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Dialog 4220 Lite / Dialog 3210

BusinessPhone Communication Platform

User Guide

Summary of Contents for dialog 4220

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

Page 2: ...BusinessPhone Dialog 4220 Lite Dialog 3210 2 EN LZTBS 160 1320 R2A Aastra Telecom Sweden AB 2008 All rights reserved...

Page 3: ...age Welcome 4 Description 6 Incoming Calls 14 Outgoing Calls 17 During Calls 27 Call Forwarding 36 Absence Information 42 Messages 49 Security 62 Group Features 65 Other Useful Features 71 Accessories...

Page 4: ...arlier versions of the system and or might be protected by a hardware dongle that has to be bought separately The User Guide describes the facilities of the BusinessPhone Communication Platform and th...

Page 5: ...ot 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 th...

Page 6: ...Description BusinessPhone Dialog 4220 Lite Dialog 3210 6 Description Dialog 4220 Lite 1 4 5 6 7 8 2 3 9 10 11 12 13...

Page 7: ...or in and outgoing calls b Save or redial an external number See section Outgoing Calls on page 17 6 Message Info a To send and receive messages See section Messages on page 49 b To enter information...

Page 8: ...Description BusinessPhone Dialog 4220 Lite Dialog 3210 8 Dialog 3210 Basic 1 2 3 4 5 6 7 8 9 10 11...

Page 9: ...em administrator See section Accessories on page 80 3 Programmable keys Storing numbers and program functions 4 Inquiry To make an inquiry to an internal or external party See section During Calls on...

Page 10: ...will only find illustrations of the Dialog 4220 keys If you are using the Dialog 3210 Basic please refer to the table below to find out the appropriate key combination Lamp indications The key lamps...

Page 11: ...Description Extinguished lamp The function is not active Steady light The function is active Slowly flashing lamp The line or function is put on hold Rapidly flashing lamp An incoming call or message...

Page 12: ...e Ringing signal to called party 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 accessibl...

Page 13: ...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 Exte...

Page 14: ...on from any phone in your office u z Lift the handset and call the ringing extension You receive busy tone 6 Press Allow calls on Line 2 Note Dialog 4220 Lite only If you also want to receive calls wh...

Page 15: ...to the first caller Press if you want to terminate the ongoing call A second call is waiting A muted ringing signal will inform you during a conversation that a second call is waiting on your phone T...

Page 16: ...digits maximum Previously saved number is erased Dialog 4220 Lite Save number Before you quit the call 2nd Press Save Redial Press to save the dialled number Redial number 2nd Press Save Redial Press...

Page 17: ...ernal and external calls u Lift the handset and dial either z An extension number to make an internal call Or 0 z The digit s for external call access and the external number Note Which digit to press...

Page 18: ...t See also section Automatic Redial on page 20 u Lift the handset Press to redial the last dialled external number Save external number When you make an external call you can save the number in order...

Page 19: ...ck You call an extension and receive busy tone or get no answer 5 Press Verification tone Note The number for Automatic Callback may differ from country to country d or Replace the handset or press to...

Page 20: ...is lit when the request is stored and activated Verification tone d or Replace the handset or press to finish the procedure You are called back if the called number finishes the ongoing call or the n...

Page 21: ...ystem programming the Automatic Redial request could be cancelled automatically Pause It is possible to pause all of your successfully activated requests by programming a separate pause key Press to p...

Page 22: ...e again the desired extension does not allow Camp on The number for Camp on may differ from country to country Intrusion You can intrude on an ongoing call on a busy extension if this function is allo...

Page 23: ...a few keys Frequently used external numbers are stored as Common Abbreviated Numbers in the exchange On the Dialog 4220 Lite up to 14 Individual Abbreviated Numbers your personal most frequently used...

Page 24: ...the handset z Dial the Common Abbreviated Number Please refer to your telephone directory Individual Abbreviated Numbers via a programmable key Note Dialog 4220 Lite only You can program and activate...

