Dialog 4422 IP Office
IP Telephone for MX-ONE™ and MD110
User Guide
Cover Page Graphic
Place the graphic directly on the page, do not care about
putting 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!)
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EN/LZT 103 71 R8A
© Aastra Telecom Sweden AB 2009. All rights reserved.
Table of Contents
Table of Contents
Welcome .......................................................... 4
Important User Information ............................... 6
Description ....................................................... 7
Start the Phone — Log On/Off ......................... 20
Incoming Calls ............................................... 29
Outgoing Calls ............................................... 34
Call List .......................................................... 44
During Calls .................................................... 46
Call Forwarding .............................................. 52
Absence Information (optional) ....................... 62
Messages ...................................................... 64
Group Features .............................................. 69
Other Useful Features ..................................... 71
Settings .......................................................... 77
Accessories ................................................... 90
Add Microsoft Outlook Contacts ..................... 95
Web Server .................................................... 97
Installation .................................................... 105
Troubleshooting ............................................ 113
Glossary ....................................................... 114
Index ............................................................ 115
Dialog 4422 IP Office
3
Welcome
Welcome
Welcome to the user guide for the Dialog 4422 IP Office IP
telephone that conforms to the H.323 standard.
This guide describes the available features of the telephone when it
is connected to MX-ONE™ or MD110.
The functions and features available with this telephone are
designed for easy use in all different telephone handling situations.
The user guide describes the functions and features 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
further information.l
Note: The Dialog 4422 IP Office exists in two versions,
version 1 and version 2. Underneath the telephone, version
1 is marked DBC 422 01 and version 2 is marked DBC 422
02. Check to see which version you are using.
Some markets use differing codes for some features. In this guide
they are described using the most common code.
The latest version of the user guide can be downloaded from:
http://www.aastra.com
4
Dialog 4422 IP Office
Welcome
Copyright
All rights reserved. No parts of this publication may be reproduced,
stored in retrieval systems, or transmitted in any form or by any
means, electronic, mechanical, photocopying, recording or
otherwise, without prior written permission of the publisher except
in accordance with the following terms.
When this publication is made available on Aastra media, Aastra
gives its consent to downloading and printing copies of the content
provided in this file only for private use and not for redistribution. No
parts of this publication may be subject to alteration, modification
or commercial use. Aastra will 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 A PARTICULAR PURPOSE. Aastra shall not be liable for
errors contained herein nor for incidental or consequential
damages in connection with the furnishing, performance or use of
this material.
Declaration of conformity
Hereby, Aastra Telecom Sweden AB, SE-126 37 Hägersten,
declares that this telephone is in conformity with the essential
requirements and other relevant provisions of the R&TTE
directive 1999/5/EC.
Details to be found at: http://www.aastra.com/sdoc.
Dialog 4422 IP Office
5
Important User Information
Important User Information
Safety instructions
Save these instructions.
Read these safety instructions before use!
Note: When using your telephone or connected
equipment, the following basic safety precautions should
always be followed to reduce risk of fire, electrical shock
and other personal injury.
•
•
•
•
•
•
•
•
•
•
•
Follow instructions in the equipment's user guide or other
documentation.
Always install equipment in a location and environment for which it is
designed.
For mains powered telephones: Only operate with the mains power
voltage indicated. If you are uncertain of the type of power supplied to the
building, consult property management or your local power company.
For mains powered telephones: Avoid placing the telephone's power
cable where it can be exposed to mechanical pressure as this may
damage the cable. If the power supply 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 the
equipment.
Do not use the telephone to report a gas leak in the vicinity of the leak.
Do not spill liquid of any kind on the product or use the equipment near
water, for example, near a bathtub, washbowl, and kitchen sink, in a wet
basement or near a swimming pool.
Do not insert any object into equipment slots that is not part of the
product or auxiliary product.
Do not disassemble the product. Contact a qualified service agency
when service or repair work is required.
Do not use a telephone (other than cordless type) during an electrical
storm.
Disposal of the product
Your product should not be placed in municipal waste. Please check local
regulations for disposal of electronic products.
6
Dialog 4422 IP Office
Description
Description
19
1
Dialog 4422 IP Office
7
Conference
8
Transfer
Settings
2
Follow me
3
Message
4
Line 2
Free on 2nd
5
Line 1
Call List
6
Inquiry
9
21
DEF
ABC
16
GHI
JKL
MNO
PQRS
TUV
WXYZ
17
15
11
10
12
14
13
20
18
Dialog 4422 IP Office
7
Description
1
Display
See section “Display information” on page 14.
2
Settings
Used to enter or leave setting mode. See sections “Settings” on
page 77 and “Menu structure (Settings)” on page 19. This feature is
mandatory and is programmed to this position by default.
Keys 3-8
Preprogrammed keys / Function keys / Monitoring keys
The keys are programmed with the specified default features (see
below). The features can be moved to any other programmable
function key by the system administrator.
The features can also be removed from the keys (by your system
administrator). In this case you can program frequently used
features and phone numbers on the keys.
The keys can also be used as Monitoring keys or for assigning the
features Callback, Call Pick up, Call Waiting and Intrusion.
See sections “Programming of function keys” on page 78 and “Key
Monitoring” on page 74.
8
3
Follow-me
Indicates an activated Follow-me. Also used to deactivate Followme. See section “Call Forwarding” on page 52.
4
Message
Message indication key. When the key lamp is on, press the key to
retrieve the message. See section “Messages” on page 64.
5
Free on 2nd
Allow a second call to be received when you already have an active
call. See section “Answer a second call during an ongoing call” on
page 31.
6
Call List
Used to access the list of outgoing and incoming calls. When the
key lamp is flashing, there are unanswered incoming calls. See
sections “Redial calls from the Call List” on page 38 and “Call List”
on page 44.
7
Conference
Establish a conference. See section “Conference” on page 50.
8
Transfer
Transfer calls. See section “Transfer” on page 50.
Dialog 4422 IP Office
Description
9
Triple Access Line
Handle calls. Line 1 and Line 2 are available both for incoming and
outgoing calls. Inquiry can only be used for outgoing calls.
10
Mute
a) Switch the microphone on or off during a call. See section
“Mute” on page 47.
b) Switch off the ring signal in idle mode or when ringing. See
sections “Mute ring signal” on page 87 and “Silent Ringing” on
page 87.
11
Volume control keys / Navigation keys
a) Adjust the volume. See section “Settings” on page 77.
b) Navigate in setting mode. See section “Settings” on page 77.
c) Navigate the Call List. See section “Redial calls from the Call
List” on page 38.
For a description on how to use the Navigation keys, see section
“Hidden key functions” on page 11.
12
Speaker key / Select key / Log on key
The Speaker 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 93.
b) Used as select key in setting mode. See section “Settings” on
page 77.
c) Log on to the system. See section “Start the Phone — Log On/
Off” on page 20.
For a description on how to use the Select key and Log on key, see
section “Hidden key functions” on page 11.
Dialog 4422 IP Office
13
Headset key
Handle headset calls and activate Headset Preset. See section
“Headset (optional)” on page 91.
14
Clear key / Exit key / Log off key
a) Disconnect calls or exit a feature. Can always be pressed instead
of replacing the handset.
b) Exit setting mode. See section “Settings” on page 77.
c) Log off from the system. See section “Start the Phone — Log On/
Off” on page 20.
For a description on how to use the Exit key and Log off key, see
section “Hidden key functions” on page 11.
15
Microphone (Dialog 4422 v. 2 phone only)
Used for handsfree conversation.
9
Description
16
Loudspeaker
17
Handset
Supplied with hearing aid feature as standard.
Please note: The handset can attract and trap small metal
objects in the earcap region.
18
Pull-out leaf for easy guide (optional)
See section “Pull-out leaf (optional)” on page 94.
19
Power adapter connection
See section “Start the Phone — Log On/Off” on page 20.
20
Key panel (optional, Dialog 4422 v. 2 phone only)
With 17 programmable keys. One panel can be connected, see
section “Key panel (optional)” on page 90. The keys can be used
as function keys or Monitoring keys, see sections “Programming of
function keys” on page 78 and “Key Monitoring” on page 74.
Use the Designation Card Manager to make and print your own key
panel designation cards, see below.
21
Designation card
Use the DCM (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 information, please contact your Aastra Certified Sales
Partner.
10
Dialog 4422 IP Office
Description
Hidden key functions
The Volume key, Loudspeaker key and Clear key have some
hidden features that are not shown on the keys. Only the standard
symbols are shown (Volume, Loudspeaker and C).
The picture below shows which key to press in each situation:
Up
Previous
Erase
Yes
Select
Store
Log On
Down
Next
Change
No
Cancel
Exit
Log Off *
* Keep pressed for at least 1 sec
Ô
ÕÔ
ÖÔ
ÖÔ
ÕÔ
Dialog 4422 IP Office
Lamp indications
Extinguished lamp
The feature is not active.
Steady light
The feature is active or the multiple
represented line is busy.
Slowly flashing lamp
The line (or feature) is put on hold.
Rapidly flashing lamp
An incoming call.
Light with short breaks
Ongoing call.
11
Description
Tones and signals
The following different tones and signals are sent from the
telephone system to your phone.
Tone characteristics
The 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 tone
Number unobtainable tone
Call waiting tone
or verification tone
Intrusion tone
Conference tone
every 15 seconds (to all parties)
Hold tone
Connection in progress tone
12
Dialog 4422 IP Office
Description
Ring signals
Three different ring signals inform you about the type of the
incoming call. The signals shown in this section are the most used
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.
Internal ring signal
External ring signal
Recall signal
(Callback reminder)
The Monitoring keys can be programmed with other ring options,
see section “Change ring signal for a Monitoring key” on page 88.
Dialog 4422 IP Office
13
Description
Display information
The display gives you feedback information such as time and date,
traffic state and connected phone numbers. The following pages
show examples of information displays from different telephone
states.
Note: All names and numbers presented on the displays in
this user guide are examples.
When an information ends with an exclamation mark (!), this means
that no further action is possible.
Your phone has a graphical display which has approximately 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
presentation, see section “Settings” on page 77.
