistant software.
Note: When upgrading to a newer version of Assistant, your existing settings are
maintained.
To upgrade your Assistant software, do the following.
1. Locate the CD that contains the newest version of the Microsoft Response Point
Assistant phone system software.
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. Follow the prompts to install Assistant. When asked if you want to upgrade, click
Yes.
Using Microsoft Response Point Assistant
Removing Assistant
To uninstall the Assistant software, use the add/remove programs option in the
Windows control panel.
AastraLink RP Phone User Guide 29
Phone Options via the Aastra Web UI
Serviviceses
In addition to setting options on the phone interface, you can customize additional
options using the Aastra Web UI. Both phone users and phone System Administrators
can log on to the Aastra Web UI, but users are able to access fewer options.
The Aastra Web UI may be reached through the Assistant software, or by typing in
the phone’s IP address directly.
Finding Your Phone’s IP Address
Use the following procedure to find your phone’s IP address.
1. Press the
6751i RP, or press the key for models 6753i RP and 6757i CT RP.
2. Select Phone Status and press the 4 key.
key and select "Options List" from the menu for model
3 Phone Status
=Next
3. Select "
IP&MAC Addresses" and press the 4 key.
=Enter
1 IP&MAC Addresses
=Next
The IP address of your AastraLink RP phone displays in the "IP Address" field.
=Enter
Phone Options via the Aastra Web UI
IP Address:
10.40.50.112
=Next
=Exit
Accessing the Aastra Web UI
If you know the IP address of your AastraLink RP phone, you can type it directly into
a web browser to access the Aastra Web UI. You can also reach the Aastra Web UI
through the Microsoft Response Point Assistant program.
30 AastraLink RP Phone User Guide
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