Page 25: ...g 3210 Outgoing Calls Individual Abbreviated Numbers via the keypad You can program and activate your most frequently used external numbers via the keypad u Lift the handset z Press and dial the Abbre...

Page 26: ...rogram and activate directory numbers extensions and Common Abbreviated Numbers on the programmable keys If you have programmed a number on a programmable key you just have to press this key to call t...

Page 27: ...different ways You can monitor calls mute the microphones make an inquiry transfer the call create a conference or put the call on hold to perform other tasks Group Listening Note Dialog 4220 Lite onl...

Page 28: ...the loudspeaker monitors the call Note When the loudspeaker is on the microphone is automatically switched off in the handset From monitoring to handset s Press to switch the loudspeaker off Continue...

Page 29: ...calls create a Conference and end one of the calls Press to end the Inquiry call The second call is disconnected Line 1 Press to retake the first call You are now connected to the first party Dialog 3...

Page 30: ...nd want to refer back to the call that is put on hold on Line 1 The lamp of the call put on hold flashes Line 1 Press to put the second call on hold First call is connected Press to put the first call...

Page 31: ...Transfer Press Or d Replace the handset The call is transferred External calls might only be transferred with the Transfer key if this state of connection is allowed by the System programming Dialog...

Page 32: ...lback You are called back if you have transferred an external call and the other extension has not answered the call within a certain time Your telephone will ring again Call Waiting If you hear the C...

Page 33: ...ty 2nd Press Conference Press to establish a three party Conference Now you have established a three party conference To indicate the Conference all Conference members will hear a periodical Conferenc...

Page 34: ...ce tone Repeat the procedure to include other persons into the Conference In this way you can include up to six parties in a conversation How many of them can be external callers depends on the progra...

Page 35: ...re programmed The Line key lamp flashes slowly The call can be picked up on any extension within one minute or if not it will recall on the holding extension Line Press to pick up on own extension Or...

Page 36: ...o able to record your Personal Greeting see section Personal Greeting on page 51 Note You can still make calls as usual Diversion when there is no answer If you are not available to answer incoming ca...

Page 37: ...Diversion 2nd Press Diversion Press to activate diversion All calls to your extension are directed to a pre programmed address Cancel diversion 2nd Press Diversion Press to cancel diversion Dialog 321...

Page 38: ...e Program and activate Internal Diversion Divert your calls to an internal position 2nd Press Diversion z Press and dial the new directory number Any directory number 2nd Press Diversion Press Verific...

Page 39: ...e new diversion address Press to activate the Individual Diversion Verification tone X Press to finish the procedure You can make outgoing calls as usual A special dial tone reminds you that Call Forw...

Page 40: ...ion to check if the External Diversion has been set up correctly This way you can make sure that the number has been programmed properly and that your calls will not be diverted to another person by m...

Page 41: ...ctive on your telephone Activate Follow me Note This procedure has to be executed from the telephone the calls are diverted to 21 Dial z Dial your number and press z Dial the new number and press Spec...

Page 42: ...rs will be routed to the operator who also has access to your absence info Note When you have activated a diversion with a Personal Greeting callers will receive this greeting even if you have activat...

Page 43: ...to finish the procedure The programmed absence info will be shown in the display Internal callers receive the information on the display or as spoken information to callers without display phone Exte...

Page 44: ...ten to your recording 9 Press and speak to re record Press to activate Press to finish the procedure Internal callers will hear the information via the handset or the loudspeaker External callers will...

Page 45: ...fo Press 0 Press to erase info Save information 2nd Press Info Press to deactivate and save for later use Information is passive Press to finish the procedure Use saved information When the informatio...

Page 46: ...procedure Internal callers receive the information on the display or as spoken information to callers without display phone External callers will be routed to the operator who also has access to your...

Page 47: ...nd listen to your recording 9 Press and speak to re record Press to activate X Press to finish the procedure Internal callers will hear the information via the handset or the loudspeaker External call...

