Aastra Dialog 4422, User Manual

Page 1: ...ting 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 th...

Page 2: ...EN LZT 103 71 R7A Aastra Telecom Sweden AB 2008 All rights reserved...

Page 3: ...hone Log On Off 20 Incoming Calls 29 Outgoing Calls 34 Call List 44 During Calls 46 Call Forwarding 51 Absence Information optional 61 Messages 63 Group Features 68 Other Useful Features 70 Settings 7...

Page 4: ...res of the Dialog 4422 IP Office as it is programmed at delivery from the factory There may be some differences in the way your phone is programmed Please consult your system administrator if you need...

Page 5: ...le 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...

Page 6: ...d 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...

Page 7: ...Description Description Conference Transfer Inquiry Line 2 Line 1 Free on 2nd Message Follow me Settings Call List ABC DEF GHI JKL MNO PQRS TUV WXYZ Dialog 4422 IP Office 1 3 4 5 6 7 8 9 10 11 12 13 1...

Page 8: ...s or for assigning the features Callback Call Pick up Call Waiting and Intrusion See sections Programming of function keys on page 77 and Key Monitoring on page 73 3 Follow me Indicates an activated F...

Page 9: ...key is used for handsfree connection By pressing and holding it down for 4 seconds the loudspeaker preset mode is activated a Activate Monitor Preset See section Headset Preset on page 92 b Used as se...

Page 10: ...ith 17 programmable keys One panel can be connected see section Key panel optional on page 89 The keys can be used as function keys or Monitoring keys see sections Programming of function keys on page...

Page 11: ...below shows which key to press in each situation Lamp indications Up Previous Erase Down Next Change No Cancel Exit Log Off Keep pressed for at least 1 sec Yes Select Store Log On Extinguished lamp T...

Page 12: ...he tones shown in this section are the most used tones worldwide Many markets use a differing tone for one or more situations Dial tone Special dial tone Ring tone or queue tone Busy tone Congestion t...

Page 13: ...signals worldwide Many markets use signals that are adapted for the local standards If you get a signal that is not described or you cannot identify ask your system administrator The Monitoring keys c...

Page 14: ...proximately 2 rows with 20 characters each However the number of rows and characters per row depend on the character size and the font You can change the display menu language and the date time presen...

Page 15: ...party The media speech and the signalling are encrypted The following symbols can be shown in other display menus Examples of the Call List menu New missed call Incoming call Example of the Date Forma...

Page 16: ...e phone idle mode When your phone is in idle mode the display shows the time and date information on the first row and your name and extension number on the second row In the example below the extensi...

Page 17: ...able and number When the dialed number is busy the display will look like this If the called party s phone is diverted the Follow me information and the answering extension name and number are shown i...

Page 18: ...ng If the number for an external call is not available the display shows External instead of the number If a diverting extension is calling the diversion information and the calling party s name and n...

Page 19: ...tion Unit 3 Hearing Level Network Time Format Date Format Display menus Explanations 1 Only shown if there are no function keys that can be programmed 2 Only shown if there are one or more function ke...

Page 20: ...e may be different from phone to phone Check the display on your phone and read the required sections in this chapter to continue with the start up procedure When the phone is connected to the network...

Page 21: ...be changed by the system administrator z Enter your user identity The Minus key is used to remove a wrong entry Press z Enter your PIN or password The Minus key is used to remove a wrong entry Note Th...

Page 22: ...up the procedure by pressing the Speaker key The administrator mode is used to change the IP settings in your phone This mode is reserved for your system administrator The display now indicates that...

Page 23: ...ure by pressing the Speaker key Press to update the software Yes The software is loaded from the server This takes about 60 seconds The phone is then ready for use or ready for log on To log on see se...

Page 24: ...default number as in option 2 but you can log on with your own extension number and get your personal categories This option can be used in a Free Seating environment See also section Free Seating on...

Page 25: ...ing used by previous user remains until changed The request to enter a password can be changed contact your system administrator The password is obtained from and can only be changed by the system adm...

