Iowa State University

ITInformation Technology

Use Your Aastra Telephone and Features

  • Aastra 6737i

    Aastra 6737i

  • Aastra 6739i

    Aastra 6739i

Quick Start Guides

The Quick Start Guides are print-friendly instructions for quickly setting up and using your Aastra telephone at Iowa State.

Training Resources

The following resources accompany the Aastra Telephone hands-on training sessions provided by ITS.

Features Guide

Telephone Setup

  1. Sign on to the phone Web portal at: http://phone.iastate.edu
  2. Enter your User ID. Your user ID is ##########@voice.iastate.edu, where ########## is your full ten-digit Iowa State phone number with area code, prefix, and no hyphens. For example: 515294####@voice.iastate.edu.
  3. Enter the default passcode provided by your ISU voice/data coordinator, or on AccessPlus (Employee Tab, Telephone Services).
  4. Change the default password to your personal password. Your password must have 6-60 characters including one number, one uppercase letter, one lowercase letter, and one non-alphanumeric symbol. Your password can't be your login ID, a previous password, or a previous password in reverse.
  5. You will be taken to a profile page, where you can configure many of your own settings.

Note: The User ID is long, and many users are having trouble entering it correctly. If entered incorrectly, you will get a message that says "Clearspan server unavailable." Most likely, the server is available and you have entered your ID incorrectly; please try entering your User ID again. If you get locked out (after five incorrect attempts), call the Solution Center at 515-294-4000 to change your password.

If the name on your telephone is incorrect, or if you would like to change your display name for any reason, you may do that through your phone Web portal.

  1. Sign on to the phone Web portal.
  2. Select "Profile".
  3. Change your name and click "Apply".
  4. A message will appear that your preferences have been saved.

Aastra telephones and expansion modules use templates to define the layout of the telephone's display screen and softkeys. Templates determine the function of each softkey on each screen. To view all of the template options for your telephone, select the template guide below that matches your telephone model.

Template Guides
Change Your Telephone's Template
  1. Choose the template you would like applied to your telephone from the above template guides.
  2. Complete and submit the Telephone Template Request.
  3. You should receive an email verifying your request has been received.
  4. Once your request has been processed, you should receive another email instructing you to restart your telephone to apply the new template.
    • 6737i: Press the "Options" key; scroll down to "6. Restart Phone"; press "Select".
    • 6739i: Press the "Options" key; press "Restart".

Note: Applying a new template to your telephone will reset all softkeys, including speed dials. BLFs (busy lamp fields) that you set up through the web portal will automatically be applied to the new template, but you will need to set up speed dial softkeys again. As a precaution, write down any speed dial softkeys you have set up before applying a new template.

Use the volume keys ( | ) on the bottom of the phone keypad to adjust volumes.

  • To set ringer volume, leave the handset in the cradle.
  • To set handset volume, lift handset and adjust.
  • To set speaker volume, adjust while speaker is turned on.
  • To set headset volume, adjust volume while on a call.

Audio Mode allows you to select the default method to hear calls on your phone.

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  1. Press the "Options" key.
  2. Using the down arrow, scroll to 2, "Preferences".
  3. Press the "Select" softkey.
  4. Using the down arrow, scroll to 5 (only 4 options will appear on the screen at one time), "Set Audio".
  5. Press the "Select" softkey.
  6. Select 1, "Audio Mode".
  7. Press the "Select" softkey.
  8. If you do not have a headset, select "Speaker".
  9. If you have headset, and wish to have the headset ring first, select "Headset/Speaker". If you wish to have the speaker ring first, select "Speaker/Headset".
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  1. Press the "Options" key.
  2. Press the "Audio" softkey.
  3. Press the softkey next to "Audio Mode".
  4. If you do not have a headset, select "Speaker".
  5. If you have headset, and wish to have the headset ring first, select "Headset/Speaker". If you wish to have the speaker ring first, select "Speaker/Headset".
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  1. Press the "Options" key, scroll down to "Preferences" and select by pressing ▶.
  2. Press ▶ to select "Tone" and ▶ again to select "Ring Tone".
  3. Scroll for desired tone. (Note: If tones aren't yet ringing as you scroll through, listen to ringtones below.)
  4. Stop on the tone you like and and press the "Done" softkey.
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  1. Press "Options" key.
  2. Press "Audio" on the touchscreen.
  3. Press the button next to "Ring Tone".
  4. Scroll tones and select one. (Note: If tones aren't yet ringing as you scroll through, listen to ringtones below.)
  5. Press the "Goodbye" key to exit the menu.

