Aastra Clearspan 6731i User manual

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CS AASTRA 6731i IP PHONE USER GUIDE V3.2.2 AASTRA –2786-002
CLEARSPAN® IS A RGISTERED TRADEMARK OF AASTRA TECHNOLOGIES LTD. PAGE 1 OF 82
2811 Internet Blvd
Frisco, Texas 75034-1851
Tel [phone]
Tel [phone]
www.aastrausa.com
AASTRA® 6731i IP PHONE
2817-002
Firmware Version 3.2.2

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2nd Edition (November 3, 2011)
© Copyright 2011 Aastra USA Inc. All rights reserved.
Information in this manual may change with product revisions. Aastra®mayadd features or
enhancements to the product(s) and/or program(s) described in this manual at anytime.
Technical Publications freezes the information in this manual based on the specified software and
hardware releases. Publications writers will incorporate any modifications provided to them after
the publication release date into the next scheduled release of the publication.
Aastra furnishes the application described in this manualunder a license agreement and
customers mayuse or copyinformation in the manuals only in accordance with the terms of the
agreement.
Contact Information
Address any reader comments to:
Aastra USA Inc.
Technical Publications Manager
2811 Internet Boulevard
Frisco, TX 75034-1851
You may also send email to [e-mail]
What to Expect when Contacting Company
Technical Publications will email responses to customers within seven business days of the
contact. Note that product support is not available through this email address. For product support,
contact the Aastra Customer Service Center (CSC) at 1-800-729-1872. Aastra may use or
distribute review comments and information without incurring obligation.
Trademarks and Acknowledgements
Product registered trademarks and copyrights of the products included in this publication include
Clearspan®as a registered trademark of Aastra USA Inc.; Microsoft®and MSN®as registered
trademarks of Microsoft Corporation.
This publication identifies all otherproducts orservices mentioned herein bythe trademarks,
service marks, or product names designated by the companies that market those products. The
companies producing these trademarks and registered trademarks control ownership of them.
Make all inquiries concerning such trademarks directly to those companies.
6731i Product
Product Liability
Aastra Telecom will not accept liability for any damages and/or long distance charges, which result
from unauthorized and/or unlawful use.
While everyeffort has been made to ensure accuracy, Aastra Telecom will not be liable for
technical or editorial errors or omissions contained within this documentation. Theinformation
contained in this documentation is subject to change without notice.
Copyright 2005 Aastra Telecom. www.aastra.com. All Rights Reserved.

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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 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. 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 shallnot disclose to any third party such confidential and proprietary programs
and information and shall not export licensed Software to anycountry 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 here under (whether or not part of firmware),
including all copies thereof, is and shall remain the property of Seller and its Suppliers and is
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 destroyor
return to Seller all licensed software and other confidential or proprietaryinformation of Seller. In no
event shall Seller or its suppliers or licensors be liable for anydamages 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 useof or inability to
use the software, even if Seller has been advised of the possibilityof such damages.
Limited Warranty
Aastra Telecom warrants this product against defects and malfunctions during a one (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.
If replacement parts are used in making repairs, these parts maybe refurbished, or may contain
refurbished materials. If it is necessary to replace the telephone set, it may be replaced with a
refurbished telephone of the same design and color. If it should become necessarytorepair or
replace a defective or malfunctioning telephone set under this warranty, the provisions of this
warranty shall apply to the repaired or replaced telephone set until the expiration of ninety (90)
days from the date of pick up, or the date of shipment to you, of the repaired or replacement set, or
until the end of the original warrantyperiod, whichever is later. Proof of the original purchase date is
to be provided with all telephone sets returned for warranty repairs.
Exclusions
Aastra Telecom does not warrant its telephone sets to be compatible with the equipment of any
particular telephone company. This warrantydoes not extend to damage to products resulting from
improper installation or operation, alteration, accident, neglect, abuse, misuse, fire or natural
causes such as storms or floods, after thetelephoneis in your possession.
Aastra Telecom shall not be liable for anyincidental or consequential damages, including, but not
limited to, loss, damage or expense directly or indirectly arising from the customer’s use of or
inability to use this telephone, either separately or in combination with other equipment. This