Page 26: ...Press to confirm If a PIN or password is not required the display shows your name and extension number and the phone is ready for use If a PIN or password is required z Enter your PIN or password The...

Page 27: ...he word is written in lower case Every new word starts with an upper case character that is after a space has been entered However you can force the phone to enter all characters as upper case only or...

Page 28: ...g off Reset the phone If your phone does not work properly you can use the following procedure to reset the phone This procedure will also clear the Call List After the procedure you must log on again...

Page 29: ...ve calls on Line 1 u Lift the handset On Line 2 or Monitoring key u Lift the handset Line 2 Press the flashing Line 2 key If you have an ongoing call Line 1 the first call is put on hold or Jim press...

Page 30: ...Note You can change the ring signal for the Monitoring key see section Change ring signal for a Monitoring key on page 87 Press to terminate a handsfree call On another extension You can answer a cal...

Page 31: ...ing call Line 2 Press to answer The first call is put on hold Line 1 Press to switch back to the first call The second call is put on hold You are connected to the first caller Press to terminate the...

Page 32: ...lell Ringing can be temporarily disabled by the phone user using the feature Internal Follow me See also section Internal Follow me on page 51 Note If an extension part of a parallel ringing list trie...

Page 33: ...the following procedure to restore dial 21 U K 2 and press the Clear key If you want to restore Parallel Ringing for all phones defined in the list follow the procedure for restoring the feature from...

Page 34: ...tion Speed Dialing on page 41 How to make internal and external calls u Lift the handset and proceed depending on call type Internal calls z Dial the extension number External calls 0 Dial the digit o...

Page 35: ...he number You are connected via the loudspeaker and microphone Press to terminate a handsfree call Monitoring Dialog 4422 v 1 phone only You can monitor the progress of an outgoing call With the hands...

Page 36: ...menu with the text For SOS calls dial 112 is displayed z Dial the SOS number Your phone is automatically logged on to make the SOS call Notes If the message For SOS calls dial 112 is not shown on the...

Page 37: ...ess z Dial the digit or digits to get an external line and the external number Last External Number Redial When you initiate an external call the system automatically stores all the dialed digits irre...

Page 38: ...on If you do not want your name and number to be displayed to the person you are calling use the following procedure Notes This feature is only available in newer versions of the telephone system and...

Page 39: ...service is cancelled While waiting for the Callback you can make and receive calls as usual u Lift the handset when you are called back The system calls the extension Note Callbacks can be activated...

Page 40: ...ss Activate Call Waiting If you urgently wish to contact a busy extension or external line you can notify by a Call Waiting signal 5 Press Note France and Finland press 6 Sweden press 4 Keep handset o...

Page 41: ...extension programmed by your system administrator If Intrusion is not allowed you will continue to receive a busy tone Bypass If this feature is allowed from your extension you can bypass an activate...

Page 42: ...a function key To program a key see section Programming of function keys on page 77 u Lift the handset Head office Press the function key This function key is preprogrammed by you Dial by a Monitoring...

Page 43: ...you can do this via the PC application My Dialog 4000 Contacts see section Add Microsoft Outlook Contacts on page 94 Example To find and call Zeb Macahan In idle mode 9 Press and hold the key The ava...

Page 44: ...phone or if you reset the phone Call List Press to access the Call List If you have new missed calls in the Call List this key lamp flashes until you press it The Call List is displayed see example C...

Page 45: ...n for example 1 07 one minute and seven seconds Bar indicator Indicates the shown part of the total list and where that part is positioned in the total list Call symbol types or New missed call s Indi...

Page 46: ...room listen to your phone conversation You speak in the handset while the other party s voice is heard in the loudspeaker During an ongoing conversation Press to switch between loudspeaker and handse...

Page 47: ...ook Press Conversation via the handset Mute Press to switch the microphone on or off When the lamp is on the person on the line cannot hear what is being said near to your phone Hold You can temporari...

