Aastra Clearspan 6731i User manual

Aastra Model 6731i IP Phone
User Guide
Release 3.2
41-001387-00 Rev 00 – 01.2011

Making Calls
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Making Calls
This section describes ways to make calls on your 6731i phone, using your handset, speakerphone or headset.
Dialing a Number
First, take the phone off-hook by:
•lifting the handset
•pressing or
•pressing a line/call appearance key.
At the dial tone, enter the number you wish to call.
If you are unable to make calls within certain area codes, check with your System Administrator for any toll restrictions
placed on your extension that may restrict your access to long distance area codes or dialing prefixes.
When your party picks up, a timer appears on your display that records the length of your call.
If the Live DialPad option is on, as soon as you press the first digit on the dial pad the phone automatically selects the next
available line, go off-hook and dial as digits are pressed.
Using hands free Speakerphone
The hands free feature allows you to speak to someone without using the handset or headset. Your phone must be in
either the Speaker or Speaker/Headset audio mode. For more information about setting the audio mode on your phone,
see “Set Audio” on page 25.
When hands free is on, the speaker light turns on.
Note:
After dialing the number, the phone has a short delay before sending the call. To send the call immediately, you can
press the "#" key immediately after dialing the number. The phone sends the call without delay.
IP Phone UI
•To dial using hands free, first press and enter a number at the dial tone.
•To answer a call on your phone using hands free, press or the line/call appearance key.
•If you are in Speaker audio mode, lift the handset and press to switch between hands free and
handset.
•If you are in Speaker/headset audio mode, press to switch between hands free and headset.
•When the handset is on hook, press to disconnect the call.
=Dial

Making Calls
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Using a Headset
The 6731i accepts headsets through the modular RJ9 handset jack on the back of the phone. Contact your telephone
equipment retailer or distributor to purchase a compatible headset.
Advanced Volume Controls for the Headset Mic
On the 6731i, there are 3 options for the headset microphone volume. For more information about the headset micro-
phone, see “Headset Mic Volume” on page 26.
To change the volume:
Making and Receiving Calls Using a Headset
Note:
The 6731i supports handsets or headsets using the same jack. Both a handset and a headset cannot be connected at
the same time.
Note:
Customers should read and observe all safety recommendations contained in headset operating guides when using any
headset.
IP Phone UI
1. Press to enter the Options list.
2. Select Preferences and press 4 .
3. Use 2 to scroll down to Set Audio and press 4 to select.
4. Press 2 to scroll down to Headset/Mic Volume and press 4 to select.
5. Use 2 to scroll down the list and press 4 to select your desired volume.
6. Press 4 to save changes and 3 to exit.
7. If you do not wish to save changes, press 3 to return to the previous screen.
Note:
By default, the volume for the headset microphone is set to medium.
IP Phone UI

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Redial
The redial list is available during active calls. It stores up to the last 100 numbers you called, allowing you to scroll through
and select the number you wish to redial.
Accessing the Redial List
1. Ensure that you have selected a headset audio mode by accessing the Options list (under option Preferences->Set
Audio->Audio Mode on the IP Phone).
2. Plug the headset into the jack.
3. Press the key to obtain a dial tone or to answer an incoming call. Depending on the audio mode selected
fromtheoptions menu, a dialtoneor an incomingcallis receivedon either theheadset or thehands free speakerphone.
4. Press the key to end the call.
IP Phone UI
•Press to dial the most recent number you dialed from the phone.
•If you are off-hook and press the last number you called is called back.
•If you are on-hook and press , a Redial Directory list appears on-screen.
Note:
Your System Administrator can set your Redial key to speed dial a specific number. Contact your System Administrator
for more information.
IP Phone UI
1. If you are off-hook and press , the telephone automatically dials the last number you called.
2. If you are not on the phone, press to display the most recently dialed number and use 2 and 5 to scroll
through the list to view the other numbers.
3. Press 2 to see the second most recently dialed number, or 5 to see the oldest call on your list.
4. To dial the displayed number press , or lift the Handset or press any line keys.
5. Press or the key to cancel.
Note:
The redial list is available during active calls. It also stores up to the last 100 numbers you called, allowing you to scroll
through and select the number you wish to redial.

