Aastra DIALOG 4223 PROFESSIONAL, User Manual

Page 1: ...ng it in the text flow Select Graphics Properties and make the following settings Width 15 4 cm Important Height 11 2 cm May be smaller Top 5 3 cm Important Left 0 3 cm Important This text should then be hidden Dialog 4223 Professional Digital Telephone for MD Evolution User s Guide ...

Page 2: ...EN LZTBS 102 1950 R81A Aastra Telecom Sweden AB 2008 All rights reserved ...

Page 3: ...erations during a Call 34 Directory and Call List Services 44 Call Forwarding Services 48 Message Services 59 Voice Mail Services 64 Group Services 82 More Features of Your Extension 94 Programming Your Extension 105 Attendant Based Services 117 Services Reserved for Attendants 124 QSIG MD Private Network Services 143 Installing Your Extension 147 Your Extension s Accessories 152 Index 159 Quick R...

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Page 5: ...ystem as well as the digital Dialog 4223 Professional extension with normal default programming In terms of the service rights for your specific extension there may be some discrepancy in the manner in which your own phone will operate For more information or if a problem arises contact your system administrator Unless otherwise indicated features that do not involve using the handset are describe...

Page 6: ...not be liable for any damages arising from use of an illegal modified or altered publication Aastra is a registered trademark of Aastra Technologies Limited All other trademarks mentioned herein are the property of their respective owners Warranty AASTRA MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR...

Page 7: ...upply cord or plug is damaged disconnect the product and contact qualified service personnel Headsets used with this equipment must comply with EN IEC 60950 1 and for Australia AS NZS 60950 1 2003 Do not make any changes or modifications to equipment without seeking approval from the party responsible for compliance Unauthorized changes or modifications could void the user s authority to operate t...

Page 8: ...th three 40 character lines See also the Display Information section 2 Dynamic Function Keys Dynamic functions are services that are accessible depending on the status of your calls The corresponding text labels are displayed on the last line of the extension s display They are selected by pressing the corresponding dynamic function key See also the Display Information section ...

Page 9: ...our extension between two online calling parties See also the Operations during a Call section Ô 7 Programmable Line Keys Your extension features at least six line keys that enable you to process up to six incoming and outgoing calls simultaneously Four of these keys may be customised for making specific internal or external calls or for direct access to certain services See also the Programming Y...

Page 10: ... sections í 12 C Key Clear or Erase This key disconnects an incoming or outgoing call executed in handsfree mode It also enables you to exit your extension s programming mode See also the Operations for Incoming Calls Operations for Outgoing Calls and the Programming Your Extension sections 13 Location of the Microphone 14 Location of the Loudspeaker Your extension has a microphone and a loudspeak...

Page 11: ...ding function key Status Meaning Ô Off No call is processed on the line key or the service associated with the function is inactive ÕÔ On There is a call on the line key or the service associated with the function is active For the Call fwd key this indicates that the extension s pre defined variable call forwarding for this key is active ÖÔ Slowly flashing A call is ringing on the line key For th...

Page 12: ...displayed on the screen s uppermost line Your party s name and number as well as the duration and cost of the call are displayed on the middle line When you receive a call the screen s uppermost line displays the caller s name and number under the condition that it is connected to an ISDN type network for an external caller When an internal call is placed from your extension the screen displays th...

Page 13: ... has been denied When the extension is idle the screen also displays the information relating to the activation of certain services C If your extension is part of a group primary this indicates that the group is currently closed and is not accepting any incoming calls S If your extension is part of a group primary this indicates that you are on stand by with the group Your extension will only rece...

Page 14: ...old by a third party set 424 Hz 2 consec beeps rep every 5 sec Busy tone Heard when you call an extension that is busy but automatic camp on is not possible for your call or when a service request on your extension is refused 424 Hz 0 5 sec On 0 5 sec Off Call waiting presentation tone Heard when you receive a new call when your extension is already busy 424 Hz Only 1 ring signal not repeated Spec...

Page 15: ...n applicable See the Voice Mail Services section Message A message has been deposited in your voice mailbox Locked extension notification Heard each time your handset is lifted this announcement reminds you that your extension is locked It is therefore temporarily impossible to use it See the More Features of Your Extension section Message Your set has been locked To make a call you must unlock it...

Page 16: ...ll by the external ring signal for your extension and the flashing LED associated with the line on which the call is presented If your calling party is an ISDN network or the equivalent user his her external calling number is displayed on the screen His her name may also be displayed if this calling party may be contacted through abbreviated dialling speed dialling from your facility The screen al...

Page 17: ...g a Call To end a call d Replace the handset Your extension returns to idle status Or for handsfree mode í Press the C key to end the call in handsfree mode Your extension returns to idle status Answering a Second Call When you have an ongoing call you may also receive a new call on one of the other line keys available on your extension that has not been programmed for a specific internal or exter...

Page 18: ... key if you wish to end the second call Your extension is re rung by the first call placed on hold Consulting a New Call If a new call is presented to you when you already have two parties on your extension s lines this new call will not be automatically identified as indicated above You may however discover this new party s identity To do so Menu Press the Menu key L3 ÖÖÔ Press the flashing line ...

Page 19: ...her extension Call Pick Up on Presentation From your idle extension when you want to pick up a call that is ringing on another extension you may also ask for an initial call presentation that will indicate the calling party s identity To do so proceed in the following manner PICKUP Press the dynamic function key shown on the left DEFLECT Press the dynamic function key shown on the left FRI 20 APR ...

Page 20: ...extensions such as yours may possibly be equipped with permanent protection against call pick up and deflection services If this is the case these services will obviously be refused on these extensions and vice versa Silent Ringing Function This function may be used when you wish to not be disturbed by the ringing of the telephone When it is activated only your extension s screen display and the f...

Page 21: ... access prefix followed by the number for the external party to be reached You can then follow the placing of your call on the handset and on your extension s screen where your called party s identity is displayed Or for handsfree mode NO TO CALL z Directly dial the number for the internal or external party to contact without lifting the handset You can then follow the placing of your call on the ...

