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Aastra 6753i R Administrator's Manual

Aastralink rp solution
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AastraLink RP Solution
Administrator Guide
41-001256-00
Rev 03
6751i RP
6753i RP
CT Cordless
6757i CT RP

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Summary of Contents for Aastra 6753i R

  • Page 1 AastraLink RP Solution Administrator Guide 41-001256-00 Rev 03 6751i RP 6753i RP CT Cordless 6757i CT RP...

  • Page 3: Software License Agreement

    Software License Agreement Aastra Telecom Inc., hereinafter known as "Seller", grants to Customer a personal, worldwide, non-transferable, non-sublicenseable and non-exclusive, restricted use license to use Software in object form solely with the Equipment for which the Software was intended. This Product may integrate programs, licensed to Aastra by third party Suppliers, for distribution under the terms of this agreement.

  • Page 5: Table Of Contents

    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 ...
  • Page 6 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 ...

  • Page 7: Introduction

    Introduction Congratulations on your purchase of the AastraLink RP Solution for small to medium-sized businesses! The AastraLink RP Solution communicates over an IP Network, allowing you to receive and place calls in the same manner as a regular business telephone system. The AastraLink RP Solution is a phone system that offers breakthrough voice-activated user interface, simplified setup and user management, and effortless mobility, powered by Microsoft®...
  • Page 8 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 AastraLink RP System Administrator Guide...

  • Page 9: System Overview

    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 Voice Dialing Call Park Call Transfer Bypass Receptionist Configuration On Screen Call Notification...
  • Page 10 Auto-Discovery All components of the AastraLink RP Solution are designed to be sensed by the Response Point software automatically on your LAN. Once everything is plugged in and turned on, setting up and configuring the AastraLink RP Solution is a straightforward process done on the system administrator’s PC.

  • Page 11: System Installation

    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.

  • Page 12: Rp Phones

    The AastraLink RP 540 Gateway must be connected to both power and the LAN, and must be turned on for auto-discovery to succeed. RP Phones Any combination of Aastra phone models 6751i RP, 6753i RP, and 6757i CT RP works with the AastraLink RP Solution. Aastra 6751i RP Phone Aastra 6753i RP Phone AastraLink RP System Administrator Guide...
  • Page 13 Aastra 6757i CT RP Phone Each phone should be installed following the instructions given in the phone installation guide for the correct model. The Aastra RP phones can be set up and connected to the LAN initially, or can be connected when prompted by the Response Point Administrator software.

  • Page 14: Response Point Administrator

    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.

  • Page 15: Starting Administrator

    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.
  • Page 16 The Connect to Base Unit dialog opens. 6. Enter the default password 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 provided.

  • Page 17: Response Point Assistant

    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.
  • Page 18 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. AastraLink RP System Administrator Guide...

  • Page 19: Using Administrator

    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, use the Add/Remove Programs option in the Windows control panel.

  • Page 20: Recording User Names

    4. If you chose the user type Group, Job Role, or Location, type the applicable name in the Name box, and type any other names in the Alternate name 1 and Alternate name 2 boxes. 5. Click OK in the 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.
  • Page 21 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.
  • Page 22 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. 8. Select your extension number to call for recording, and click Record. Your phone rings and plays a message prompting for the name after the beep.

  • Page 23: Editing Users

    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.

  • Page 24: Removing Users

    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. 3. Click the name of the user that you want to edit, and then click OK. 4.

  • Page 25: Adding Phones

    Adding Phones When you add a phone you must physically connect the device to the LAN and a power source, as well as configure it using the Configure Phone Wizard. To add a phone in Administrator, do the following. 1. Click the Phone System button. 2.
  • Page 26 Note: If you do not see the phone that you just connected, click Refresh in the Tasks pane. If you still do not see the phone make sure the phone is connected to the LAN with a working cable. Unplug the phone from the power source, then plug it back in.

  • Page 27: Adding Multiple Line Phones

    9. On the What do you want to name this phone page the name and owner of the phone have been filled in for you. You can change them both if you want. 10. Click Finish. 11. When the configuration process is complete, click Close. The phone you have added will display the following screens (shown for models 6751i RP and 6753i RP) Network...
  • Page 28 To add a multiple line phone using the Administrator software, do the following. 1. Click the Phone System button. 2. In the Tasks pane, under Phones, click Add Phone. The Configure Phone wizard opens. 3. Confirm that the phone is connected and plugged in, select the check box at the bottom of the Have you connected your phone page, and click Next.
  • Page 29 Activating phone lines on the Web UI If you are using more than 2 phone lines on model 6753i RP or more than 3 lines on model 6757i CT RP, activation is a two-step process. You must first assign the lines in the Administrator software, and then activate the extra lines on the Web UI and restart the phone.
  • Page 30 The Network Status window opens for the IP phone you are accessing. For Model 6757i CT RP If you are using a Model 6757i CT RP phone, continue as follows. 1. Select Softkeys and XML on the left menu 2. Choose where the line will appear and click the Bottom Keys tab (lower 6 programmable keys) or Top keys tab (upper 6 programmable keys).