Page 48: ...ence or end one of the calls Press to end the Inquiry call The third party is disconnected Line 1 Press to return to the first call Refer Back The Line key lamp flashes for the call put on hold The di...

Page 49: ...With this procedure you can include up to seven parties in a conference Only the conference leader the person initiating the conference can admit participants The conference tone will be heard every...

Page 50: ...ence members d Replace the handset to leave the conference Note When the conference leader leaves the conference the conference will continue with the other included parties The conversation is change...

Page 51: ...outgoing calls and you will hear a special dial tone when you lift the handset Order from your own extension Note The Follow me key is only used as a an indicator that Follow me is activated Follow me...

Page 52: ...ote Internal Follow me must be ordered from your own extension before you can redirect from answering position 21 z Dial enter your own extension number and press Note U K dial 2 No z Enter the answer...

Page 53: ...be used for outgoing calls and you will hear a special dial tone when you lift the handset Order Note The Follow me key is only used as a an indicator that Follow me is activated Follow me cannot be...

Page 54: ...by your system administrator See section To design and order your search profiles on page 57 When the feature is activated incoming calls are transferred to your selected phones or back up services i...

Page 55: ...Press The display shows the chosen search profile digit Note When another party is included in the activated profile for instance a colleague or an operator always remember to inform them about your a...

Page 56: ...al tone 75 Dial z Enter the Authorization Code and press z Dial your own extension number and press Dial tone 10 Dial z Dial your own extension number and press 1 5 Press the search profile digit d Pr...

Page 57: ...r own extension number and press Dial tone 10 Dial z Dial your own extension number and press d Replace the handset To design and order your search profiles The search profiles are installed or change...

Page 58: ...lls might end up unanswered Consider what should happen while you are busy on a phone The available options are Activate Free on 2nd if available Follow me to Voice Mail Follow me to the operator If a...

Page 59: ...Mobile External Voice Mail Operator and so on Profile 2 At home Search order Type of telephone or Answering position Telephone number Ring time seconds 1 Desk 1234 10 2 Cordless 5234 15 3 Voice Mail...

Page 60: ...phone or Answering position Telephone number Ring time seconds 1 2 3 4 Search order Type of telephone or Answering position Telephone number Ring time seconds 1 2 3 4 Search order Type of telephone or...

Page 61: ...dial tone when you lift the handset Order Example Back on September 15 0915 23 Dial 0 9 Enter the absence code Note The absence codes consist of one digit The absence code assigned to each digit depen...

Page 62: ...15 Press and enter the date or time of the other person s return Press The display on the other person s extension shows the selected reason and if entered time or date of return Cancel for another ex...

Page 63: ...extension if this feature is allowed If there is a message waiting the Message key lamp is on and you will hear a special dial tone after lifting the handset Answer Message Press A call is initiated t...

Page 64: ...your phone is assigned this feature and if it is diverted to an interception computer the Message key lamp is on when there are messages stored for you in the computer The messages will be printed ou...

Page 65: ...ure it is recommended to program Voice Mail as the last answering position for all search profiles When you enter your mailbox you will hear recorded instructions on how to handle listening recording...

Page 66: ...mber to the Voice Mail system If you are asked to enter your security code if the phone you are using has a mailbox of its own Press z Dial your mailbox number normally your office extension number z...

Page 67: ...u have too many messages stored you will first be asked to delete saved messages Recorded instructions ask you to press different digits in order to listen to caller s messages record your own greetin...

Page 68: ...any member can answer any individual call to group members u Lift the handset 8 Press to answer Notes One Call pick up group can serve as an alternative to another group Calls to the alternative group...

Page 69: ...extensions Calls to the group will be indicated at a free extension in the group When you leave the group temporarily you make your phone unavailable for incoming calls To leave the group temporarily...

Page 70: ...Code and press Dial tone Note Finland and Norway dial 71 Code z Dial the digit or digits to get an external line and the external number Ongoing external call When used to charge a call it is also po...