Page 22: ...y your facility s attendants Contact them as needed To contact an external party using abbreviated numbers after lifting the handset or in handsfree mode 2 z Dial 2 giving you access to abbreviated dialling ABBR NO z Then directly dial the abbreviated number associated with the external party to be contacted The call is then established just as if you had manually dialled the external party s numb...

Page 23: ...on code The corresponding programming of each line or repertory key is in this case entirely up to you See also the Programming Your Extension section To contact an internal or external party whose number has been saved on a line or repertory key after lifting the handset or in handsfree mode L4 Ô Simply press the line or repertory key associated with the party to be contacted The call is then est...

Page 24: ...ialling Outgoing Calls Your extension also offers two additional services to easily dial your outgoing calls The first service is the Call by Name service Your extension gives you access to the directory integrated into your facility which includes all of the internal numbers in service as well as the external numbers accessible through abbreviated dialling speed dialling You may consult this dire...

Page 25: ...ile you hear the ringback tone If your party is busy your call may be automatically camped on for the dialled extension and you will hear the automatic camp on tone You may then simply wait for your party to answer To proceed with your call in terms of the requested internal party s status you may also Activate the automatic call back feature for the called extension that is busy or not answering ...

Page 26: ...he C key to end the call in handsfree mode You will be automatically called back when your called party s conversation has ended Then once you have answered this call back your internal called party will be automatically re rung Note An automatic call back is typically valid for 15 minutes When this timeframe expires if your called party is not free the service will be automatically cancelled When...

Page 27: ...wered this call back your internal called party will be automatically re rung Notes An automatic call back is typically valid for 15 minutes When this timeframe expires if your called party has not affirmed his her presence the service will be automatically cancelled When you are called back you typically have 30 seconds to answer the automatic call back service If you do not answer within that ti...

Page 28: ...r d or í Replace the handset or press the C key to end the call in handsfree mode Notes Typically the time limit for this service is 20 seconds When this time limit expires your extension will be automatically disconnected unless the called party picks up their extension at which time the call will proceed normally The announcement may be unidirectional from your exten sion It may also be bi direc...

Page 29: ...en refused in light of your conversation in pro gress To activate this protection service after lifting the handset or directly in handsfree mode Press the Next key to display the following screen applicable for idle extensions PROTECT Press the dynamic function key shown on the left NO TO CALL z Next dial the desired number You may do so according to any of the methods available for dialling an i...

Page 30: ...valid on a call by call basis It is automatically cancelled at the end of each call processed using this service To activate this substitution service assuming you re using a Dialog 4223 Professional extension after lifting the handset or in handsfree mode Press the Next key to display the following screen applicable for idle extensions SIGN_ON Press the dynamic function key shown on the left STAT...

Page 31: ...reservation centre server when you are required to communicate interactively through the online transmission of various dialling codes Your extension makes this option available to you through the DTMF end to end dialling service With this service you can directly exchange dialling codes with a remote server without your dialling being interpreted by your local facility This is processed through t...

Page 32: ...act with the voice mail system or the automated attendant possibly integrated in your facility the aforementioned operations are not required DTMF end to end dialling is automatic See also the Voice Mail Services section Ending a Call You may at any time end an ongoing call or an outgoing call that is being established This is done in the same way as with an incoming call d Replace the handset You...

Page 33: ...tions An attempt to dial these numbers would be automatically refused Moreover your facility will also most often be equipped with a Least Cost Routing LCR service for external calls especially if your facility is connected to private networks or different public network operators The LCR service therefore automatically ensures that the routing of external numbers you dial will be processed with t...

Page 34: ...r between two parties Conference call with three or four participants You may also temporarily place a call on hold in order to carry out a non telephone related task or you may park a call in order to pick it up on a different extension Loudspeaker Mode When you participate in an incoming or outgoing conversation using the handset you can at any time decide to activate your extension s loudspeake...

Page 35: ... The LED associated with this key is lit and the letters ML flash on your extension s screen You have 5 seconds to replace the handset d Replace the handset within 5 seconds Your conversation thus continues in handsfree mode Both your extension s loudspeaker and microphone are active If you do not replace the handset within 5 seconds only the loud speaker mode is activated on your extension Changi...

Page 36: ...ey is unlit and your conversation once again continues normally in handsfree mode Note This function is also applicable when you carry on a conversation on the handset It momentarily cuts off voice transmission from your extension s handset Adjusting the Loudspeaker or Handset Listening Volume Whether you are carrying on a conversation on the handset or in handsfree mode you can adjust the handset...

Page 37: ...pressing the line or repertory key associated with this party Or L1 ÕÔ First press the line key corresponding to the current call Your extension s screen re displays its idle status screen NO TO CALL z Then dial the number for the new internal or external party to be contacted In this case you may use the last external number redial service the call by name service or call list service as well as ...

Page 38: ...age to the new called extension if it is compatible with this service Carry out an intrusion upon the current call on the new called extension or override the Do not disturb status for this second party depending on the rights assigned to your extension Refer Back Call between Two Parties or Broker s Call During your enquiry call supposing the second party has answered your call and your first par...

Page 39: ...ourself entirely from the conversation This type of call transfer can be made between two internal parties or one internal party and one external party regardless who is the calling or called parties It is also unconditionally applicable in the following different cases Transfer during a conversation You may transfer a call between two parties when one is in communication with you and the other is...

Page 40: ...es however it is recommended to never transfer to an automatic machine such as an information system a net work voicemail system etc The connection could be very long and costly Moreover during the entire duration of the transfer two of your facility s ISDN network lines are busy which may limit other calls Conference Call with N Participants When an enquiry call is established i e when you are ca...

Page 41: ...ion key shown on the left once this new party has answered your call The conference call now includes 4 participants Or you may simply withdraw from the conference call d or í Replace the handset or press the C key in handsfree mode This has the same result as a transferring a call between your two parties as your extension is now free On the other hand if one of your parties withdraws from the co...

Page 42: ... park the current call in order to subsequently retrieve it on a different exten sion For example this would allow you to change offices without losing your call To do so whether you are carrying on a conversation using the handset or handsfree mode CALL_PARK Press the dynamic function key shown on the left Your party is then placed on hold ID CODE z Dial the identification code for the call you w...