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paragraph, however, shall not applyto consequential damages for injury to the person in the case
of telephones used or bought for use primarilyfor personal, familyor household purposes. This
warranty sets forth the entire liability and obligations of AastraTelecom with respect to breach of
warranty, and the warranties set forth or limited herein are the sole warranties and are in lieu of all
other warranties, expressed or implied, including warranties or fitnessfor particular purpose and
merchantability.
Warranty Repair Service
Should the set fail during the warranty period, contact the Aastra Customer Service Center (CSC)
at 1-800-729-1872.
Revision History
The following represents the revision history of this publication:
Revision
Number
Date
Completed
Point of Contact
Description
002
08/30/11
Bev Marsh
Firmware 3.2.2.1025
001
11/05/08
Bev Marsh
Initial release of this publication.

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Table of Contents
2nd Edition (November 3, 2011) .............................................................................................................3
Contact Information..........................................................................................................................3
What to Expect when Contacting Company...................................................................................3
Trademarks and Acknowledgements.............................................................................................3
6731i Product...................................................................................................................................3
Product Liability......................................................................................................................3
Software License Agreement................................................................................................4
Limited Warranty....................................................................................................................4
Exclusions..............................................................................................................................4
WarrantyRepair Service.......................................................................................................5
Revision History...............................................................................................................................5
Table of Contents....................................................................................................................................6
Table of Figures................................................................................................................................... 11
1About this Publication................................................................................................................... 13
1.1 Overview............................................................................................................................. 13
1.2 Audience ............................................................................................................................. 13
1.3 Terms and Definitions......................................................................................................... 13
1.4 References.......................................................................................................................... 13
2Introduction.................................................................................................................................... 15
2.1 Overview............................................................................................................................. 15
2.2 The 6731i IP Phone............................................................................................................ 15
2.2.1 Phone Features...................................................................................................... 16
2.2.2 General Requirements........................................................................................... 16
2.3 Handset/Headset Connection............................................................................................ 16
3Getting Started.............................................................................................................................. 19
3.1 Installation and Setup......................................................................................................... 19
3.2 Startup Sequence............................................................................................................... 19
3.2.1 Configuration and Updates.................................................................................... 19
3.2.2 Language Packs.................................................................................................... 20
3.2.3 Configuration Complete......................................................................................... 20
3.2.4 Idle State Display................................................................................................... 20
3.2.5 Incomplete Configuration....................................................................................... 20
3.2.6 No Service Message.............................................................................................. 21
3.2.7 Network Disconnected........................................................................................... 21
3.3 6731i Keys and Functions.................................................................................................. 21
3.4 Key Description................................................................................................................... 22
3.5 Clearspan Features............................................................................................................ 23
3.6 Clearspan Feature Access Codes..................................................................................... 25

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3.7 Line and Call Appearance Keys ........................................................................................ 25
3.7.1 Hard Keys as Line Appearances........................................................................... 25
3.8 Status Lamps for all Line Appearances............................................................................. 25
3.9 Speaker and MWI Status Lamps....................................................................................... 26
3.9.1Speaker Lamp........................................................................................................ 26
3.9.2 Message Waiting Indicator Lamp.......................................................................... 26
3.10 Volume Keys....................................................................................................................... 26
3.11 Call Timer............................................................................................................................ 27
3.12 Mute..................................................................................................................................... 27
4Customize your Phone................................................................................................................. 29
4.1 Options List ......................................................................................................................... 29
4.2 Access the Options List...................................................................................................... 30
4.3 Call Forward........................................................................................................................ 31
4.3.1 Turn All Call Forward Features On or Off............................................................. 32
4.4 Preferences......................................................................................................................... 33
4.4.1 Tones...................................................................................................................... 33
4.4.2 Contrast Level........................................................................................................ 34
4.4.3 Speed Dial Edit....................................................................................................... 34
4.4.4 Live Dialpad............................................................................................................ 35
4.4.5 Set Audio................................................................................................................ 35
4.4.6 Time and Date........................................................................................................ 37
4.4.7 Time Server............................................................................................................ 37
4.5 Language............................................................................................................................ 40
4.6 Phone Status....................................................................................................................... 40
4.7 Password............................................................................................................................. 42
4.8 Administrator Menu............................................................................................................. 43
4.9 Restart Phone..................................................................................................................... 43
4.10 Phone Lock......................................................................................................................... 44
5Call Handling................................................................................................................................. 45
5.1 Place a Call......................................................................................................................... 45
5.2 Receive a Call..................................................................................................................... 45
5.2.1 Answer an Incoming Call....................................................................................... 46
5.3 Connected Call ................................................................................................................... 46
5.4 Handle Calls Using the Speaker........................................................................................ 46
5.5 Handle Calls Using a Headset........................................................................................... 47
5.6 End a Call............................................................................................................................ 47
6Phone Features ............................................................................................................................ 49
6.1 Overview............................................................................................................................. 49
6.2 Hold ..................................................................................................................................... 49
6.2.1 Place a Call on Hold............................................................................................... 49
6.2.2 Retrieve a Held Call............................................................................................... 49
6.2.3 Automatic Hold....................................................................................................... 50