Depending on the traffic state the upper display row shows:
•
Time and date
•
Traffic state
•
Display symbols (except volume level bar)
•
Call on hold name or number
Depending on the traffic state the lower display row shows:
•
User's name and number
•
Calling/Called name and number
•
Absence reason
•
Volume level bar
During start and log on, when the display shows the Call List, or
when the phone is in setting mode, the display is adapted to fit
each situation.
14
Dialog 4422 IP Office
Description
Display symbols
Traffic status is indicated by the following symbols on the display:
Volume level bar.
Indicates the ring signal volume in idle or ringing mode, or in
speech mode, the loudspeaker or earpiece volume. See section
“Settings” on page 77.
Access warning.
Flashes when the access to system services is reduced (some
system services does not work). See section “Troubleshooting” on
page 113.
Security.
Indicates that the ongoing call is secure between the A and B 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
12:24 am 28-09
R Torres
4177
Incoming call
15:02 am 28-09 1:08
R Torres
4177
Example of the Date Format menu:
12 09 2008
12 Sep 2008
or
or
New missed call(s).
Indicates new missed and not checked incoming call(s). The
number beside the symbol indicates how many times this caller has
tried to call you.
Missed call(s).
Indicates missed but checked incoming call(s). The number beside
the symbol indicates how many times this caller has tried to call
you.
Incoming call.
Indicates an answered incoming call.
Outgoing call.
Indicates an outgoing call.
Dialog 4422 IP Office
15
Description
Bar indicator.
Indicates the shown part of the total list and where it is positioned
in the total list.
12 09 2008
Selection frame.
Indicates the subject to be called or selected in the list.
Setting indicators.
Filled symbol indicates the current setting in the shown list.
Idle 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 extension
number for J Smith is 3232.
J Smith
12:24 12 Sep 2008
3232
Unanswered phone calls are indicated on the idle phone display.
1 Missed
J Smith
3232
An activated Follow-me is also indicated on the idle phone display.
FollowmeTo 3333
J Smith
3232
Smith (3232) has activated a Follow-me to 3333.
16
Dialog 4422 IP Office
Description
Outgoing call
When you make an outgoing call on your phone, the display shows
the traffic information and the dialed name (if available) and number.
Calling
A Andersson
3345
When the dialed number is busy, the display will look like this.
Busy
A Andersson
3345
If the called party’s phone is diverted, the Follow-me information
and the answering extension name and number are shown.
> is the Follow-me symbol.
A Andersson >FollowMe
B Brown
4260
The call to Andersson (3345) is directly diverted to Brown (4260).
Dialog 4422 IP Office
17
Description
Incoming call
When you receive an incoming call, the display shows the calling
party’s name (if available) and number. The name and number are
flashing. If the number for an external call is not available, the
display shows External instead of the number.
Incoming
3345
A Andersson
If a diverting extension is calling, the diversion information and the
calling party’s name and number (flashing) are shown.
> is the Follow-me symbol.
A Andersson >FollowMe
4260
B Brown
Brown (4260) has called Andersson and the call is directly diverted
to you.
18
Dialog 4422 IP Office
Description
Menu structure (Settings)
Menu structure for each of the menus that can be selected when
the Settings key has been pressed. When you are navigating the
menus, a selected menu is marked with a black frame. Use the
Speaker key, the Volume keys and the Clear key to navigate in the
menus, see section “Hidden key functions” on page 11.
Protocol / SW version
Information
Function Keys
Programmable Keys
Ring Character
Time & date
Language
Display Contrast
Log Off Restriction 4
Option Unit 3
Hearing Level
Network
Press the key to check
2
Press the key to program
Enter new character (0-9):
Time Format
Date Format
Display menus
Extra Bell
Busy Signal
Combined Bell/Busy
Standard
Increased
LAN access ctrl. 4
DHCP 4
Web address <xxx>
IPadd 4
Mask 4
D GW 4
SW server, DHCP 4
SWsrv 4
Proxy Server 4
Proxy 4
Proxy Port 4
GK Discovery 4
GK 4
Password
VLAN for LAN 4
VLAN for PC 4
Explanations
1)
2)
3)
4)
Dialog 4422 IP Office
Only shown if there are no function keys that can be programmed.
Only shown if there are one or more function keys that can be programmed.
Only available for Dialog 4422 v. 2 phone and if option unit is connected.
Only available to your system administrator.
19
Start the Phone — Log On/Off
Start the Phone — Log On/Off
Startup procedure
All the system settings for your IP phone must be set by the system
administrator before you can use the phone.
Connect the required cables.
See section “Installation” on page 105.
Note: Depending on the settings in your network and
telephone system, the start up procedure 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, your phone
automatically initiates the startup procedure when connected to the
mains.
Notes:
The phone does not work when a power failure occurs.
After a power failure the phone will automatically restart.
After a power failure the Call List is cleared.
When the telephone is starting up (booting) a connected PC
will loose it’s network connection for about 10 seconds.
20
Dialog 4422 IP Office
Start the Phone — Log On/Off
LAN access control (network authentication)
(Dialog 4422 v. 2 phone only).
Your telephone might require a network authentication to gain
access to the network. In this case you must enter a valid user
identity and PIN or password.
Note: The user identity and password used for the network
authentication is not the same user identity and password
you use to log on. The password is obtained from, and can
only be changed by the system administrator.
z
z
LAN access control
Enter user ID:
Enter your user identity.
(The Minus key is used to remove a wrong entry.)
Press.
Enter your PIN or password.
(The Minus key is used to remove a wrong entry.)
Note:
The password can be entered with letters or numbers, see
section “Entering letters and numbers” on page 27.
The PIN is the same as the Individual Authorization Code.
Only digits can be used as PIN. The PIN must be four digits
or more.
Press.
If your user identity and password are accepted, the phone
continues with the startup procedure.
Note: If your user identity and password are not accepted,
contact your system administrator.
Dialog 4422 IP Office
21
Start the Phone — Log On/Off
Continued startup procedure
The display shows:
Use administrator mode
to change IP settings (x)
The x indicates a timer counting down from 5 seconds. If no key is
pressed during this time, “no change” is selected automatically.
Notes:
You can speed 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 the phone is connecting to the
server and the software is loading. This takes about 1 minute. After
a self test, the phone is ready for use or ready for log on. To log on,
see section “Log on” on page 24.
22
Dialog 4422 IP Office
Start the Phone — Log On/Off
Update software
If new software has to be loaded into your phone, the display is
showing this. When new application software is available, the
following display is shown:
A new application version
is available, update? (x)
The x indicates a timer counting down from 60 seconds. If no key
is pressed during this time, “Yes” is selected automatically.
Note: You can speed up the procedure 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 section “Log on” on page 24.
Note: It is important that you do not disconnect the power
to the phone while the new software is being downloaded
and saved. If a power failure occurs, the software must be
downloaded again.
If you want to continue to use the previously stored setting:
Press to use the current version of the software (=No).
Dialog 4422 IP Office
23
Start the Phone — Log On/Off
Log on
If your phone requires a log on, there are three log on options:
1
2
3
You are allowed to log on and log off the phone. This is the most
common option.
The telephone is always logged on with a default number. You
cannot log on or off. This option can be used for phones in
conference rooms, receptions and so on.
The telephone is always logged on, with a 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 28.
Option 1
The log on menu is displayed:
For SOS calls, dial 112
Log on with: 4316
If the SOS call feature is disabled, the text For SOS calls, dial
112 is not shown. The number for SOS calls might vary between
countries. See section “SOS calls (Emergency calls)” on page 36.
The extension number that was used for the last log on is
automatically shown.
If the displayed number is your number:
Press to log on.
24
Dialog 4422 IP Office
Start the Phone — Log On/Off
z
If the displayed number is not yours (the telephone has been
logged on by another person):
Dial your extension number.
The displayed number is automatically erased when you start
dialing. The display shows your entered digits. (The Minus key is
used to remove a wrong entry.)
Press to log on.
If a PIN or password is not required, the display shows your name
and extension number, and the phone is ready for use.
J Smith
12:24 12 Sep 2008
3232
If a PIN or password is required the display shows:
User not logged on!
Enter password:
Notes:
The last setting 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 administrator.
z
The PIN is the same as the Individual Authorization Code.
Only digits can be used as PIN. The PIN must be four digits
or more.
Enter your PIN or password.
(The Minus key is used to remove a wrong entry.)
Telephone version note: For Dialog 4422 v. 2 phone the
password can be entered with letters or numbers, see
section “Entering letters and numbers” on page 27.
Press to log on.
The display shows your name and extension number, and the
phone is ready for use.
Dialog 4422 IP Office
25
Start the Phone — Log On/Off
Option 2
The following idle mode menu is displayed, and the phone is ready
for use.
12:24 12 Sep 2008
Conference room
3000
Note: It is not possible to log off, when a phone has been
programmed according to this option.
Option 3
The phone is logged on with the default number. You can log on
with your own extension number and get your personal categories.
12:24 12 Sep 2008
7
Press to log on.
Press and hold the key for at least one second.
The text Change user? is displayed.
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.
z
If a PIN or password is required:
Enter your PIN or password.
(The Minus key is used to remove a wrong entry.)
Telephone version note: For Dialog 4422 v. 2 phone the
password can be entered with letters or numbers, see
section “Entering letters and numbers” on page 27.
Press to log on.
The display shows your name and extension number, and the
phone is ready for use.
Note: During the night, the phone is automatically logged
off, and then logged on again with the default number.
26
Dialog 4422 IP Office
Start the Phone — Log On/Off
Entering letters and numbers
You can see the most common letters above each key on the
phone. To get the letter A press key 2 once, for B press key 2
twice, to get C press key 2 three times, and so on.
Note: If the word to enter contains a digit, the digit can be
created by pressing the digit key for more than 1 second.
*
ì
By default, the first character you enter is written in upper case,
and the rest of the 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 lower case only, see below.
Press to switch between upper and lower case.
All entered characters are entered as upper or lower case. This is
only valid for the characters A-Z.
Press (-) to correct a wrong entry.
9
For the Dialog 4422 v. 2 phone, a square is shown around the
available characters. If you for example press , the following
character options are shown on the display:
wxyz9
Dialog 4422 IP Office
Press 9
A new character (w, x, y, z or 9) is selected each time you press the
key.