Page 43: ... RETRIEVE Press the dynamic function key shown on the left The extension prompts you to enter the identification code for the parked call as previously entered ID CODE z Next dial the 1 or 2 digit identification code for the parked call You are returned to your conversation Notes When an external call is either placed on hold or is parked the party is then connected to on hold music usually pro vi...

Page 44: ...ity has been saved in this file Directory and Call by Name The integrated directory that is available to everyone in the facility includes all of the internal numbers served as well as the external numbers that are accessible through abbreviated dialling each one characterised by the name of the associated internal or external party You may consult this directory from your idle extension You may a...

Page 45: ...ough abbreviated dialling are both displayed together as defined by your system administrator Then if the desired name is not immediately displayed you may NAME SUITE z On your keypad enter the first few letters of the party s name for whom you wish to search The screen will update to reflect your changes Or ì Press the key then either the or key This scrolls you through the next pages of the inte...

Page 46: ...ur idle extension or after placing the current call on hold on the second line of your extension s screen will be displayed the number of calls saved There will be no information if the call log file is empty From this point CALLERS Press the dynamic function key shown on the left The information for the last unanswered call received will be displayed You then have the following options NEXT Press...

Page 47: ...er or not you call was answered If a mini message was associated with a call you also have the following option NEXT_MSG Press the dynamic function key shown on the left to scroll through the content of a mini message This option is only available if your caller left a mini message and when this mini message is too long to be entirely displayed on the screen at once Note Your call log file is limi...

Page 48: ... cases Immediate call forward All incoming calls are immediately re directed to the pre defined call forward recipient Typically this could be your secretary s internal number or your external mobile phone number when you are travelling Do not disturb call forward Your extension is unavailable and no call forwarding services were activated Your internal party s calls are immediately disconnected a...

Page 49: ...d key on your extension This is valid for all types of call forwards except call forward on mini message Simply pressing this Call Fwd key will either activate or de activate the pre defined variable call forward A variable call forward defined on a case by case basis This is valid for any type of call forward that is activated after it has been defined This then will take precedence over a call f...

Page 50: ...forward defined to be directed to an external recipient forwarding of calls issued from external parties may take place either through your facility s resources or directly at the Euro ISDN network level according to your facility s configuration You may program a call forward from your extension to it self This enables you to bypass any fixed call forward that is applicable to your extension Your...

Page 51: ...ed the Next or button In the first four cases your extension displays the type of call forward requested and prompts you to enter the number for the internal or external call forward recipient In the latter case simply exit your extension s programming mode see details to follow FWD NO z Enter the internal or external number to receive your call forwards As previously indicated the recipient s num...

Page 52: ... such as yours may possibly be equipped with permanent protection against receiving call forwards from third party sets Obviously this service will be denied on these extensions and vice versa Cumulative call forwards between different users are authorised Cancelling a Variable Call Forward A temporary variable call forward is shown on your extension by a flashing Call Fwd key To cancel this call ...

Page 53: ... off The pre defined call forward is immediately activated Call Fwd ÕÔ This change in status will also cause your extension s Call Fwd key LED to turn on In your extension s programming mode the enabled status is displayed above CALL_FWD Deactivating a Call Forward Pre Defined on the Call Fwd Key On the other hand to deactivate a pre defined call forward assigned to the Call Fwd key on your extens...

Page 54: ...Menu Press the Menu key on the third party set You then access programming for the third party set CALL_FWD Press the dynamic function key shown on the left You then access call forward programming Press the Next key to display the following screen REMOTE_FWD Press the dynamic function key shown on the left You then access remote call forward programming STATION NO z Then dial your own extension n...

Page 55: ...word is 1234 however you may have modified it See also the Programming Your Extension section Your password is displayed in asterisks The following screen confirms the call forward programming í Press the C key on your extension to exit the third party set programming mode The third party set defined as the recipient of your call forwards returns to idle status and the call forwarding from your ex...

Page 56: ...s may be restricted Therefore you always have the option of requesting that a facility attendant define a remote call forward for your account See the Attendant Based Services section Call Deflection When you have no call forwards programmed on your extension you may instead deflect a call that is presented on your extension which you would prefer not to answer but rather re direct it to another r...

Page 57: ...l is deflected to the recipient you have just programmed It is then processed as a normal call forward Available from your idle extension the call deflection service may also be used when you have an ongoing call L2 Ô In this case simply select a free line key before dialling the previous FWD NO sequence Your current call will be automatically placed on hold but only until the call deflection has ...

Page 58: ... forward tone Your extension s screen is also updated with the identification information for the internal or external party to whom you will be transferred If you are the recipient of a call forward or a call deflection your extension s screen will display the identity of the internal or external caller as well as the identity of the internal party who originated the call forward or call deflecti...

Page 59: ...rd on absence service This does not consist of a call forward in its truest sense your incoming calls are not re directed Rather the absence message that you selected when defining your call forward will be automatically transmitted to the party who is trying to contact you For this purpose your facility may make 10 pre formatted mini messages available to you for one of the aforementioned purpose...

Page 60: ...pts you to select the mini message to send to your party NEXT Press the dynamic function key shown on the left This will allow you to scroll through the various available mini messages By default the messages available are HAS CALLED YOU BACK WILL CALL BACK and WOULD LIKE TO SEE YOU see also other messages available described later SELECT Press the dynamic function key shown on the left to select ...

Page 61: ...l if desired This service may also be activated at the beginning of your call in order to only transmit a message to your called party In this case select the MESSAGE function available from your idle extension select and then validate your mini message before dialling the number to call and hanging up immediately Receiving a Mini Message In the same way when you do not answer a call you may recei...

Page 62: ...ension CALL_FWD Press the dynamic function key shown on the left The following screen is displayed when you are granted access to variable call forward programming MESSAGE Press the dynamic function key shown on the left that corre sponds to the desired type of call forward on absence Your extension then prompts you to select the mini message that you wish to use as your absence message NEXT Press...

