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Messages

BusinessPhone – Dialog 4224 Operator / Dialog 3214

Dictaphone function

If you want to record and retrieve personal Voice messages you

can use the Dictaphone function. A Dictaphone message is treated

as a normal message. How to retrieve Dictaphone messages, see

section “

Check and store received messages

” on page 64.

Record message

To start the recording:

*58#

Dial and record your message.

The maximum recording time is 4 minutes and 15 seconds.

Select one of the following options:

pause

Press to pause the recording (see display).

play-back

Press to play-back (see display).

record

Press and speak to re-record (see display).

activate

Press to stop the recording and save the message (see
display).

12 May 10:35

+15°^|| OPERATOR

200

C= 0 I= 0

||
||

RECORDING

record play-back

pause activate

Summary of Contents for dialog 3214

Page 1: ...in the text flow Select Graphics Properties and make the following settings Width 15 4 cm Important Height 11 2 cm May be smaller Top 5 3 cm Important Left 0 3 cm Important This text should then be h...

Page 3: ...nce 19 Incoming Calls 21 Outgoing Calls 23 Phone Book 34 During Calls 35 Call Ordering 42 Call Metering 45 Call Forwarding 54 Absence Information 57 Messages 62 Security 73 Group Features 76 ISDN Faci...

Page 4: ...separately The User Guide describes the facilities of the BusinessPhone Communication Platform and the Dialog 4224 Operator Dialog 3214 with a default programming There may be some differences in the...

Page 5: ...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...

Page 6: ...Description BusinessPhone Dialog 4224 Operator Dialog 3214 6 Description Dialog 4224 Operator 1 2 3 4 5 6 7 7 8 8 9 10 11 12 19 19 19 13 14 15 16 17 18 21 20...

Page 7: ...Storing numbers program functions 7 Clear key left Clear key right To disconnect the left or right call see section Incoming Calls on page 21 8 Speech left Speech right To have speech connection with...

Page 8: ...ons Incoming Calls on page 21 Outgoing Calls on page 23 Call Metering on page 45 Group Features on page 76 and Other Useful Features on page 86 b To enter select information See sections Attendance on...

Page 9: ...te and will be shown on the last line of the display When you are requested to see display press the required key to access the function 3 2nd Key for access to secondary key functions These functions...

Page 10: ...tion with the left or right displayed caller Also used to intrude on a busy extension See sections Incoming Calls on page 21 and Outgoing Calls on page 23 10 Off Duty Sets the console in Off Duty stat...

Page 11: ...n See sections Attendance on page 19 and Messages on page 62 18 Microphone 19 Optional key panel A Q 17 Dual Function programmable keys per key panel Four panels can be connected Note If one or two ke...

Page 12: ...ator and the Dialog 3214 In this user guide you will only find illustrations of the Dialog 4224 keys If you are using the Dialog 3214 please refer to the table below to find out the appropriate key co...

Page 13: ...dicate with different signals the traffic state of the ongoing call or function Extinguished lamp The function is not active Steady light The function is active Slowly flashing lamp The line or functi...

Page 14: ...ower line presents the available menu key functions During an external outgoing call the third line will show the directory number of the external line and dialled connected telephone number The fourt...

Page 15: ...rson you called and the third and fourth line shows where the call is diverted During an external incoming call the third line will show the directory number of the external line and traffic state The...

Page 16: ...ual queue ICM Intercom call INCOMPL The number was incomplete INF Voice information activated INF Text information activated INFO The called extension has text or Voice info stored INQUIRY INQ Inquiry...

Page 17: ...arty repeated after 4 s Special ringing tone Ringing signal to Line 2 repeated after 4 s Busy tone Called party is busy Number unobtainable tone Called number not accessible or vacant Blocking tone Ca...

Page 18: ...ls Ringing signals are emitted from the phone Note The tones and ringing signals in this guide refer to the standard system but may vary between countries Internal ringing signal repeated after 4 s Ex...

Page 19: ...perator queue will be routed to an alternative answering position Activate Off Duty Press to activate The lamp lights Console is off duty Temporary change of alternative answering position is possible...

Page 20: ...tch This function switches the whole system to the Night Switch mode The Night Switch mode routes all incoming external calls to a defined night answering position e g an answering machine Night Press...