27
Start the Phone — Log On/Off
Log off
Press to log off.
Press and hold the key for at least one second.
The text Log off? is displayed.
Press to confirm (within four seconds).
• If your phone has been programmed according to option 1, the
log on menu is displayed.
•
If your phone has been programmed according to option 3, the
following idle mode menu is displayed.
12:24 12 Sep 2008
Conference room
3000
Note: If your phone has been programmed according to
option 2, it is not possible to log off.
Reset the phone
É#
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 to use the
phone.
Press all three keys simultaneously for at least one second to
reset the phone.
Free Seating
As you can log on to any IP phone in the network by using your
extension number, every IP phone automatically works as a free
seating telephone within the network. See also option 3 in section
“Log on” on page 24.
*11*
*
#
Note: Using the Free Seating feature by entering
Authorization Code extension No. , is not
applicable.
28
Dialog 4422 IP Office
Incoming Calls
Incoming Calls
Answer calls
A ring signal and a flashing lamp indicate an incoming call.
Note: If the feature Parallel Ringing is activated, the call will
ring on more than one phone, see section “Parallel Ringing”
on page 32.
On Line 1
u
u
Ö
Ô
Line 2
ÖÔ
Normally you will receive calls on Line 1.
Lift the handset.
On Line 2 or Monitoring key
Lift the handset.
Press the flashing Line 2 key
If you have an ongoing call (Line 1), the first call is put on hold.
or
Jim
press the flashing Monitoring key.
If you have an ongoing call (Line 1), the first call is put on hold.
Notes:
If a tone is heard, wait for the tone to stop before starting
the conversation.
You can change the ring signal for the Monitoring key, see
section “Change ring signal for a Monitoring key” on
page 88.
Dialog 4422 IP Office
29
Incoming Calls
Handsfree
ÖÔ
ÖÔ
(Dialog 4422 v. 2 phone only).
Line
Press the flashing Line key,
or
Jim
Press the flashing Monitoring key.
Note: You can change the ring signal for the Monitoring key,
see section “Change ring signal for a Monitoring key” on
page 88.
Press to terminate a handsfree call.
On another extension
uz
8
You can answer a call to another extension:
Lift the handset and call the ringing extension.
Busy tone.
Busy
A Andersson
Press.
3345
4
Note: France, press ; Sweden, press
6
Automatic Answer
The automatic answer feature means that incoming calls are
answered automatically in handsfree mode, without anyone having
to pick up the handset.
The automatic answer feature is enabled by the system
administrator, who can select one of the following two answering
options:
30
•
With delay: Speech connection is eastablished in handsfree
mode after one ring signal.
•
No delay: Speech connection is established directly in
handsfree mode.
Dialog 4422 IP Office
Incoming Calls
Settings
Ô
ì
Check if automatic answer is enabled:
Press.
Press.
Repeat until the Auto answer menu is framed.
Press.
The current setting is framed.
Press to return to the previous menu,
Settings
ÕÔ
or
press to return to idle mode.
Answer a second call during an ongoing
call
Free on 2nd
Ô
Ö
Ô
ÖÔ
You can receive another call, when Free on 2nd is activated.
Press to activate/deactivate.
When Free on 2nd access is active, the lamp is on.
When you have an ongoing call on Line 1, and Line 2 flashes to
indicate a new incoming 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 connected call.
Call Waiting
If the calling party has activated Call Waiting, you can receive a
second call even if Free on 2nd is not activated.
To answer the waiting call:
Dialog 4422 IP Office
31
Incoming Calls
ÖÔ
Press to terminate the connected call.
Your phone will ring to announce the waiting call.
Line
Press the flashing Line key to receive the new call.
Parallel Ringing
Note: This feature is only available in newer versions of the
telephone system.
The Parallel Ringing feature makes it possible for an incoming call
to ring several phones simultaneously and for the call to be
answered on any of the phones. The main advantage of this feature
is that you do not risk losing any calls.
The feature requires all the phones involved to be defined in a
Parallel Ringing list, which must be configured and initiated by
your system administrator. Because only calls to a main extension
will be distributed among the phones in the list, this main extension
also needs to be defined.
A call to a specific extension will not be distributed to other phones
in the list, and will only ring that specific extension's phone.
Parallell Ringing can be temporarily disabled by the phone user
using the feature “Internal Follow-me”. See also section “Internal
Follow-me” on page 52.
Note:
If an extension part of a parallel ringing list tries to activate/
deactivate one of the features below, the procedure is only
performed on the main directory number not on the
extensions own number.
- Call diversion for non-generic extension
- Do not disturb
- External Follow-me
- Follow-me
- General Cancellation
- Individual Repeated Distribution or Personal Number
- Message Diversion
32
Dialog 4422 IP Office
Incoming Calls
*21* z #
To disable Parallel Ringing temporarily
Dial, enter the extension number and press.
If you want to disable Parallel Ringing for all phones defined in the
list, follow the procedure for disabling the feature from the phone
with the main extension number and enter the number of the
answering position.
If you want to disable Parallel Ringing for one specific phone in the
list only, follow the procedure for disabling the feature from this
phone and enter its extension number.
Notes:
U.K., dial
* 2 * Number #.
The Follow-me key cannot be used to disable Parallel
Ringing.
Press.
The Follow-me key lamp is now on.
Follow-me
ÕÔ
To restore Parallel Ringing
Press.
The Follow-me key lamp is off.
Notes:
You can also use the following procedure to restore:
dial
(U.K.
) and press the Clear key.
#21#
#2#
If you want to restore Parallel Ringing for all phones defined
in the list, follow the procedure for restoring the feature from
the phone with the main extension number and enter the
number of the answering position.
If you want to restore Parallel Ringing for one specific phone
in the list only, follow the procedure for restoring the feature
from this phone and enter its extension number.
Dialog 4422 IP Office
33
Outgoing Calls
Outgoing Calls
Make calls
Note: You can dial your calls faster by using common
Speed Dialing numbers and by using your own
programmed function keys. See section “Speed Dialing” on
page 42.
u
34
or
Lift the handset and proceed depending on call type:
z
Internal calls
0
External calls
z
d
How to make internal and external calls:
Dial the extension number.
Dial the digit or digits to get an external line.
Dial tone.
0 00
Note: The particular digit or digits used in your office, for
.
example or
Dial the external number.
Replace the handset or press to end the call.
Dialog 4422 IP Office
Outgoing Calls
Handsfree
(Dialog 4422 v. 2 phone only).
z
With the handset on hook:
Dial the 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.
z
u
With the handset on hook:
Dial the number.
When the other party answers:
Lift the handset.
Press to terminate a monitor call.
Dialog 4422 IP Office
35
Outgoing Calls
SOS calls (Emergency calls)
z
When your phone is logged on
Dial the SOS number.
When your phone is logged off
The log on menu, with the text For SOS calls, dial 112 is
displayed:
z
For SOS calls, dial 112
Log on with: 4316
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 log on display, you have to log on before you can make
SOS calls.
The number for SOS calls might vary between countries.
36
Dialog 4422 IP Office
Outgoing Calls
Individual External Line
u
*0* z #
z
To make a call on a specific external line:
Lift the handset.
Dial, enter the Individual External Line number and press.
Dial the digit or digits to get an external line and the external
number.
Last External Number Redial
u
***
When you initiate an external call, the system automatically stores
all the dialed digits, irrespective of whether the call was successful
or not.
Lift the handset.
Dial to repeat the stored number.
The last external number is automatically redialed.
Note: Finland and Sweden, dial
Dialog 4422 IP Office
**0
37
Outgoing Calls
Redial calls from the Call List
Call List
Ô
To use the Call List, see section “Call List” on page 44.
Press to access the Call List.
If you have new missed calls in the Call List, the key flashes until
you press it. The latest call is shown on the display:
15:02 am 28-09
R Torres
4177
ì
u
Press (-) or (+) to scroll the numbers in the Call List .
Lift the handset to call the shown phone number.
Number Presentation Restriction
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 it might be blocked for use on your
extension (programmed by your system administrator).
u
*42#
z
38
The Number Presentation Restriction is only valid for the
ongoing call, that is the procedure has to be repeated the
next time you want to use it.
Lift the handset.
Dial and wait for a new dial tone.
Dial the number.
Instead of your name and number, the display on the called phone
shows Anonymous.
Dialog 4422 IP Office
Outgoing Calls
When you receive a busy tone
If you call an extension and receive a busy tone, or get no answer,
or all external lines are busy, you can use any of the following
methods:
Callback
6
d
u
If a called extension is busy or there is no answer:
Press.
It can take several seconds before the procedure is executed.
A confirmation tone is heard.
Note: France, Finland and Sweden, press
5
Replace the handset to finish the procedure.
You are called back (recall ring signal) when the ongoing call is finished
or the next time a new call is finished. You have to answer within eight
seconds, otherwise the Callback service is cancelled. While waiting for
the Callback, you can make and receive calls as usual.
Lift the handset when you are called back.
The system calls the extension.
Note: Callbacks can be activated on several extensions at
the same time.
6
z#
d
u
If all external lines are busy (after dialing the digit or digits to get a
line):
Press.
Note: France, Finland and Sweden, press
5
Dial the external number and press.
Replace the handset to finish the procedure.
When an external line becomes free, you will be called back (recall
ring signal). You have to answer within eight seconds, otherwise the
Callback service is cancelled. While waiting for the Callback, you
can make and receive calls as usual.
Lift the handset when you are called back.
The system calls the external number.
Note: Only one Callback can be activated on a busy
external line.
Dialog 4422 IP Office
39
Outgoing Calls
#37* z #
Cancel any single Callback
Dial, enter the extension number and press.
Note: To cancel a single Callback on a specific external line,
dial the digit or digits to get a line instead of the extension
number.
Press.
#37#
Cancel all Callbacks
Dial.
Press.
Activate Call Waiting
5
If you urgently wish to contact a busy extension or external line, you
can notify by a Call Waiting signal.
Press.
6
Note: France and Finland, press ; Sweden, press
4
Keep handset off hook. When the called extension or the external
line becomes free, it will be called automatically.
