Aastra Dialog 4222 Office User Manual Download

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Mailbox System

BusinessPhone – Dialog 4222 Office / Dialog 3211 & 3212

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. For information on how to retrieve

Dictaphone messages, see section “

Listen to Messages” on

page 58

Record message

To start the recording:

Lift the handset.

*58#

Dial and record your message.

The maximum recording time is 4 minutes and 15 seconds.

Select one of the following options:

Press to play-back.

Press and speak to re-record.

Press to stop the recording and save the message.

Press to finish the procedure.

MESSAGE

Summary of Contents for Dialog 4222 Office

Page 1: ...n 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 hid...

Page 3: ...oing Calls 22 During Calls 33 Call List 40 Call Metering 42 Call Forwarding 44 Absence Information 50 Mailbox System 54 System Phonebook 64 Security 66 Group Features 68 ISDN Facilities 73 Other Usefu...

Page 4: ...he facilities of the BusinessPhone Communication Platform and the Dialog 4222 Office Dialog 3212 Standard and Dialog 3211 Economyplus phones with a default programming There may be some differences in...

Page 5: ...l 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 4222 Office Dialog 3211 3212 6 Description Dialog 4222 Office 1 2 15 3 4 5 6 7 8 9 10 11 12 13 16 17 14 15...

Page 7: ...erence See section During Calls on page 34 6 Line 2 Read a Line key 2 for in and outgoing calls b Read information See section Absence Information on page 51 7 Line 1 Save Redial a Line key 1 for in a...

Page 8: ...me See section Settings on page 88 14 Microphone 15 Optional key panel 17 Dual Function programmable keys Note Use only an optional key panel of type DBY 419 01 16 Loudspeaker 17 Handset with hearing...

Page 9: ...ption Dialog 3212 Standard Dialog 3211 Economyplus Note The graphic above is valid for the Dialog 3212 Standard as well as the Dialog 3211 Economyplus telephone The Economyplus telephone is not equipp...

Page 10: ...ith option unit DBY 410 02 installed The Headset key is programmed by the system administrator See section Accessories on page 99 6 Transfer Diversion a Transfer an ongoing call See section During Cal...

Page 11: ...switch the loudspeaker on or off See section During Calls on page 34 13 Clear To disconnect calls or to clear the display in programming 14 Loudspeaker 15 Handset with hearing aid function Please note...

Page 12: ...log 3212 Standard and the Dialog 3211 Economyplus In this user guide you will only find illustrations of the Dialog 4222 keys If you are using the Dialog 3212 Standard or the Dialog 3211 Economyplus p...

Page 13: ...indicate 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 func...

Page 14: ...s If you make an internal call to someone who has activated a diversion the upper line shows the name and extension number of the person you called and the lower line shows where the call is diverted...

Page 15: ...2 The called extension is free on Line 2 I Intrusion P The called extension has put the call on hold R Recall from an individually call that has been put on hold S Speech mode NU Number unknown W Camp...

Page 16: ...tone 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 access...

Page 17: ...nals 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...

Page 18: ...Standard telephone External calls A ringing signal and a flashing lamp indicate an incoming call If you are connected to a digital trunk line ISDN the display shows the number of the external caller...

Page 19: ...ther extension You can answer a call to another extension from any phone in your office z Call the ringing extension You receive busy tone 6 Press Allow calls on Line 2 If you also want to receive cal...

Page 20: ...terminate the ongoing call Silent ringing This function is useful if you do not want to be disturbed by the ringing of the telephone Dialog 4222 Office Dialog 3212 Standard Incoming calls will only be...

Page 21: ...an incoming external call you can save the number in order to redial it easily the number can contain 24 digits maximum Previously saved number is erased Save number Before you quit the call 2nd Pres...

Page 22: ...umber to make an internal call Or 0 z Enter the digit s for external line access and the desired public number Note Which digit to press for external line access depends on the configuration of the sy...

Page 23: ...ot See also section Automatic Redial on page 25 Press to redial the last dialled external number The display will show the dialled number Save external number When you make an external call you can sa...

Page 24: ...usy tone or get no answer you can instruct the system to automatically redial the number until it is available Note This feature could be restricted Ask the system administrator for the availability T...

Page 25: ...ur telephone this function is not available If Tandem configuration is activated the secondary telephone cannot use this function See section Tandem configuration on page 79 Cancel Press the relevant...

Page 26: ...ee table Alternative programming for Automatic Callback Camp on Intrusion on page 92 Intrusion You can intrude on an ongoing call on a busy extension if this function is allowed 8 Press to intrude Int...

Page 27: ...umbers called Individual Abbreviated Numbers can be stored and used on the 2nd layer of the programmable keys on the telephone on the optional key panel or on the keys 0 to 9 Note Functions that you a...