Ringtone Options

At present, five ringtones and a silent mode are available.

Tone 1
Tone 2
Tone 3
Tone 4
Tone 5

If you move your existing telephone to a different jack, it is important to let ITS know so that the campus 911 service can find your location in case of an emergency. Before you move your telephone, please complete the Telephone 911 Location Update Request.

If you don't have an ISU Net-ID and are unable to submit a request, please send the new jack number and location to

support (at) iastate (dot) edu
.

Note: Some jacks may not be operational, or may not be programmed for the type of telephone that you have. In that case, ITS staff, once they receive your online request, will come to your location and reconfigure the new jack.

Dialing

To redial your most recent call:

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  1. Lift the phone from the cradle and press the "Redial" key (left side of your phone). The last number you dialed will appear.
  2. Press the "Redial" key again and the number will be called.
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  1. Lift the phone from the cradle and press the "Redial" key (top center key). The last number you dialed will appear.
  2. Press the "Redial" key again and the number will be called.

To redial a previously dialed number:

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  1. While the phone is still in the cradle, press the "Redial" key (left side of your phone).
  2. Use the up and down arrows to scroll through previous calls (100 previous calls are stored). When you arrive at the desired number, press the "Redial" key and the number will be called.
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  1. While the phone is still in the cradle, press the "Redial" key (top center key).
  2. Use the up and down arrows to scroll through previous calls (100 previous calls are stored). When you arrive at the desired number, press the "Redial" key and the number will be called.
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  1. Press and hold any blank softkey (any softkey without a label beside it), while the phone is on the hook.
  2. Type a name or label in the first textbox. Use the phone keypad to type, as if you were entering a text message. Press the "Backspace" softkey to delete errors, and the "*" key for a space.
  3. Press ▼ to go to the next text box and enter the phone number. Enter the last five digits for campus phone numbers (4####). Enter "8", "1", the area code, and the seven-digit number for off-campus numbers (81##########).
  4. Press the "Save" softkey, then the "OK" softkey.
  5. Repeat the above steps to add more speed dial softkeys.
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  1. Press the "Services" key.
  2. Press the "Spd Dial" softkey.
  3. Touch the white field next to "Name". A keyboard will appear.
  4. Enter the name.
  5. Touch the white field next to "Number". Press the "123" softkey at the bottom of the keyboard to switch to numerals.
  6. Enter the number.
  7. Press "Save".
  8. Press "OK".
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  1. Press the "Options" key, scroll to "Preferences" and press ▶ to select.
  2. Scroll to the "Speed Dial Edit" option and press ▶ to select.
  3. All programmable speed lamps will flash; press the softkey of the entry to be edited.
  4. Select the "Name" or "Number" text boxes and edit as desired.
  5. Press the "OK" softkey.
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  1. Press the "Options" key.
  2. Press the "Softkeys" softkey.
  3. Scroll to the appropriate entry and press that softkey.
  4. Make edits and press "Save".
  5. To delete entry, you'll need to delete contents of both text boxes and press "Save".
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  1. Press the softkey beside the name you want to dial.
  2. You may need to press the "More" softkey to see all the names on your list.
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  1. Press the softkey with the name on it you want to dial.
  2. You may need to press the "..." softkey to see all the names on your list.