Note: The Call Waiting feature might be blocked for use on
your extension (programmed by your system
administrator). If Call Waiting is not allowed, you will
continue to receive a busy tone.
40
Dialog 4422 IP Office
Outgoing Calls
Intrusion on a busy extension
4
You can intrude on an ongoing call on a busy extension.
Press.
Before the intrusion is executed, a warning tone is sent to the
parties in the ongoing call. A three party call is established and a
warning tone is heard.
Notes:
France and Sweden, press
8
The warning tone might be disabled for your system. The
Intrusion feature might be blocked for use on your extension
(programmed by your system administrator). If Intrusion is
not allowed, you will continue to receive a busy tone.
When you receive an absence message
z
*
When you call an extension that has message diversion active, the
absence reason appears on the display of your phone.
Dial the extension number (for example, 1234).
The absence reason appears in the display of your phone.
Press.
The call is diverted. If you do nothing, the call is terminated after a
timeout.
Bypass
u
*60* z #
Dialog 4422 IP Office
If this feature is allowed from your extension, you can bypass an;
activated Diversion, activated Follow-me or activated Absence
Information on a specific extension.
Lift the handset.
Dial, enter the extension number and press.
Wait for answer.
41
Outgoing Calls
Speed Dialing
Common Speed Dialing Numbers
uz
By using common Speed Dialing numbers, you can make calls
simply by pressing a few keys. The common Speed Dialing
numbers consist of 1—5 digits and are stored in the telephone
system (by your system administrator).
Lift the handset and dial the common Speed Dialing number.
Dial by a function key
u
Ô
Head office
Both features and phone numbers can be programmed on a
function key. To program a key, see section “Programming of
function keys” on page 78.
Lift the handset.
Press the function key.
This function key is preprogrammed by you.
Dial by a Monitoring key
uÔ
The extension that is monitored can be called by pressing this key.
Jim
Lift the handset and press the Monitoring key.
This key is preprogrammed by your system administrator.
Dial by Contacts
(Dialog 4422 v. 2 phone only).
With this feature you can make a call using the contacts stored in
your phone.
Notes:
If you want to add, change or delete numbers and names
in Contacts, you can do this via the Web interface, see
section “Web Server” on page 97.
It is also possible to add your Microsoft® Outlook® contacts
to Contacts in your phone, you can do this via the PC
application “My Dialog 4000 Contacts”, see section “Add
Microsoft Outlook Contacts” on page 95.
42
Dialog 4422 IP Office
Outgoing Calls
Example: To find and call Zeb Macahan
9
9
In idle mode:
Press and hold the key.
The available names for that key are shown on the display.
Walter Matthau
Werner Smith
Press three times to jump to the first name beginning with the
letter “Z”.
Zeb Ford
Zeb Macahan
ì
or
u
4178
4177
8888
7816
Press (+) to scroll to Zeb Macahan.
Press the Speaker key or lift the handset to make the call.
Note: To learn more about how to enter characters, see
section “Entering letters and numbers” on page 27.
Dialog 4422 IP Office
43
Call List
Call List
The phone stores a Call List with 50 phone numbers that includes
missed calls (if supported by the network), incoming calls, outgoing
calls and answered calls.
Call List
Ô
ì
u
ÕÔ
Call List
Note: The list is cleared if a power failure occurs, if another
user (extension number) logs on to the same phone or if you
reset the phone.
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.
Call List options
Press (-) or (+) to scroll the numbers in the Call List .
Lift the handset to call the phone number shown.
Press to exit the Call List.
If you want to delete an entry when you are in the Call List:
Press.
The question Delete item? appears.
Press to remove the shown entry from the Call List.
44
Dialog 4422 IP Office
Call List
Example of the Call List menu:
New missed call
12:24 am 28-09
R Torres
4177
Incoming call
15:02 am 28-09 1:07
R Torres
4177
The content of the Call List is (from left to right):
— Call symbol. See call symbol types below.
—
Time of the call, for example “10:48 am“.
—
Date of the call (Day/Month or Month/Day depending on
date format setting), for example “28-09“.
—
Name of the calling/called person, for example “R Torres“.
—
Phone number of the calling/called person, for example
“4177“.
—
Call duration, 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
or
New missed call(s).
Indicates new missed and not checked incoming call(s). The
number beside the symbol indicates how many times this caller has
tried to call you.
Missed call(s).
Indicates missed but checked incoming call(s). The number beside
the symbol indicates how many times this caller has tried to call
you.
Incoming call.
Indicates an answered incoming call.
Outgoing call.
Indicates an outgoing call.
Dialog 4422 IP Office
45
During Calls
During Calls
Group Listening (loudspeaker)
(Dialog 4422 v. 1 phone only).
This feature lets other people in your 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 handset.
When the key lamp is on, the other party´s voice can be heard in
the loudspeaker.
Note: You can adjust the volume, See section “Settings” on
page 77.
46
Dialog 4422 IP Office
During Calls
Handsfree
(Dialog 4422 v. 2 phone only).
Press.
Handsfree conversation.
Press to end the call.
From handsfree to handset
u
If the handset is on hook:
Lift the handset.
Conversation via the handset.
If the handset is off hook:
Press.
Conversation via the handset.
É
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
ÕÔ
ÖÔ
Dialog 4422 IP Office
You can temporarily put the ongoing call on hold.
Line
Press the ongoing call Line key.
The key lamp flashes slowly and the display shows the call on hold.
Note: If you replace the handset, the call is terminated.
Line
Press the flashing Line key again to resume the call.
47
During Calls
Common Hold
Common hold is a feature that allows you to pick up a call, that is
put on hold, from any other monitoring telephone, provided that
your telephone is MNS represented on that telephone.
Note: A call that is connected to a conference member
cannot be put on common hold.
ÕÔ
Initiate common hold:
Line
d
Press the ongoing call Line key.
The key lamp flashes slowly and the display shows the call on hold.
Note: You can also press Hold (see display).
Replace the handset.
Pick up a call on common hold:
ÖÔ
ÖÔ
When a call is put on common hold, the monitoring key on the
represented extension flashes.
Jim
Press the flashing Monitoring key
z
or
call the extension where common hold was initiated.
Then make a call pick-up either by pressing the function key or by
suffix dialing.
Refer back a call on common hold:
Line
Press the Line key where the call is on common hold.
You are now reconnected to the ongoing call.
Note: A call that is put on common hold cannot be referred
back if it was answered by a monitoring extension.
48
Dialog 4422 IP Office
During Calls
Inquiry
Ô
You have a voice connection on Line 1 and want to make an Inquiry
to an internal or external party.
Inquiry
z
ÖÔ
Press.
The first call is put on hold (Line 1 flashes slowly).
Note: You can also press Line 2.
Call the third party.
When the other party answers, you can switch between the calls
(Refer Back), Transfer the call, create a Conference 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 display
shows the connected call on the second row, and the call put on
hold, on the first row.
Ö
Ô
ÖÔ
B Brown On hold
M Miller
Line 1
Inquiry
3333
Press to put the third party on hold.
First call is connected.
Press to put the first call on hold.
Third party is connected.
Note: You can also press Line 2 if you have initiated the
Inquiry on Line 2.
Press to terminate the connected call.
Dialog 4422 IP Office
49
During Calls
Transfer
Ô
Ô
You have an ongoing call and you want to transfer the call to
another extension.
Transfer
z
Transfer
Press.
Note: You can also press Inquiry or a free Line key.
Call the third party.
Press before or after answer.
The ongoing call is transferred.
Note: If you have put more than one call on hold, the last
call that was put on hold will be transferred. If the dialed
extension is busy or Transfer is not allowed, your phone will
ring again.
Conference
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 15 seconds during the conference. The tone is also
heard each time a participant enters or leaves the conference.
Note: The conference tone might be disabled for your
system.
Ô
Ô
You have an ongoing conversation (Line 1) and want to establish a
phone conference. You will become the conference leader.
Conference
z
Conference
Press.
Note: You can also press Inquiry or Line 2.
Call the third party.
Wait for answer.
Press to establish a conference.
The display shows:
12:24 12 Sep 2008
Conference leader
50
Dialog 4422 IP Office
During Calls
d
Repeat the procedure to add more conference members.
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 changed back to a normal two party
connection when there are only two parties left.
Dialog 4422 IP Office
51
Call Forwarding
Call Forwarding
Internal Follow-me
All calls to your extension are diverted to another extension of your
choice (within the private network). The Follow-me lamp indicates
that you have activated Follow-me. During Follow-me, your phone
can still be used for outgoing calls and you will hear a special dial
tone when you lift the handset.
Order from your own extension
*21* z #
Note: The Follow-me key is only used as a an indicator that
Follow-me is activated. Follow-me cannot be activated by
pressing this key.
Dial, enter the answering position number and press.
Note: U.K., dial
* 2 * No #.
Press.
Follow-me
ÕÔ
Cancel from your own extension
Press.
The Follow-me key lamp is off.
#21#
#2#
Note: You can also use the following procedure to cancel:
dial
(U.K.
) and press the Clear key.
52
Dialog 4422 IP Office
Call Forwarding
Redirect from answering position
If you move from one answering position to another answering
position, you can redirect Follow-me from that new position.
*21* z *
#
z
#21* z #
Note: Internal Follow-me must be ordered from your own
extension before you can redirect from answering position.
Dial, enter your own extension number and press.
Note: U.K., dial
* 2 * No *.
Enter the answering position number.
Press to redirect.
Calls are diverted to the new answering position.
Cancel from answering position
Dial, enter your own extension number and press.
Note: U.K., dial
# 2 * No #.
Press.
Dialog 4422 IP Office
53
Call Forwarding
External Follow-me
If external Follow-me is allowed, you can have all calls to your
extension diverted to an external number of your choice. The
Follow-me lamp indicates that you have activated Follow-me.
During Follow-me, your phone can still be used for outgoing calls
and you will hear a special dial tone when you lift the handset.
Order
*22# z
z#
Note: The Follow-me key is only used as a an indicator that
Follow-me is activated. Follow-me cannot be activated by
pressing this key.
Dial and enter the digit or digits to get an external line.
Enter the external number and press.
Press.
Follow-me
ÕÔ
Cancel
Press.
The Follow-me key lamp is off.