Page 48: ...ase 23 Press to erase info X Press to finish the procedure Save 23 Press to deactivate and save for later use Information is passive X Press to finish the procedure Use saved information When the info...

Page 49: ...ter the Message system only possible 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 Follow...

Page 50: ...ivate Divert your extension to the Mailbox system 2nd Press Diversion Press z Dial the number to the Mailbox system Ask the system administrator for your defined Mailbox system number 2nd Press Divers...

Page 51: ...sh the procedure Deactivate 21 Dial X Press to finish the procedure Personal Greeting Depending on the type of diversion you want to activate you can leave three different Personal Greetings to the ca...

Page 52: ...When a new message is received the Message lamp flashes rapidly u Lift the handset Message Press to retrieve a message See section Check and store received messages on page 54 Retrieve messages exter...

Page 53: ...ability and for more information You can be notified in two different ways depending on the programming of the system Notification with Mailbox access You acknowledge the notification via your Passwor...

Page 54: ...re your received messages Received messages are divided into the following three categories New messages not heard Heard messages Stored messages Voice messages can also be forwarded to other Mailbox...

Page 55: ...Mailbox number is the same as the extension number Message Press to view the Mailbox Note Depending on the configuration you might be asked for your Password before you can retrieve your messages See...

Page 56: ...is that a Common Mailbox can be used by more than one user Dialog 4220 Lite Activate Divert your extension to the Mailbox system 2nd Press Diversion Press z Dial the Common Mailbox number Please ask t...

Page 57: ...the system administrator for your defined Mailbox number Press X Press to finish the procedure Deactivate 21 Dial X Press to finish the procedure Retrieve messages internally u Lift the handset Commo...

Page 58: ...y s telephone number z Dial the Common Mailbox number During the procedure you will be asked for your extension number and your Password Note You cannot use the Default Password 0000 to retrieve messa...

Page 59: ...to an extension when you receive busy tone or get no answer Callback message To send a Call Me message Message Press Press to send Voice message Message Press 9 Press and speak a Voice message Press t...

Page 60: ...age is treated as a normal message How to retrieve Dictaphone messages see section Check and store received messages on page 54 Record message To start the recording 58 Dial and record your message Th...

Page 61: ...s the Recording key pre programmed While recording is active a steady light indicates that the conversation is being recorded You can start or stop the recording whenever you want The maximum recordin...

Page 62: ...hen you are using 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 Me...

Page 63: ...n u Lift the handset 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 extension...

Page 64: ...3210 64 Block extension 72 Dial to block your extension Verification tone Press to finish the procedure Un block extension 72 Dial z Dial your Password Press to re open Verification tone Your extensio...

Page 65: ...n all phones For each external line a Function key has to be programmed Which means that you are able to monitor the state of traffic for every programmed external line e g free busy You can also esta...

Page 66: ...Supervision and handling calls for a group of extensions If a Supervision Attendance key is programmed on your telephone you are able to call the other group members or answer incoming calls for the...

Page 67: ...by dialling a special answering number Please ask your system administrator for the configured number u Lift the handset z Dial the Group Call pick up code Loudspeaker Paging You can page all extensio...

Page 68: ...een predefined as a Common Bell extension z Dial the Common Bell pick up code Please ask your system administrator for the Common Bell pick up code u Lift the handset You will immediately be connected...

Page 69: ...t including 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...

Page 70: ...28 Dial Press Answer calls Answer Group Hunting calls in the normal way Log out To log out from one hunt group 28 Dial z Dial the hunt group code Please ask your system administrator for the configure...

Page 71: ...One of the telephones is defined as the Primary and the other one as the Secondary This function enhances the communication for users that for example have a wired phone on their desk the primary tele...

Page 72: ...the secondary telephone For incoming calls The secondary telephone cannot be called and the primary telephone works as a normal stand alone telephone For outgoing calls Both telephones are treated as...

