Aastra 6800 Series User Manual - User Manual

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User Guide for Aastra IP Phones

6800 Series Telephones

1. QUICK REFERENCE INFORMATION

Access Your Phone Web Portal

http://azphoneware.com

Default Comm Portal Password

Default Voicemail PIN

Your Phone Number

Your Extension

Your Administrator

Your Administrators Phone Number

Remote Voicemail Access

602-445-7770

Remote Feature Access

602-445-7771

Customer Support:

602-445-7777 ext 1; or just dial 611

service@azphoneware.com

2. INTRODUCTION

Congratulations on your new PHONEWARE Cloud-Based VoIP telephone!
This document describes the features of your phone, including the web management tool,
CommPortal. If after referring to this Guide you’re still having problems with your phone
system then please contact your administrator or customer support.

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3. MAKING CALLS
3.1 Internally

To call another person in your business lift the handset and dial the other person’s

extension. This is typically a 3 or 4 digit number.
Note that depending on your phone type and configuration the call may not complete
automatically once you have finished dialing and you may need to hit the

DIAL

key or #

key once you have dialed the number. You may also extend the delay allowed during
dialing by enter the phone number on your keypad

before

pressing a line button.

If your phone is equipped with Monitored Extension buttons, you may simply press the

button associated to the the extension number of the desired party. This button will
typically be labeled with the party's name.
If your phone is equipped with an Intercom (ICOM) button, you may be able to perform a

hands-free intercom call to other extensions. To do this, simply press the

ICOM

button,

followed by a 3, 4, or 5 digit extension number. Begin speaking when you are connected to
the called extension’s speakerphone.

3.2 Externally

To call a number outside of your business lift the handset and dial the phone number.
Note that depending on your phone type and configuration the call may not complete
automatically once you have finished dialing and you may need to hit the

DIAL

key or #

key once you have dialed the number. You may also extend the delay allowed during
dialing by enter the phone number on your keypad

before

pressing a line button.

3.3 Emergency Calls

In an emergency lift the handset and dial

911

Note that depending on your phone type and configuration the call may not complete
automatically once you have finished dialing and you may need to hit the

DIAL

key or #

key once you have dialed the number.

3.4 Speaker Phone

To make a call using your speaker phone, either press the

Speaker

key or leave the

handset on-hook and dial the number of the person you want to call, followed by

DIAL

the desired

LINE

button.

3.5 Paging

To make a page announcement over the loudspeakers of the telephones in a paging group,

simply lift your handset, press the associated paging group button (i.e. PAGE ALL), wait for
the announcement tone, and then make your paging announcement. Press the

Goodbye

key or replace the handset in the cradle when finished paging.

3.6 Ending Calls

To end a call replace the handset, or press the

Goodbye

key.

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4. ANSWERING CALLS
4.1 Using the Handset

To answer an incoming call, lift your handset and you will be connected to the caller. To

answer a call on speakerphone or headset, simply press your SPEAKER button.

4.2 Using Group Pickup Feature

To answer an incoming call that is ringing at a phone in your pickup group, simply press the

PICKUP

button on your phone, and you will be connected with the caller.

5. CALL FORWARDING
5.1 Introduction

Your phone system supports a number of different types of Call Forwarding.



Immediate (sometimes called Unconditional) Call Forwarding is where all calls are
forwarded to a number of your choice. This can either be to your voicemail (which is

the default) another extension in your business or an external number.



Busy Call Forwarding forwards all calls that are received when you are already on

the hone.



No Answer (sometimes called Delay) Call Forwarding forwards all calls when you do

ot answer them after a certain delay.



Selective Call Forwarding forwards calls from certain numbers to another number.

The easiest and most flexible way of configuring call forwarding is using CommPortal.

See

Section 8.1 CommPortal

for instructions on doing this. This section provides

instructions on how to set up Call Forwarding using your handset.

5.2 Immediate, Busy and No Answer Call Forwarding using the

Handset

5.2.1 Enabling

To use your handset to enable Immediate, Busy or No Answer Call Forwarding dial the
access code for the type of call forwarding you want to enable followed by the number you
wish to forward calls to.
For example, to use immediate call forwarding to forward all calls to extension 1004, you
would dial *72 1004. Depending on the configuration of your phone system this may set up
a courtesy call to the number you are forwarding calls to. The system will only enable call

forwarding if this courtesy call is answered.

