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Aastra 6863i User Manual

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See also: Administrator's Manual , User Manual
Aastra Business Communication
Solution
Aastra 6863i and Aastra 6865i
User's Guide
https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1629_en.pdf?get&DNR=eud-1629
Supported communication systems:
Aastra 415
Aastra 430
Aastra 470
This user's guide describes the functions, configuration
and use of the Aastra SIP phones Aastra 6863i and
Aastra 6865i on the communication systems men-
tioned above.
eud-1629_en / 1.1 – R3.2 – © 10.2014

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  • Page 1 Aastra 415 Aastra 430 Aastra 470 This user's guide describes the functions, configuration and use of the Aastra SIP phones Aastra 6863i and Aastra 6865i on the communication systems men- tioned above. eud-1629_en / 1.1 – R3.2 – © 10.2014...

  • Page 2: Welcome

    Welcome... Welcome to the user's guide for the desk phones Aastra 6863i and Aastra 6865i for Aastra 400 communication systems. This user's guide will assist you with the use of your phone and introduce you step by step to the functions and configuration. If you require further technical support or information on other Aastra products, please refer to our webpages www.aastra.ch...

  • Page 3: Safety Information

    Electrical equipment does not belong in domestic waste. Deposit it at a return centre. Accessories Use original accessories or specifically approved accessories only. The use of other accessories may decrease performance or pose a risk to your health or safety. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 4: Document Information

    • Based on communication server software version: R3.2 • Valid as of communication server software version: R3.1 • Copyright © 10.2014 Aastra Technologies Limited • In PDF Viewer, click on this link to download the latest version of this document: •...

  • Page 5: Table Of Contents

    Document information ........... . . 4 Information as to the Aastra 400 communication system ..... 7 Keys, display and menu guidance .
  • Page 6 Index ..............78 Aastra 6863i / Aastra 6865i...

  • Page 7: Information As To The Aastra 400 Communication System

    PC. As soon as you receive an user account for the Aastra Self Service Portal from your assistant manager and after you have logged in, you are taken to the home page with the overview of all your phones.

  • Page 8: Keys, Display And Menu Guidance

    Using labels ................20 Aastra 6863i / Aastra 6865i...

  • Page 9: Key Designations And Sockets

    Keys, display and menu guidance Key designations and sockets Aastra 6863i Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 10 Keys, display and menu guidance Aastra 6865i Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 11 Line keys L1 to L2 with Aastra 6863i: 2 line keys Aastra 6865i: 2 line keys. A total of 9 lines are available. • Seizing a line • Answering a call • Brokering with simultaneous configuration of multiple line...
  • Page 12 • Connection for Power-over-Ethernet, class 2 • Connection for wall mounting Use the headset connection for headsets only. Connecting another device may cause damage to your phone and void your warranty. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 13: Display Symbols

    Refer to the relevant chapters of this user’s guide for further information on these menu entries. Entry System menu Entry System menu Call list Presence Directory Lookup Call routing Voice mail Alarm melodies Forwarding Information Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 14 Using the softkey/navigation key Softkeys are the keys that are automatically configured with context-dependent func- tions by the Aastra 400 communication system. The functions are displayed on screen and operated with the navigation key. A menu can have several sub-menus. Press the...
  • Page 15 Keys, display and menu guidance Overview function key configuration (default key setting) Aastra 6863i/Aastra 6865i phones on the Aastra 400 communication system are deliv- ered with the following function key configuration. Please note that your system administrator may change this and your phone may therefore differ from this default configuration.

  • Page 16: Entering Text

    Exiting the editor without saving: With the Cancel softkey or the done key, you can cancel the input without saving or go back to the idle state in the menu. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 17 Does not light up • User free (busy lamp field) User is being called Flashes fast (Busy lamp field) • Function is activated • User busy (busy lamp field) Aastra 6865i only Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 18: Using Expansion Key Modules

    Expansion key module Aastra M680i You can connect up to three Aastra M680i expansion key modules next to each other on your phone. The Aastra M680i has the following properties: • 16 configurable keys. Three expansion key modules would then give you an addi- tional 48 configurable keys.
  • Page 19 • Coloured touchscreen • Three key levels of 28 configurable keys each (84 configurable key in total). One Aastra M685i and two Aastra M680i would then give you an additional 116 config- urable keys. • Each key has an LED for visual signalling.

  • Page 20: Using Labels

    Portal", page 7). Aastra 6863i / Aastra 6865i: 1. Label the write-on labels via the Aastra Self Service Portal and print them (impor- tant printing setting: "Page scaling for printing: None"). 2. Cut out the labels according to the crop marks.