#22#
Note: You can also use the following procedure to cancel:
dial
and press the Clear key.
54
Dialog 4422 IP Office
Call Forwarding
Personal Number
With this feature you can be reached on your normal office phone
number even if you are out of the office, at home, and so on.
Depending on the functionality of your telephone system, you can
have either one individual single search profile (standard) or you can
choose between five individual search profiles (optional).
A search profile can be designed to fit the situation (in the office,
traveling, at home, and so on). Both internal or external phone
numbers can be used in a profile.
Your search profile is programmed or modified by your system
administrator. See section “To design and order your search
profiles” on page 58.
When the feature is activated, incoming calls are transferred to your
selected phones or back-up services in the order that you choose.
If an answering position in the profile is busy, the call can be
transferred to another predefined position in the profile (Voice Mail
or a colleague).
You can handle the profiles from your own office phone. How to do
this is described here (an operator can also assist you).
You can also use any of the Personal Assistant applications, if
available. Contact your system administrator for more information.
When out of the office, the feature Direct Inward System Access
(DISA) can be used, if available in your system. How to use DISA is
described in this section.
Dialog 4422 IP Office
55
Call Forwarding
*10*
(1—5) #
To activate or change to another profile from your office
phone
Dial.
Enter the search profile digit and press.
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 absence. If Voice Mail
is included in the activated profile, always update your
greeting with Absence Information.
#10#
To cancel from your office phone
Dial.
Press.
56
Dialog 4422 IP Office
Call Forwarding
To activate or change to another profile from an external
phone
z
*75*
z*
z#
*10*
z*
(1—5)
#d
#
*
The external phone must be of push button type provided with
pound key ( ) and star key ( ) or a mobile phone adapted for dial
tone pulses (DTMF).
Call the DISA feature at your office.
Dial tone.
Dial.
Enter the Authorization Code and press.
Dial your own extension number and press.
Dial tone.
Dial.
Dial your own extension number and press.
Press the search profile digit.
Press and replace the handset.
Note: When another party is included in the activated
profile, for instance a colleague or an operator, always
remember to inform them about your absence. If Voice Mail
is included in the activated profile, always update your
greeting with Absence Information.
Dialog 4422 IP Office
57
Call Forwarding
To cancel from an external phone
z
*75*
z*
z#
#10*
z#
d
#
*
The external phone must be of push button type provided with
pound key ( ) and star key ( ) or a mobile phone adapted for dial
tone pulses (DTMF).
Call the DISA feature at your office.
Dial tone.
Dial.
Dial the Authorization Code and press.
Dial your own extension number and press.
Dial tone.
Dial.
Dial your own extension number and press.
Replace the handset.
To design and order your search profiles
The search profiles are installed or changed by your system
administrator. In order to set up your profiles, copy the setting form,
fill in your new or changed profiles and give it to your system
administrator.
Note: If a profile handling application is connected to your
system, you can edit profiles via your Intranet. See separate
instructions for the application.
58
Dialog 4422 IP Office
Call Forwarding
Important notes when designing your search profiles:
•
Avoid ring times longer than 45 seconds for your profiles.
Usually the caller hangs up after 3-6 ring signals. If you need a
longer ring time, the maximum time is 60 sec.
•
Consider the time you need to react and answer on each
answering position in your profile.
You might need up to 15 seconds to react and answer a call on
a desk or cordless phone and 20—25 seconds for a mobile
phone.
•
There must be an answering position at the end of every profile
(Voice Mail or operator/secretary).
If not, calls 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 an answering machine, a fax or other answering device is
used as an early answering position, it might interrupt the
searching.
Disconnect the answering device, or design the ring times so
they do not affect the searching.
•
If your system admits just one single personal profile, design the
profile only with your 2—3 most frequently used positions.
If you add more numbers, there is a risk that the caller hangs up
before a latter position is called.
•
Dialog 4422 IP Office
Make sure you use as few answering positions as possible for
each profile. Profile examples:
—
In office
—
At home
—
Traveling
—
Absent/not reachable
59
Call Forwarding
Example:
How to fill in your setting form for search profiles:
Profile 1
In office
Search
order
Type of telephone or
Answering position*
Telephone number
Ring time
(seconds)
1
Desk
1234
10
2
Cordless
5234
15
3
Voice Mail
* Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, and so on.
Profile 2
60
At home
Search
order
Type of telephone or
Answering position*
Telephone number
Ring time
(seconds)
1
External
222222
20
2
Mobile
0706666666
25
3
Voice Mail
Dialog 4422 IP Office
Call Forwarding
Setting form for search profiles
Name:
Department:
Telephone No:
Account:
Profile 1
..........................
Search
order
Type of telephone or
Answering position*
Telephone number
Ring time
(seconds)
1
2
3
4
* Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, and so on.
Profile 2
..........................
Search
order
Type of telephone or
Answering position*
Telephone number
Ring time
(seconds)
Telephone number
Ring time
(seconds)
Telephone number
Ring time
(seconds)
Telephone number
Ring time
(seconds)
1
2
3
4
Profile 3
..........................
Search
order
Type of telephone or
Answering position*
1
2
3
4
Profile 4
..........................
Search
order
Type of telephone or
Answering position*
1
2
3
4
Profile 5
..........................
Search
order
Type of telephone or
Answering position*
1
2
3
4
Dialog 4422 IP Office
61
Absence Information (optional)
Absence Information (optional)
Absence Information is used to inform callers why you are absent
and when you will return. If you are authorized, you can also enter
Absence Information for another extension from your extension.
During Absence Information, your phone can still be used for
outgoing calls and you will hear a special dial tone when you lift the
handset.
Order
*23*
(0—9)
*0915
Example: Back on September 15 (=0915).
Dial.
Enter the absence code.
Note: The absence codes consist of one digit. The
absence code assigned to each digit depends on the
connected telephone system. Contact your system
administrator regarding the available absence codes.
Press and enter the date (MMDD) or time (HHMM) of your
return.
Notes:
If no return time or date is needed, this step can be skipped.
#
62
The order in which the date is stated is system dependent.
Press.
The display shows the selected reason and, if entered, time or date
of return.
Dialog 4422 IP Office
Absence Information (optional)
#23#
Cancel
Dial.
Press.
The programmed information is erased.
*230*
z*
(0—9)
*0915
#
#230* z #
Order for another extension
Dial.
Dial the extension number and press.
Enter the absence code.
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 extension
Dial, enter the extension number and press.
Note: If the special dial tone is received, the Authorization
Code for the other extension is required. Add the code and
press before pressing the Clear key.
#
Press.
Dialog 4422 IP Office
63
Messages
Messages
Manual Message Waiting (MMW)
If the called extension does not answer you can initiate a message
waiting indication on that 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.
Message
ÕÔ
Answer
Press.
A call is initiated to the extension that requested Message Waiting.
Note: After the call you have to cancel the message
manually, see below.
#31#
Cancel MMW at your own extension
Dial.
Press.
64
Dialog 4422 IP Office
Messages
Order MMW to another extension
*31* z #
In idle mode:
Dial, enter the extension number and press.
Press.
The Message Waiting key lights up on the called extension.
#31* z #
Cancel MMW to another extension
Dial, enter the extension number and press.
Press.
Message Waiting (optional)
If 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 out on a printer connected to the computer.
Message
ÕÔ
#91#*
Dialog 4422 IP Office
To print out messages
Press.
The display shows the identity of the computer and the number of
messages stored for you.
If you find that the notification of Message Waiting is intrusive or you
want to shut off the notification:
Dial.
Acknowledgement tone.
65
Messages
Voice Mail (optional)
This Voice Mail application allows you to leave a voice message to
the caller when you are unable to answer calls, for example when
out of office, in a meeting, and so on. The caller can then leave a
message in your mailbox. When back in your office you can enter
your mailbox and listen to the messages received.
You can choose to divert all incoming calls to your mailbox, or calls
when there is no answer, or calls when your phone is busy.
If you use the Personal Number feature, 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, storing and deleting
messages, and how to change your security code.
Note: How to handle your mailbox, depends on the type of
Voice Mail system. The following describes the, in MD110,
integrated type. For other types, please refer to separate
user instructions. Contact your system administrator if you
do not know which type of Voice Mail system you have.
To activate and deactivate your mailbox
For all incoming calls:
See section “Internal Follow-me” on page 52. Use the number to
the Voice Mail system as the “answering position number”.
66
Dialog 4422 IP Office
Messages
To access your mailbox
z
From your office phone:
Dial the number to the Voice Mail system.
Note: When the Message key lamp is on (= a new message
is received), you can also press this key.
z
If you are asked to enter your security code:
z
From another phone:
#
z
z
z
#
z
z
Dialog 4422 IP Office
Enter your security code.
Code at delivery = your extension number.
Dial the number 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.
Dial your mailbox number.
(normally your office extension number)
Enter your security code (if required).
To access someone else’s mailbox
Dial the number 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.
Dial the mailbox number.
(Normally the office extension number of the person served).
Enter the security code of the other person (if required).
67
Messages
To handle the mailbox
Recorded information on the line tells you the number of new and
stored messages. If you 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 greetings, change
your password or exit your mailbox, and so on.
The following diagram gives an overview of the mailbox system and
the digits to be used.
68
Dialog 4422 IP Office
Group Features
Group Features
Group Call-pick-up
People working in a team can have their phones programmed by
their system administrator to form Call-pick-up groups.
u
*8#
In a Call-pick-up group, any member can answer any individual call
to group members.
Lift the handset.
Press to answer.
Notes:
One Call-pick-up group can serve as an alternative to
another group. Calls to the alternative group can only be
answered when there are no calls to your own group.
Finland and Sweden, press
* 0 #.
Common Bell Group
u
*8#
Calls are signalled on a common bell.
Lift the handset.
Press to answer.
Note: Finland and Sweden, press
Dialog 4422 IP Office
* 0 #.
69
Group Features
Group Hunting
An internal Group Hunting number is a common directory number
for a group of 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.
*21* z #
To leave the group temporarily
Dial, enter your own extension number and press.
Note: U.K., dial
* 2 * No #.
Press.
#21#
To re-enter the group
Dial.
Note: U.K., dial
#2#
Press.