Page 21: ...he internal caller External calls A ringing signal indicates an incoming call If you are connected to a digital trunk line ISDN the display shows the number of the external caller and in case of diver...

Page 22: ...dspeaker and microphone or connected directly to your headset if installed Clear Press to end the call How to transfer an incoming call see section Transfer on page 36 Silent ringing This function is...

Page 23: ...p you in your attempts to establish contact with the called party Make internal calls How to make internal calls z Dial an extension number or internal group number The status of the extension is disp...

Page 24: ...e programmed Line key External dial tone z Dial the external number Note You can make your calls faster using Common Abbreviated Numbers and by programming your own Abbreviated Numbers Last External N...

Page 25: ...instruct the system to automatically redial the number until it is available This function is activated via Function keys so you first have to program a programmable key one key required per number Yo...

Page 26: ...and how long the function is active is programmed by your system administrator Cancel Press the relevant programmable key to cancel the Automatic Redial request pre programmed Note Depending on system...

Page 27: ...place the call The call will be placed automatically when the extension becomes free The extension will hear a call waiting signal Option 2 To camp on the call Notify Press Loop 1 Press any free Loop...

Page 28: ...d place the call in the normal way Option 3 The caller prefers to call again later Clear Press to disconnect Clear Press to disconnect Diverted extension This is useful if you have to place an urgent...

Page 29: ...fo Press and hold see display The conversation partner of the busy extension is shown in the display Speech Press Speech Press to intrude A warning tone is heard Inform the extension of the new call S...

Page 30: ...2 The extension asks the caller to wait Speech Press Speech Press again Speech connection with the caller Inform the caller Press to place the call The call will be placed automatically when it becom...

Page 31: ...dicates that an external line is available Loop 1 Press again The Loop key light extinguishes External dial tone Continue making the external call Intrusion on a busy external line You can break into...

Page 32: ...ote If you have an ongoing call it must first be transferred camped on or finished before you can press Monitor Abbreviated Numbers By using Abbreviated Numbers you can make calls simply by pressing a...

Page 33: ...telephone directory Individual Abbreviated Numbers You can program and activate your most frequently used external numbers on the 2nd layer of a programmable key This procedure can also be used if you...

Page 34: ...splay To search in the internal telephone directory external Press see display To search in the external telephone directory You can press search see display to step through the whole directory or use...

Page 35: ...ce or put the call on hold to perform other tasks Group Listening You have an ongoing conversation via the handset Press to switch the loudspeaker on or off When the lamp lights the loudspeaker monito...

Page 36: ...fer You want to transfer an incoming call to an extension z Dial the extension number or an internal group number The status of the extension is displayed Or Thomas P Press a pre programmed key The st...

Page 37: ...e extension Announce the call when the extension is answered Press Or d Replace the handset to place the call Transfer to a busy extension You can even transfer calls to busy extensions The other part...

Page 38: ...en the third party answers conf Press to establish a three party conference see display Conference tone will be sent Select option 1 or 2 Option 1 Finish the Conference Depending on which partner you...

Page 39: ...ut on hold You can answer new incoming calls or put new calls on hold Loop 1 Press again The Loop key light extinguishes Speech Press to retake Individual Hold and monitor Incoming calls can be put on...

Page 40: ...t calls on hold by pressing the key again during an ongoing call When you want to retake one of the calls on hold you must be free from ongoing calls Hold Press pre programmed The oldest call on hold...

Page 41: ...nnected to a serial call which cannot be transferred and the call is rerouted back to the operator if you go on hook Press to place the call Recall after the first conversation Place the call with the...

Page 42: ...The ordering extension may or may not remain on line Dial tone ordering An extension calls and orders an external line with dial tone The caller remains on the line Ask the caller to wait 0 Press the...

Page 43: ...on page 23 Press to place the call Call ordering off line An extension calls and orders a call to an external or internal party The caller does not remain on the line after ordering z Call the request...

Page 44: ...l the extension that ordered the call and press The extension will be transferred to the left display and one of the caller s line will be blocked z Call the requested party The normal way of making a...

Page 45: ...ion Platform offers several options to obtain this information Cost of the last call After finishing an outgoing external call you have the possibility to see the cost of the last call 46 Dial The dis...