The busy lamp field (BLF) softkeys allow you to see when certain extensions are busy or idle. The key or softkey lights up when an extension is in use.

  1. Sign on to the phone Web portal.
  2. Click "Client Applications" in the left navigation.
  3. Click "Busy Lamp Field".
  4. Use the search criteria to find and add names to your BLF list.
  5. Click "Add" to move the names/numbers from "Available Users" to "Monitored Users".
  6. You can rearrange the list order by highlighting an entry and using the "Move Up" or "Move Down" buttons.
  7. Click the "Apply" or "OK" button.

BLF softkeys also double as speed dial softkeys. Press the BLF softkey to dial its number.

6737i
  1. Your phone screen may not yet display names of those on your BLF list, but their extensions will appear next to the softkeys on the screen.
  2. You'll see a few extensions at a time. Press the "More" softkey to view others.
  3. When one of your monitored extensions is busy, the corresponding LED lights up and the phone icon displays an off-hook receiver.
  4. If the LED is flashing, the user is receiving an incoming call.
6739i
  1. Your phone screen may not yet display names of those on your BLF list, but their extensions will appear in the softkeys on the screen.
  2. You'll see a few extensions at a time. Press the "..." softkey to view others.
  3. When one of your monitored extensions is busy, the corresponding softkey will light up red.
  4. If the softkey is flashing, the user is receiving an incoming call.

You may dial a number from the ISU Directory located on your phone. If you do not have the Directory softkey (6737i), you will need to request a template with the Directory softkey.

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  1. Press the "Directory" softkey.
  2. Under "Enter Name", type the desired name using the numeric keypad.
  3. Press the "Lookup" softkey.
  4. Use the arrow keys and "Page Down" or "Page Up" softkeys to navigate through the choices.
  5. Press the "Dial" softkey to dial the number displayed.
6739i
  1. Press the "Directory" key.
  2. Press hard on the blank space under "Enter Name" (a stylus is recommended).
  3. Use the keypad to enter the desired name. Press "Enter".
  4. Use the arrows and the "Page Up" and "Page Down" softkeys to scroll through the list of names.
  5. When you reach the desired name, press the dial-icon softkey to dial the number.

Incoming Calls

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  1. While the phone is ringing, press the "Ignore" softkey, sending the caller to voice mail.
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  1. While the phone is ringing:
    1. Press the "Reject" softkey, sending the caller to voice mail.
    2. Press the "Goodbye" key, sending the caller to voice mail.
    3. Press the "Silence" softkey. This silences the ringer and sends the caller to voice mail.

Do Not Disturb (DND) allows you to block incoming calls before they ring on your phone. Callers will be sent directly to your predefined call forward/busy destination, usually your voice mail. DND overrides other call forwarding protocols, including *55.

Use DND
  1. Press the "DND" softkey to toggle DND on and off; DND is on when the DND softkey is lit.
Set Up DND Alert

If you want your phone to beep an alert whenever DND is sending a caller elsewhere:

  • Sign on to the phone Web portal.
  • Select "Incoming Calls", then "Do Not Disturb".
  • Check "Play ring reminder when a call is blocked".
  • Leave "Do Not Disturb" in "Off" position on the portal. It's more convenient to toggle DND off and on from your phone.
  • Press "Apply" or "OK".
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  1. To place a caller on hold, Press the "Hold" key (left side of your phone). The line indicator key (Line 1, Line 2, etc.) will flash and the red light at the top of your phone will also flash. The caller will hear music.
  2. To retrieve the call from hold, you have three options:
    1. Press the "Hold" key, OR
    2. Press the flashing line indicator key (Line 1, Line 2), OR
    3. Press the "Pickup" softkey.
  3. If you have several calls on hold, use the arrow keys to toggle between them.
6739i

  1. To place a call on hold, Press the "Hold" key. The line indicator key (Line 1, Line 2, etc.) and the red light at the top of your phone will flash. The caller will hear music.
  2. To retrieve the call from hold, press the flashing line indicator key (Line 1, Line 2) for whichever call you wish to continue.