Page 28: ...seful if you are not using a key panel If you are using a Dialog 4222 Office with the optional key panel all Abbreviated Numbers that are programmed via the keypad will be stored on the first 10 progr...

Page 29: ...rogrammable key This procedure can also be used if you want to program a function that is activated deactivated via a dial code 2nd Press Thomas P Press to make a call or activate a code pre programme...

Page 30: ...er in the field below the line to indicate that it is the secondary function Individual Abbreviated Numbers via the keypad You can program and activate your most frequently used external numbers via t...

Page 31: ...ividual Abbreviated Numbers 51 Press Confirmation tone Dial by Name You can program and activate directory numbers extensions and Common Abbreviated Numbers on the programmable keys Head Office Press...

Page 32: ...ne Dialog 4222 Office Dialog 3211 3212 32 z Enter the number You can use any directory number e g a Common Abbreviated Number or a colleague s extension number _ A Press the programmable key again Pre...

Page 33: ...ld 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 monitors the call Note You can...

Page 34: ...hear the conversation in your room Inquiry During an ongoing conversation you wish to make an inquiry to an internal or external party Inquiry Press Or Line 2 Press Line 2 The first call is put on ho...

Page 35: ...the ongoing call Transfer You have an ongoing internal or external conversation and you want to transfer the ongoing call Inquiry Press z Enter the number of the third party You can transfer the call...

Page 36: ...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 Call Waiting tone during an o...

Page 37: ...onference 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 Conference tone Repeat...

Page 38: ...Line key The lamp flashes slowly Line 1 Press again to retake the call that has been put on hold Common Hold Hold Press pre programmed The Line key lamp flashes slowly The call can be picked up on any...

Page 39: ...sion when you receive busy tone or get no answer Callback message Message Press to send a Call Me message Voice To send a Voice message Message Press 9 Press and speak a Voice message Press to play ba...

Page 40: ...erasing the listed numbers Scrolling through the list Indication of time and date of the calls Indication of the number of call attempts In case of missed and unchecked calls the display ahows C Retri...

Page 41: ...em automatically adds the digit s for external call access Note If digit s for external call access has not been defined for your Call List contact your system administrator Show date time and call at...

Page 42: ...the public net the call metering function can be used to check the cost of outgoing calls The BusinessPhone Communication Platform offers several options to obtain this information Cost Indication Dur...

Page 43: ...the possibility to see the cost of the last call 46 Press The display shows the cost of the last call Press to finish the procedure Read out your own cost counter This is useful when you want to check...

Page 44: ...the system is also equipped with a bypass function Depending on the type of diversion you are also able to record your Personal Greeting see section Change your Personal Greeting on page 59 Note You...

Page 45: ...rogrammed answering position e g secretary Activate Fixed Diversion 2nd Press Diversion Press to activate diversion All calls to your extension are directed to a pre programmed address The display sho...

Page 46: ...alog 3211 3212 46 Program Fixed Diversion address If you need to program a new diversion address 00 Press to enter the programming mode 2nd Press Diversion Press z Enter the new diversion address 2nd...

Page 47: ...ram and activate Internal Diversion Divert your calls to an internal position 2nd Press Diversion z Press and enter the new directory number Any directory number 2nd Press Diversion Press Verification...

Page 48: ...one Press to finish the procedure Note Before you leave call your extension to check if the External Diversion has been set up correctly This way you can make sure that the number has been programmed...

Page 49: ...telephone Activate Follow me Note This procedure has to be executed from the telephone the calls are diverted to 21 Press z Enter your extension number and press z Enter the new directory number and p...

Page 50: ...ers will receive this greeting even if you have activated the Absence Information see section Change your Personal Greeting on page 59 You can inform your callers with 1 Pre defined texts Enter the re...

Page 51: ...splay or as spoken information to callers without display phone External callers will be routed to the operator who also has access to your absence info Pre defined texts example Vacation back June 27...

Page 52: ...Internal callers will hear the information via the handset or the loudspeaker External callers will be routed to the operator who also has access to your absent info Note You can dial your own extens...

Page 53: ...ote This section only applies to the Dialog 4222 Office and the Dialog 3212 Standard telephone A colleague Andersen has programmed diversion to your extension You answer a call to Andersen on your pho...

Page 54: ...possible from own extension you might be requested to change your password if it is default 0000 See section Change Password on page 62 or follow the voice announcements Note To use the mailbox system...

Page 55: ...m administrator can also define whether or not the personal or common mailbox should be activated if you do not answer your phone after a certain time or if your extension is busy Deactivate the Mailb...

