Aastra 6737i User manual

REV 13/12/16
Aastra Telephone
6737i and 6739i
User Manual

1
Aastra Telephone User’s Manual
Table of Contents
Basics!
Knowing Your Passwords ................................................................................................................4!
Setting Up and Changing Your Telephone Voice Mail Password...............................................4!
Setting Up and Changing Your Web Portal Password.................................................................4!
Troubleshooting ....................................................................................................................... 5!
Understanding Your Aastra 6737i Telephone..................................................................................6!
Aastra 6737i Programmable Softkeys..........................................................................................7!
Understanding Your Aastra 6739i Telephone..................................................................................9!
Aastra 6739i Physical Features ....................................................................................................9!
Aastra 6739i Programmable Softkeys........................................................................................10!
Setting Up Your Phone...................................................................................................................11!
Basic Phone Setup......................................................................................................................11!
Change Your Ringtone...............................................................................................................11!
Set Up a Special Ringtone for Certain Callers....................................................................... 11!
Adjust Your Volume ..................................................................................................................12!
Change Your Display Name ......................................................................................................12!
Set Privacy Status.......................................................................................................................13!
Using Feature Access Codes ..........................................................................................................14!
Generating a List of All Available Feature Access Codes.........................................................15!
Voice Mail!
Configuring Voice Mail .................................................................................................................17!
Configuring Your Voicemail Using Your Phone.......................................................................17!
Configuring Your Voicemail Using the Clearspan Portal .........................................................17!
Sending Voice Mail to Email Only............................................................................................18!
Sending Voice Mail to Email and Telephone ............................................................................18!
Forward Caller Upon Pressing 0................................................................................................19!
Changing Voice Mail Notification Options ...................................................................................20!
Turning On Email Notifications of Voice Mail .........................................................................20!
Turning Off the Message Waiting Indicator on Your Telephone..............................................20!
By-Passing Voice Mail Passcode ...................................................................................................21!
Personalizing Voice Mail Greetings...............................................................................................22!
Disabling Voice Message Deposits............................................................................................22!
Configuring Your Voice Mail Busy Greeting............................................................................23!
Configuring Your Voice Mail No Answer Greeting..................................................................23!
Recording and Uploading Voice Mail Greetings ...........................................................................25!
Using Audacity for Windows or Mac ........................................................................................25!
Downloading, Installing and Launching Audacity ....................................................................25!
Recording a Voice Mail Greeting Using Audacity on Windows...............................................26!
Recording a Voice Mail Greeting Using Audacity on a Mac ....................................................29!
Uploading Your Personal Greeting to the Clearspan Web Portal..............................................31!
Busy Lamp Fields and Speed Dials!
Busy Lamp Fields and Speed Dials................................................................................................33!
Busy Lamp Fields ......................................................................................................................33!
Number of BLFs Allowed ..................................................................................................... 33!
Creating and Editing BLFs Using the Web Portal................................................................. 33!
Using BLFs as Speed Dials.................................................................................................... 34!