When you're on a call and another caller is trying to reach you, you'll hear two quick beeps. You can simply ignore the incoming call and let it roll to voice mail. However, it's possible to answer the second caller and put the first caller on hold.

  1. Look for the blinking line key (that's the new caller).
  2. Let your first caller know you're putting them on hold and press the blinking line key.
  3. You'll now be connected to the second caller; the first caller will be on hold and hear music.
  4. Toggle between the two lines to talk to the first or second caller and put the other on hold.

Call pickup allows you to use your own phone to answer the ringing phone of a colleague in your call pickup group. That group generally is set up several days after the installation of your new phone. You may pick up another call by dialing *98 or by using the "Call Pickup" softkey. If you don't have a "Call Pickup" softkey, you can request a template that includes a "Call Pickup" softkey. To pick up the phone of someone in your call pickup group:

  1. Press the "Call Pickup" softkey on your phone's screen.

If you want to know who's in your call pickup group:

  1. Sign on to the phone Web portal.
  2. Go to "Call Control," then "Call Pickup".

Note: If this feature doesn't work, your call pickup group may not have been set up yet.

The "Callers" list stores a history of the most recent 200 incoming calls, whether they were missed or answered.

6737i
  1. Press the "Callers" softkey and use the ▲ ▼ keys to scroll through the list.
  2. Each caller's screen provides details of the call and softkey options ("Dial", "Delete", etc.).
  3. Press the "Quit" softkey to return to the main screen.
6739i
  1. Press the "Callers" key and use the ▲ ▼ softkeys to scroll through the list.
  2. Press a call softkey to see details and options ("Dial", "Delete", etc.).
  3. Press the "Goodbye" key to return to the main screen.

Priority alert allows you to assign a special ring to certain callers; for example, all external callers, certain colleagues, or family members. 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.

  • Sign on to the phone Web portal.
  • In the left navigation, click "Incoming Calls".
  • Under the "Advanced" menu on the right, click "Priority Alert".
  • Click the "Add" button to set up alerts.
  • Click "OK".

Voice Mail

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  1. Press the "Voice Mail" softkey (top left).
  2. Enter the default passcode provided by your ISU voice/data coordinator, or on AccessPlus (Employee Tab, Telephone Services), followed by the "#" key.
  3. Change your passcode, followed by the "#" key. The passcode must be between 6 and 12 characters and cannot be:
    • one number repeated (333333)
    • your own phone number or your phone number in reverse
    • your previous passcode or your previous passcode in reverse.
  4. Record your name when prompted.
6739i
  1. Press the "Messages" key (top right).
  2. Enter the default passcode provided by your ISU voice/data coordinator, or on AccessPlus (Employee Tab, Telephone Services), followed by the "#" key.
  3. Change your passcode, followed by the "#" key. The passcode must be between 6 and 12 characters and cannot be:
    • one number repeated (333333)
    • your own phone number or your phone number in reverse
    • your previous passcode or your previous passcode in reverse.
  4. Record your name when prompted.

Note: The passcode will be revoked after five failed login attempts. If this happens, you will need to call the Solution Center at 515-294-4000 to reset your password.

From Your Telephone

Press the "Voice Mail" softkey (6737i, top left) or the "Messages" key (6739i, top right), and follow the prompts. Or, simply dial your five-digit extension from your telephone and follow the prompts.

From Another Telephone

Dial 515-296-6245. You will receive an "error" message. After the message, enter your mailbox ID, which is your five-digit extension, and your password.

You can choose to send audio copies of your voice mail messages to your email inbox. To send voice mail to email:

  1. Log in to your phone Web portal at: http://phone.iastate.edu
  2. In the left navigation, click "Messaging".
  3. Click "Voice Management".
  4. Under "Additionally", check "email a carbon copy of the message to" and enter your email address. Note: Don't use the "when a message arrives" section to forward your voice mail unless you want all voice messages to completely bypass your voice mail box and go only to email.
  5. Click "Apply" or "OK".