70
Dialog 4422 IP Office
Other Useful Features
Other Useful Features
Account Code (optional)
u
*61* z #
z
This feature is used to charge a call to an account number or to
prevent unauthorized calls from your phone. The Account Code
can have 1 to 15 digits.
Lift the handset.
Dial, enter the Account Code and press.
Dial tone.
Note: Finland and Norway, dial
* 7 1 * Code #.
Dial the digit or digits to get an external line and the external
number.
Ongoing external call
Õ
Ô
*61* z #
Line
ÖÔ
Dialog 4422 IP Office
When used to charge a call it is also possible to connect an
ongoing external call to an Account Code. During the call:
Press the ongoing call Line key to put the call on hold.
Dial, enter the Account Code and press.
Dial tone.
Note: Finland and Norway, dial
Line
* 7 1 * Code #.
Press the flashing Line key for the call put on hold.
71
Other Useful Features
General Deactivation
The following features can be simultaneously cancelled:
#001#
•
Callback (all Callbacks are cancelled)
•
Internal and External Follow-me
•
Manual Message Waiting/Absence Information
Order
Dial.
Press.
Emergency mode
In the event of an emergency the operator can set the telephone
system into Emergency mode, during which only preprogrammed
extensions are permitted to make calls. If your extension is not
assigned with this category and you try to make a call, you will not
receive a dial tone.
72
Dialog 4422 IP Office
Other Useful Features
Night Service
When the telephone system is in Night Service mode, all your
incoming calls to the operator are transferred to a selected
extension or group of extensions. The telephone system has three
different Night Service modes:
Common 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 transferred to one
specific extension. Answer the call in the normal way.
Universal Night Service
All incoming calls to the operator are transferred to a universal
signalling device, for example the common bell. Answer the call as
described in section “Common Bell Group” on page 69.
Dialog 4422 IP Office
73
Other Useful Features
Key Monitoring
Note: This feature is only available in newer versions of the
telephone system.
It is possible to monitor and to answer calls to other extensions
from a programmable function key on your phone. This feature is
useful in for example Boss-Secretary applications. To answer calls
on a Monitoring key, see section “Answer calls” on page 29.
The following status can be indicated on the Monitoring key:
1
2
3
4
The monitored extension is free (lamp is off).
The monitored extension has an incoming call (lamp is flashing
fast).
The monitored extension is busy (lamp is on).
The monitored extension has performed common hold (lamp is
flashing slowly).
The Monitoring keys are programmed by your system
administrator, however you can change the type of ring signal from
your phone, see section “Change ring signal for a Monitoring key”
on page 88.
When you log on to another IP phone the Monitoring keys are
automatically moved to the new phone.
To make calls on a Monitoring key, see section “Speed Dialing” on
page 42.
74
Dialog 4422 IP Office
Other Useful Features
Hot-Line (Non dialed connection)
An extension number can be defined as a direct hot-line. Lift the
handset or press a line-key and the call is automatically generated
to a predefined extension position or external subscriber.
Malicious Call Tracing
When a malicious call is received a signal can be sent to the
switched 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 system administrator assigns the MCT to a function key.
The MCT can be ordered by pressing the MCT key:
Dialog 4422 IP Office
•
If the request is successful, the lamp (LED) is lit, a text message
is shown in the display and an acknowledge tone is heard.
•
If the request fails, the lamp (LED) associated to the key flashes
rapidly, a text message is shown in the display and a reject tone
is heard.
75
Other Useful Features
DISA = Direct Inward System Access
(optional)
If you are assigned to use this feature and you are working
externally, you can call your office and get access to an external line
in order to make business calls. The business call will be charged
your office extension number or an account number. You will be
charged just for the call to the office.
#
*
The external phone must be of push button type provided 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 on the type of
Authorization Code, or when an Account Code is used.
76
z
*72*
z#
z
With common Authorization Code
z
*75*
z*
z#
z
With individual Authorization Code
Call the DISA feature at your office.
Dial tone.
Dial.
Dial the Authorization Code and press.
Dial tone.
Dial the external number.
Call the DISA feature at your office.
Dial tone.
Dial.
Dial the Authorization Code and press.
Dial your own extension number and press.
Dial tone.
Dial the external number.
Dialog 4422 IP Office
Settings
Settings
Checking the protocol
There are two User Guides for the Dialog 4422 telephone; one
intended for the SIP protocol 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 Settings key.
Select the Information menu. The used protocol and the
software version is shown on the display.
Press the C key to return to previous menu.
Dialog 4422 IP Office
77
Settings
Programming of function keys
All function keys, except for the Triple Access Line keys, can be
used for programming.
Note: To be able to program a function key yourself, the
system administrator must remove at least one of the
default features assigned to the function keys. By removing
these preprogrammed features, the keys become available
for programming.
* #
Frequently used features ( X X ) and phone numbers can be
programmed 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 a function key, the phone
normally has to be logged on to the telephone system (this
is set by your system administrator).
Settings
Ô
Program/change a feature or verify a programmed
feature
Press.
The Function Keys menu or the Programmable Keys menu is
framed.
Notes:
The Function Keys menu is only shown if there are no
function keys that can be programmed.
The Programmable Keys menu is only shown if there are
one or more function keys that can be programmed.
78
Dialog 4422 IP Office
Settings
Press.
One of the following displays is shown.
Ô
z
Programmable Keys
Press the key to program
Function Keys
Press the key to check
or
Press the function key to program or check.
If the key is already programmed, the number or feature will be
displayed.
Note: If you only want to verify the programmed feature,
press the Clear key two times to return to the main menu.
Enter phone number or a procedure.
Notes:
A procedure can be, for example the ordering of Follow-me,
Number ).
(
*21*
#
If you want to delete a character, press the Minus key, and
then enter the character again.
You can 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 to save.
Press to return to the previous menu,
Settings
ÕÔ
or
press to return to idle mode.
Remove the transparent cover and write the feature name or phone
number beside the key.
Note: Use the DCM (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 information, please contact your Aastra Certified
Sales Partner.
Dialog 4422 IP Office
79
Settings
Language
You can change the display menu language for your phone.
Available languages are listed when the language menu is selected.
The phone must be logged on when changing the language.
Note: If the chosen language is not supported by your
telephone system, text sent from the system will continue to
be in English. Only text displayed from the phone itself will
be in the chosen language.
Settings
Ô
ì
Change display menu language (default=English)
Press.
Press.
Repeat until the Language menu is framed.
Press.
Display menus is framed.
ì
Press.
The current language is framed and marked (English is default).
Press until the desired language is framed.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the framed language.
The display language is changed. The acknowledgement tone is
heard.
Press to return to the previous menu,
Settings
80
ÕÔ
or
press to return to idle mode.
Dialog 4422 IP Office
Settings
Date presentation
The date is updated automatically from the telephone system. You
can only change the way the date (format) is presented on the
display. The date can be shown in eight ways:
•
•
•
•
•
•
•
•
Settings
Ô
ì
Format
DD MM YYYY
DD MMM YYYY
WW DD MMM YYYY
YYMMDD
YYYY-MM-DD
MM/DD/YYYY
DD-MM-YYYY
WW DD-MM-YYYY
Example
22 02 2008
22 Feb 2008
Fr 22 Feb 2008
080222
2008-02-22
02/22/2008
22-02-2008
Fr 22-02-2008
To change the date presentation:
Press.
Press.
Repeat until the Time & date menu is framed.
Press.
ì
Press.
Repeat until the Date Format menu is framed.
Press.
The current date presentation is framed and marked:
12 09 2008
12 Sep 2008
ì
Press until the desired date format is framed.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the framed date format.
The date format is changed.
Press to return to the previous menu,
Settings
ÕÔ
Dialog 4422 IP Office
or
press to return to idle mode.
81
Settings
Time presentation
The time is updated automatically from the telephone system. You
can only change the way the time (format) is presented on the
display. The time can be shown in 24 or 12 hour clock mode.
Settings
Ô
ì
To change the time presentation:
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:
24 hour
12 hour
ì
Press to change between the 12 hour and 24 hour mode.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the framed time format.
The time format is changed.
Press to return to the previous menu,
Settings
82
ÕÔ
or
press to return to idle mode.
Dialog 4422 IP Office
Settings
Programming of ring signal tone character
Ô
Settings
ì
There are 10 different programmable ring signal tone characters on
your phone, each corresponding to a digit between 0 and 9.
Press.
Press.
Repeat until the Ring Character menu is framed.
Press.
The current tone character is displayed:
(
0—9)
Current ring character: 5
Enter new character (0-9):
Press a digit to select a new character.
The phone rings with the chosen character.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the selected character.
Press to return to the previous menu,
Settings
ÕÔ
Dialog 4422 IP Office
or
press to return to idle mode.
83
Settings
Display contrast
The display contrast can be changed.
Ô
ì
Settings
Change the contrast on the display
Press.
Press.
Repeat until the Display Contrast menu is framed.
Press.
The display shows:
Display Contrast
ì
Press to decrease or increase the contrast.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the contrast level.
Press to return to the previous menu,
Settings
84
ÕÔ
or
press to return to idle mode.
Dialog 4422 IP Office
Settings
Option unit
(Dialog 4422 v. 2 phone only).
If your phone is equipped with an option unit, you can use this
menu to select the function of the option unit.
Ô
ì
Settings
Change the function of the option unit
Press.
Press.
Repeat until the Option Unit menu is framed.
Press.
The display shows:
ì
Extra Bell
Busy Signal
Press to change between the features Extra Bell,
Busy Signal and Combined Bell/Busy.
• Extra Bell: The extra bell is activated in parallel 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 for
example a Do-not-disturb lamp at the door.
•
Combined Bell/Busy: Activated in parallel with the ring signals
and steady active when your phone is busy (during calls). A free
on second call does not activate the extra bell feature.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the selected feature.
Press to return to the previous menu,
Settings
ÕÔ
Dialog 4422 IP Office
or
press to return to idle mode.
85
Settings
Handset and loudspeaker volume
ì
Use the Volume keys to adjust the volume of the handset or
loudspeaker during a call. Adjust the handset listening volume
when the handset is off hook. Adjust the loudspeaker volume when
dial tone is heard via the loudspeaker, or during a monitor call.