2
BLF Status ............................................................................................................................. 34!
Speed Dials.....................................................................................................................................35!
Creating and Editing Speed Dials Using the Telephone............................................................35!
Creating and Editing Speed Dial 8 and 100 Using the Web Portal ...........................................36!
Using Speed Dial 8 and Speed Dial 100 on Your Telephone....................................................37!
Handling Calls!
Placing a Call......................................................................................................................................!
Dialing a Call .............................................................................................................................39!
Dialing Using the Telephone Keypad.................................................................................... 39!
Dialing Using the Directory................................................................................................... 39!
Dialing Using the Callers List................................................................................................ 39!
Redialing a Call..........................................................................................................................39!
Redialing Using Redial List................................................................................................... 39!
Redialing Using the Redial Key ............................................................................................ 40!
Redialing Using a Feature Access Code................................................................................ 40!
Managing a Call!
Answering a Call........................................................................................................................41!
Ignoring a Call............................................................................................................................41!
Setting up Do Not Disturb for All Calls ................................................................................ 41!
Placing a Call on Hold ...............................................................................................................41!
Parking and Retrieving a Call ....................................................................................................42!
Parking and Retrieving a Call Using Softkeys ...................................................................... 42!
Parking and Retrieving a Call Using a Feature Access Code................................................ 42!
Picking up Another Person’s Call from Your Phone .................................................................43!
Picking Up Another Person’s Call Using Call Pickup........................................................... 43!
Picking Up Another Person’s Call Using a Feature Access Code......................................... 43!
Using Simultaneous Ring (Mobile Option) ...............................................................................44!
Using Sequential Ring................................................................................................................45!
Transferring Calls!
Transferring a Call..........................................................................................................................48!
Transferring Unannounced Calls Using Your Aastra Telephone ..............................................48!
Transferring Announced Calls Using Your Aastra Telephone ..................................................48!
Cancelling a Transfer .................................................................................................................49!
Dropping a Transfer ...................................................................................................................49!
Transferring Calls Directly to Voice Mail .................................................................................50!
Forwarding Calls!
Forward Your Calls to Another Telephone ....................................................................................52!
Set Up Call Forwarding Using the Options Key........................................................................52!
Set Up Call Forwarding Using Feature Access Codes...............................................................52!
Set Up Call Forwarding Using Speed Dials...............................................................................52!
Set Up Call Forwarding Using the Web Portal..........................................................................53!
Conferencing Calls!
Conferencing In ..............................................................................................................................55!
Conferencing Using the Conference Key ..................................................................................55!
Cancel or Drop the Party........................................................................................................ 55!
Leave a Conference Call........................................................................................................ 55!
Conferencing Using a Dial-in Number ......................................................................................56!

3
Aastra Telephone
Basics

4
Knowing Your Passwords
In order to set up your Voice Mail and other functions for your Aastra telephone, you will need two
default passwords: one to access your Telephone Voice Mail and one to log into the Clearspan Web
Portal.
Setting Up and Changing Your Telephone Voice Mail Password
To retrieve the default password for your Aastra telephone:
1. Log into AccessPlus.
2. Click the Employee tab on the
right.
3. Click Telephone Services on the
left side menu.
4. Use the Default Voice Mail
password radio button under
Telephone to set up your telephone
voicemail.
5. Use the Default Web portal
password to set up or change your
password for the Clearspan Web
portal.
Note: It is important to immediately change the password for your Voice Mail from the default settings. If
you need further help or assistance, contact the Solution Center at www.it.iastate.edu/solution/.
Setting Up and Changing Your Web Portal Password
The Clearspan Web Portal allows you to access and set up advanced features for your telephone. In
order to set up your web portal, you will need to:
1. Log into the Clearspan Web Portal
(http://phone.iastate.edu)
2. Enter your UserID:
[email protected]
3. Enter the Default Password (located in
AccessPlus under the Employee tab and
Telephone Services).
Note: It is important to immediately change the password for your Clearspan Web Portal from the default
settings. Your password must contain 6 to 60 characters and include:
•One number
•One uppercase letter
•One lowercase letter and
•One non-alphanumeric symbol.
Important: You cannot use your login ID, a previous password, or a previous password in reverse.

5
Troubleshooting
You may receive a Clearspan server unavailable message when trying to log into the portal. If
this happens, retype your User ID and Password. Five incorrect attempts to login will lock you out
of the portal. Call the Solution Center, 294-4000 to reset your password.