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6.2.4 Manage Multiple Calls on Hold.............................................................................. 50
6.3 Do Not Disturb..................................................................................................................... 50
6.4 Transfer............................................................................................................................... 50
6.5 Conference.......................................................................................................................... 52
6.5.1 Establish the Conference....................................................................................... 52
6.6 Park and Pickup.................................................................................................................. 53
6.6.1 Default Display....................................................................................................... 53
6.6.2 Use Park and Pickup............................................................................................. 53
6.7 CallForwarding Always, Busy, No Answer....................................................................... 54
6.8 Call Return .......................................................................................................................... 56
6.9 Call Waiting......................................................................................................................... 56
6.10 Directed Call Pickup ........................................................................................................... 56
6.10.1 Directed Call Pickup Feature Interactions .......................................................... 57
6.11 Directed Call Pickup with Barge-In .................................................................................... 57
6.12 Autodial (Hotline and Warmline)........................................................................................ 58
6.13 Intercom............................................................................................................................... 58
6.13.1 Outgoing Intercom ............................................................................................... 58
6.13.2 Use the Intercom Softkey.................................................................................... 58
6.14 Stuttered Dial Tone............................................................................................................. 59
6.15 Speeddial ............................................................................................................................ 59
6.15.1 Edit a Speeddial Key using the Options List....................................................... 59
6.15.2 Add a new Speeddial Key(Press and Hold)...................................................... 60
6.16 Speed Dial/Xfer................................................................................................................... 61
6.17 Speeddial/Conf ................................................................................................................... 61
6.18 Shared CallAppearance Call Retrieve.............................................................................. 61
6.18.1 Keys States and LED Behavior........................................................................... 62
6.18.2 Line Keys and Idle Screens................................................................................. 62
6.18.3 Softkey Line Keys................................................................................................ 63
6.18.4 Line KeyPhone Behavior.................................................................................... 63
6.18.5 SCA Call Location and SCA Call Retrieve......................................................... 64
6.19 XML Keys............................................................................................................................ 64
6.20 Access XML Applications................................................................................................... 64
7Callers List and Redial List........................................................................................................... 67
7.1 Callers List........................................................................................................................... 67
7.1.1 Callers List Display................................................................................................. 67
7.1.2 Callers List Functions............................................................................................. 67
7.1.3 Missed Calls Indicator............................................................................................ 69
7.1.4 Delete Entries in the Callers List ........................................................................... 69
7.2 Redial................................................................................................................................... 69
7.2.1 Last Number Redial............................................................................................... 69
Appendix A –Clearspan Feature Access Codes.............................................................................. 71
Appendix B - Troubleshooting............................................................................................................. 79

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Index ..................................................................................................................................................... 81

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Table of Figures
Figure 1 The 6731i IP Phone............................................................................................................... 15
Figure 2 6731i Handset and Headset Connection Diagram.............................................................. 17
Figure 3 6731i Keys and Functions..................................................................................................... 21
Figure 4 SCA Call Bridging................................................................................................................. 62