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Deleting from the Redial List
Delete All Items
Mute
You can use the Mute key to mute the handset, headset, or speakerphone. When you use the mute key on your
phone, you cannot be heard on an active call or on a conference.
For muted calls, the Mute key LED is ON.
Press the key at any time to mute handset, headset, or hands free.
The mute light flashes slowly and you can hear the caller, but they cannot hear you. To switch mute on or off, press
.
Note:
You cannot delete individual entries in the Redial List.
IP Phone UI
1. Press .
2. Press the Delete Key, then press the Delete Key again at the prompt to erase all items.
IP Phone UI
Note:
If you place a muted call on hold, the phone automatically takes the call off mute when you reconnect to the call.
ELETE again to
erase all items
Redial List is
empty

Receiving Calls
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Receiving Calls
When a call is ringing at your extension, you see the "Inbound Call" Screen. The line/call appearance light flashes quickly
for the incoming call.
Answering an Incoming Call
To answer the call
If the phone is already connected to a call, pressing the line/call appearance key for the new incoming call automatically
places the connected call on hold and answers the new call. To reconnect to a party, press the line/call appearance key for
that call.
If you cannot answer the call, the caller goes to voice mail has been configured for your extension.
Sending an Incoming Call to Voicemail
You can send an incoming call directly to voicemail without answering the call. To do this, press without picking
up the handset. If you're already on the phone your incoming call should go directly to voicemail. Your phone screen dis-
plays a voicemail icon ( ) along with the number of waiting messages, if you have unheard messages
(example: x4).
IP Phone UI
1. For hands free operation, press or the line/call appearance key for the incoming call.
2. Press for hands free or headset operation.
Note:
The audio mode setting you have selected in the options list under Set Audio->Audio Mode determines if the call
goes to hands free or headset operation. For more information, see “Set Audio” on page 25.
3. Lift the handset for handset operation.
Note:
The key can be used to cancel the call pickup procedure.
aamme & Assoc
555-1234

Handling Calls
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Handling Calls
When you are connected to a call, you can use the hard keys or programmable keys on the phone to place a call on hold,
transfer a call, or conference.
Placing a Call on Hold
You can place an active call on hold by pressing the Hold key. When you place a call on hold, only your phone can
retrieve the call.
When a call is on hold, the icon displays on-hook as follows.
For on-hold calls, the timer displays as running and the Line and main LEDs flash.
To place a call on hold:
The line/call appearance light begins to flash slowly and after a short time the phone beeps softly to remind you that you
still have a call on hold. The screen displays "Call Held" with the line number the call is held at the phone.
When on Hold
To let your caller know that they are still on hold, music plays softly (if this has been set up for your system). The call/line
appearance light for the line you are on flashes to indicate that you are still connected.
Automatic Hold
When juggling between calls, you do not have to press the hold key to go from one call to the next. The phone automat-
ically puts your current call on hold as soon as you press a new line/call appearance key. If you have more than one call
on hold, you can reconnect to a held call by pressing the line/call appearance key where that call is being held. Press
to disconnect the call.
IP Phone UI
1. Connect to the call (if not already connected).
2. Press the Hold key.
Note:
If you are connected to another call, the phone does not beep to remind you that you still have a call on hold.
1:25
Call held
John 1 51
1:17