6
Understanding Your Aastra 6737i Telephone
The Aastra 6737i contains physical features and programmable softkeys that can be customized to
meet your specific telephone needs.
Aastra 6737i Physical Features
The physical features on the 6737i telephone are illustrated in the figure and described in the table
below:
Key
Feature
Description
A
Softkeys
Softkeys are built-in features (or a template) set up on your phone and show up on your screen
next to a black softkey or when you press a black softkey. For more details or to change your
features, visit www.it.iastate.edu/howtos/telephone/.
B
Goodbye
Ends an active call and allows you to exit an open menu (i.e. Options List) without saving
changes.
C
Options
Lists of options you can use to customize your phone.
D
Hold
Places an active call on hold. Press the Hold key while on the call. The Hold key or Goodbye
key will not retrieve the held call. To retrieve a held call, press the Line key next to the
flashing light.
E
Redial
Redial holds up to 100 previously dialed numbers. Press the Redial key, use navigation keys to
choose a number, and press Dial or Speaker/Headset to redial that number. Or, lift the handset
and press the Redial key twice simultaneously to redial the number on the screen.
F
Volume
Adjustment
Adjusts the volume for the handset, headset, ringer, and speakerphone.
G
Navigation
keys
Used for navigating through a list (i.e. Options List).
H
Alpha-
numeric keys
Used for dialing and speed dialing. Press once for the number and first letter on the key; press
twice for the second letter and three times for the third.
I
Line keys
Connects you to an incoming call or allows you to use another line to place a call.
A
B
C
D
E
F
G
H
K
J
I
Alphanumeric!keys!
L

7
Key
Feature
Description
J
Speaker/Head
set keys
Activates speakerphone/headset for making or receiving calls without lifting the handset.
K
Mute
Mutes the microphone so that your caller cannot hear you. Press Mute. A light will flash.
L
Status Lamps
The Speaker/Headset, Line, Mute, and each of the Softkeys have status lamps or a backlight
that turns on or flashes when there is activity. These status lamps may have a slow flash, rapid
flash, or solid light that tells you about the type of activity. When there is no activity, the status
lamp is OFF.
Aastra 6737i Programmable Softkeys
Your 6737i phone has Programmable Softkeys that have been configured by your systems
administrator to provide commonly used services and features. Some are accessible using the
Options key. Others can be programmed in the 12 customizable softkeys on your phone:
Feature/Softkey
Using Options Key
Description
Busy Lamp
Field
Allows you to monitor the state of a specific extension – ringing, busy or
idle.
Call Forward
All
Allows you to forward one or more of your calls to another number or
voice mail. Press the Options key, then the Select softkey. Choose an
option from the list using the navigation keys. Use the softkeys to make
changes or cancel.
Busy
No Answer
Call Pickup
(Pickup)
Allows you to pickup a call ringing on another phone.
Callers List
(Callers)
Accesses the past callers’ numbers.
Conference
(Conf)
Establishes a three-way or multiple calls at once. Available when
handset is lifted or with other features.
Delete
Available with Callers feature. Allows you to delete a number from the
Callers List.
Dial
Available when handset is lifted and with other features (i.e. Redial).
Do Not Disturb
(DND)
Incoming calls go directly to voice mail or other set Call Forwarding
destination.
Details
Allows you to view more details about a list or call.
Edit Number
(EditNum)
Available with Callers feature. Allows you to edit a number in the
Callers List.
Password
Current Password
change option
Prompts you to enter current and new password.
Phone Lock
Phone Lock
Allows you to lock your phone so that no outgoing calls can be made.
Phone Status
IP & MAC Addresses
Offers detailed information about your phone. Error messages will
appear here if there errors are found in the system.
LAN Port
PC Port
Firmware Info
Error Messages
Copyright

8
Feature/Softkey
Using Options Key
Description
Preferences
Tones
Allows you to change your Ringtone and Tone Set. For more details,
see Ringtones section below.
Display
Allows you to adjust the Contrast Level and Backlight on the phone.
Speed Dial Edit
Allows you to edit a pre-assigned Speed Dial key. Press the Options
key, then scroll down to Preferences using the navigation keys. Press
the Select softkey. Choose options from each list using the navigation
and Select keys to make changes or cancel.
Live Dialpad
Allows you to use your dial pad without picking up the handset. On and
Off your dial pad
Set Audio
Allows you to change the Speaker/Headset mode, the Headset mic
volume, and the wireless headset.
Time and Date
Allows you to change or set the Time and Date format and zone.
Language
Allows you the set the screen and input Language for the phone.
Quit
Available with other features. Allows you to quit or exit a feature.
Restart Phone
Restart Phone
Allows you to restart your phone.
Transfer (Xfer)
Allows you to transfer a call to another party or voice mail.
Voice Mail
Allows you to access your voice mail or messages.