  • Page 31: Editing A Phone

    5. Click Reset on the left menu, then click the Restart button. A window opens confirming the phone restart. Note: Restarting a phone disrupts service to the phone. Check that the phone is not in use before restarting. 6. Click OK to restart the phone. The phone line is now configured. Note: Make sure the line has been assigned in the Administrator software, configured on the Web UI, and the phone has been restarted.

  • Page 32: Removing A Phone

    To edit a phone using the Administrator software, do the following. 1. Click the Phone System button. 2. In the Tasks pane, under Phones, click Edit Phone. The Select the phone you want to edit list opens. 3. Click the phone that you want to edit, then click OK. Some pages of the Configure Phone Wizard will be displayed, starting with Confirm the identity of the phone.
  • Page 33 To remove a phone from your AastraLink RP Solution, use Administrator to do the following. 1. Click the Phone System button. 2. In the Tasks pane, under Phones, click Remove Phone. The Select the phone you want to remove list opens. 3.

  • Page 34: Voice Services

    Voice Services You can use traditional phone service with Response Point for inbound and outbound calls, using hard-wired analog lines to connect your business to the worldwide phone system. You can also use VoIP internet phone services with Response Point. Adding Gateways (Analog Phone Services) To set up a hard-wired phone service, you need an AastraLink RP 540 Gateway, which translates the analog signal coming from the landline phone line to the...
  • Page 35 3. Click the Analog Service option, and click OK. The Configure Analog Phone Service wizard opens. 4. Click Next, and select the phone line adapter (AastraLink RP 540 Gateway) you are adding to the network. AastraLink RP System Administrator Guide...

  • Page 36: Adding Voip Phone Services

    5. Click Next, and select the properties of the analog service lines connected to the AastraLink RP 540 Gateway. Enter a description for each line, such as the local phone number and area code. If you want to block outbound calls through a phone line, check the Block Outbound Calls box for that line.

  • Page 37: Editing Voice Services

    Add an internet VoIP phone service as follows. 1. Click the Phone System button. 2. In the Tasks pane, under Voice Services, click Add Voice Service. The Add Voice Service window opens. 3. Click the VoIP option, and click OK. The Configure VoIP Service Provider Wizard opens.
  • Page 38 3. A confirmation window opens. Ensure you have selected the voice service you want to remove, and click Yes. Note: Once you remove a voice service you cannot undo your action, and the settings for the removed service are not saved. 4.

  • Page 39: Advanced Administrator Options

    Advanced Administrator Options Once you have added phones and users to your system, there are a variety of options you can change if you choose to, such as the system date and time, and the email server to use for sending voicemail attachments. Setting the Date and Time You can change the date and time of the base unit clock, which appear on the Base Unit page.

  • Page 40: Configuring The Email Server

    A warning opens, indicating the base unit will restart if you continue. 4. Click Yes to save the date and time, and restart the base unit. 5. Click OK. Note: The time on all system components, such as phones, will take a few minutes to change.

  • Page 41: Setting Parked Call Music

    To configure the email server using Administrator, do the following. 1. Click the Base Unit button. 2. In the Tasks pane, under Properties, click Configure E-Mail Server. 3. In the Configure E-Mail Server dialog box, select options or enter information as appropriate, and click OK.
  • Page 42 A custom feed plays on a continuous cycle, without a definite beginning or ending. When you park a call, the caller will hear the audio file from where it is currently playing, not from where the audio file begins. Therefore, callers waiting in park hear the same thing at the same time.

  • Page 43: Setting Voicemail Options

    Setting Voicemail Options You can specify a number of settings to control how employees initially receive voicemail messages, including whether they'll listen to messages on their phones or receive them as attachments to email (or both), as well as how callers will be greeted. To change voicemail settings using Administrator, do the following.

  • Page 44: Using Advanced Automated Receptionist Features

    4. Click Assign an operator, and then select the person who will perform this role. 5. Click OK. Using Advanced Automated Receptionist Features Once you have selected the Automated Receptionist plan, there are a variety of options to configure, such as the greeting and prompts used, and whether your directory should be made available to outside callers.
  • Page 45 To select the welcome greeting and opening prompt using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Configure Automated Receptionist Properties. 3. Select the Welcome greeting check box. 4. Click Configure, and decide whether you want to use the default greeting, record a custom greeting, or upload a sound file with the greeting that you want.