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Retrieving a Held Call
If you have more than 1 call on hold, you can scroll through the held call information by pressing 3 and 4 navigation
keys. To reconnect to a call press the line/call appearance key where that call is being held. If you press the call/line
appearance key again, you disconnect from the call.
Transferring Calls
Blind Transfer
A blind transfer is when you transfer a call directly to another extension without consulting with the person receiving the
call. To do this, simply complete the transfer immediately after you have entered the number. The call goes directly to
the extension or outside line you transferred to. If the party you are transferring the call to does not answer, the trans-
ferred call rings back to your extension.
Consultive Transfer
You also have the option to consult with the person you are transferring the call to, before you complete the transfer. To
do this, remain on the line until the receiving party answers the call. After consulting with the receiving party, you can
either complete the transfer or cancel the transfer to go back to the original call.
Use the following procedure to transfer a call to another extension. Use the following illustration as a reference.
IP Phone UI
1. Connect to Party 1 (if not already connected). Party 1 is the party you want to transfer.
2. Press the Transfer Key . You should hear a dial tone as a second line opens up.
3. Dial the extension number (or the outside number) for Party 2. This is the Party for which you want to transfer Party 1.
4. To complete a "blind" transfer, press the Transfer Key again before the receiving end answers. To complete
a consultive transfer, remain on the line to speak with the Party 2, before pressing the Transfer Key again to
transfer Party 1 to Party 2. To cancel the transfer, select Cancel on the display screen.
Transfer
Key

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Transferring Two Existing Calls
The 6731i allows you to perform a transfer of a call when there are currently two active calls on the phone. For example,
on your phone, there are two active calls - Call A and Call B. Call B is on hold. You can perform the following to transfer
Call A to Call B:
Indication of Transferred Calls
When you transfer an active call, the near-end phone displays a “Call Transferred” screen when a call is transferred and
the far-end call is dropped. An audible busy signal is also heard on the phone. The following is the “Call Transferred”
screen on the 6731i phone:
Conferencing Calls
The 6731i IP phone offers two methods of conferencing:
•Local conferencing (default method).
•Centralized conferencing (for Sylantro and Broadsoft Servers) (Administrator must enable this method).
Conference State Screens
When you use the Conference key to initiate a conference call, the following screen displays.
In a conference call, the call timer moves to the left. You use the up and down arrow keys to scroll to a party on the list.
You use the right arrow key to select the party to drop.
Local Conferencing
The 6731i phone supports up to 3 parties (including yourself) in a conference call. This is called Local Conferencing and is
the default method of conferencing on the 6731i.
1. Press Xfer key. A new line opens.
2. Press or scroll to the Line where Call B is on hold.
3. Press Xfer key.
Call A is transferred to Call B.
Note:
Your System Administrator can set your Conference key to speed dial a specific number. Contact your System Adminis-
trator for more information.
all Transferred
6753i
John
Jim
1-1
1-2
= Drop
03:05

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Using Local Conferencing
Use the following procedure to create a conference call using local conferencing. Use the following illustration as a refer-
ence:
IP Phone UI
1. When you begin a conference, you are the first party in the conference (Party 1). Pickup the handset or press the
speakerphone key.
A line opens up.
2. Call Party 2 by dialing their number (or answer an incoming call of a Party).
3. Wait for Party 2 to answer. When Party 2 answers, you can consult with them before adding them to the conference.
4. Press the Conf Key . A new line opens.
5. Enter the phone number of Party 3.
6. Wait for Party 3 to answer. When Party 3 answers, you canconsult with them before adding them to theconference.
7. Press the Conf key again to add Party 3 to the conference. Party 1 (which is yourself), Party 2, and Party 3
are all connected to a single conference.
8. To drop a party from the conference, press the Conf key once more.
Note:
You can use 2
and 5 to scroll through and see the numbers and names (if available) of the parties in the conference call.
When a name is displayed, pressing 4
drops the displayed party from the call.
Conference
Key
=Dial
2