Page 63: ...e call forward your extension s Call Fwd key will also flash Any internal caller whose extension is compatible with this service will immediately receive your absence message This may also be the case for an external ISDN calling party whose network is compat ible with this mini messaging service assuming that your extension is not specifically and permanently protected against the use of this cal...

Page 64: ...alling the integrated voice mail service then permits you to consult each new voice message that was left and then you may either delete it or archive it as you deem necessary You may consult your mailbox from your extension from any other extension in the facility or from an external network You also have mailbox management options such as recording a personalised greeting programming an external...

Page 65: ...rself Then calling parties who are directed to your mailbox may either leave a voice message or if they so desire be redirected to your assistant to another extension you previously designated or to your facility s attendants The selection of an operating mode for each mailbox is usually overseen by your system administrator The mode usually used is the recording mode which is assumed in the rest ...

Page 66: ...on service directing calls to your mailbox Call by call refers to directing a call to your mailbox that is presented to you but that you would rather not answer The operating modes for these different services are identical to the other call forwarding services see the Call Forwarding Services section FWD NO z Simply put the recipient number for your call forward is the internal access number for ...

Page 67: ...alling party s mailbox Internal Notification of Messages Left in Your Mailbox Whenever a new message is left in your mailbox you will be immediately notified by an icon displayed on your extension The letters WM are displayed on the first line of your extension when it is idle Lx 884 ÖÔ If you took the time to program one of your extension s program mable line keys or a repertory key on a satellit...

Page 68: ...ll be repeated with up to 5 consecutive attempts executed at 45 minute intervals typical values Note External notifications of new voice messages left in your mailbox is usually restricted to business hours between 9 a m and 6 p m based on your facility s local time Internal Access for Consulting Your Voice Mail Consulting voice messages left in your mailbox is usually carried out from the extensi...

Page 69: ... associated with a system s integrated voice mail even when an automated attendant s functions are not effectively used Access is gained as follows AA DID NO z Dial the DID number for your company s automated attendant AA Usually the internal number for the automated attendant is 885 This is associated with DID numbers relating to your facility Contact your system administrator for more informatio...

Page 70: ...ble for consulting your voice mail from a third party set within your facility Simply begin by dialling the internal number typically 885 for the auto mated attendant An alternative solution for accessing your mailbox from out side your facility is dialling your DID number If your extension is successfully connected to the voice mail system the rest of the procedure is identical to that described ...

Page 71: ...d when a service has been success fully completed The services available for listening to voice messages are as follows 3 z Dial 3 to listen to the next message Initially you will hear the oldest new message and then each following message in the chronological order described above 1 z Dial 1 to listen to the previous message You then will hear the messages in the opposite chronological order of t...

Page 72: ...both new and archived messages in your mailbox even if the former have not been heard In either case a system message will prompt you to confirm erasing the current message or all of your mailbox messages At any time you may exit the voice mail system To do so 9 z Dial 9 to end your call d or í Replace the handset or press the C key to end this service in handsfree mode Your extension returns to i...

Page 73: ...messages that you may subsequently process as previously described They also have the option of being directed to the personal assistant you designated typically your secretary s extension or your facility s attendants To do so after your greeting is played the system message is played and prompts each caller to leave a voice message after a beep and also offers them the following alternative opti...

Page 74: ...applies no matter what operating mode your mailbox is set to and allows you to manage the first message that callers who are directed to your mailbox will hear A new menu is therefore played which prompts you to Dial 1 to listen to the greeting that is currently saved Dial 2 to record your new greeting The maximum length for a greeting is 3 minutes You may end the recording by dialling any code or...

Page 75: ... information is played back for you through voice synthesis one digit at a time Dial the sequence 2 External recipient number to save your external notification recipient number It may contain up to 18 digits including the network access prefix Dial 3 to activate or de activate the external notification service If the service was initially inactive it will be activated and vice versa Deactivating ...

Page 76: ...service is deactivated as the case may be In relation to your user password it is very important that you modify it to ensure the confidentiality of your mailbox If you ever forget your password you can request that it be re initialised either by a system attendant or by the system administrator Hunt Group Common Mailbox If you are part of a hunt group with the purpose of distributing calls a comm...

Page 77: ...rd party to voluntarily distribute a voice message to all department members to for example call a meeting Access to this type of common mailbox for a mailing list is gained through the automated attendant usually implemented and associ ated with a system s integrated voice mail system even when an automated attendant s functions are not effectively used After lifting the handset or in handsfree m...

Page 78: ...it Notes On a standard system there may be up to 16 common mail boxes each with the capacity to include up to 32 members or individual mailboxes One individual internal user may be associated with several common mailboxes The procedure is applicable from an external network instead of dialling 885 you would dial the DID number for the auto mated attendant It is also applicable for leaving a messag...

Page 79: ... and then erase the voice message after you ve listened to it You also have access to all of your mailbox s personalisation services directly from your desktop PC including its general operating mode All of this is carried out completely interactively with the integrated voice mail system Note Access to your Integrated Web Server is controlled by entering your extension number and user password Th...

Page 80: ...notably you may manage the voice message e mail notification address which on occasion could be a laptop remotely connected through the Internet Notes Whenever necessary contact your system administrator for more information concerning the availability of one or both of these applications for your telephone facility The Integrated Web Server application may also offer you access to the internal an...

Page 81: ...group It also offers you the option of managing your own participation in this service within the group This is also referred to as the In Out status management within a group If you have been designated as the supervisor of a hunt group you have the ability to open and close the hunt group according to your department s business hours Your extension may also offer you a broadcast group service wh...

Page 82: ...extension that is supervised on a line key Rx ÖÔ The repertory key s LED flashes when the extension you are super vising is ringing If the remote extension is supervised by a line key the LED will be continuously lit however Rx ÕÔ The repertory key s LED is on when the extension you are supervising is busy This is also true for an extension that is supervised on a line key however there will be no...

Page 83: ...efinition of each group the call may be placed in a call waiting queue to await a member of the group to be free or directed to a dissuasion message This extension overflow group or dissuasion message may also be solicited when your group is closed unless a specific call forward for the entire group was defined by the hunt group supervisor see details to follow In practice you may be part of sever...