Page 46: ...cost of your own extension since the last reset other Press see display The system requires a Password z Enter the Password Ask your system administrator for the defined Password In case of a typing...

Page 47: ...eset function in this menu is only applicable when a printer is connected to the system To initiate a reset procedure you require a special authority level please ask your system administrator if this...

Page 48: ...ou will see the accumulated cost of the entire system detail Press to read out the detailed counters of each extension trunk line see display In this menu you have the same possibilities as in the pre...

Page 49: ...le Call Metering Information BusinessPhone Date 03 05 12 Time 10 53 Aastra Telecom Sweden AB LM Ericssons v g 30 SE 126 37 H gersten Sweden Reason for print out Read Division Total system Group Caller...

Page 50: ...directory number s is are related to the extension caller or trunk group Directory number range Shows the directory number of the desired extension or trunk line When no directory number is entered t...

Page 51: ...check Press to initiate a system check see display When a fault is found the following information will be shown display Press to display the fault records see display The display shows the first fau...

Page 52: ...Option 1 Registration on the callers individual call meter Set up the external line See section Make external calls on page 24 External dial tone meter Press see display Continue setting up the exter...

Page 53: ...The call is registered on the callers individual call meter Clear Press to disconnect the call Option 2 Registration on a specified Account Number Account Press pre programmed z Dial the Account Numb...

Page 54: ...tivate or cancel the diversion address for another extension for example when someone is ill and wants his calls to be answered by another person You can control both Internal and External Diversions...

Page 55: ...n address To set a new Individual External Diversion address 22 Dial z Dial the extension number and press 0 z Dial the digit s for external call access and enter the new External Diversion address A...

Page 56: ...e programmed External Diversion is deactivated Clear Press to finish the procedure Note The programmed diversion address is not removed from the memory the diversion is just inactive Re activate Exter...

Page 57: ...the reason for the absence and the date and time of return 2 Voice information Record a Voice message and name the reason for the absence 3 Free text information only to display phones Activate a per...

Page 58: ...address pre text Press see display next info Select appropriate info using next info see display z Enter Completing Info from the table below 12 May 10 35 15 OPERATOR 200 C 0 I 0 ABSENCE INFORMATION F...

Page 59: ...ut display phone Info Press to finish the procedure Pre defined texts example Vacation back June 27 pre text Press see display next info Select appropriate info using next info see display 0627 Enter...

Page 60: ...text information You have selected the address Note Free text information will only be seen by display phones free text Press see display z Enter the text and press to store the information Informatio...

Page 61: ...ormation for diverted calls You have answered a call that is diverted to you Information is registered on the extension div info Press and hold see display The information is shown Inform the calling...

Page 62: ...le from your own extension you might be requested to change your Password if it is default 0000 Note Some systems are programmed to allow the Default Password z Enter your new Password and press If yo...

Page 63: ...sk the system administrator for your defined Mailbox number Note This procedure can only be performed by the last active operator When the diversion to your Mailbox is activated the Off Duty lamp show...

Page 64: ...n also be used from an external position Change Password Check and store received messages Forward a Voice message Send Message Check and store received messages You can check and store your received...

Page 65: ...me and number is displayed In case of an external caller you can see the number if this feature is provided by the network Use the menu keys to check the message see display Voice messages will be hea...

Page 66: ...ssage type see display Note After sending you can repeat to other extensions You can also change the sending extension number if you want the message to be sent from someone else if this function is a...

Page 67: ...ll back Press to send a Call Me message see display Voice voice Press to send a Voice message see display Use the menu keys to record your message and send it see display See section Absence Informati...

Page 68: ...to send the message to the next destination Message Press to finish the procedure Change sending extension When you have dialled the receiving extension number you can define another extension as sen...

Page 69: ...s see display Own messages own Press to check your own messages see display Enter the receiving extension number You can check and erase the messages that you have sent see display Others others Press...

Page 70: ...uration you might be asked for your Password before you can retrieve your messages See section Security on page 73 receive Press see display new Select message category see display New heard or stored...

Page 71: ...sages Messages that have been left unanswered for a long period are sent back to you To check returned messages Message Press sent back Press see display Use the menu keys to check returned messages s...