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Joining Two Active Calls in a Single Conference
Centralized Conferencing (for Sylantro and Broadsoft Servers)
The 6731i allows you to create multiple conferences with unlimited participants (depending on your server limitations)
when your Administrator enables Centralized Conferencing.
If your Administrator does not enable Centralized Conferencing, then the 6731i uses Local Conferencing by default.
Your Administrator can configure Centralized Conferencing globally on all lines or on specific lines. Although, for the glo-
bal setting to work, you must configure the lines with the applicable phone number.
Reference
For more information on Centralized Conferencing, see “Centralized Conferencing” on page 150 or contact your System
Administrator.
Using Centralized Conferencing
IP Phone UI
1. Begin with active calls on two different lines (for example, Line 1 and Line 2 have active calls).
2. Press the Line key for which you want to conference the two calls together (for example, Line 1).
3. Press the Conf key .
4. Press the Line key that has the second active call (for example, Line 2).
5. Press the Conf key . The two active calls link into a conference call on Line 1.
Note:
You can use 2
and 5 to scroll through and see the numbers and names (if available) of the parties in the conference call.
When a name is displayed, pressing 4
drops the displayed party from the call.
IP Phone UI
Note:
When Centralized Conferencing is enabled on your phone, local conferencing (or three-way conferencing) works as
indicated in the previous section, <blue>“Using Local Conferencing.” Joining two active calls in a conference also
works as indicated in the previous section, <blue>“Joining Two Active Calls in a Single Conference.”

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Use the following procedure to create a conference call using centralized conferencing. Use the following illustration as a
reference:
Setting Up a Conference and Adding Multiple Parties
(for Sylantro and Broadsoft Servers)
Note:
You can have an unlimited number of parties in a conference (dependent on the limitations of the server.
1. When you begin a conference, you are the first party in the conference (Party 1). Pickup the handset or press the
Speakerphone Key.
A line opens up.
2. Call Party 2 by dialing their number (or answer an incoming call of a Party).
3. Wait for Party 2 to answer. When Party 2 answers, you can consult with them before adding them to Conference 1.
4. Press the Conf Key . A new line opens.
5. Enter the phone number of Party 3.
6. Wait for Party 3 to answer. When Party 3 answers, you can consult with them before adding them to the Conference 1.
7. Press the Conf Key again to add Party 3 to Conference 1. Party 1 (which is yourself), Party 2, and Party 3 are all
connected to Conference 1.
8. Press an available Line Key (or answer an incoming call on an available line). If calling out, call Party 4.
9. Wait for Party 4 to answer. When Party 4 answers, you can consult with them before adding them to the conference.
10.Press the Conf Key to add Party 4 to Conference 1.
11.Press the Line Key that has Conference 1.
12.Press the Conf Key to join all parties (Parties 1 through 4) on Conference 1.
13.To add more parties, repeat steps 8 through 12.
Conference
Key
=Dial
2

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If any party in the conference hangs up (including the party that began the conference), all other parties in the confer-
ence are still connected.
Setting Up Multiple Conferences (for Sylantro Server only)
If any party in a conference hangs up (including the party that began the conference), all other parties in the conference
are still connected.
Joining Additional Parties to Active Conferences
In centralized conferencing, you can join multiple incoming or outgoing calls to active conferences. Before following this
procedure, at least one active conference must exist on your phone.
Note:
You can use 2
and 5 to scroll through and see the numbers and names (if available) of the parties in the conference call.
When a name is displayed, pressing 4
drops the displayed party from the call.
Note:
The 6731i is limited to 6 conferences (a single conference each on lines 1 through 6).
1. Start Conference 1 using the procedures in the previous section, “Setting Up a Conference and Adding Multiple Parties
(for Sylantro and Broadsoft Servers)”.
2. When you are finished adding all required parties to Conference 1, press an available Line Key to start Conference 2.
You are Party 1 on Conference 2. Call Party 2.
3. When Party 2 answers, press the Conf Key .
4. Press an available Line Key.
5. Call Party 3 for Conference 2.
6. When Party 3 answers, press the Conf Key to join Parties 1 (which is yourself ), Party 2, and Party 3 on Conference 2.
You now have two active conferences on two different lines.
Note:
When you are connected to multiple conference calls, and you put a conference on hold, the conference may be on hold
for a limited period of time before it is disconnected. Contact your System Administrator for more information.
1. As Party 1, pickup the handset or press the speakerphone key.
A line opens up.
2. Call Party 2 by dialing their number (or answer an incoming call of a Party).
3. Call Party 2 by dialing their number (or answer an incoming call of a Party).
4. Wait for Party 2 to answer. When Party 2 answers, you can consult with them before adding them to the conference.
5. Press the Conf Key .
6. Press the Line Key that has the active conference. (For example, Line 1 and Line 2 both have active conferences.
Pressing Line 1 joins Party 1 and Party 2 to the conference on Line 1. Pressing Line 2 joins Party 1 and Party 2 to the
conference on Line 2.)
7. Press the Conf Key again to join the Parties to the active conference.