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1About this Publication
1.1 Overview
This guide explains how to use the features of your new 6731i IP phone. The features assigned to
your phone were chosen byyour system administrator according to the requirements of your
organization; therefore, you maynot have access to all the features presented in this document.
1.2 Audience
This publication is intended for any user of the 6731i IP phone.
1.3 Termsand Definitions
Term
Definition
IP
Internet Protocol (IP) is a data-oriented protocol used for
communicating data across a packet-switched network.
IP Address
An identifier for a computer or device on a TCP/IP network.
Networks using the TCP/IP protocol route messages based on the
IPaddress of the destination. The format of an IP address is a 32-
bitnumeric address written as four numbers separated by periods.
Each number can be zero to 255.
For example, 10.160.10.240 could be an IP address.
MAC Address –Media
Access Control
A number located on the white sticker on the bottom of the phone
that serves as a namefor each phone.
SIP –Session Initiation
Protocol
The protocol for VOIPand other text and multimedia sessions,
such as instant messaging, video, online games and other
services.
VoIP –Voice Over IP
A technology that allows you to make telephone calls using a
broadband Internet connection instead of a regular (or analog)
phone line.
1.4 References
The following publications provide additional information for the 6731i IP phone.
Title
Description
Aastra Model 6731i Installation Guide
Installation and set-up instructions, general features
and functions, and basic options list customization.
This publication is included with the telephone.

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2Introduction
2.1 Overview
The 6731i IP telephone provides communications over an IP Network using the SIP IP telephony
protocol. The 6731i has all the features of a regular business phone, allowing you to place and
receive calls, transfer, conference and more.
2.2 The6731i IPPhone
Figure 1 The 6731i IP Phone

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2.2.1 Phone Features
3-line LCD screen.
2 line appearance keys (L1 –L2) with corresponding status lamps.
Press-and-hold speeddial key configuration feature
8 top programmable hard keys with status lamps.
Supports up to 6 call lines.
Full-duplex speaker for handsfree calls.
Headset/headset modular connector.
Built-in-two-port, 10/100 Ethernet switch allowing you to share a connection with your
computer.
2.2.2 General Requirements
The 6731i requires the following environment:
A SIP-based IP PBX system or network installed and running with a SIP account created for
the 6731i.
Access to a Trivial File Transfer Protocol (TFTP)server.
Ethernet/Fast Ethernet LAN (10/100mb).
Category 5/5e straight through cabling.
Power Options:
Power over Ethernet (PoE) 802.3af.
Inline power injector –An optional accessory necessaryonlyif your network provides no
inline power.
AC power adapter, included with the phone.
2.3 Handset/HeadsetConnection
The 6731i supports a handset or headset using the same jack. Both a handset and a headset
cannot be connected at the same time.
Turn the phone over and locate the handset jack marked . Insert one end of handset or
headset cord into the jack until it clicks into place. Then route the cord through the groove as
shown in the illustration below.

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Figure 2 6731i Handset and Headset Connection Diagram

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3Getting Started
3.1 Installationand Setup
If your system administrator has not alreadysetup your 6731i, please refer to the Aastra Model
6731i Installation Guide for basic installation and physical setup of the 6731i.
Your system or network administrator manages the configuration and updates for the IP
phones on the configuration server.
New updates to your phone can be automatically scheduled from the server by your system
administrator. Automatic updates arescheduled during non-business hours or slow call
periods.
3.2 StartupSequence
The 6731i automatically begins the startup sequence as soon as it is connected. The phone goes
through this process the firsttime you plug in your phone and every time you restart your phone.
The following screens display:
Aastra 53i
LLDP
Other startup screens will only appear the firsttime you connect your phone, or if your phone has
been set back to factory defaults.
3.2.1 Configuration and Updates
The 6731i then checks settings and looks for new configuration and firmware updates on the
configuration server. If a new update is found, the phone displays the update it is installing (either
"Updating Config" or "New Firmware"). This process could take a few moments while the
configuration server downloads the latest updates.
configuration
Updating
firmware
Checking for new

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Do not unplug or remove power from the phone while it is restarting.
3.2.2 Language Packs
If language packs were loaded to your phone by your System Administrator, the following screen
displays during startup.
Language packs…
Downloading
3.2.3 Configuration Complete
When the configuration update is complete, the phone displays the following screens:
Network
DSP
SIP
Done
3.2.4 Idle State Display
The idle state screen displays when your 6755i startup process is completed.
Tues Aug 30 3:22
John Smith
1
1000
Line Appearance
Number
3.2.5 Incomplete Configuration
If your phone displays an "Incomplete Config" message without anyextension or user name at
the end of the start-up sequence instead of an Idle state screen, this indicates the phone
configuration that was downloaded from the configuration server is not complete or correct.
Contact your System Administrator for assistance