Page 84: ...eft DEFLECT Press the dynamic function key shown on the left until if you wish to have call pick up presented to you Otherwise proceed directly to the next step MAIN_GRP Press the dynamic function key shown on the left to pick up a call presented to your primary group Or SEC_GRP Press the dynamic function key shown on the left to pick up a call presented to one of your secondary groups In either c...

Page 85: ... several hunt groups you may also manage your availability for answering calls that are directed to your group s This standby service enables you to temporarily withdraw from a hunt group Therefore you would only receive personal calls or those that are directed to the groups from which you have not withdrawn Once again the system distinguishes your position in relation to your primary group as we...

Page 86: ...e C key to end this service If your extension was active it will now be on standby within all of your secondary groups On the other hand if your extension was on standby it will now be active within all of your secondary groups Lx IN OUT Ô Notes You may also program these standby services for your primary and secondary groups on your extension s pro grammable line keys or the repertory keys on any...

Page 87: ...n terms of each group s configuration To open or close traffic to a hunt group from an idle extension GRP IN OUT z Dial the prefix to open close hunt groups This varies from one facility to another You may consult the guide integrated within your extension in order to find the prefix that has been defined for this purpose for your facility See the Programming Your Extension section GROUP NO z Next...

Page 88: ...dicated by the status of the corresponding key s LED if it is off the group is closed if it is on the group is open Only a supervisor may manage this open or closed group status by pressing the corresponding key Viewing the Number of Calls in an ICD Group Call Waiting Queue If you are a member of one or several ICD type hunt group s your extension will display the number of calls in the call waiti...

Page 89: ...ensions are never activated The parties contacted do not have the option of answering the announcement broadcasted in order to begin a conversation with the originator To use this service after lifting the handset or in handsfree mode N0 BRD GRP z Dial the number for the broadcast group you wish to contact Depending on the broadcast group this number varies from one facility to another You may con...

Page 90: ...to you are as follows You can be contacted through just one number common to your entire personal group When you place a call to any party you are identified by your personal group number no matter what extension you use to place your call An incoming call is presented on all of your personal group s extensions allowing you to answer it on any of them If all extensions in your personal group are f...

Page 91: ... administrator s responsibility to define your personal group Contact him her as needed On your Dialog 4223 extension a call may be placed on hold by pressing the line key associated with the current call On a DECT cordless extension a call is placed on hold by pressing the R key ...

Page 92: ...ing number By default authentication can be carried out by manually dialling the dummy internal number associated as well as the corresponding user s password Once authenticated the GSM mobile telephone user may call any internal or external number just as if he she were dialling from the internal dummy extension The user s identity that is transmitted to the called parties is the information for ...

Page 93: ... you may request that background music be played over your idle extension s loudspeaker Other specific services may also be offered depending on the rights assigned to your extension or your facility s configuration More specifically your extension may also provide you with the means to control your external ISDN call costs Locking Your Extension When you are absent you can lock your extension res...

Page 94: ...the second line of the screen You will hear a specific voice announcement each time you lift your handset or attempt to place a call in handsfree mode By default the message is Your set has been locked To make a call you must unlock it When you return to your extension to unlock it when it is idle Menu Press the Menu key LOCK Press the dynamic function key shown on the left Your extension prompts ...

Page 95: ...ervice enables you to ask the system to automatically remind you at a specified time that you define within 24 hours of your appointment To activate an appointment reminder from an idle extension Menu Press the Menu key Press the Next or key to display the following Programming screen on your extension AGENDA Press the dynamic function key shown on the left Your extension prompts you to enter the ...

Page 96: ...all forward on your extension You may verify whether or not an appointment is currently programmed on your extension through the AGENDA Menu function The time is then displayed You may cancel it if necessary using the BLANK function key Background Music Based on a specific user right that may be assigned to your exten sion you may request that background music be played over your idle extension s ...

Page 97: ...other hand it is cancelled if it was previously active Notes You can change the type of background music while the service is active To do so repeat the procedure selecting a different type of background music You can control the volume level for the background music To do so simply adjust the volume for your extension s loud speaker See the Programming Your Extension section Hot Line Call to Atte...

Page 98: ...l after a typical delay of 30 seconds the call is directed or returned to your facility s attendants for processing Following the specific rights assigned to your extension you may have access to protection against your external calls being directed to your facility s attendants This protection may be manifested by Restricted protection on no answer condition external calls presented on your exten...

Page 99: ...ons for Incoming Calls section When your facility is connected to the ISDN network you may request that these malicious calls be traced thus finding out the malicious caller s name and number and that this information be saved on the public network This assumes however that you have made a prior request to the operator responsible for the public network to which your facility is connected Assuming...

Page 100: ...on tone may periodically sound reminding the user that the conversa tion is still being recorded You may stop the current recording and then re start it by re starting the entire procedure Notes Recording a conversation without your caller s prior consent may be illegal as may be sending this recording to a third party The initiator must absolutely request the caller s consent prior to beginning t...

Page 101: ...owing screen You may request that it be displayed in Francs To do so INFO_COMM Press the dynamic function key shown on the left The following screen will be temporarily displayed and then the previous screen will be re displayed You may also verify the cumulative costs for external calls imputed to your extension To do so from an idle extension Menu Press the Menu key You then access the programmi...

Page 102: ...d incoming calls These records save the details for each involved call number called date and time length etc These records are generally used by your system administrator to monitor your telephone facility s invoicing If necessary contact your system administrator for more details Account Codes According to your working mode you may wish to impute the cost of your external calls to different acco...

Page 103: ...hen transmitted over the public net work just as an external call without an account code would be Thus the call detailed record will not only contain the date time number called length and cost of the call but also the account code that you entered This then can be used to invoice your clients Note The implementation of this specific service assumes that your facility uses the Least Cost Routing ...

Page 104: ...lody and volume Manage the unidirectional or bidirectional characteristics of the voice pages played on your extension The Menu key also enables you to consult your facility s internal numbering plan in order to facilitate the use of several calling services accessed by dialling the pre defined codes The Menu key also serves to activate or deactivate specific services on your extension The call fo...