If your old telephone was set up with Integrated Messaging/Audix through Outlook, you will need to go into Outlook to cancel this option.

  1. Open Outlook 2010.
  2. Click "File".
  3. Click "Account Settings", then choose "Account Settings" from the dropdown menu.
  4. Double click on an account that has POP/SMTP for the type.
  5. If this account has an Incoming mail server of int1.tele.iastate.edu, it is the one to remove. Click cancel to return to the previous screen and then select this account and click remove. If it has a different mail server, click cancel to return to the previous screen and then repeat step 4.
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  • While the phone is ringing, press the "Ignore" softkey.
  • The call will go immediately to your forward/busy destination, usually your voice mail.
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There are three ways to do this:

  1. Press the "Reject" softkey, sending the caller to voice mail.
  2. Press the "Goodbye" key, sending the caller to voice mail.
  3. Press the "Silence" softkey; this silences the ringer and sends the caller to your forward/busy destination, usually your voice mail.

Allow a caller to press "0" from voice mail to be transfered to another number.

  1. Sign on to the phone Web portal.
  2. In the left navigation, click "Messaging".
  3. Click "Voice Management".
  4. Under "Additionally...", click the third box, "Transfer on '0' to Phone Number" and enter the number to transfer callers to.
  5. Change your voice mail message to indicate that callers can press '0' to be transferred to the other number.

You may record personalized voice mail greetings.

Change Your Name Only on your Voice Mail Greeting
  1. Log in to your voice mail and enter your password.
  2. Press "1" to access your voice mail.
  3. To change your name, press "3" and follow the prompts.
Record Greetings Using Your Telephone Handset
  1. Log in to your voice mail and enter your password.
  2. Press "1" to access your voice mail.
  3. To change your busy greeting, press "2" and follow the prompts.
  4. To change your no answer greeting, press "3" and follow the prompts.
Record and Upload Greetings Using Your Computer

To create additional voice mail greetings, you must use audio recording software on your computer. We recommend using Audacity, free, open source, cross-platform audio recording and editing software. Any audio file that meets the following requirements can be uploaded to the Clearspan Web Portal:

  • 8khz
  • Mono
  • 16-bit
  • WAV format

To download and install Audacity and create greetings, follow the PDF or video instructions below.

After you have recorded your greetings on, follow these steps:

  1. Sign on to the phone Web portal.
  2. In the left navigation, click "Messaging".
  3. Click "Greetings".
  4. Under "Busy Greeting" select "Personal Greeting" and upload the message you have created for when your line is busy.
  5. Under "No Answer Greeting" select "Unavailable Greeting" and upload the message you have created for when you are unavailable.
  6. You may record and upload up to three additional greetings under "Alternate No Answer Greetings".
  7. At the bottom of the page, use the drop down menu to select how many rings before the voice mail greeting is activated.
  8. Click "Save". The greeting is now active.

You may program your voice mail so that it does not allow the caller to leave a message. This is accomplished two different ways:

Using Your Telephone Handset
  1. Log in to your voice mail and enter your password.
  2. Press "1" to access your voice mail.
  3. Press "8".
  4. Press "2" to disable message deposit.
Using the Voice Portal
  1. Sign on to the phone Web portal.
  2. Click "Messaging" in the left menu.
  3. Click "Greetings".
  4. Click "Disable Message Deposit" on the top of the page.