Page 56: ...your own extension Message Press to access your individual mailbox Or Common Mailbox Press to access the common mailbox pre programmed key Listen and follow the voice announcements Note Depending on...

Page 57: ...e 57 Listen and follow the voice announcements in the main menu Note In the common mailbox there exists no main menu therefor skip the next step 1 Select to listen to available messages Note If there...

Page 58: ...s not applicable for the common mailbox Depending on the type of call diversion to the mailbox you can leave three different personal greetings for the caller You can activate a diversion when a calle...

Page 59: ...Listen and follow the voice announcements in the main menu 3 Select to record and send messages Listen and follow the dedicated voice announcements Messages can be heard or re recorded before they ar...

Page 60: ...ammed time the connection is cancelled and repeated later ask the system administrator for the programmed number of notification attempts Access the mailbox See chapter Access the Mailbox on page 57 L...

Page 61: ...er Access the Mailbox on page 57 Listen and follow the voice announcements in the main menu 5 Select to change the password Listen and follow the dedicated voice announcements Press to finish the proc...

Page 62: ...al message For information on how to retrieve Dictaphone messages see section Listen to Messages on page 58 Record message To start the recording u Lift the handset 58 Dial and record your message The...

Page 63: ...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 recording...

Page 64: ...k covers internal directory numbers as well as external common abbreviated numbers Use the System Phonebook 0 Press to search for internal directory numbers Or 0 Press to search for common abbreviated...

Page 65: ...gh the whole System Phonebook you can start the search function immediately without entering the first letter s of the name Press to activate the search function Search routine was succesful The first...

Page 66: ...u can still make internal calls and you can also receive incoming calls 72 Press to block your extension Verification tone Press to finish the procedure Un block extension 72 Press z Enter your Passwo...

Page 67: ...ur password see chapter Change Password on page 62 Bypass own extension 72 Press z Enter your Password Press Dial tone You can make one call from your extension Bypass another extension This makes it...

Page 68: ...ammed 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 on...

Page 69: ...nsion lamp is off Michael The extension is called flashing lamp Pick up calls for the group Your colleague s extension is indicated on your phone by a pre programmed key Michael Press to answer the ca...

Page 70: ...ith the paging party Common Bell The Common Bell facility allows all extensions of the system operator included to pick up the call from an extension that has been predefined as a Common Bell extensio...

Page 71: ...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 hu...

Page 72: ...dministrator Answer Group Hunting calls in the normal way Log out To log out from one hunt group 28 Press z Enter the hunt group code Please ask your system administrator for the configured number Pre...

Page 73: ...nalog 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 extension number will be sent to the...

Page 74: ...aller 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 callin...

Page 75: ...If the connected party number differs from the 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...

Page 76: ...ppression you have the possibility to register the number in the public network during the call Malicious Call ID Press to register the connected number pre programmed Or 39 Press to register the conn...

Page 77: ...you can choose not 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 be...

Page 78: ...ephones 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 telephone and need...

Page 79: ...Transferring a call between members of a Tandem unit Inquiry z Press and dial own directory number Transfer Press Reminder The phone can be set to remind you at any time within the next 24 hours multi...

Page 80: ...sic pre programmed The music automatically switches off when you make or receive calls and switches on again when the call is finished Press to cancel the music Note You can adjust the volume see sect...

Page 81: ...ction between two extensions for instance in executive secretary communication Press to establish an Intercom call pre programmed Press to cancel the Intercom call Night Switching If you want this fac...

Page 82: ...r office extension to your external position see section Call Forwarding on page 45 During the procedure you will be prompted for your Password z Enter the public number of your company z followed by...

Page 83: ...area so everyone 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 di...

Page 84: ...tivate the desired functions Immediate Answer It is possible to get automatic hands free answering on internal calls without pressing the Line key If you require this facility please ask your system a...

Page 85: ...is made automatically To minimise the traffic on the network the speech quality is decreased If the speech quality is not acceptable you can disconnect the IP call and switch to a non IP call alterna...

Page 86: ...ublic number The usual way of making an outgoing external call Note Which digit to press for external line access depends on the configuration of the system Calling Least Cost Routing If LCR has been...

Page 87: ...on the same keys Remove the transparent cover in order to write the name beside the key Put the name referring to the programmed function in the field above the line to indicate that it is the primary...

Page 88: ...sociated number See section Function codes and required data on page 91 _ A Press the programmable key again Continue with section Select ringing character Or Press to finish programming After approxi...

Page 89: ...ing mode _ A Press the desired programmable key 13 Enter the Function code for Supervision _ A Press the programmable key again 204 Enter extension number _ A Press the programmable key again 1 Press...