Page 105: ...ress the Menu key You then access the programming of your extension Press the Next key until the option you wish to program is displayed on the screen The collection of programming mode screens for your extension is displayed on the next page XXXXX Press the dynamic function key that corresponds to the option you wish to program You may then proceed with programming the selected feature you will b...

Page 106: ...e left This saves your setting Notes You may program line keys one after another using the NEXT function and by selecting the CONFIRM option when all of the programming is completed The BLANK and CURSOR functions enable you to delete or modify the number for existing programming In relation to saving service codes on your extension s line keys you may recall that it is useful to save the access co...

Page 107: ...n repertory keys on the satellite key panel s associated with your extension when applicable once you have accessed the program ming mode DIRECTORY Press the dynamic function key shown on the left R2 Ô Press the repertory key you wish to program CALL NO z Dial the number to be saved for that repertory key This may consist of an internal or external number beginning with the ad hoc network prefix n...

Page 108: ...rrently used variable call forward on your extension s Call Fwd key in order to be able to activate or deactivate the service by simply pressing this key once you have accessed the program ming mode CALL_FWD Press the dynamic function key shown on the left Your extension displays the following screens Press the dynamic function key that corresponds to the desired type of call forward IMMEDIATE To ...

Page 109: ... to confirm the number you entered Your extension s Call Fwd key has now been pre defined The call forwarding that you have just programmed will only take effect when you press the Call Fwd key See the Call Forwarding Services section Note The BLANK and CURSOR functions enable you to delete or modify the number for an existing call forward The RETURN function enables you to exit the screen without...

Page 110: ... your extension s ring volume Your extension s ring volume increases or decreases as you press the keys You may also control the listening volume for your extension s handset or loudspeaker Press the Next key The second screen shown below is displayed and your extension will automatically play the dial tone over the loudspeaker in accordance with the volume currently programmed LEVEL Then press ei...

Page 111: ...l and external calls These will however be distinguished by different cadences for example the cadence is faster for incoming calls Managing the Uni Bidirectional Characteristics of Announcements Received on Your Extension When an internal calling party attempts to contact you without success it is possible that he she may activate a voice page to be played when your extension is freed He she may ...

Page 112: ... available to them Programming Your User Password You will be prompted to enter your user password when accessing certain services most particularly When placing a call in substitution or with signature from your extension or a third party set When activating deactivating a call forward from your extension or a third party set Follow me service When locking your extension t prevent it from being u...

Page 113: ... that your new password has been saved d or í Replace the handset or press the C key to end the service in handsfree mode Note If you ever forget your password you can request that it be re initialised either by a facility attendant or by the system administrator It will then be reset to 1234 until you change it once again Consulting Your Facility s Dialling Plan Your extension s screen and dynami...

Page 114: ...accessed programming mode PREFIXES Press the dynamic function key shown on the left Press the Next or key to consult your facility s dialling plan You may then scroll through your facility s entire dialling plan í Press the C key to end the programming Programming CALL_FWD PREFIXES VPAGING COST ...

Page 115: ...Call to attendants or automated attendants 2 Access to abbreviated dialling 75 Call in substitution from a non IP third party set 10 Retrieving a parked call from any extension 65 Activation of Follow me from a non IP third party set 66 Cancellation of Follow me from a non IP third party set Call deflection or call forward on a case by case basis 884 Access number for integrated voice messaging sy...

Page 116: ...call General calls acceptance This service enables attendants to control their active or inactive status for processing a system s general calls in relation to their shifts Door phone service Your facility may be equipped with a door phone calls from this extension are usually processed by the attendants Call pick up for a general calls that are ringing Your facility may be equipped with a common ...

Page 117: ...ll to remind the parties that they are still under call intrusion status You may then present your call to the desired party By pressing the line key on which your call is presented this party may enter into private conversation with you as their first call is placed on hold He she may also end the first call and would then be re rung by your call in the usual manner If you have someone on hold on...

Page 118: ...u have someone on hold on your own extension you may then transfer that urgent call in the typical fashion Note You may also be subjected to this service which is most often used by attendants General Call Acceptance The general calls acceptance service is usually used by your facility s attendants who are in charge of processing your system s general calls most often the external calls received o...

Page 119: ...usy You may then process each call just as you would one of your personal calls To activate or deactivate the general calls acceptance service on your extension from an idle extension Menu Press the Menu key The following screen is displayed when you are granted access to the programming of your extension GEN_CALL Press the dynamic function key shown on the left You will receive confirmation of th...

Page 120: ... calls acceptance service on your extension Answering a Call from a Door Phone Your telephone facility may be equipped with a door phone the calls from which are usually processed by the attendants just as the general calls are for your facility According to a right assigned to your extension you may be allowed to answer calls from a door phone This is generally the case The general calls acceptan...

Page 121: ...il if you wish to have a picked up call presented to you Otherwise proceed directly to the next step GENERAL Press the dynamic function key shown on the left to pick up a call presented on the common bell Depending on whether or not you requested prior presentation of call to be picked up you will be directly connected to the caller of the picked up call or the call will be presented to you throug...

Page 122: ...r s personal group or even the access number for an integrated voice mail system that your facility may use It may also consist of an external number Programming this third party call forwarding service is carried out similarly to the Follow me service see the Call Forwarding Services section First they simply dial the extension number to call forward from and then designate the internal or extern...

Page 123: ... offer and the Do not disturb extension override service See the Attendant Based Services section You position also offers telephone services that are reserved for attendants including The option of managing a general call forward for your facility through which all incoming ISDN network calls are systematically forwarded to a pre set external number The management of the common bell service which...

Page 124: ... with a specific message that enables you to distinguish them I DIRECT or I UNUSED NUMBER for a call received on your facility s general number or on a non assigned DID numbers I NO ANSWER FROM Name for a call re directed when an identified internal user does not answer I BUSY ON Name for a call re directed when an identified internal user s line is busy The letter I which stands for Instance indi...