  • Page 21: Phoning

    Operating call lists and voice messages........... . 51 Organisation within the team (busy lamp field, Aastra 6865i only) ......53 Line key on a key telephone.

  • Page 22: Making Calls

    The phone rings and the message LED and line key LED flash. If the caller's phone number is received, it is shown on the display. If the phone number is stored in the private phone book or in the Aastra 400 communication system, the dis- play also shows the corresponding name.

  • Page 23: Muting The Microphone

    Ending a call: Put the handset on-hook. The Loudspeaker key shown corresponds to the key on the Aastra 6865i. Muting the microphone In the middle of a call you want to talk briefly with other persons in the room without your call partner hearing your conversation.

  • Page 24: Initiating Calls

    An efficient algorithm pro- vides quick search results. Dial by name Enter the corresponding letter for dialling by name. The surname and first name have to be separated by a space (*-key). Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 25 Scroll through the list and select the user you want. Pick up the handset. ➔ The phone number displayed is dialled. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 26 List of calls made. Your phone automatically stored the person's phone number and name in a call list in the Aastra 400 communication system. Within the one number user concept (see chap- "One number user concept", page 7) you can call back users through one of these call lists.

  • Page 27: Dialling With A Configurable Key

    Press a fix line key directly or select a line by pressing the horizon- tal navigation key to the right or left. The display will show the line number (L1, L2 etc.). Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 28 32). Activating another Aastra phone for making calls You want to make a call on another Aastra phone using your personal settings, for example on a colleague’s phone or in a meeting room. You can activate another Aastra phone to make an internal or external call using your personal settings, even if the phone is locked for external calls.

  • Page 29: Using Functions Before/While In A Call

    PIN", page 63). Private call with PIN You want to make a private call on your phone or on another Aastra phone. With the aid of your PIN you can use any phone to make an external call with your own personal settings, even if that phone is locked for external calls.

  • Page 30: To Answer The Callback Request

    Someone has asked you to call back. The display shows Callback. You cannot automatically answer a callback request on your phone. You can either enter the call number manually or you use a CTI client as for example the Aastra OfficeSuite. <Call number>...
  • Page 31 The call party is put on hold. The LED on the line key flashes. Take back the call party on hold: Press the Hold key or the flashing line key. ➔ The call is active again. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 32 Your call partner changes. The other call party is put on hold. Terminating the active call: Press the End key. Retrieving the first parked call party: Press the flashing line key. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 33: Making A Conference Call

    With the call transfer function you can connect your call partner with someone else. You can connect internal and external users with one another. You can transfer the call with or without prior notice: Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 34 End key and take back the first call. 4. Announce the call party. 5. Put the handset on-hook. ➔ Your first call partner and the other person are now connected with each other. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 35 (see chapter "Con- figuring keys", page 69). You can either configure the function key directly with a desig- nated user or input the call number manually each time. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 36: Receiving An Announcement

    • As soon as a user in a group picks up the handset to answer the announcement, the announcement is ended for all other users in the group. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 37: Recording A Call

    .wave files in your individual e-mail boxes. For this, you must configure at least one e-mail address in the Aastra 400 communication system. You can find a call recording overview in your e-mail box. Contact your system adminis- trator for more information.

  • Page 38: Activating Do Not Disturb

    ➔ The call is recorded. The LED on the function key is switched on (Aastra 6865i only). Call recording: Start/stop Stopping the call: End the recording using also the Call recording: start/stop function key.

  • Page 39: Using Further Functions

    Operation of personal call routing is available via the system menu. The function can also be configured to a function key by your system administrator (see chapter "Config- uring keys", page 69) or by yourself in the Aastra Self Service Portal (see chapter "Aastra Self Service Portal", page 7).
  • Page 40 Ring Alone on/off Activating/deactivating ring alone Press the function key for Ring Alone on/off. ➔ The function is activated/deactivated. The LED on the function key is switched on/off (Aastra 6865i only). Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 41 Activate appointment call on a one-off basis. on/off Repeat appointment call Activate appointment call permanently on/off This function must be stored under a function key (see chapter "Configuring keys", page 69). Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 42: Free Seating

    • You can only log on once to a Free Seating phone. The moment you log in to another free seating phone, you are automatically logged off the original phone. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 43 A user needs help and picks up the handset or presses the Loudspeaker key. The user is automatically routed to the preconfigured hotline destination number stored in the Aastra 400 communication system. The person responsible answers the call and is con- nected with the user seeking help.