Call Transfers & Forwards

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  1. Press the "Xfer" softkey (left side).
  2. Dial the desired number (4-####).
  3. Press the "Goodbye" key.
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  1. Press the "Transfer" key (bottom left).
  2. Dial the desired number (4-####).
  3. Press the "Goodbye" key.
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  1. Press the "Xfer" softkey.
  2. Dial the desired number (4-####); wait for answer and announce transfer.
  3. Press the "Xfer" softkey or the "Goodbye" key to complete the transfer.
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  1. Press the "Transfer" key.
  2. Dial the desired number (4-####); wait for answer and announce transfer.
  3. Press the "Transfer" or "Goodbye" key to complete the transfer.
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  1. Press the "Xfer" softkey.
  2. Dial *55 and the voice mail number (4-####).
  3. Press the "Xfer" softkey again.
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  1. Press the "Transfer" key.
  2. Dial *55 and the voice mail number (4-####).
  3. Press the "Transfer" key again.

Note: When transferring a call, *80 will "override" a line that is on call forward.

When you're on your phone or not answering, incoming calls usually are directed to voicemail. Call forward allows you to bypass voice mail and direct those calls to another number. You have three forwarding options:

  • "All" or "Always" forwards all incoming calls.
  • "Busy" forwards incoming calls when you're on the phone.
  • "No Answer" forwards calls not answered in a specified number of rings.

While you can set call forward from the portal or phone, the portal option currently works best, especially when setting the "Busy" or "No Answer" modes.

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  1. Press the "Options" key
  2. Press ▶ to select "Call Forward".
  3. Scroll to the desired mode ("All," "Busy," or "No Answer") and select.
  4. Fill in the forwarding number and turn "State" on by toggling ▶ or the "Change" softkey.
  5. Back out by hitting the "Done" softkey three times.
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  1. Press the "Call Forward" softkey.
  2. Press "On" for any or all of the three forwarding options ("All," "Busy," or "No Answer") and fill in the forwarding number.

When you're on your phone or not answering, incoming calls usually are directed to voice mail. Call forward allows you to bypass voice mail and direct those calls to another number. You have three forwarding options:

  • "All" or "Always" forwards all incoming calls.
  • "Busy" forwards incoming calls when you're on the phone.
  • "No Answer" forwards calls not answered in a specified number of rings.

While you can set call forward from the portal or phone, the portal option currently works best, especially when setting the "Busy" or "No Answer" modes.

  1. Sign on to the phone Web portal.
  2. Click "Incoming Calls" in the left navigation.
  3. Click on one of the three call forwarding options.
  4. Fill in the forwarding number (10 digits, no hyphens), for example, 515294####, and click "On".
  5. Click "Apply" or "OK".

Mobile Options

Simultaneous Ring gives you the option to have calls ring on multiple lines at the same time, including your personal cell phone.

  1. Sign on to the phone Web portal.
  2. Select "Incoming Calls".
  3. Under Advanced (right-hand column), click on "Simultaneous Ring Personal".
  4. Click "Add" in the menu bar.
  5. Enter a description of the number you are adding ("My Cell").
  6. Select a time schedule from the drop down menu.
  7. Click "OK".
  8. Under Phone Number/SIP-URI, add the number in the space provided.
  9. Check the "Active" box below.
  10. Click "Apply".
  11. Change "Simultaneous Ring Personal" from "Off" to "On".
  12. Click "OK".

Sequential Ring gives you the option to have calls forwarded in a sequence of up to five locations (in addition to your own phone) until the call is picked up.

  1. Sign on to the phone Web portal.
  2. In the left navigation, select "Incoming Calls".
  3. Under the "Advanced" menu on the right, select "Sequential Ring".
  4. Your number is the "Base Location". In the drop down menu, select how many rings for the base location.
  5. Add the numbers you want to place in your sequence.
  6. In order to override any forwarding instructions on your subsequent selections, place *80 in front of each number you add.
  7. If you want the final message to return to YOUR voice mail, make sure the last number you enter is *55 and your extension (*554-####).
  8. Press "Apply" or "OK".

You can program the Aastra system to route a call to your cell phone, and then transfer the call to your desk phone while you are still on the call.