5.2.2 Disabling

To disable call forwarding dial the disable code for that type of call forwarding.

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5.2.3 Call Forwarding Access Codes

Type of forwarding

Enable Code

Disable Code

Immediate/Unconditional

*72

*73

Busy

*90

*91

No Answer / Delay

*92

*93

5.3 Selective Call Forwarding using the Handset

The Selective Call Forwarding feature can be configured by dialing

*63

. This feature

provides voice prompts to help you with setting it up.

5.4 Remote Access to Call Forwarding and Other Features

You phone system also supports setting up Call Forwarding remotely using any phone. To
use this feature, follow these steps:

Dial the remote feature access telephone number (see page 1 of this document).

Enter your full 10-digit phone number followed by

Enter your remote access to call forwarding PIN followed by

. Note that this PIN is

different from your CommPortal password.

Enter the access code of the feature you wish to activate, i.e. *72 for call
forwarding.

If you are enabling call forwarding the system will then provide a broken dialtone.

Enter the number you would like calls forwarded to.

6. ADVANCED CALL HANDLING
6.1 Putting a call on hold

You can put a call on hold by pressing the

Hold

key. You may now replace the handset

without cutting the caller off. You can also now make another call while the first call is on
hold.
To retrieve the held call, press the

line key of the call you want to retrieve

When you're on a call and another call rings in, you can simply press the second line button
without pressing hold to put the first call automatically on hold and answer the second call.

6.2 Call Waiting

If a second call comes in when you are already on the phone, the phone screen will display

that a caller is ringing in.
To answer this second call you should select or press the line key which is flashing or the
Answer key. Answering the second call will automatically put the first call on hold. You can

toggle between the calls by placing the current one on hold and retrieving the other call.

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6.3 Transferring Calls
6.3.1 Transferring a call - Supervised Transfer

To transfer a call and speak with the destination party before connecting the caller, follow

these steps:

Press the

Transfer

key – this places the current call on hold.

Dial the number of the person you want to transfer the call to, and press

DIAL

, or

simply press the associated monitored extension button.

Wait until the person has answered so that you may announce the call you are
transferring. Then, complete the transfer by pressing the

Transfer

key or hanging

up the handset.

6.3.2 Transferring a call - Blind Transfer

To transfer a call quickly without speaking with the destination party before connecting the
caller, follow these steps:

Press the

Transfer

key – this places the current call on hold.

Dial the number of the person you want to transfer the call to.

Press the

Transfer

key again and hang up.

Note: If your phone is equipped with a monitored extension button for the

destination extension, simply press the button. No other steps are necessary.

6.3.3 Transferring a call to a user's voicemail box

To transfer a call directly to a user's voicemail box without first ringing their phone, follow
these steps:

Press the

Transfer

key – this places the current call on hold.

Dial 8 followed by the user's extension number.

Press the

Transfer

key again and hang up.

6.4 Three Way Conferencing

To conference a third person into a regular two-way phone call, follow these steps.

When in a regular call, press the

Conference

key.

Dial the person you want to join you call and press

DIAL

Once this person has answered press the

Conference

key again to set up the three

way call.

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6.5 Call Park
6.5.1 Parking a Call

Parking a call places the call on hold in a “park orbit” so that the call can be retrieved from

another phone. Depending on your phone type, there are two ways of parking a call.

If you have keys on your phone for parking calls, when in a call press the key of the
park orbit where you want the call parked. The call will now be parked and you may

now replace the handset.

If your phone doesn’t have dedicated call park keys, follow these steps:

Initiate call transfer by pressing the

Transfer

key.

Dial the Call Park access code

*00 DIAL

Listen to the park orbit number where the call will be parked.

Complete the call transfer by pressing

Transfer

again or hang up the

handset.

If you have keys on your phone for parking calls these keys will indicate via a light or icon
when a call is parked against that orbit.

6.5.2 Retrieving a Parked Call

Depending on your phone type, there are two ways of retrieving a parked call.