  • Page 46: Using A Receptionist Or Operator

    To configure the Bypass Receptionist feature using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Configure Bypass Receptionist. 3. Select the Allow calls to bypass the receptionist based on the caller ID phone number check box.
  • Page 47 To specify a Receptionist Plan using Administrator, do the following. 1. Click the Call Routing button. 2. In the Tasks pane, click Choose How to Answer Calls. 3. Click the Receptionist Plan, and then select the person who will receive incoming calls.

  • Page 48: Simultaneous Ringing/Ringing Groups

    5. Click OK. Note: You may want to set up call forwarding for the user that you specify as the operator. Simultaneous Ringing/Ringing Groups The Multiple Phones Ring Plan is a manually configured plan that allows many or all phones to ring when there is an incoming call. You can choose the Multiple Phones Ring Plan for your office if the following is true: •...

  • Page 49: Call History

    Assigning a Job-Role User to a Phone To assign a job-role user to a phone using Administrator, do the following. 1. Click the Phone System button, and click Edit Phone. 2. Choose a phone used by someone who is assigned to answer phones, and click OK in the Administrator - Select dialog box.

  • Page 50: Voicemail Storage

    Saving Call History list You can save the call history log you view on screen as a CSV file appropriate for Microsoft Office Excel. Open the call history log you want to save, as detailed above. • Click Save to create a CSV file, which contains more advanced information useful for further analysis of call patterns.

  • Page 51: Base Unit Storage Faqs

    Viewing Storage Space To view storage space details using Administrator, do the following. 1. Click the Base Unit button. 2. In the Tasks pane, under Status, click View Storage Space Detail. 3. Review the Storage Space Summary and Voicemail Storage Used by User to determine if you need to ask employees to delete voice messages.

  • Page 52: Backing Up And Restoring Base Unit Configuration

    receive voice messages as email attachments. Voice messages sent as email attachments are not stored on the base unit, and therefore they are not deleted by the base unit after any period of time. When are voice messages deleted? When voice messages are restored from a backup, any voice messages older than 30 days will be deleted.
  • Page 53 Note: If you back up during a period of heavy phone use, the backup copy will not include voice messages that are left by callers while the backup is in progress. Backups are also necessary when you want to upgrade the Administrator software or the base unit.

  • Page 54: Event Logs On The Base Unit

    Note: Usually, you'll want to restore the latest backup copy. 5. Specify what happens to voicemail when the backup is restored. • Keep the current voicemail and do not restore voicemail from the backup • Combine the current voicemail with the voicemail restored from the backup •...

  • Page 55: Setting Options Via The Aastra Web Ui

    Setting Options via the Aastra Web UI In addition to the IP Phone UI options, you can customize advanced options on the AastraLink IP phones using the Aastra Web UI. The Aastra Web UI is used to set some advanced features such as emergency dialing plans (all models) and programmable keys (models 6753i RP and 6757i CT RP).

  • Page 56: Using The Aastra Web Ui

    The IP address of your AastraLink RP phone displays in the "IP Address" field. Using the Aastra Web UI The Aastra Web UI may be reached through the Administrator software, or by typing in the phone’s IP address directly. To open the Aastra Web UI directly in your web browser, do the following. •...
  • Page 57 The Confirm the identity of the phone dialog opens. 4. Click Advanced... to open the Aastra Web UI in your web browser The password window opens. 5. At the prompt, enter your username and password and click OK. Note: For an administrator, the default username is “admin” and the password field is "22222".
  • Page 58 The Network Status window opens for the IP phone you are accessing. You can logout of the Aastra Web UI at any time by clicking Log Off. The following categories display in the side menu of the Aastra Web UI when logged in as an Administrator: Status, Operation, Basic Settings.
  • Page 59 Headings Advanced Settings AastraLink RP System Administrator Guide Descriptions Network - Identifies basic network settings. Global SIP - not available Line 1... Line 9 (models 6753i RP and 6757i CT RP)- As well as the hard lines, model 6753i RP supports up to 4 more lines on programmable keys and model 6757i CT RP supports up to 6 more lines on programmable keys.

  • Page 60: Upgrading The Aastralink Rp Solution

    Upgrading the AastraLink RP Solution The components of your AastraLink RP Solution may be upgraded in the future to access the added functionality provided by new software versions. The AastraLink RP 500 Base Unit is upgraded along with the Microsoft Response Point Administrator and Assistant software.