Page 125: ... and replaces the letter I for Instance which indicates then that the call has already been processed During a period of brief overload or following a temporary absence it is possible that neither you nor any other active attendant is avail able to answer a general call within a typical timeframe of 60 seconds The general call is then redirected to Designated day overflow extensions Facilities may...

Page 126: ...s A facility may be composed of up to 10 night extensions which when in night mode have access to the same services attendants have in day mode A possible common bell that may be part of your telephone facility The designation of these night extensions depends on how your facility is programmed Moreover general calls may also be simultaneously redirected to a night call forward recipient that is p...

Page 127: ...s an attendant you may also control your ability to answer general calls in terms of your work shifts This is carried out within the framework of the management of the general calls acceptance service accessible to various users within your facility See the Attendant Based Services section To activate your attendant position at the beginning of your shift from an idle extension Menu Press the Menu...

Page 128: ...e NIGHT ST NO z Dial the desired extension number for the night call forward This night call forward number may be an internal number It may also be an external number containing no more than 18 digits must begin with the ad hoc network access prefix and end with Or NONIGHTST Press the dynamic function key shown on the left if you do not want to define a night call forward In either case a system ...

Page 129: ...atus since this obviously would be too annoying A digit may be displayed at the end of the first line of your attendant position s screen Whether or not the service is active it will indicate the number of general calls currently being processed If it is flashing this means that at least one call is waiting to be processed The purpose of this number is to encourage you to activate your position as...

Page 130: ... function key shown on the left that corre sponds to your system general call forward service Your position displays the type of call forward requested and prompts you to enter the number for the external call forward recipient FWD NO z Dial the external number for the recipient of your system general call forward This number may contain up to 18 digits It should be dialled without the 0 public ne...

Page 131: ...mes Press the Next key twice in order to display the following screen CANC_SYST Press the dynamic function key shown on the left to cancel the system general call forward Your position then displays a message confirming that the system general call forward cancellation has been accepted í Press the C key on your position to exit the programming mode The letters SF disappear and you will then hear ...

Page 132: ...or your facility To activate or deactivate the use of a possible common bell service from an idle attendant position and when your general calls accept ance status is active Menu Press the Menu key You then access the programming of your position 3 times Press the Next key 3 times in order to display the following screen GEN_RING Press the dynamic function key shown on the left If use of the commo...

Page 133: ...follows from an idle position and when your general calls acceptance status is active Menu Press the Menu key 3 times Press the Next key 3 times in order to display the following screen SYSTEM Press the dynamic function key shown on the left Your position prompts you to enter your user password By default as with any other extension your user password is 1234 however you may have modified it See a...

Page 134: ...ell as your attendant s position is assigned a user password that controls access to certain telephone services Each user has the option of managing his her password If a pass word is forgotten the only option available is to contact an attendant or the system administrator to have it reinitialised see also the Programming Your Extension section To reinitialise the user password assigned to an ext...

Page 135: ...oard to modify the date and or time information displayed as needed For this purpose you use the CURSOR to navigate to the digit you wish to modify CONFIRM Press the dynamic function key shown on the left The system date and or time that you have just modified is are up dated on each extension in your facility as well as all other equipment that features a date and time stamp Managing Abbreviated ...

Page 136: ...hen prompts you to identify the abbreviated number to manage through its general or personal list number and then its own number within the selected list ABBR LIST z Dial the number for the involved list ABBR NO z Next dial the specific number that corresponds to the abbre viated number You extension then prompts you to define the number for the selected abbreviated number or if it is already defi...

Page 137: ...ce the cursor one character at a time in any given field For the NAME entry you may recall that letters are obtained by successively pressing corresponding keypad numbers once twice or three times The TKGR field corresponds to the outgoing trunks group used to place a call that was dialled using abbreviated dialling Generally the value 1 corresponds to the public network trunk and does not need to...

Page 138: ... To consult the greeting quality for your telephone facility from the system programming mode INC_CALLS Press the dynamic function key shown on the left Your position then displays the following screen TK GROUP NO z Dial the number for the involved trunk group This corresponds to the external network through which you wish to obtain information concerning the incoming call service quality informat...

Page 139: ...r assigned to your own position This obviously is only applicable if your telephone facility is connected to the ISDN network and if the latter re transmits the charge infor mation for public calls emitted from your facility To consult or manage the charge counter assigned to an extension from the system programming mode I CHARGE Press the dynamic function key shown on the left Your position promp...

Page 140: ...printed on a system printer connected to your telephone facility As illus trated below the printout provides the costs for the calls that are imputed to the involved extension in two currencies French Francs and Euros 15 May 5 35 p m Printout of users charge counters Note The E CHARGE service enables you to manage in a similar manner the charge counters that are processed in terms of public networ...

Page 141: ... order to display the following screen ALERT Press the dynamic function key shown on the left Your position then displays the message explaining the major alarm perceived within your telephone system Two examples are given below however numerous different messages may be displayed according to the cause of the alarm Inform your system administrator as to the content of this message Obviously the s...

Page 142: ... various sites In the second case there are two possible techniques The first called IP Trunking uses proprietary messages that are exchanged over the IP network This applies when up to 7 MD Evolution systems are networked The second technique called IP Networking uses standardised IP H 323 messages that are exchanged over the IP network This applies for a wide area network which may include more ...

Page 143: ...local code identifying each system or network node 1 to 3 digits depending on the size of the network while DN is simply the internal number for the involved party within his her own system or node Whenever necessary ask your system administrator for more information concerning the local codes applicable within your private company network Operations for Incoming Private Calls Reception of private...

Page 144: ...rivate call forwards Message Services Networked call forward on mini message or absence Voice Mail Services Voice mail from private calling parties External voice mail notification at a private number Consulting voice mail from the private network Automatic call back to the private party who left a message Networked personal assistant services Personalising your mailbox on the private network Remo...

Page 145: ...ng to the IP Trunking technique you may also have access to a non IP hand over service The quality of communications established over the Internet network is generally good mostly thanks to the implementation of a system that gives voice calls priority over data transmitted on the IP network However occasions may arise where the quality of the voice trans mission of calls over the IP network is re...