Page 71: ...External Follow me Manual Message Waiting Absence Information Order 001 Dial Press Emergency mode In the event of an emergency the operator can set the telephone system into Emergency mode during whic...

Page 72: ...ommon Night Service All incoming calls to the operator are transferred to one specific extension Answer the call in the normal way Individual Night Service Selected external calls to the operator are...

Page 73: ...icated on the Monitoring key 1 The monitored extension is free lamp is off 2 The monitored extension has an incoming call lamp is flashing fast 3 The monitored extension is busy lamp is on 4 The monit...

Page 74: ...d telephone network PSTN before a call is disconnected If the calling subscriber clears the call the external line can be held for a limited period of time to invoke the malicious call tracing MCT The...

Page 75: ...with pound key and star key or a mobile phone adapted for dial tone pulses DTMF After a completed DISA call you must hang up before a new DISA call can be made There are different procedures depending...

Page 76: ...col based telephone and one for H 323 protocol based telephone In order to know which User Guide to use you need to check which protocol is used in your telephone To check the used protocol Press the...

Page 77: ...on the function keys for easy access When you want to use the feature or phone number just press the key Certain features must be preprogrammed by your system administrator Note To be able to program...

Page 78: ...n continue programming another function key repeat from Press the function key to program If you want to erase the number assigned to a key do not enter a new number just press the Speaker key Press t...

Page 79: ...layed from the phone itself will be in the chosen language Change display menu language default English Settings Press Press Repeat until the Language menu is framed Press Display menus is framed Pres...

Page 80: ...enu is framed Press The current date presentation is framed and marked Press until the desired date format is framed Note The Clear key can be used to leave the menu without saving the changes Press t...

Page 81: ...esentation Settings Press Press Repeat until the Time date menu is framed Press The Time Format menu is framed Press The current time presentation is framed and marked Press to change between the 12 h...

Page 82: ...Repeat until the Ring Character menu is framed Press The current tone character is displayed 0 9 Press a digit to select a new character The phone rings with the chosen character Note The Clear key c...

Page 83: ...ress Press Repeat until the Display Contrast menu is framed Press The display shows Press to decrease or increase the contrast Note The Clear key can be used to leave the menu without saving the chang...

Page 84: ...lel with the ring signal A free on second call does not activate the extra bell feature Busy Signal The busy signal is activated when your phone is busy during calls The feature can be used to control...

Page 85: ...handset and loudspeaker volume level is stored Hearing level settings It is possible to get an increased hearing level of 6 dB in the handset and headset Settings Press Press Repeat until the Hearing...

Page 86: ...ring signal is switched off for the current call and your phone is automatically set to Silent Ringing Silent Ringing If you do not want to be disturbed by the ring signal but still want to be able to...

Page 87: ...o program The extension number of the phone that is monitored is shown together with the current type of ring signal for the key Press to change Press to change between the ring signals Silence Period...

Page 88: ...Settings Dialog 4422 IP Office 88 Network settings In the Network menu you can check all the network settings These settings can only be changed by your system administrator...

Page 89: ...s and features If you do not know which version of the telephone system you are using ask your system administrator To install the key panel see section Installation on page 104 Note The key panel mus...

Page 90: ...also press the flashing Line key to answer the call See section Headset Preset on page 92 Press to terminate the headset call Make calls z Press and dial the number The Headset key lamp is turned on...

Page 91: ...When the Loudspeaker key lamp is on the Group Listening is active From headset to monitoring Dialog 4422 v 1 phone only Press The Loudspeaker key lamp is turned on Press From monitoring to headset Di...

Page 92: ...by pressing a Line key Notes Independent the type of preset setting when you lift the handset the call is always connected to the handset Also monitoring works as usual that is when the Loudspeaker ke...

Page 93: ...cribed in section Handset and loudspeaker volume on page 85 Pull out leaf optional The pull out leaf is used for a personal phone number list and is installed under the phone To install the pull out l...

Page 94: ...with area and country code including the international sign Install My Dialog 4000 Contacts The PC application must be installed on your PC network access required your system administrator should pro...