  • Page 61: Phone And Gateway Upgrades

    If the version of the base unit is a later version than Administrator, you'll see a message telling you whether an upgrade is mandatory or optional Phone and Gateway Upgrades Response Point venders will periodically release firmware packages to upgrade both IP phones and gateways on your AastraLink Response point Solution.
  • Page 62 8. When the upgrade is complete, a message opens indicating Administrator has finished the upgrade process. 9. The upgrade report can be saved as a text file by clicking Save Report... Upgrade Selected Device Firmware Using Administrator To upgrade individual devices do the following. Note: Upgrading will disrupt phone service, so don’t begin an upgrade during business hours.
  • Page 63 9. The Upgrading device firmware page shows you the status of every device—whether the upgrade started, succeeded, failed, or is still in progress. When the process finishes, if you only want to see devices that failed, select the Show only failed upgrades in the list check box. 10.
  • Page 64 2. Click Firmware Update on the left menu of the Aastra Web UI. The Manual Firmware Update window opens. 3. Enter the TFTP server IP address or qualified domain name in the "TFTP Server IP" field. 4. Enter the firmware file name (<phone model>.st) that you want to download to your IP phone in the "File Name"...

  • Page 65: Resetting Your Aastralink Rp Solution

    Resetting Your AastraLink RP Solution It may be necessary to reset components of your AastraLink RP Solution should you forget a password, or want to restore the default settings for other reasons. You can also erase all personally identifiable information (PII) from the AastraLink RP 500 Base Unit, such as recorded messages and account information.
  • Page 66 The Reset window opens in the Aastra Web UI. 3. Consider whether you want to remove the local configuration settings, or restore all factory default settings. • To remove the local configuration settings click Remove. • To restore all factory default settings click Restore. Note: Clicking either Remove and Restore will permanently remove all settings modified through the phone interface or Aastra Web UI.

  • Page 67: Microsoft Utilities

    Resetting with the Phone UI To reset your phone from the phone user interface, do the following. 1. Press the RP, or press the 2. Select Admin Menu and press the 4 key. 3. Enter the Administrator password ( and press the 4 key. 4.
  • Page 68 Extracting Diagnostic Information from the Base Unit Use the "ResponsePointSystemInfo.exe" file to extract diagnostic logs from the base unit. You will not need these logs on a day-to-day basis, but only when you need to provide a product support technician with the information for troubleshooting purposes.

  • Page 69: Troubleshooting Solutions

    Troubleshooting Solutions General Troubleshooting Why can’t I see ’WaitingAssignment’ on my new phone? You may need to restart your phone. Try unplugging the phone, and then plugging it back in. If the phone still doesn’t display ’Waiting Assignment’, reset the phone to the factory default settings.

  • Page 70: Auto-Discovery Troubleshooting

    Why can't I record my voice prompts using the text-to-speech (TTS) pro- gram that I've chosen in Windows? Response Point automatically uses Microsoft Anna to record your sound files. If this text-to-speech program is not available, Response Point chooses another Microsoft TTS program that comes with your operating system, regardless of which TTS program you've manually specified in Windows.
  • Page 71 • The base unit is not responding, and it probably needs to be restarted. Why isn't the AastraLink RP 500 Base Unit responding? This condition may occur when there is a connectivity issue between the computer on which Administrator is running and the base unit. Check these possible issues and resolutions in the following order: •...

  • Page 73: Limited Warranty

    (1) year period from the date of original purchase. If there is a defect or malfunction, Aastra Telecom shall, at its option, and as the exclusive remedy, either repair or replace the telephone set at no charge, if returned within the warranty period.
  • Page 75 Index Aastra 6753i RP, programmable phone lines 31 Aastra 6757i RP CT, programmable phone lines 30 Aastra IP Phone Installation Guides 7 Aastra Web UI activating phone lines 29 basic settings 58, 59 operation parameters 58 password defaults 29 phone status 58 removing local phone configuration 65 resetting phones 65 restoring factory defaults 65...
  • Page 76 backups base unit 52 restoring base unit 53 base unit backups 52 choosing in Administrator 15 event logs 54 installation 7 installation summary 11 MAC address 15 password default 16 password storage 52 setting up 7 storage clearing 52 FAQs 51 limits 50 time 51 viewing 51...
  • Page 77 Microsoft Response Point upgrading 60 version control 60 Microsoft Response Point Administrator about 10 Microsoft Response Point Assistant 10 multiple phone lines 27, 29 multiple phones ring plan 48 job-role user set up 48 job-role user, assigning 49 job-role user, assigning calls 49 setting up 48 music, setting 41, 42 operator 47...
  • Page 78 voice recognition 9 voice services about 34 removing 37 voicemail email 43 greeting 43 setting options 43 storage 50 storage time 52 VoIP voice services, adding 36 VoIP, adding 36 warranty, limited 73 Web UI see Aastra Web UI AastraLink RP System Administrator Guide...
  • Page 80 If you’ve read this owner’s manual and consulted the Troubleshooting section and still have problems, please visit our Web site at www.aastra.com, or call 1-800-574-1611 for technical assistance. Microsoft® Response Point™ is a trademark of Microsoft Corporation. © Aastra Telecom Inc. 2008 41-001256-00 Rev 03...

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