  1. Sign on to the phone Web portal.
  2. Click "Call Control" in the left navigation.
  3. Click "Clearspan Anywhere" in the right hand Advanced navigation.
  4. Click "Add" to add your cell phone number or any other alternate number (10-digit number). Add a description such as "my cell" and make sure there is a check mark in the "Enable this Location" box.
  5. Click on the number you wish to enable. Click on the "Selective Criteria" tab (black tab). Click "Add".
  6. Select the timeframe you wish calls to be taken from your alternative number on the "Selected Time Schedule" dropdown. Enter your criteria.
  7. Click "OK".
  8. Click "Apply".

To make the call appear from your desk phone when dialing from your cell phone (or alternative phone):

  1. Dial (515) 296-7855 (6-PULL).
  2. Enter your Voice Mail password.
  3. Dial the desired number or destination digits.

When the phone rings, the incoming call number will be your desk extension.

To send a call begun or answered on your desk phone to your cell phone:

  1. On the cell phone, dial 515-296-7855 (6-PULL).
  2. Enter your Voice Mail password.
  3. Press *11# to pick up the call.

Conference Calls

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  1. Press the "Conf." softkey.
  2. Dial the number of the new party.
  3. Once the new party has answered, press the "Conf." softkey again.
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  1. Press the "Conf." key.
  2. Dial the number of the new party.
  3. Once the new party has answered, press the "Conf." key again.

Note: Aastra telephones support up to 15 parties in a conference call.

Cancel While New Party's Phone is Ringing
  1. Press the "Cancel" softkey.
  2. Reconnect to others on the call by pressing the (lit) line key or the "Hold" softkey.
Drop if New Party Doesn't Answer or You Reach Voice Mail
  1. Press the "Drop" softkey.
  2. You'll automatically be reconnected with others on the call.
  1. Press the "Goodbye" key.
    • If the originator of the conference call hangs up, the entire call is dropped.
    • If you were conferenced in to the call, other parties will remain connected.

Unlike an impromptu conference call that is dialed directly from your telephone, a Meet-Me Conference is for calls that need to be scheduled in advance. There are no long-distance charges for Meet-Me Conferences; each participant dials-in to a local number and enters a pass code.

To set up a Meet-Me conference, fill out and submit the Telephone Meet-Me Conference Request at least 24 hours before the conference.

You will receive an email confirmation message. Within 24 hours, you will receive another email that contains the dial-in number and the conference ID. Forward this information to all call participants.

Terms

Keys are the permanently labeled buttons on your phone keypad. Examples: "1", "2", "3", "Goodbye", "Options", and "Hold" keys.

Softkeys show up on your screen and change, depending on your task or settings. On the Aastra 6737i, you invoke a softkey by pressing the black button adjacent to its screen. The Aastra 6739i has a touchscreen, so you simply press the softkey.

Tips

Tip 16: View Missed Calls on the Web Portal

You can see all your missed calls on the telephone Web portal.

  1. Sign on to the phone Web portal.
  2. Click on "Utilities" in the left-hand menu.
  3. Click "Basic Call Logs".
Tip 15: Call Center Login Shortcut

To log in to the Call Center, you may simply enter phone.iastate.edu/callcenter. No need to enter a lengthy URL.

Tip 14: Retrieve Your Voice Mail from Another Telephone

To access your campus voice mail, whether you are calling from another phone on campus, or from off campus, dial 515-296-6245. You will receive an "error" message. After the message, enter your mailbox ID, which is your five-digit extension, and your password.

Tip 13: Replying to Voice Messages via Email

One of the many features of the Aastra telephone system is the ability to receive voice mail messages through your email inbox. It is possible to reply to a voice message via email if the caller has completed his or her profile in the phone Web portal. In order to make it easier for others to reply to your voice mail messages via email, complete the following steps:

  1. Sign on to the phone Web portal.
  2. Click on "Profile".
  3. Under "Additional Information", fill in your email address.
  4. Click "Apply".
  5. Click "OK".
Tip 12: "Button Setups" are Now "Softkey Templates"

On the old telephone system, they were "Button Setups." Now they're called "Softkey Templates". No matter what it's called, it's the way programmable keys are configured on your telephone. Each user can decide how many Busy Lamp Field softkeys they would like, and where they should appear, as well as Speed Dials, Do Not Disturb, and other features.