  • Page 44: Overview Of Available Functions

    This section contains a list of all the functions you can store under a configurable key via the Aastra Self Service Portal. More information on how to store functions under a configurable key using function commands and function codes can be found in the Aastra Self Service Portal online help (see chapter "Aastra Self Service Portal", page 7).
  • Page 45 Hide number on/off caller (see chapter "Hide number", page 31). Prevent your call number from being displayed to the caller once Hide number per call (see chapter "Hide number", page 31). Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 46 Direct access to the Directory Lookup system menu. Contacts in the Phone book: System system phone book are integrated in the Aastra 400 communication system (see chapter "Phone books management", page 65). Activate/deactivate phone lock. Outgoing calls are not possible, but...

  • Page 47: Organising Absences From The Desk

    The information details depend on the type of telephone. Controlling the presence status You have a choice of 5 presence profiles for controlling your presence status: Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 48: Absence Information

    68. Operation of the presence status is available via the system menu, a function key (see chapter "Configuring keys", page 69), or the Aastra Self Service Portal (see chapter "Aastra Self Service Portal", page 7). Menu To deactivate the presence profile: Press the function key for Menu.

  • Page 49: Call Forwarding

    Notes: • One call forwarding applies to all connected phones, in one number user concept. • Only one call forwarding variant at a time is possible. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 50 Aastra DocFinder. Operation of the call forwarding is available via the system menu, a function key (see chapter "Configuring keys", page 69), or the Aastra Self Service Portal (see chapter "Aastra Self Service Portal", page 7). Menu Activate call forwarding: Press the function key for Menu.

  • Page 51: Operating Call Lists And Voice Messages

    Operating call lists and voice messages In this section you will learn how to use call lists and voice messages which are stored in the Aastra 400 communication system. Editing options for the call list The call lists (unanswered/answered calls and redial list) include a maximum of 30 entries each.
  • Page 52 DocFinder. Operation of the voice messages is available via the system menu, a function key (see chapter "Configuring keys", page 69), or the Aastra Self Service Portal (see chapter "Aastra Self Service Portal", page 7). Aastra 6863i / Aastra 6865i...

  • Page 53: Organisation Within The Team (Busy Lamp Field, Aastra 6865I Only)

    To be able to use the busy lamp field key, it must have been configured as such with the call number of the team partner, either by your system administrator or by yourself in the Aastra Self Service Portal (see chapter "Configuring keys", page 69).

  • Page 54: Line Key On A Key Telephone

    KT lines are only possible on function keys T1 to T20 (Aastra 6867i) or T1 to T40 (Aastra 6869i). Aastra 6863i / Aastra 6865i...
  • Page 55 Press a free KT line key. ➔ The LED on the KT line key lights up. KT line is selected. Pick up the handset. ➔ The phone number is dialled. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 56: Using Functions With Opencount

    If an OpenCount is integrated in your Aastra 400 communication system, the fol- lowing additional features are also available on your phone.

  • Page 57: Setting Functions By Remote Control

    Put the handset on-hook. ➔ The function is activated/deactivated. Note: The default PIN setting ‘0000’ is not accepted (for more information on the PIN, see chapter "Changing the PIN", page 63). Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 58: Personalizing Your Phone

    Configuring keys................69 Aastra 6863i / Aastra 6865i...

  • Page 59: Configuring The Display

    Configuring the audio properties This section explains how to set audio properties. Adjusting the volume You want to change the volume of the ring tone or the handset during a call. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 60: Setting The Ringing Properties

    2. Select the setting you want and confirm with the softkey. Note: A list of alarm melodies is available for playback: Menu > Alarm melodies > Test. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 61 To avoid damages on the phone always disconnect the phone from the mains power first before you install a DHSG headset. All setting possibilities for the headset only apply to the Aastra 6865i. Notes: • To find out how to make phone calls with the headset, refer to the chapter "Using...

  • Page 62: Configuring General Phone Settings

    As system administrator or technician, you can make global settings for the time and date for all Aastra SIP phones in the Aastra 400 communication system. If no NTP time server is entered in the communication system, then you can also make these settings over the phone.

  • Page 63: Changing The Pin

    The digit combination "0000" is set as default. You can select any 2 to 8-digit combina- tion for your new PIN. The PIN on your phone is changed using the Aastra Self Service Portal. For more information about the Aastra Self Service Portal, please refer to chapter "Aastra Self Service...

  • Page 64: Restarting The Phone

    You want to change the text displayed by your phone in the idle state. The display text shown in the idle state on your phone is configured using the Aastra Self Service Portal. For more information about the Aastra Self Service Portal, please refer to chapter "Aastra Self Service...