Page 72: ...d store received messages on page 64 Record message To start the recording 58 Dial and record your message The maximum recording time is 4 minutes and 15 seconds Select one of the following options pa...

Page 73: ...the DISA function Note The first time you enter the Message system you might be requested to change your Password if it is default 0000 This procedure is performed directly in the Message system See...

Page 74: ...n Bypass own extension 72 Dial z Dial your Password Press Dial tone You can make one call from your extension Bypass another extension This makes it possible to make a call on another blocked extensio...

Page 75: ...ity Block extension 72 Dial to block your extension Verification tone Clear Press to finish the procedure Un block extension 72 Dial z Dial your Password Press to re open Verification tone Your extens...

Page 76: ...rogrammed external line e g free busy You can also establish an external call by pressing the External Line key Answer an external call To answer an external call just press the flashing key Depending...

Page 77: ...onitor the activity of other extensions free busy called Traffic situation Michael Ongoing conversation lamp is on Michael Free extension lamp is off Michael The extension is called flashing lamp Pick...

Page 78: ...ith the paging party Common Bell The Common Bell feature allows all extensions of the system operator included to pick up the call from an extension that has been predefined as a Common Bell extension...

Page 79: ...luding Tandem configurations Incoming calls to the hunt group are directed to free extensions in the group The hunt order within the group can be changed to suit your needs If all members of the hunt...

Page 80: ...28 Dial z Dial the hunt group code Please ask your system administrator for the configured number Press Note If you are logged into more than one hunt group and log out from one of them the display wi...

Page 81: ...he main difference compared to the analog public net is the Number Identification between the connected parties When you establish an outgoing external call the public number of your system and your e...

Page 82: ...caller Mr Plattner with public number 0 181100 4736 is calling Example 2 The caller has activated Number Secrecy The calling number will be suppressed Example 3 The public net cannot provide the calli...

Page 83: ...e dialled one for example Diversion or Pick up from another extension your display shows the new number Example Called Party number 0 181100 Extension 4736 The desired extension 4736 will be answered...

Page 84: ...r the number in the public network during the call Malicious Call ID Press to register the connected number pre programmed Or 39 Dial to register the connected number If the function is accepted in th...

Page 85: ...to show your complete number public extension number to the connected party Number Secrecy Press a pre programmed key to suppress your complete number to the public net The lamp beside the key shows...

Page 86: ...loudspeaker and much more Reminder The phone can be set to remind you at any time within the next 24 hours multiple settings are allowed 32 Dial z Dial reminder time 00 23 hour 00 59 minute Example 1...

Page 87: ...procedure Background Music You can listen to Background Music over the loudspeaker on your phone by pressing a pre programmed Music key or by entering the number for the music channel Please ask your...

Page 88: ...the calling party Opening of the doorlock After you have answered the Doorphone you can open the door by dialling the door opener s directory number z Dial the door opener s directory number Please a...

Page 89: ...r or on a special project Note To activate this function you have to change the Default Password from 0000 to a personal one Which code to use and how to change it see section Change Password on page...

Page 90: ...g the call Or Account Number Press pre programmed z Enter Account Number and press Valid digits 0 9 Automated Attendant The Automated Attendant facility sends voice instructions to external and intern...

Page 91: ...be selected Use Least Cost Routing 0 z Dial the digit s for external call access and the external number The usual way of making an outgoing external call Calling Least Cost Routing If LCR has been i...

Page 92: ...sing digits repeatedly Example 5 Press a digit Note Key 1is reserved for national characters Press the Volume Up key to enter the character Moves cursor to next position Use also for space Press the V...

Page 93: ...93 BusinessPhone Dialog 4224 Operator Dialog 3214 Write Text...

Page 94: ...sions Your telephone can be expanded with up to four key panels Note For the Dialog 4224 Operator you need the optional key panel DBY 419 01 Dialog 3214 Operator s Console Each key panel offers 17 add...

Page 95: ...amp indicates the setting of the option unit Off Extra bell On Busy signal lamp Flashing Combined extra bell busy lamp Clear Press to change to busy signal Or Clear Press to change to extra bell busy...

Page 96: ...andset Useful for involving a second person in your conversation for talking or just listening Tape recorder When a recording of the telephone conversation is needed for evidence purposes a tape recor...