The Softkey Templates section of how to "Use Your Aastra Telephone and Features" lists all the standard templates available for each telephone model. When you have selected your softkey template, complete and submit the Telephone Template Request found in that section. ITS anticipates numerous requests for templates, and we appreciate your patience as we give each request the attention it deserves.

Tip 11: Hold Music

Did you know everyone now has hold music? There is no longer a fee or opt in. Whenever you put a caller on hold, start a new line, or start a conference, the caller will hear the hold music. When the music is playing, both parties will see a musical note on their phone.

Tip 10: Number of Rings Before Voice Mail Greeting

The telephone system is set, by default, to ring three times before sending a call to voice mail. You can change that through the phone Web portal. In the left navigation, click "Messaging", then "Greetings". At the bottom of the page, use the drop down menu to select how many rings before the voice mail greeting is activated. If you change it, make sure to click "Apply".

Tip 9: DND

Are you working on a project and don't want to be interrupted? Are you going to a meeting and want to easily send all your calls to voice mail? Simply press the DND softkey; your message indicator light will turn a solid red and all calls will go directly to voice mail; callers will hear your "busy" greeting. When your phone is on DND, and you will not see any missed calls in your callers list.

Tip 8: Don't Push the Lock Button

Both telephone models offer a "Lock" softkey. If you press "Lock" it will require an IT person to physically come and unlock your telephone. DO NOT press this button, even though some Aastra instructions include this step.

Tip 7: How to Cancel a Transfer or Conference

If you are transferring or conferencing a call and the second party is not available, press the "Cancel" or "Drop" softkey. Since you are dropping that call, you can press "Hold" to return to the first party or press "Transfer" or "Conference" to try another person.

Tip 6: Shortcuts 101

Did you know that when transferring a call, you can dial *55 to send the call directly to voice mail? Simply dial *554XXXX, then press "Transfer" and leave a voice mail. See Feature Access Codes on the Web portal for a complete list of shortcuts.

Tip 5: Bypass Password for Voice Mail

If you want to check voice mail on your phone without entering your password, you can set up a bypass through the Web portal.

  1. Log in to the phone Web portal.
  2. Select Messaging.
  3. Select Voice portal.
  4. Check the box "Auto-login to voice portal when calling from my phone".
  5. Click OK.
Tip 4: Change Your Name for Caller ID

It's important that your name is entered correctly on the Web portal so that when others are trying to include your number in their Busy Lamp Field, they can find you in the directory. Look at the name that appears on the screen on your telephone. If it is correct, you don't need to do anything; if it is incorrect (for example, if it is your telephone number or a building), you need to change your display name it in the Web portal.

Tip 3: Call Forward & Sequential Ring Back to Your Voice Mail

In a call forward ring sequence, if all parties in the list are unable to answer, by default, the voice mail is left on the LAST number in the sequence. If you wish for this number to be YOUR number, then make sure the last number you enter in the sequence is *55 and your extension (*554-####).

Tip 2: Use Care Viewing the Callers List

When you press the "Callers" key to view your missed calls, make sure to go back to the main screen (press the "Quit" softkey, or the "Goodbye" key). If you remain on the Callers screen and lift your handset, your phone will automatically dial the number that is on the Callers screen.

Tip 1: Speed Dial or Busy Lamp Field (BLF)?

If you are having trouble deciding whether to add a frequent contact as a Speed Dial or a Busy Lamp Field, consider this: a Busy Lamp Field acts as both. If you program a number as a BLF, you can press the BLF softkey to dial the number quickly, as a Speed Dial softkey would.