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Ending a Conference and Transferring Remaining Parties
The 6731i allows a Host to drop from a 3-way conference and let the other two parties remain connected by pressing a
Xfer key.
If you are the Host of a conference and want to leave that conference:
•While in a 3-way conference press the Xfer key on the phone.
Your phone leaves the 3-way conference but the remaining parties are still connected to the conference.
Ending Calls
To end a call, you first need to connect or reconnect to the call if not already connected (for example, if your caller is on hold).
Press or the line/call appearance key of the active call to end the call. If connected through the handset, you can
also place the handset back on hook to end the call.
Note:
1.The 6731i does not support scrolling between lines.
2.The Caller ID of the dropped Host still displays on the remaining parties’ phones.
IP Phone UI

Managing Calls
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Managing Calls
The 6731i has several features that make it easier to manage calls, and to keep track of your caller history, as well as your
business and personal contacts.
These features include:
•Directory List
•Callers List
•Call Forwarding
•Missed Calls Indicator
•Voicemail
Directory List
The Directory List is your personal phone book, conveniently stored within your phone. You can enter up to 200 entries
into the 6731i Directory by adding them manually, or by saving the number and name from other lists stored on your
phone. You can also dial directly from a directory entry. Each entry can contain a maximum of 16 letters and numbers. On
the 6731i, you access the Directory by pressing the Directory Key (Key 7).
Accessing Your Directory
Use the following procedure to access your Directory List. Use the following illustration as a reference:
IP Phone UI
1. Press the Directory Key (Key 7). The directory displays the number of entries in your list. If the Directory list is empty,
"Directory Empty/Use Save to add" is displayed.
2. You can access entries by pressing 2 and 5 to scroll through the list.
Directory
Key
Directory empty
Use Save to add

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Sorting Entries and Quick Search Feature
You can also sort multiple numbers according to preference and perform a quick-search feature that allows you to enter
the first letter that corresponds to a name in the Directory to find specific line items. The phone displays the first name
with this letter.
Managing the Directory List
From the Directory List in the IP Phone UI, you can perform the following:
•“Add a New Entry to the Directory List” (page 99)
•“Edit an Entry in the Directory List” (page 101)
•“Delete an Entry from the Directory List” (page 101)
•“Save an Entry to the Directory List” (page 103)
Add a New Entry to the Directory List
Use the following procedures to add a new entry to the Directory List. Use the following illustration as a reference:
3. To search for an entry by name, press the dial pad number corresponding to the first letter of the name (for example,
press 7for the letter P). Continue to press the dial pad number to access other letters on the same key (for example,
press 7three times for ‘Ron’). If there are multiple entries under the same letter, you can use
2 and 5 to scroll through
the list, or continue to press the next letters of the name to find a better match.
4. To dial the displayed number press or just lift the handset or press any Line Key.
5. Press the Directory Key to cancel.
Note:
The quick-search feature in the Directory List works only when the Directory is first accessed.
IP Phone UI
Note:
Use the 3 Key when required for backspacing.
You can exit the entry process any time by pressing the Key.
Save Key
Delete Key
Directory Key