Page 95: ...ble Microsoft Outlook contacts are listed on the left side and all contacts already in Contacts in your phone are listed on the right side Mark the required contacts on the left hand side and click Se...

Page 96: ...mber in the list and delete items For the Dialog 4422 v 2 phone it is also possible to add numbers to Contacts Settings Add change and delete Dial by function key numbers for the programmable keys Set...

Page 97: ...ented here framed with red circle below Settings Press Press Repeat until the Network menu is framed Press The display shows the web address the address is an example Press to frame the web address Pr...

Page 98: ...shows Note If you have entered the same web address you previously used and you could not access the web server then check the address on your phone display If your phone has been plugged off for a fe...

Page 99: ...ick to show the sub menus Log off Click to log off from the web server User name Dialog 4422 v 1 phone only User s name in display Click to show the user name Edit Click Enter the new name and your ex...

Page 100: ...ts To edit or delete a name and number Contacts Click to show the Contacts Name Click on the name you want to edit or delete Make the changes and click to save or click to delete the current name and...

Page 101: ...e name and the number to Contacts Dialog 4422 v 2 phone only or click to delete the current name and number or click to call the number or click to exit the edit and delete menu without any changes To...

Page 102: ...program a key that has not been programmed _ Click for the key to be programmed 12345 Enter the number or code example Click to save The key table is shown with the new number or code To edit a progr...

Page 103: ...level is shown in bold characters Click to change the level The hearing level is changing between Standard and Increased Click to return Settings Ring signal tone character Dialog 4422 v 2 phone only...

Page 104: ...into LAN If an external power adapter is used this has to be plugged into POWER You can put the cable to the handset into the notch underneath the telephone When only one single wall terminal for the...

Page 105: ...ange cables To remove a cable use a screwdriver to unlock the stop Install stands and adapt telephone Aastra product number Power rating Supplier Supplier product number RES 141 312 1 20VA 230V 24V To...

Page 106: ...se the Designation Card Manager to make and print your own designation cards DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from http www aastra com For more informatio...

Page 107: ...le using a finger or a blunt tool Make sure the connector fits before pressing it down 2 Press where the arrows are pointing until you hear a Click sound 3 Install the stands as shown in the picture i...

Page 108: ...the DCM Designation Card Manager to make and print your own key panel designation cards DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from http www aastra com For more...

Page 109: ...ice Installation Install pull out leaf optional 1 Remove the protective film from the guiding rails 2 Attach the guiding rails to the bottom of the phone observing the direction of the cut corner 3 In...

Page 110: ...useful for instance in conference rooms or public areas 1 Use a screwdriver to remove the handset hook 2 Turn the hook upside down and insert 3 Use a screwdriver to remove the two plastic covers 4 Dri...

Page 111: ...Place screws according to measurements and mount the phone Placing the phone Do not expose your phone to direct sunlight for long periods Keep the phone away from excessive heat and moisture Cleaning...

Page 112: ...tem error Fault Display Probable cause Action or comment The phone is locked Disturbance on the network Press the Clear key Mute key and simultaneously for one or two seconds This will restart the pho...

Page 113: ...inistrator Idle mode The state your phone is in when nothing is activated not calling not ringing not forwarded and so on LAN Local Area Network Speed Dialing number Abbreviated number or short number...

Page 114: ...presentation 80 Declaration of conformity 5 Description 7 Display information 14 Lamp indications 11 Menu structure Settings 19 Tones and signals 12 Dial by a function key 42 Dial by a Monitoring key...

Page 115: ...Presentation Restriction 38 O Option unit 84 Other useful features 70 Outgoing calls 34 Bypass 41 Call Waiting 40 Callback 39 External calls 34 Handsfree 35 Individual External Line 37 Internal calls...

Page 116: ...Dialing 41 Start the phone LAN access control network authentication 21 Log off 28 Log on 24 Startup procedure 20 Update software 23 T Time presentation 81 To access your IP phone from a PC 98 Tones...

Page 117: ...tion 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...