9
Understanding Your Aastra 6739i Telephone
The Aastra 6739i contains physical features and programmable softkeys that can be customized to
meet your specific telephone needs.
Aastra 6739i Physical Features
The physical features on the 6739i telephone are illustrated in the figure and described in the table
below:
Key
Feature
Description
A
Call Management
Allows you to manage calls on your telephone screen when the handset is lifted.
B
Options
Lists of options you can use to customize your phone.
C
Callers List
Lists past callers. Can hold up to 200 entries.
D
Directory
Displays personal directory of up to 200 entries saved from Callers List or added manually.
E
Services
Allows you to access enhanced features. Default settings include your Voice Mail or
Callers List.
F
Conference
Allows you to connect a 3-way call or multiple parties. Both Conference hardkey and
softkey available.
G
Transfer
Allows you to transfer a call to another party or voice mail. Both Transfer hardkey and
softkey available.
H
Volume
Adjustment
Adjusts the volume for the handset, headset, ringer, and speakerphone.
I
Mute
Mutes the microphone so that your caller cannot hear you. Press Mute. A light will flash.
J
Hold
Places an active call on hold. Press the Hold key while on the call. The Hold key or
Goodbye key will not retrieve the held call. To retrieve a held call, press the Line key next
to the flashing light. Both Hold hardkey and softkey available.
K
Redial
Redial holds up to 100 previously dialed numbers. Press the Redial key, use navigation
keys to choose a number, and press Dial or Speaker/Headset to redial that number. Or, lift
the handset and press the Redial key twice simultaneously to redial the number on the
screen.
L
Goodbye
Ends an active call and allows you to exit an open menu without saving changes.
M
Messages
Allows you to quickly access your messages or set up voice mail.
N
Line keys
Connects you to an incoming call or allows you to use another line to place a call.
O
Speaker/Headset
Activates speakerphone/headset for making or receiving calls without lifting the handset.
A
H
B
I
G
F
E
D
C
J
K
L
M
N
O

10
Key
Feature
Description
P
Softkeys
Softkeys are built-in features (or a template) set up on your phone and show up on your
screen. Simply touch the feature to use it. For more details or to change your features, visit
www.it.iastate.edu/howtos/telephone/.
Q
Status Lamps
The Speaker/Headset, Line, Mute, and each of the Softkeys have status lamps or a
backlight that turns on or flashes when there is activity. These status lamps may have a
slow flash, rapid flash, or solid light that tells you about the type of activity. When there is
no activity, the status lamp is OFF.
Aastra 6739i Programmable Softkeys
Your 6739i phone has Programmable Softkeys that can be configured by your systems
administrator to provide commonly used services and features. Some of these features are setup and
accessible using the Options key.

11
Setting Up Your Phone
Basic Phone Setup
Below are steps for initial setup of your Aastra telephone, such as changing your ringtone or
volume.
Change Your Ringtone
You may want to change your ringtone to distinguish your ring from other phones in the same
office. At present, only five tones and a silent mode are available on both the 6737i and 6739i
telephones. To change your ringtone:
On the Aastra 6737i
1. Press the Options key.
2. Scroll down to Preferences using the
navigation keys.
3. Press the Select softkey to choose the
Preferences option.
4. Press the Select softkey to choose the Tones
option.
5. Press the Select softkey to choose the Ring
Tone option.
6. Scroll up or down to hear the desired Tone.
7. Press the Done softkey to set your new ring
tone.
On the Aastra 6739i
1. Press the Options key.
2. Press Audio on the touchscreen.
3. Press the button next to Ring Tone.
4. Scroll up or down to hear the desired Tone.
5. Press the Goodbye key to exit the menu.
Note: If tones do not ring as you scroll up or down, contact the Solution Center or go to
http://www.inside.iastate.edu/article/2013/08/22/ringtone to hear ring tones.
Set Up a Special Ringtone for Certain Callers
The priority alert option allows you to assign a special ring to certain callers such as all external
callers or certain colleagues. Your phone only has one special ring. It's a subtle variation of
whatever ringtone you've selected, but the cadence is two quick rings in the place of a longer, single
ring:
1. Log in to the ClearSpan Web Portal.
2. Click Incoming Calls in the left navigation menu.
3. Select Priority Alert under the Advanced heading.
4. Click the Add button to set up alerts.
5. Click OK.