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Adding an Entry to the Directory List from the Save Key
You can also add a new entry to the Directory List from the Save Key (Key 5).
1. Press the Directory Key (Key 7).
2. Press Save (Key 5).
The "Enter Number" prompt displays.
3. Enter a phone number using the numbers on the keypad and press Save. To backspace and erase a mistake, press 3
or press the Delete Key (Key 6).
The "Press 1st letter to enter name" prompt displays.
4. Enter a name to associate with the phone number you just entered, and press Save. Use the keypad to select the letters.
Continue to press the number key to access the next letter for that key (for example, press 2three times to access C).
Press 4 to move to the next space, or wait a moment and the cursor automatically advances. To insert a space between
letters, press 4 . To backspace and erase a mistake, press 3 or press the Delete Key.
The "Line" prompt displays. The default is Line 1.
5. If you want to save the new Directory entry to use Line 1, press Save to save the new entry to the Directory List.
If you want the new entry to use a different line, use the
2 key to select a different Line and press Save.
The new entry you added is saved to the Directory List.
Note:
1. Use the 3
Key when required for backspacing.
2. You can exit the entry process any time by pressing the Key or the Directory Key.
1. Press the Save Key.
The "Save to?" prompt displays.
2. Press the Directory Key.
The "Enter Number" prompt displays.
3. Enter a phone number using the numbers on the keypad and press Save. To backspace and erase a mistake, press
3 or press the Delete Key (Key 6).
The "Press 1st letter to enter name" prompt displays.
4. Enter a name to associate with the phone number you just entered, and press Save. Use the keypad to select the
letters. Continue to press the number key to access the next letter for that key (for example, press 2three times to
access C). Press 4 to move to the next space, or wait a moment and the cursor automatically advances. To insert a
space between letters, press 4 . To backspace and erase a mistake, press 3 or press the Delete Key.
The "Line" prompt displays. The default is Line 1.
5. If you want to save the new Directory entry to use Line 1, press Save to save the new entry to the Directory List.
If you want the new entry to use a different line, use the
2 key to select a different Line and press Save.
The new entry you added is saved to the Directory List.
Saved: Directory
John Burns
Saved: Directory
John Burns

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Edit an Entry in the Directory List
Use the following procedure to edit an entry in the Directory List. Use the following illustration as a reference:
Delete an Entry from the Directory List
You can delete a single entry from the Directory List, or you can delete all entries from the Directory List.
IP Phone UI
1. Press the Directory Key.
2. Access the entry you want to edit by pressing the first letter of the name on the dial pad, or use
2 and 5 to scroll
through the list to find the name.
3. To begin editing, press 3 . Press 3 again to erase the numbers or letters to the left or use the dial pad to enter
additional digits or characters once you have saved the number.
If you don't want to change the number or name just press the Directory Key or the Key at any time to exit.
4. Press the Save Key to finish.
IP Phone UI
Save Key
Directory Key

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Use the following procedures to delete a single entry or all entries from the Directory List. Use the following illustration
as a reference:
Delete a Single Entry
Delete All Entries
1. Press the Directory Key.
2. Press
2 and 5 to find the entry you want to delete.
3. Press the Delete Key.
The "DELETE again to erase this item" prompt displays.
4. Press the Delete Key again at the prompt to erase the entry.
1. Press the Directory Key.
2. Press the Delete Key.
The "DELETE again to erase all items" prompt displays.
3. Press the Delete Key again to erase all entries from the Directory List.
The "Directory empty" prompt displays.
Delete Key
Directory Key
DELETE again to
erase this item
DELETE again to
erase all items
Directory empty
Use Save to add

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Save an Entry to the Directory List
You can save entries (names and numbers) from other sources to your Directory using any of the following methods:
•Saving from the Display
•Saving from the Caller List
•Saving from the Redial List
Saving from the Display
You can save the name and/or number displayed on your screen during a call to the Directory List, or to one of your pro-
grammable keys using the following procedure. Use the following illustration as a reference.
Saving from the Callers List
IP Phone UI
1. Press the Save Key during the call.
2. Press the Directory Key or an empty programmable key. If a name is displayed both the number and name are saved
in the Directory List or the programmable key. If no name or "Unknown Name" displays, you can enter the name using
the dial pad.
3. Press the Save Key to finish.
IP Phone UI
Save Key
Directory Key
Save to?
John Burns
9054550055