If you have keys on your phone for parked calls, pick up the handset and press the
key of the park orbit where the call is parked.

If you don’t have dedicated call park keys lift the handset and dial the Call Retrieve
access code

followed by the park orbit number 01 through XX.

For example, to retrieve a call parked on orbit 01, you should dial *01.

6.6 Do Not Disturb

If you don’t want any calls to ring your phone, but instead go straight through to your
voicemail, you can enable Do Not Disturb.
If you have a key marked

DND

then press this to toggle Do Not Disturb on and off.

If you don’t have a

DND

key then you can dial

*78

to turn Do Not Disturb on, and

*79

turn it off.

6.7 Queue Groups

Queue Groups, also known as Multi-Line Hunt Groups (MLHGs), allow callers to queue for
an available member of a group or department. While queuing, callers hear music and
refresher messages. Calls are delivered to available and logged in queue group members in

the order they were received.
If you are a member of a queue group, membership is assigned to one specific line on your
phone. Typically, on Aastra 6757i phones, this is line 4. This line will ONLY receive calls for

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the queue group. When this line is busy, your queue group member extension is considered
busy and callers will ring to other lines, or wait in queue.
When you receive calls on the other lines on your phone, i.e. lines 1 through 3, these are
normal calls to your extension and are not calls delivered via the queue group.
If your phone has a line that is a member of a queuing group, you must log in to accept

calls, and you must log outto prevent calls from ringing to your line when you are away
from your desk or otherwise unavailable to take calls.
To log into a group:

Press the

LogIn/Out

button on your phone, or dial access code *96.

Enter the queue group number, typically 1, and press #.

To log out of a group:

Press the

LogIn/Out

button on your phone, or dial access code *96.

Enter 0 and press #.

7. VOICEMAIL
7.1 Accessing Voicemail

When you have one or more unheard voice messages waiting, your phone will display a
flashing light in the upper right corner. The first time you access your voicemail box you will
be asked to set up your mailbox, and record your name and a greeting to be played by

callers.

To log in Internally

- either by dialing the voicemail access code

*98

, or press the

Messages

Voicemail

key if your phone has one.

To log in Externally

- Call your personal direct telephone number and wait for your

voicemail greeting to answer. During your greeting, press * and you will be prompted to log
in. Or, you may also dial the voicemail direct access telephone number 602-445-7770 and

follow the instructions for logging in.

7.2 Transferring a Caller Directly to Another User’s Voicemail

If you wish to send a caller directly to another user’s voicemail without ringing their phone,

simply press

TRANSFER, 8

, the user’s extension number,

TRANSFER

7.3 Using the Voicemail system

The voicemail system is menu driven, so listen to the voice prompts and then press the
keys on your phone to select which option you would like.
Once you become familiar with the system there is no need to wait until the voice prompts
have played before pressing a key – you can interrupt the announcements to speed up your
experience.
For your convenience, voicemail commands are listed at the end of this guide.

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7.4 Sending Direct Voicemail Messages

To quickly and easily send a voicemail message to another user, follow these steps:

Press 8.

Press the user's monitored extension button, or dial the user's extension and press #
or DIAL.

You should hear the user's voicemail greeting. Press ### to skip their greeting and

record your message after the tone. Press # after recording, or simply hang up.

8. COMMPORTAL

CommPortal gives you a powerful and easy to use web interface to your phone settings.

8.1 Logging In

To log in, follow these steps:

Open an internet browser, visit

www.azphoneware.com

O, hover over the LOGIN

option and click on "user commportal login".

Enter your phone number.

Enter your password.

8.1.1 Dashboard

Once you’ve logged into CommPortal you will see the

Dashboard

page. This displays



whether you have any new voice messages



your most recent received and missed calls



your contacts, along with a quick search facility



any settings you have applied to your phone.

8.1.2 Messages & Calls

The

Messages

tab displays all of your new and saved voice messages. You can play these

voice messages from within your browser by clicking on them. You can also delete

messages and mark them as heard or unheard.
The

Missed Calls

Dialed Calls

and

Received Calls

tab show you details of all the most

recent calls you have missed, dialed and answered.