Press to adjust the volume.
The handset and loudspeaker volume level is stored.
Hearing level settings
Ô
ì
Settings
It is possible to get an increased hearing level of +6 dB in the
handset and headset.
Press.
Press.
Repeat until the Hearing Level menu is framed.
Press.
The current hearing level is framed and marked.
ì
Standard
Increased
Press to change between the values Standard and
Increased.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the framed hearing level.
Press to return to the previous menu,
Settings
86
ÕÔ
or
press to return to idle mode.
Dialog 4422 IP Office
Settings
Ring signal volume
ì
Use the Volume keys to adjust the ring signal volume when the
phone is in idle mode or ringing. Adjusted volume is stored.
Press to adjust the volume.
Note: The volume will return to the default level in case of a
power failure.
Mute ring signal
É
You can suppress the ring signal for an incoming call.
Press to suppress the ring signal.
The 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 answer an incoming call, you can switch off the ring
signal. Incoming calls are only indicated by a flashing line lamp and
display information.
É
Dialog 4422 IP Office
When the phone is in idle mode, or when ringing:
Press to switch off the ring signal.
The Mute key lamp is switched on to indicate Silent Ringing. The
ring signal will automatically be switched on the next time you lift
the handset or press any key.
87
Settings
Change ring signal for a Monitoring key
The Monitoring keys are programmed by your system
administrator, however you can change the type of ring signal from
your phone. See also section “Key Monitoring” on page 74.
Settings
Ô
Ô
Change the type of ring signal
Press.
The Function Keys menu or the Programmable Keys menu is
framed.
Press.
Press the Monitoring key to program.
The extension number of the phone that is monitored is shown
together with the current type of ring signal for the key.
Monitored number: 3223
Periodic
ì
ì
Press (+) to change.
Silence
Periodic
Press to change between the ring signals.
• Silence.
•
Periodic (repetitive) ring signal.
•
Delayed periodic ring signal.
•
One muted ring signal. Only one ring signal with a low level.
•
One muted delayed ring signal.
Note: The Clear key can be used to leave the menu without
saving the changes.
Press to store the framed ring signal.
Press to return to the previous menu,
Settings
88
ÕÔ
or
press to return to idle mode.
Dialog 4422 IP Office
Settings
Network settings
In the Network menu you can check all the network settings.
These settings can only be changed by your system administrator.
Dialog 4422 IP Office
89
Accessories
Accessories
Key panel (optional)
(Dialog 4422 v. 2 phone only).
In newer versions of the telephone system, your phone can be
equipped with one additional key panel. The key panel offers 17
additional keys for storing of your most frequently used telephone
numbers 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 105.
Note: The key panel must be of type DBY 419 01.
Use 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 information, please contact your Aastra Certified Sales
Partner.
90
Dialog 4422 IP Office
Accessories
Headset (optional)
To install the headset, see section “Installation” on page 105.
The following headset features are available.
Í
Answer calls
Press to answer.
The Headset key lamp is turned on.
Note: When the phone is set for Headset Preset, you can
also press the flashing Line key to answer the call. See
section “Headset Preset” on page 93.
Press to terminate the headset call.
Íz
Make calls
Press and dial the number.
The Headset key lamp is turned on.
Note: When the phone is set for Headset Preset, you can
dial the number directly without pressing the Headset key,
or you can press a Line key instead of the Headset key. See
section “Headset Preset” on page 93.
Press to terminate the call.
u
Dialog 4422 IP Office
From headset to handset
Lift the handset.
91
Accessories
Í
d
From handset to headset
Press.
The Headset key lamp is turned on.
Replace the handset.
Headset with Group Listening (loudspeaker)
(Dialog 4422 v. 1 phone only).
Press to toggle between headset with or without Group
Listening.
When the Loudspeaker key lamp is on, the Group Listening is
active.
From headset to monitoring
(Dialog 4422 v. 1 phone only).
ÏÍ
Press.
The Loudspeaker key lamp is turned on.
Press.
From monitoring to headset
Í
(Dialog 4422 v. 1 phone only).
Press.
The Headset key lamp is turned on.
From headset to handsfree
(Dialog 4422 v. 2 phone only).
Press.
The Loudspeaker key lamp is turned on.
From handsfree to headset
Í
92
(Dialog 4422 v. 2 phone only).
Press.
The Headset key lamp is turned on.
Dialog 4422 IP Office
Accessories
Headset Preset
By default the phone is set to Loudspeaker Preset mode, so that
calls are connected to the loudspeaker when you answer or make
calls by pressing a Line key. Also when you dial the number without
lifting the handset, the call is automatically connected to the
loudspeaker.
When you use a headset for your telephone, you can change the
setting to Headset Preset mode to get calls connected to the
headset instead. In Headset Preset mode you can make headset
calls by pressing digits directly (direct dialing). You can also answer
headset calls 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 key is pressed, the call is temporarily
connected to the loudspeaker. Monitoring is only available
for the Dialog 4422 v. 1 phone.
Activation and deactivation of Headset Preset can only be
done when the phone is in idle mode.
Í
To activate Headset Preset:
Press and hold for at least 4 seconds.
A short acknowledgement tone signal is heard.
To cancel Headset Preset:
Press and hold for at least 4 seconds.
A short acknowledgement tone signal is heard.
Ô
To check the current preset setting:
Line 1
Press.
Either the Loudspeaker or Headset key lamp is turned on,
indicating the current preset setting.
Press.
Dialog 4422 IP Office
93
Accessories
Headset volume
ì
During a call, use the Volume keys to change the volume of the
headset.
Press to change the volume.
The set headset volume level is stored.
For those with impaired hearing, the headset hearing volume level
can be further amplified, use the same procedure as described in
section “Handset and loudspeaker volume” on page 86.
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 leaf, see section
“Installation” on page 105.
Use the DCM (Designation Card Manager) to make and print your
own card for the pull-out leaf. DCM is included on the Enterprise
Telephone Toolbox CD or it can be downloaded from:
http://www.aastra.com
For more information, please contact your Aastra Certified Sales
Partner.
94
Dialog 4422 IP Office
Add Microsoft Outlook Contacts
Add Microsoft Outlook Contacts
(Dialog 4422 v. 2 phone only).
My Dialog 4000 Contacts
My Dialog 4000 Contacts is a PC application which you can use
when you want to download your Microsoft® Outlook® contacts to
Contacts in your phone.
Note: It is recommended to store all your phone numbers
in Microsoft Outlook 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 provide a link to the
installation page.
On the installation page:
Make sure you have the necessary information to complete
the installation (see installation page).
When you have the necessary information:
Click on Install My Dialog 4000 Contacts now to start the
installation.
When the installation is complete the My Dialog 4000 Contacts
icon is added to your desktop.
Dialog 4422 IP Office
95
Add Microsoft Outlook Contacts
Add Microsoft Outlook contacts
Start “My Dialog 4000 Contacts” on your PC.
Enter your phone number, password and IP address.
The default password is Welcome. To find your IP address, see
section “Menu structure (Settings)” on page 19.
OK
Add>>
Save
Click.
Available 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.
Selected Microsoft Outlook contacts are moved to Contacts in
your phone.
Click to save the contacts.
The contacts are now available in Contacts in your phone.
Note: Contacts in your phone can contain up to 1000
entries.
Exit My Dialog 4000 Contacts
Exit
96
Click to exit the PC application.
Dialog 4422 IP Office
Web Server
Web Server
You can access your IP phone from a PC web browser to edit the
telephone data. The available data depends on which telephone
version (Dialog 4422 v. 1 phone or Dialog 4422 v. 2 phone) you are
using.
Dialog 4422 IP Office
•
Contacts: (Dialog 4422 v. 2 phone only) Add, change or delete
entries in Contacts.
•
Call List: View the list, make a call to a number 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.
•
Settings: Change the hearing level setting (standard or
increased).
•
Settings: (Dialog 4422 v. 2 phone only) Change the ring signal
tone character (a digit between 0-9).
•
User’s name in the display: (Dialog 4422 v. 1 phone only) If the
telephone system does not provide the name it is possible to set
the name.
•
Password: (Dialog 4422 v. 1 phone only) Change the web
interface password.
97
Web Server
Before you use the PC, you need to find the web address on your
telephone display.
Example: How to find the web address.
The web address you need to know is presented here (framed with
red circle below):
Ô
ì
Settings
DHCP (Yes)
pc123-45.ab.cde
Press.
Press.
Repeat until the Network menu is framed.
Press.
The display shows the web address (the address is an example).
ì
DHCP (Yes)
pc123-45.ab.cde
Press (+) to frame the web address.
Press to show the complete web address (if the complete
address is not displayed).
Settings
98
ÕÔ
Write down the web address.
Press to return to idle mode.
Dialog 4422 IP Office
Web Server
To access your IP phone from a PC
On your PC:
Get the web address and PIN or password to your telephone from
your system administrator.
http://pc123-45.ab.cde
*******
Enter the IP address in the address field in your web browser.
(This address is an example). The web browser 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 few days, the address
may have been changed.
Enter the telephone PIN or password.
Notes:
The password is case sensitive.
Use the same password as you use to log on your
telephone.
The PIN is the same as the Individual Authorization Code.
Only digits can be used as PIN. The PIN must be four digits
or more.
Dialog 4422 IP Office
99
Web Server
Log on
User´s name
in display
Click.
A menu is displayed in the left column, with the following options:
Click
only).
to show the user name (Dialog 4422 v. 1 phone
Contacts
Click
to show the Contacts (Dialog 4422 v. 2 phone only).
CallList
Click
to show the Call List.
Settings
Log off
Click to show the sub-menus.
Click to log off from the web server.
User name
(Dialog 4422 v. 1 phone only).
User´s name
in display
Edit
Click to show the user name.
Click.
Enter the new name and your extension number.
Save
Click to confirm.
If you want to edit or delete an existing entry:
(Name)
Click on the name you want to edit or delete.
Save
Make the changes and click to save,
or
Delete
click to delete the current user name,
or
Back
100
click to exit the edit and delete menu without any changes.
Dialog 4422 IP Office
Web Server
Contacts
(Dialog 4422 v. 2 phone only).