12
Adjust Your Volume
Use the volume control keys (bottom left 6737i; bottom center 6739i) to adjust the ringer, handset,
and speaker volume on your telephone:
Set Ringer Volume
1. Leave the handset in the cradle.
2. Press the Volume Control buttons to adjust the ringer volume.
Set Handset Volume
1. Lift the Handset.
2. Press the Volume Control buttons to adjust the handset volume.
Set Speaker Volume
1. Press the Speaker/Headset button.
2. Press the Volume Control buttons to adjust the speaker volume.
Set Headset Volume
1. Press the Speaker/Headset button while on a call.
2. Press the Volume Control buttons to adjust the headset volume.
Change Your Display Name
After setting up your voice mail and web portal passwords, check your name on the telephone
display screen. Follow these steps to make corrections:
1. Login into the web portal:
phone.iastate.edu.
2. Click Profile under the
Basic heading.
3. Type in your correct Last
Name and First Name.
4. Click Apply then OK.

13
Set Privacy Status
If you find it necessary to exclude yourself from group directory listings and phone status
monitoring, you can enable Privacy options through the web portal:
1. Login into the web portal:
phone.iastate.edu.
2. Click Privacy under Advanced
heading.
3. Check one or more of the boxes to
Enable privacy settings.
4. Click Apply then OK.
Note: The Set Privacy Status option should be used only if necessary.

14
Using Feature Access Codes
Feature Access Codes are short cuts to built-in features on your Aastra telephone.
You can use Feature Access Codes to manage your incoming and outgoing calls and voice
messages. To manage calls using Feature Access Codes, pick up the handset and press the star key
(*), the corresponding number in the table below, and then press Dial:
Feature
Access Code
Result
Call Waiting
On *43
Off #43
Allows you to answer a second incoming call while remaining on the
first call. Activates or deactivates the service for all calls. Press *70 then
Dial to turn off only the last incoming number.
Call Park/Retrieve
Park *68
Retrieve *88
Allows you to place a call on hold at one phone and pick up the call on
another phone. Parks the call until you retrieve the call.
Call Return
On *69
Redials last incoming phone number.
Do Not Disturb
(DND)
On *78
Off *79
Allows you to ignore the incoming call. Sends incoming call to voice
mail.
Priority Call
(Diversion Inhibitor)
On *80
Prevents the redirected call from being redirected again by the called
party. Overrides a line that is on Call Forward.
Directed Call Pickup
On *97
Allows you to answer a ringing call from a specified extension.
Call Pickup
On *98
Connects you to the longest ringing phone in your call pickup group.
Clear Call Message
Waiting Indicator
(MWI)
On *99
Clears message indicator lamp on your phone.
Call Forwarding
Always
On *72
Off *73
Enter phone number where calls should be sent. Call Forwarding
Always allows you to forward all your incoming calls to a different
phone number, such as your home office or cell phone.
Call Forwarding
Always to Voice
Mail
On *21
Off #21
Calls are sent to your voice mail.
Call Forwarding
Busy
On *90
Off *91
Enter phone number where calls should be sent. Call Forwarding Busy
allows you to forward all your incoming calls to a different phone
number if your phone is currently busy. Use this service when you
would rather have a secretary or co-worker receive the call instead of
the caller being sent to your voice mail.
Call Forwarding
Busy to Voice Mail
On *40
Off #40
Missed calls are forwarded to your voice mail.
Call Forwarding No
Answer
On *92
Off *93
Enter phone number where calls should be sent. Call Forwarding No
Answer allows you to forward all your calls to a different phone number
when you do not answer your phone. Use this service when you would
rather have a secretary or co-worker receive the call instead of the caller
being sent to your voice mail if you miss the call.
Call Forwarding No
Answer to Voice
Mail
On *41
Off #41
Missed calls are forwarded to your voice mail.
Last Number Redial
On *66
Last number you dialed is redialed.
Music On Hold per-
Call Deactivation
On *60
Allows you to enable/disable music while a party is on-hold. Can be set
for per-call or on persistent basis. Ideal for conference calls.
Direct Voice Mail
Transfer
On *55
Transfers a call directly to your or another caller’s voice mail.
No Answer Timer
On *610
Allows you to set the number of rings before a call is forwarded. Press a
key to identify the number of rings you want before the No Answer
message is activated.