8.1.3 Contacts

The Contacts page allows you to manage your contacts and their phone numbers. You can
add as many contacts as you wish, and each contact can have up to three numbers: home,
work and cell. An easy search facility is also provided.

8.1.4 Call Manager

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The Summary tab of Call Manager gives you an easy to understand description of what will
happen to calls coming to your number.
The other tabs allow you to change the settings of your phone accounts, such as Call
Forwarding and Do Not Disturb, as well as more advanced features such as SimRing, Follow
Me, and Screening.

8.2 Changing your Password

If this is the first time you have accessed CommPortal, you should change your password to
one that only you know. To do this, follow these steps:

Select the

Settings

page, and the

Account

tab.

Enter your new password in the

Password

box.

Re-enter your new password in the

Confirm Password

box.

Click

Change Password

8.3 Programming Telephone Buttons and Features

Select the

Settings

page, and the

Account

tab.

Click on the

Set Keys

link.

An image of your phone is displayed. You can change the features and labels
assigned to buttons. Press

Save

when complete. Your changes will apply overnight,

or the next time your phone is reset.

8.4 Receiving Voicemail Messages via Email

Select the

Settings

page, and the

Messages

tab.

Check the option to "Forward messages and faxes as emails".

Click the "add an email address" link.

Enter your email address and click

Add

To deliver messages to both your phone and your email, check the "Leave original in
inbox" option. To receive messages ONLY in your email, leave this option

unchecked.

Click on

Apply

8.5 Changing Voicemail Access Options

Select the

Settings

page, and the

Messages

tab.

Click the

Mailbox Access

drop down item.

Modify the features as desired. SKIP PIN will bypass the password option when

accessing voicemail from your office telephone.

Click on

Apply

8.6 Help

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Context sensitive help is always available in CommPortal by clicking on the

Help

link. This

launches a separate window with a detailed description of the feature you have selected,

and instructions for configuring it.

9. ACCESS CODES

This section lists your phone system’s most commonly used access codes. You may either
dial these codes at your extension, or you may call the remote access feature control center

at 480-302-6979, then log in with your phone number and call services PIN. Your call
services PIN is configured via the User CommPortal.

Feature

Code

Voicemail

*98

Transfer Caller to User’s Voicemail

Transfer + 8 +

user’s extension

+ Transfer

Group Call Pickup

*11

Directed Call Pickup

*12 + extension number

Park Call

*00

Retrieve Parked Call

*01 through *XX

Block Outbound Caller ID

*67 + number

Unblock Outbound Caller ID

*82 + number

Selective Call Rejection

*60

Priority Call

*61

Feature

Activation Code

Deactivation Code

Immediate Call Forward

*72 + number

*73

Busy Call Forward

*90 + number

*91

No Answer Call Forward

*92 + number

*93

Do Not Disturb

*78

*79

Hunt Group Log In/Out

*96 + group number

*96 + 0

Sim Ring *

*99

*399

Find Me Follow Me

*371

*372

Anonymous Call Rejection

*77

*87

* Features must be enabled by administrator and/or set up via User CommPortal

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10. Voicemail Reference Guide

Setting Up Your New Voicemail Box

Message Playback Options

The first time you access your voicemail box, you will be
asked to create a PIN, record your name, and record a
greeting. Follow the prompts from the tutorial you will hear.

Change your PIN

First, you will be prompted to create your voicemail PIN. It
can be between 4 and 6 digits long, not sequential numbers
or repeating numbers. After entering your new PIN, you will
be asked to con_rm the PIN by re-entering it.

Record a Name

You will then be prompted to record your name. Once you
have recorded your name, it is played back to you and you
are provided with options to keep it or re-record it.



Press 1 to change your recorded name.



Press # to keep your recorded name.

Record a Greeting

Lastly, you will be prompted to record a personal greeting.
Once you have recorded your greeting, it will be played back
to you and you are provided with options to keep it or re-
record it.



Press 1 to record a personal greeting. Record your
personal greeting.



Press 1 to change your greeting.



Press # to keep your greeting.

Re-record your Greeting After Initialization

Access your voicemail box.

Press 3 to work with your greetings.

Press 1 to set up a personal greeting. You will hear your
current greeting.