Page 97: ...Dial the number Clear Press to terminate the call Headset to handset u Lift the handset Handset to headset Press the Headset key Headset with Group Listening Press to toggle between headset with or w...

Page 98: ...nstallation instructions provided with the option unit Activate Deactivate the headset Headset h Press the Headset key to activate deactivate Note For the Dialog 3214 this key must be pre programmed t...

Page 99: ...or Dialog 3214 Accessories Headset with Group Listening s Press to toggle between headset with or without Group Listening Headset to handsfree s Press Headset h Press the Headset key Handsfree to head...

Page 100: ...ntages in connecting to several external lines We would therefore like to draw your attention to the following Please do not transfer external calls to an external mailbox to information systems or to...

Page 101: ...cables You can put the cable to the handset in the notch underneath the telephone The cable to the exchange has to be plugged in LINE and the handset cable has to be plugged in HANDSET Change cables T...

Page 102: ...tallation BusinessPhone Dialog 4224 Operator Dialog 3214 102 Install stands and adapt telephone Position high Position low Tiltable display Adjustable angle Press to fasten stand Release to remove sta...

Page 103: ...els 1 Remove the small plastic plate marked DSS i e with a screwdriver and connect the cable 2 Attach key panel unit 3 Secure with screws and install stand Note All key panels must be of type DBY 419...

Page 104: ...1 4 key panels Install card Use the Designation Card Manager to make and print your own key panel designation cards The Designation Card Manager is included on the Enterprise Telephone Toolbox CD For...

Page 105: ...Operator Dialog 3214 Installation Install pullout leaf 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 cor...

Page 106: ...thout using a special console 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 remov...

Page 107: ...ur telephone on sensitive surfaces Use a non slippery pad to protect your furniture from possible damage Do not place your telephone near sources of extreme heat e g near the radiator Make sure that t...

Page 108: ...able to exchange 3 Space for personal directory list optional 4 Wall mounting screw holes You can put the cable to the handset in any of the two notches underneath the telephone The cable to the excha...

Page 109: ...tor Dialog 3214 Installation Wall mounting handset hook When mounting on a wall you have to pull out and turn the hook Install stand and adjust telephone Press to decrease angle Pull to increase angle...

Page 110: ...power cables are required for this key panel as power is supplied from your telephone However if three or four key panels are to be connected the DBY 409 02 optional key panel must be used for all ke...

Page 111: ...one near sources of extreme heat e g near the radiator Make sure that the line cable isn t creased Cleaning the telephone Use a slightly moistened not wet soft cloth or an anti static cloth and wipe o...

Page 112: ...k An indication to a busy extension to inform the person that you want to speak to him her See section Messages on page 62 Camp on To place queue a call to a busy extension The extension may have one...

Page 113: ...n Internal callers are informed about absence and time of return External callers are diverted to the operator where the same information is available The operator can insert text or voice information...

Page 114: ...rator to notify a busy extension of a new call The operator will be recalled when the extension becomes free See section Outgoing Calls on page 23 Off duty A key on the operator console When Off duty...

Page 115: ...ion person which can be included in an ongoing two person conversation The connection can be internal or external See section During Calls on page 35 Tie line An external line from the private network...

Page 116: ...supervised call 52 Printout 49 Read out cost counter for others 46 Read out your own cost counter 45 Call Ordering 42 Call ordering off line 43 Call ordering on line 43 Dial tone ordering 42 Call orde...

Page 117: ...k 109 Installation Dialog 4224 101 Adapt 102 Cables 101 Card 107 Cleaning 107 Key panels 103 Placing 107 Pullout leaf 105 Stands 102 Wall mounting handset hook 106 Integrated System Check 51 Intercom...

Page 118: ...reviated Numbers 33 Intrusion and forced release 29 Last External Number Redial 24 Make external calls 24 Make internal calls 23 Save external number 25 Supervise long distance calls 32 P Phone Book 3...

Page 119: ...119 BusinessPhone Dialog 4223 Professional Dialog 3213...

Page 120: ...ation without prior notice For questions regarding the product please contact your Aastra Certified Sales Partner Also visit us on www aastra com Aastra Telecom Sweden AB 2008 All rights reserved EN L...

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