Page 90: ...on name Function code Associated number Ringing character NAMECALL Dial by Name 10 Extension number SUFFIX DIGIT Camp on 11 4 Automatic Callback 11 5 Answer calls another extension 11 6 Radio Paging 1...

Page 91: ...try to country If you cannot use a code of a function maybe your exchange system has been programmed with a different associated number Because this User Guide describes only the default programming t...

Page 92: ...c Press to change the volume For people with impaired hearing the handset hearing volume level can be extra amplified To change the level 5 Press and hold simultaneously until a ring signal is heard T...

Page 93: ...r the programming mode You can now select ringing type volume or character Ringing type Select type 1 if you want to set the ringing volume at a constant level select type 2 if you want gradually incr...

Page 94: ...e last digit to select another ringing character Press to finish the procedure Melody programming If you want a personal melody when your telephone rings this can be programmed for internal external o...

Page 95: ...ming mode options Insert notes z Enter to insert notes 1 c 2 d 3 e 4 f 5 g 6 a 7 b 8 c 9 d Note Press and hold a key to make a long tone shown with a capital letter e g D Change the pitch steps Press...

Page 96: ...ft of the cursor Press and hold to erase the whole melody Store the melody Line Inquiry Press the flashing Line key 2nd Press to exit program mode You enter Melody Mode Line 1 Press to activate deacti...

Page 97: ...splay 5 Press and hold simultaneously until a ring signal is heard The display shows 2nd Press The display shows Press repeatedly to adjust the contrast Press to save and exit Note To exit the menu wi...

Page 98: ...tions and for supervising extensions Your telephone can be expanded with one key panel Note One key panel of type DBY 419 01 can be connected to the Dialog 4222 Option unit Dialog 4222 Office The Opti...

Page 99: ...e If you do not press the phone automatically returns to idle about 30 seconds after the last key press Dialog 3211 Dialog 3212 The Option unit DBY 410 02 is an optional accessory to be installed on t...

Page 100: ...ted Headset Dialog 4222 Office Note Optional accessory for 4222 Office How to install the headset see section Installation on page 106 The following headset functions are available Activate Deactivate...

Page 101: ...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 without Group Listening Headset to handsfree Press...

Page 102: ...stallation instructions provided with the option unit Activate Deactivate the headset Headset h Press the Headset key to activate deactivate optional See section Description on page 7 All calls can be...

Page 103: ...11 3212 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 optional Handsfree to he...

Page 104: ...antages 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 t...

Page 105: ...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 plugged in HANDSET Change...

Page 106: ...Installation BusinessPhone Dialog 4222 Office Dialog 3211 3212 106 Install stands and adapt telephone Position high Position low Press to fasten stand Release to remove stand...

Page 107: ...able for Dialog 4222 Office 1 Remove the small plastic plate marked DSS i e with a screwdriver and connect the cable 2 Attach the key panel unit 3 Secure with screws and install stand Note The key pan...

Page 108: ...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 questions regar...

Page 109: ...ffice Dialog 3211 3212 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 co...

Page 110: ...without 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 rem...

Page 111: ...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 112: ...o handset 2 Cable 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...

Page 113: ...3211 3212 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 Tilt...

Page 114: ...phone 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...

Page 115: ...the time and cost of your calls See section Call Metering on page 42 Dial by Name Initiation of a call by operating a single key Internal numbers or Common Abbreviated Numbers can be stored on each ex...

Page 116: ...that automatically selects the cheapest way to connect your external call not necessarily the shortest distance See section Least Cost Routing on page 86 Loudspeaker Paging All members of an extension...

Page 117: ...n conversation The connection can be internal or external See section During Calls on page 33 Tie line An external line from the private network Transfer During an internal or external ongoing call yo...

Page 118: ...iversion 45 Follow me 49 Individual Diversion 47 Program Fixed Diversion address 46 Call List 40 Call Metering 42 Cost Indication 42 Cost of the last call 43 Read out your own cost counter 43 Call Wai...

Page 119: ...a the keypad 30 Individual Diversion 47 Individual Hold 38 Inquiry 34 Installation Dialog 3211 12 112 Adjust 113 Cables 112 Cleaning 114 Placing 114 Stand 113 Wall mounting handset hook 113 Installati...

Page 120: ...erted extension 27 Individual abbreviated numbers via a programmable key 29 Individual Abbreviated Numbers via the keypad 30 Last External Number Redial 23 Make calls 22 Save external number 23 P Prog...

Page 121: ...121 BusinessPhone Dialog 4222 Office Dialog 3211 3212 Index...

Page 122: ...Notes BusinessPhone Dialog 4222 Office Dialog 3211 3212 122 Notes...

Page 123: ...123 BusinessPhone Dialog 4222 Office Dialog 3211 3212 Notes...

Page 124: ...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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