  • Page 65: Protecting Yourself Against Calls

    Aastra 400 communication system by your system administrator. With the help of quickdial and dialling by name in the system phone book, you can search for and call both a contact in the Aastra 400 communication system and in your private phone book.

  • Page 66: Configuring Voice Mail

    The local phone book is not supported by the Aastra 400 communication system. This implies that contacts saved in this local phone book are only available on your Aastra SIP phone. The search function in the system phone book (quickdial and dialling by name) does not search in the local phone book.
  • Page 67 Caller cannot leave a message. Play Play voice mail greeting Operation of voice mail is available via the system menu, a function key (see chapter "Configuring keys", page 69), or the Aastra Self Service Portal (see chapter "Aastra Self Service Portal", page 7). Menu Press the function key for Menu.

  • Page 68: Configuring Presence Profile

    • If you renamed your personal greeting, your greeting name is displayed here. Your caller obtains one of the personal greetings. • The time and date are never played in the global greeting and personal greetings. Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...

  • Page 69: Configuring Keys

    Your phone becomes a key telephone as soon as your system administrator has assigned the first KT line to a configurable key. You can make the personal settings for the KT line in the Aastra Self KT line Line key Service Portal.
  • Page 70 Your phone becomes an operator phone as soon as your system admin- istrator has assigned the first line key on your phone. You can make the personal settings for the operator phone in the Aastra Self Ser- vice Portal. Operator...

  • Page 71: Product And Safety Information

    Limited Warranty (Australia only)........... . . 74 Aastra 6863i / Aastra 6865i...

  • Page 72: Safety Information

    © The information, graphics and layouts featured in the user information are subject to copyright and may not be duplicated, presented or processed without the written consent of Aastra Telecom Schweiz AG. Your product is supplied with a Quick User’s Guide, safety information and, where applicable, with other product-specific information.
  • Page 73 • Make sure that the versions of the user documents comply with the software level of the Aastra 400 products used and that you have the latest editions. • Always read the user documents first before you put your product into operation.

  • Page 74: Data Protection

    Limited Warranty (Australia only) The benefits under the Aastra Limited Warranty below are in addition to other rights and remedies to which you may be entitled under a law in relation to the products.

  • Page 75: Repair Notice

    Part 5-4 of Schedule 2 to the Competition and Consumer Act 2010 (the ACL), the exer- cise of a right conferred by such a provision or any liability of Aastra in relation to a failure to comply with a guarantee that applies under Division 1 of Part 3-2 of the ACL to a supply of goods or services.

  • Page 76: Warranty Repair Services

    Limitation of liability To the extent permitted by law and subject to clause 1.2 below, the liability of Aastra to you for any non-compliance with a statutory guarantee or loss or damage arising out of or in connection with the supply of goods or services (whether for tort (including negligence),...

  • Page 77: After Warranty Service

    Australian Consumer Law, this service provides repair or replacement of your Aastra product, at Aastra's option, for a fixed charge. You are responsible for all shipping charges. For further information and shipping instructions contact:...

  • Page 78: Index

    Call transfer: with prior notice ............33 Aastra M680i ..............18 without prior notice ..........33 Aastra M685i ..............19 Callback: Aastra Self Service Portal ..........7 answering ..............30 Absence information, setting ........48 requesting ..............29 Accessories see: Safety information ......3 Calls: Advanced search ............24 answering ..............22...
  • Page 79 Enquiry call during a call ..........32 LED ..................17 Exclusion of liability ............73 Legend see Key legend ...........9 Expansion key module Aastra M680i .....18 Limited Warranty (Australia only) ......74 Expansion key module Aastra M685i .....19 Line key ..............27 Listening see: Data protection ........74 Live Dialpad, using ............
  • Page 80 Speed dial edit, using ...........63 Standard key configuration ........15 Switching between 2 call parties see: Brokering ..............32 Symbols see Display symbols ........13 System menu ..............13 System phone book see: Phone book ....65 Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 81 Aastra 6863i / Aastra 6865i eud-1629/1.1 – R3.2 – 10.2014...
  • Page 82 CE conformity Aastra Telecom Schweiz AG hereby declares that • the Aastra 400 products conform to the basic requirements and other relevant stipulations of Directive1999/5/EC. • all our products are manufactured in conformity with RoHS according to 2011/65/EU. The product-specific declarations of conformity can be found on the Aastra 400 DocFinder: www.aastra.com/docfinder.

This manual is also suitable for:

6865i

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