15
Generating a List of All Available Feature Access Codes
You can find a list of feature access codes in the Clearspan Web Portal:
1. Login to the web portal: phone.iastate.edu.
2. Click Utilities under Options.
3. Click Feature Access Codes to see a list.

16
Aastra Telephone
Voice Mail

17
Configuring Voice Mail
Use this section to configure voice mail on your Aastra Telephone or through the Clearspan Web
Portal.
Configuring Your Voicemail Using Your Phone
To configure voice mail using your telephone:
On the Aastra 6737i
1. Press the Voice Mail softkey.
2. Enter the default Passcode provided on
AccessPlus (Employee Tab, Telephone
Services), followed by the "#" key.
3. Change your Passcode then press the "#" key.
4. Record your Name when prompted.
On the Aastra 6739i
1. Press the Messages key.
2. Enter the default passcode provided on AccessPlus
(Employee Tab, Telephone Services), followed by
the "#" key.
3. Change your Passcode then press the "#" key.
4. Record your Name when prompted.
Note: Your Passcode must be 6-12 characters long and NOT:
•Repeat a single number (i.e. 333333)
•Use your own phone number or extension
•Use your own phone number or extension in reverse
•Use a previously passcode or your previous passcode in reverse
Configuring Your Voice Mail Using the Clearspan Portal
To personalize your voice mail system preferences, you will need your ClearSpan Web Portal
Password. If you are unsure of your Password, please contact the Solution Center at 4-4000 to
reset your password. Follow these instructions to setup your voice mail via the Clearspan Web
Portal:
1. Click Messaging under Options.
2. Click Voice Management under the Basic
heading.

18
Sending Voice Mail to Email Only
Use the following steps to check your voice mail messages through your email. Messages will not
be saved on the phone.
1. Select Forward it to this e-mail
address.
2. Enter your email address:
[email protected]
3. Click Apply then OK to save changes.
Note: You can now receive voice mail through your email instead of your phone. For other email options, see
below.
Sending Voice Mail to Email and Telephone
Use the following steps to check voice mail messages through your email inbox only.
1. Select Forward it to this e-mail address.
2. Enter your email address: [email protected].
3. Select E-mail a carbon copy of this message.
4. Enter your email address: [email protected].
5. Click Apply then OK to save changes.
Note: You will now receive voice mail through your email and your phone. For other e-mail options, see below.

19
Forward Caller Upon Pressing 0
When you check Transfer on "0" to Phone Number, incoming callers are prompted to press 0
during your outgoing voice message and transfers callers to another number, i.e. cell phone or Auto
Attendant.
1. Select Transfer on ‘0’ to
Phone Number.
2. Enter the phone number
using a 10-digit format (i.e.
515294xxxx).
3. Click Apply then OK to
save changes.
Note: You may want to change your voice mail greeting so that callers are aware of this option.