Page 146: ...y through a line cable that connects into the RJ12 female jack labelled LINE located on the underside of your extension The handset cord is connected to the RJ12 female connector labelled HANDSET located once again on the underside of your extension This may be installed so that it comes out of either the left or right side of your extension In the first case the handset cord should be inserted in...

Page 147: ...two support feet that have two possible installation angles depending on the angle you prefer for your extension To install the support feet push them into the underside of your extension to the desired angle then push in the tab to hold their position If you wish to remove the support feet pull on the tab to release them before removing the feet from the extension ...

Page 148: ...llustrated below Installing Your Extension s Label Your extension also comes with a label that identifies each fixed function key s use You may also indicate what functions have been programmed on your extension s various line keys see the Programming Your Extension section This label is protected by a plastic cover To insert or remove the label lift the protective cover as illustrated below Note ...

Page 149: ...ightly damp not wet or anti static cloth to clean your extension Never use any abrasive solvents liquids or cloths to clean your extension Aastra cannot be held responsible for any damage to your tele phone caused by any non compliance with the above instructions Installing Your Extension on a Wall Your extension may also be installed on a wall support without any particular accessories To do so y...

Page 150: ...te where the screw heads will be inserted to mount the extension on the wall Next drill two holes that will hold your extension s wall mounting screws These screws should be in compliance with the diagrams below with a vertical distance of 100 mm between them Now simply insert the two wall mount screws into the holes on the underside of your extension 100 mm 100 mm 9 5 mm 9 10 mm max 5 5 mm 9 5 mm...

Page 151: ...ree ringing or busy status This accessory is generally for alarm or security extensions A headset This can allow you to process your calls using a headset rather than in handsfree or handset mode This is especially useful for ICD group agents who process phone calls all day long This section provides you with all of the instructions necessary for installing these accessories It also includes the i...

Page 152: ...s satellite as well as the plastic slots located along the edge of your extension or satellite So to install any satellite simply follow the directions illustrated in the following diagram With your extension upside down position the new satellite along the edge of your extension or previous satellite Press firmly on the bottom of the satellite in order to correctly insert it onto your extension o...

Page 153: ...nto the underside of your extension to the desired angle then push in the tab to secure their position If you wish to remove the support feet pull on the tab to release them before removing the feet from the extension Inserting the Labels for the Add on Key Panels Each satellite is designed to have a label It is designed so you may indicate what functions have been programmed on the various satell...

Page 154: ...on Interface Module An add on interface module would be located on the underside of your extension in the rectangular opening on the underside of your extension designed for this purpose It is connected to your extension with a connector that features a rigid extender attached with three torx type screws that require an adapted screwdriver External ring devices both audible and visual are directly...

Page 155: ... to disconnect a headset cord it is recom mended that you use a screwdriver to depress the release tab on the RJ12 male connector Validating a Headset Connection Once a headset is connected to your extension you need to validate that it is indeed properly connected To do so í 1 z Simultaneously press and hold the C and 1 keys on your extension s keypad for 1 second Your extension s L3 line key sho...

Page 156: ...the flashing line key on which the call is presented Or to disconnect a call í Press the C key on your extension A new call is presented on your idle extension in the standard manner through an audible single discreet signal emitted over the headset rather than your extension s usual ring which is automatically de activated However according to the programming for your facility this signal heard i...

Page 157: ...Your Extension s Accessories MD Evolution Dialog 4223 Professional 158 ...

Page 158: ...0 System General Call Forward 130 System Management Abbreviated Dialling 136 System Management Access 134 System Management Date and Time 136 System Management Passwords 135 Automatic Call Back Automatic Call Back on Busy Condition 26 Automatic Call Back on No Answer Condition 27 Automatic Camp on on a Busy Extension 25 B Background Music Service 97 Broadcast Broadcasting an Announcement to a Grou...

Page 159: ... Log File Services Call Log File 46 Integrated Directory and Call by Name 44 Discrimination for Outgoing Calls 33 Do Not Disturb Do Not Disturb Call Forward 48 Do Not Disturb Override 119 Do Not Disturb Override 119 Door Phone 121 DTMF End to End Dialling 31 During a Call Operations Adjusting the Volume 36 Amplified Listening over Loudspeaker 34 Call Hold 42 Call Parking and Retrieving Parked Call...

Page 160: ...rward 48 Definition Call Forward on Busy Condition 48 Definition Call Forward on Mini Message 48 Definition Call Forward on No Answer and Busy Conditions 48 Definition Call Forward on No Answer Condition 48 Definition External Call Forward 48 Definition Fixed Call Forward 48 Definition Immediate Call Forward 48 Definition Internal Call Forward 48 Definition Predefined Variable Call Forward 48 Defi...

Page 161: ... with Repertory Keys 23 Calling with the Call Log File 24 DTMF End to End Dialling 31 Ending a Call 32 External Calls Discrimination 33 External Calls Least Cost Routing LCR 33 Internal Calls Call Follow up 25 Last External Number Redial 24 Substitution or Signature Call in 30 Temporary Protection Calling with 29 P Permanent Protection Permanent Phonic Protection 29 Protection against Automatic Ca...

Page 162: ... to Night 128 T Temporary Protection Calling with 29 Text Messages Services of Call Forward on Mini Message Absence 62 Receiving a Mini Message 61 Sending a Mini Message 60 Third Party Call Forwards 123 Tones Rings and Voice Announcements 14 U Unified Messaging 80 User Password Password Re initialisation 135 User Programming 113 V Voice Announcements and Tones 14 Voice Mail Services Attendants Com...

Page 163: ... provides the instructions on how to install and maintain your extension and its different potential accessories Your Dialog 4223 Professional extension is also the subject of a two sided Quick Reference Guide This summarises the main operating procedures for the services offered by your extension If you would like a copy contact your system administrator to obtain a copy As with this present guid...

Page 164: ...165 MD Evolution Dialog 4223 Professional Quick Reference Guide Notes ...

Page 165: ...on without prior notice For questions regarding the product please contact your Aastra Certified Sales Partner Also visit us on http www aastra com Aastra Telecom Sweden AB 2008 All rights reserved EN LZTBS 102 1950 R81A ...