Page 73: ...ime and press 00 23 hour 00 59 minute Example 1430 Note If you receive busy tone your extension does not have the authority to set a reminder In case of a typing error press the Volume Down key to del...

Page 74: ...he Doorphone is used to monitor the admission to your company i e you can open the doorlock from your phone Answering Doorphone calls u Lift the handset You will be in speech connection with the calli...

Page 75: ...l Night Switching If you want this feature please ask your system administrator This function is used for directing all incoming calls to one extension answering position e g when the office is closed...

Page 76: ...change it see section Change Password on page 62 You can also divert calls from your office extension to your external position see section Call Forwarding on page 36 During the procedure you will be...

Page 77: ...ryone who is allowed to make external calls will receive an Account Number which has to be used each time he she wants to make an external call Verified Account Numbers contain up to 10 digits and can...

Page 78: ...lls are internal calls sent via an internal data network LAN or WAN and the transfer of data and voice is made on the same line If you are connected to an internal data network the IP connection is ma...

Page 79: ...t Cost Routing u Lift the handset 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 ins...

Page 80: ...hone to the exchange and to a pre defined extension A special circuit layout provides maximum functional security To a telephone fitted with an alarm interface unit you can connect devices such as bat...

Page 81: ...tside your door Enhanced Headset functionality PC Sound Card Second handset Note For people with impaired hearing the Option unit offers the possibility to amplify the receiving volume in the handset...

Page 82: ...The following Headset functions are available Activate Deactivate the headset Headset g Press the Headset key to activate deactivate See section Dialog 3210 Basic on page 8 All calls can be handled v...

Page 83: ...ges 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 ex...

Page 84: ...ation Dialog 4220 Lite Install 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 plu...

Page 85: ...85 BusinessPhone Dialog 4220 Lite Dialog 3210 Installation Install stands and adapt telephone Position high Position low Press to fasten stand Release to remove stand...

Page 86: ...Dialog 4220 Lite Dialog 3210 86 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 corner...

Page 87: ...out 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 remove...

Page 88: ...elephone 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 the l...

Page 89: ...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 exchange...

Page 90: ...ne Dialog 4220 Lite Dialog 3210 90 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...

Page 91: ...e 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 off...

Page 92: ...Outgoing Calls on page 17 Dial by Name Initiation of a call by operating a single key Internal numbers or Common Abbreviated Numbers can be stored on each extension See section Outgoing Calls on page...

Page 93: ...y to connect your external call not necessarily the shortest distance See section Least Cost Routing on page 79 Loudspeaker Paging All members of an extension group are paged i e receive a short sharp...

Page 94: ...ternal See section During Calls on page 27 Tie line An external line from the private network Transfer During an internal or external ongoing call you can make an inquiry and then transfer the call to...

Page 95: ...g 32 Change information 45 48 Change Password 62 Check and store received messages 54 Common Abbreviated Numbers 24 Common Bell 68 Common Hold 35 Common Mailbox system 56 Conference 33 Connections bet...

Page 96: ...9 IP Calls 78 K Key system 65 L Lamp indications 10 Last External Number Redial 18 Least Cost Routing 79 Loudspeaker Paging 67 M Mailbox system Common 56 Individual 50 Make calls 17 Messages 49 Check...

Page 97: ...ned texts 42 R Refer Back 30 Reminder 73 S Save and redial incoming calls 16 Save external number 18 Save information 48 Security 62 Send Message 59 Short Numbers 23 Signals 13 Silent ringing 15 Super...

Page 98: ...Notes BusinessPhone Dialog 4220 Lite Dialog 3210 98 Notes...

Page 99: ...back Camp on 4 Keep handset off hook Intrusion 8 During calls Group Listening Dialog 4220 Lite only Monitoring s Dialog 3210 only Individual Hold Line Press flashing key to retake Conference Ongoing c...

Page 100: ...tion 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 LZ...

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