To add a new name and number to Contacts:
Contacts
Click
Add to contacts
Click.
.
Enter the name and number.
Add to contacts
Click.
The new name and number is added to Contacts.
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.
Save
Make the changes and click to save,
or
Delete
click to delete the current name and number,
or
Back
click to exit the edit and delete menu without any changes.
To delete all names and numbers from Contacts:
Contacts
Click
Delete contacts
Click.
OK
Dialog 4422 IP Office
.
Click to delete all names and numbers.
101
Web Server
Call List
To edit or delete a name and number:
CallList
Click to show the Call List.
(Name)
Click.
Add to contacts
Click to save the name and the number to Contacts
(Dialog 4422 v. 2 phone only),
or
Delete
click to delete the current name and number,
or
Call
click to call the number,
or
Back
click to exit the edit and delete menu without any changes.
To delete all names and numbers from the Call List:
CallList
Click
Delete call list
Click.
OK
102
.
Click to delete the list.
Dialog 4422 IP Office
Web Server
Settings - Programmable keys
Settings
Programmable Keys
Click.
The sub-menus are shown.
Click.
A table with the current programming for each key is shown. The
key order corresponds to the programmable keys on the
telephone, that is the Line 1 key is located in the left lower corner.
Note: Text that is not underlined, is a designation for a fixed
key and cannot be changed.
To program a key that has not been programmed:
_
Click for the key to be programmed.
12345
Enter the number or code (example).
Save
Click to save.
The key table is shown with the new number or code.
To edit a programmed key:
(Number/Code)
Click the underlined number or code for the key to be
changed.
Mark the characters to be changed (example).
467
Save
Enter new characters (example).
Click to save.
The key table is shown with the edited number or code.
To delete a programmed key:
(Number/Code)
Delete
Dialog 4422 IP Office
Click the underlined number or code for the key to be
deleted.
Click to delete.
The key table is shown with “_“for that key.
103
Web Server
To exit the edit and delete menu without any changes:
Programmable Keys
Click.
Note: You can also click the Back key.
Settings - Hearing level
Settings
Hearing Level
Change
Back
Click.
The sub-menus are shown.
Click.
The current 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).
Settings
Ring Character
(0—9)
Change
Click.
The sub-menus are shown.
Click.
The current tone character is displayed.
Enter a new character.
Click to save the new character.
The phone rings with the chosen character.
Click any menu to continue.
104
Dialog 4422 IP Office
Installation
Installation
Install cables
Handset cable to the left
Handset cable to the right
The handset cable has to be plugged into “HANDSET”, and the
cable to the network has to be plugged 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 local network
is available, a PC can be connected to “PC” so that it is connected
to the network via the phone.
Dialog 4422 IP Office
105
Installation
The phone can be powered either from the network or from a
24 V AC/AC plug-in power adapter.
•
Only use applicable 24 V AC/AC plug-in adapters (power
supplies) listed below or an adapter approved by your
local reseller.
Aastra product
number
Power rating
Supplier
Supplier product number
RES 141 312/1
20VA 230V/24V
Toroid, Sweden
HBP 90120
RES 141 314/1
20VA 230V/24V
Toroid, Sweden
HBP 90220 (for Great Britain,
Hong Kong, Singapore)
RES 141 315/1
20VA 120V/24V
Jameco, USA
AC2410F1
(model number ADU240100)
Change cables
To remove a cable, use a screwdriver to unlock the stop.
Install stands and adapt telephone
Position high
Press to fasten stand
106
Position low
Release to remove stand
Dialog 4422 IP Office
Installation
Install card
Use 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 information, please contact your Aastra Certified Sales
Partner.
Dialog 4422 IP Office
107
Installation
Install key panel (optional)
(Dialog 4422 v. 2 phone only).
1
Fasten the connector in the bottom of the hole 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 in section
“Stand positioning”.
Note: The key panel must be of type DBY 419 01, and it
can only be used in newer versions of the telephone
system.
108
Dialog 4422 IP Office
Installation
Stand positioning
Install card
Use 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 information, please contact your Aastra Enterprise
certified sales partner.
Dialog 4422 IP Office
109
Installation
Install pull-out leaf (optional)
110
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
Insert the pull-out leaf.
Dialog 4422 IP Office
Installation
Wall mounting
The phone can be wall mounted, 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
Drill appropriate wall holes according to measurements
given here.
Wall screws Ø max 5mm.
Dialog 4422 IP Office
111
Installation
5 Mount the spacer (article no. SXK 106 2049/1) on the wall.
Wall screws (not supplied) Ø max 5mm.
6
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
Clean your phone only with a soft, water dampened cloth. Using
soap or any other cleaning materials may discolor or damage the
phone.
112
Dialog 4422 IP Office
Troubleshooting
Troubleshooting
This section contains information on how to solve common
operational problems, and warnings you may receive.
Go through the following list if you encounter any problems. If this
checklist does not cover the problem, contact your system
administrator. If others have similar problems, there may be a
system error.
Fault / Display
Probable cause
The phone is
locked
Disturbance on the
network.
The access
warning triangle
occurs on the
display.
Disturbance on the
network or in the
telephone system.
No connection
to network!
There is no
connection to the
network.
occurs on the
display
Dialog 4422 IP Office
Action or
comment
Press the Clear key,
Mute key and
simultaneously for
one or two
seconds. This will
restart the phone.
Some features
might not work, but
the phone can be
used for receiving
and making calls.
Verify that the
phone is
connected to the
network by
checking the
connection.
#
113
Glossary
Glossary
114
Call mode
The different states your phone is in; calling, ringing,
forwarded, and so on.
Telephone system
Exchange. Switch.
Idle display
A message shown on the display when the phone is idle. This
message is programmed by your system administrator.
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, used for making
frequently used numbers faster to dial.
Triple Access Line
A collective name for Line 1, Line 2 and Inquiry lines. Line 1
and Line 2 forms your extension number and are available
both for incoming and outgoing calls. Inquiry can only be used
for outgoing calls.
Dialog 4422 IP Office
Index
Index
A
Absence Information 62
Accessories 90
Headset 91
Key panel 90
Pull-out leaf 94
Account Code 71
Add Microsoft Outlook contacts 95
Answer calls 29
B
Bypass 41
C
Call Forwarding
External Follow-me 54
Internal Follow-me 52
Personal Number 55
Call forwarding 52
Call List 38, 44
Call Waiting 40
Callback 39
Change ring signal for a Monitoring key 88
Checking the protocol 77
Common Bell Group 69
Common Speed Dialing numbers 42
Conference 50
Contacts (PhoneBook)
Entering names and numbers 27
Copyright 5
D
Date presentation 81
Declaration of conformity 5
Description 7
Display information 14
Lamp indications 11
Menu structure (Settings) 19
Dialog 4422 IP Office
Tones and signals 12
Dial by a function key 42
Dial by a Monitoring key 42
Dial by Contacts 42
DISA = Direct Inward System Access 76
Display contrast 84
Display information 14
Display symbols 15
Disposal of the product 6
During calls 46
Conference 50
Group Listening (loudspeaker) 46
Handsfree 47
Hold 47
Inquiry 49
Microphone on or off 47
Transfer 50
E
Emergency mode 72
External Follow-me 54
F
Free on 2nd access 31
Free Seating 28
G
General Deactivation 72
Glossary 114
Group Call-pick-up 69
Group features 69
Group Hunting 70
Group Listening (loudspeaker) 46
H
Handset and loudspeaker volume 86
Handsfree 47
Headset 91
115
Index
Hold 47
I
Important user information 6
Incoming calls 29
Answer a second call 31
Handsfree 30
On another extension 30
On Line 1 29
On Line 2 or Monitoring key 29
Parallel Ringing 32
Individual External Line 37
Inquiry 49
Installation 105
Internal Follow-me 52
Internal messages 64
Intrusion 41
K
Key Monitoring 74, 75
Key panel 90
L
Lamp indications 11
LAN access control (network authentication) 21
Language 80
Last External Number Redial 37
Log off 28
Log on 24
M
Mailbox 68
Make calls 34
Malicious Call Tracing 75
Manual Message Waiting (MMW) 64
Menu structure (Settings) 19
Message Waiting 65
Messages 64
Manual Message Waiting (MMW) 64
Message Waiting 65
Voice Mail 66
Mute 47
Mute ring signal 87
My Dialog 4000 Contacts 95
N
Network settings 89
Night Service 73
Number Presentation Restriction 38
116
O
Option unit 85
Other useful features 71
Outgoing calls 34
Bypass 41
Call Waiting 40
Callback 39
External calls 34
Handsfree 35
Individual External Line 37
Internal calls 34
Intrusion 41
Last External Number Redial 37
Monitoring 35
Number Presentation Restriction 38
Redial calls from the Call list 38
SOS calls (Emergency calls) 36
Speed Dialing 42
When you receive a busy tone 39, 41
P
Parallel Ringing 32
Personal Number 55
Programming of function keys 78
Programming of ring signal tone character 83
Protocol 77
Pull-out leaf 94
R
Redial calls from the Call list 38
Refer Back 49
Reset the phone 28
Ring signal volume 87
Ring signals 13
S
Safety instructions 6
Setting form for search profiles 61
Settings 77
Change ring signal for a Monitoring key 88
Date presentation 81
Display contrast 84
Handset and loudspeaker volume 86
Language 80
Mute ring signal 87
Network settings 89
Option unit 85
Programming of function keys 78
Programming of ring signal tone
character 83
Dialog 4422 IP Office
Index
Ring signal volume 87
Silent Ringing 87
Time presentation 82
Short numbers 42
Silent Ringing 87
SOS calls (Emergency calls) 36
Speed Dialing 42
Start the phone
LAN access control (network
authentication) 21
Log off 28
Log on 24
Startup procedure 20
Update software 23
T
Time presentation 82
To access your IP phone from a PC 99
Dialog 4422 IP Office
Tones and signals 12
Transfer 50
Troubleshooting 113
U
Update software 23
V
Voice Mail 66
Volume 86
W
Warranty 5
Web server 97
Welcome 4
When you receive a busy tone 39, 41
117
Subject to alteration 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 2009. All rights reserved.
EN/LZT 103 71 R8A