Press 1 to re-record your personal greeting.

5. Press 3 to save your new greeting.

Options active during playback of a message

1 REPEAT the message from the beginning

Return to the previous message

2 SAVE (or mark as new if saved message)

3 DELETE the message

4 REPLY to the message

5 SEND A COPY of the message to another user

Increases the volume of a message

To hear details (number, timestamp) of a message

Slows the playback of a message. Or To HEAR CALLER

INFORMATION (number, timestamp), if pressed after message
playback

Skips BACKWARD 5 seconds within the message

Pauses & resumes playback of a message up to 20 seconds

Speeds the playback of a message

99 Skips FORWARD 5 seconds within the message

Return to the previous menu

Skip to the next message during playback of a message

body. Also skips to message body if pressed during the message
header .Message keeps current new/saved status

Helpful Hints

Accessing Voicemail

Voicemail Time-Saver Settings

From Your Desk Phone

1. Press the Voicemail or Messages button (alternatively, dial
*98).
2. Enter your voicemail PIN.

From Another Phone

1. Dial your desk phone number.
2. Press * when you hear your personal voicemail greeting.
3. Enter your voicemail PIN.

Accessing the Messaging Service Center

1. Dial (602) 445-7770.
2. Enter your 10-digit phone number followed by the # key.
3. Enter your voicemail PIN followed by the # key.

To Turn ON Autoplay (go directly to NEW messages,
bypasses main menu; New messages will
automatically be saved after you’ve listened to
them)

1. Access your voicemail box, 4, 2, 1.

To Turn ON Skip Pin Feature (do not require
password when checking messages from your office
phone)

1. Access your voicemail box, 4, 3, 3.

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11. Voicemail Navigation Map

The following map details the Main Menu of your voicemail system. It shows you the keys you need to
press to navigate to the various sections of the voicemail system. Once you become familiar with the
voicemail system and know which buttons to press, you can save time by making your selection right
away. You do not have to wait for your chosen option to be read out before you select it. If you do not
have a particular service, you will not be offered the options to set up that service and may notice some
differences in the menus described. If you press a key or a combination of keys that is not used on a
menu, you will hear the following error message: “That selection is invalid. Please try again”.

→→→

Review Messages

Voicemail

Faxes

Future Delivery

Messages

during playback

of message

Repeat

11 Play Previous Message

Save (or mark as new)

Erase

Send a Copy

6 Increase Volume
66 Hear Message Details
7 Slow Playback
77 Rewind 5 Seconds
8 Pause
9 Speed Up Playback
99 Fast Forward 5 Sec
0 Help
* Exit
# Skip to Next Message

Send a Message

Enter phone number

or extension number,
then #

Review Message

Mark as Urgent

Mark as Private

Re-Record Message

Report on Send

Report on Read

Add Recipient

Schedule for Future

Delivery

Send as is

Work with Greetings

Personal Greeting

Extended Absence

Greeting

Sys-Gen Greetings

& Name Recording

Group Mailbox Greetings

Busy Greeting

Out-of-office Hours

Greeting

Shared Greetings

Forward all Calls to

Voicemail Greeting

Exit Menu

Mailbox Settings

Group Lists

Handsfree & Time

Saver Options

Security Options

Group Mailbox Settings

Notification Settings

Additional Settings

Advanced Call Features

Settings

Live Message Screening

Settings

Exit Menu

Reminders

Reminders Settings

Add New Reminder

Recurring Reminders

Settings

One-Off Reminders

Settings

→→→

Review Erased

Messages

Voicemail

Faxes

during playback

of message

Repeat

11 Play Previous Message

2 Restore

3 Permanently

Erase

Send a Copy

6 Increase Volume
66 Hear Message Details
7 Slow Playback
77 Rewind 5 Seconds
8 Pause
9 Speed Up Playback
99 Fast Forward 5 Sec
0 Help
* Exit
# Skip to Next Message

Switch Account

Help

Next Hint

Return to

Main Menu

Replay from Start

of Menu

Exit

Common Keys

Cancel input or move

up a level

End input or move

forward in a list

Helpful Hints

Pause / Resume

Ask a Question ?