Aastra Dialog 4223 Professiona User Manual Download Page 67

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BusinessPhone — Dialog 4223 Professional / Dialog 3213

Messages

Or:

immediate

Press if you want immediate Notification (see display).

save

Press to save the Notification time (see display).

This step is excluded if you program immediate Notification.

Press to finish programming.

Activate/deactivate the Notification

Message

Press.

administr

Press (see display).

outcall

Press (see display).

Press to activate (see display).

Or:

off

Press to deactivate (see display).

Note:

The Notification number and time must be

programmed before you activate the Notification.

Press to finish programming.

Check and store received messages

You can check and store your received messages.

Received messages are divided into the following three categories:

•

New messages (not heard or read)

•

Heard/Read messages

•

Stored messages

Voice messages can also be forwarded to other Mailbox numbers
(Individual or Common), see section “

Forward a Voice message

” on

page 69.

Note:

Messages are deleted from the system after a certain

time. The time depends upon the category of the message.
Please ask your system administrator regarding this.

Summary of Contents for Dialog 4223 Professiona

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: ...ng Calls 18 Outgoing Calls 21 System Phonebook 33 During Calls 35 Call List 40 Call Metering 43 Call Forwarding 50 Absence Information 57 Messages 62 Security 77 Group Features 80 ISDN Facilities 85 O...

Page 4: ...describes the facilities of the BusinessPhone Communication Platform and the Dialog 4223 Professional Dialog 3213 with a default programming There may be some differences in the way your phone is pro...

Page 5: ...ll 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 ar...

Page 6: ...Description BusinessPhone Dialog 4223 Professional Dialog 3213 6 Description Dialog 4223 Professional 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 16 16 17 18...

Page 7: ...toring numbers program functions See section Settings on page 100 6 Transfer Diversion a Transfer an ongoing call See section During Calls on page 35 b Activate Deactivate diversion See section Call F...

Page 8: ...in writing mode 14 Clear To disconnect calls or to clear the display in programming 15 Microphone 16 Optional key panel 17 Dual Function programmable keys per key panel Four panels can be connected N...

Page 9: ...9 BusinessPhone Dialog 4223 Professional Dialog 3213 Description Dialog 3213 Executive 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 16 18 17 5 5...

Page 10: ...0 6 Dual Function programmable key C Headset key a Storing numbers and program functions b The Headset function is only available with option unit DBY 410 02 installed The Headset key is programmed by...

Page 11: ...clear the display in programming 15 Microphone 16 Optional key panel A Q 17 Dual Function programmable keys per key panel Four panels can be connected Note If one or two key panels are used the optio...

Page 12: ...the Dialog 4223 Professional and the Dialog 3213 Executive In this user guide you will only find illustrations of the Dialog 4223 keys If you are using the Dialog 3213 Executive please refer to the ta...

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: ...middle line shows the other party s name directory number and status If you make an internal call to someone who has activated a diversion the first line shows the name and extension number of the pe...

Page 15: ...ed extension is busy CALLING Incoming call CONFERENCE Conference CONGEST Congestion in the system DISPLAY RESTRICTED ISDN call Number Secrecy is activated on the called calling extension FREE The call...

Page 16: ...peated 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 Call Waiting tone Block...

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: ...e connected to a digital trunk line ISDN the display shows the number of the external caller and in case of diversion in the public net the display shows the number of the diverted as well as the call...

Page 19: ...e On 2nd Access pre programmed When Free On 2nd Access is active the lamp lights and you can receive calls while speaking Answer a second call You are on the phone when a muted ringing signal and a Li...

Page 20: ...13 this function requires the release number R9B or higher see the underside of your telephone In idle mode Press to mute the ringer for incoming calls Save and redial incoming calls When you receive...

Page 21: ...ternal 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 system u Lift the han...

Page 22: ...as successful or not See also section Automatic Redial on page 24 Press to redial the last dialled external number The display will show the dialled number Save external number When you make an extern...

Page 23: ...t or press to finish the procedure You are called back if the extension finishes the ongoing call or the next time the extension finishes a new call You have to answer within eight seconds otherwise t...

Page 24: ...a function on page 101 You can activate Automatic Redial on up to five external numbers at the same time Activate During the call Automatic Redial1 Press to activate pre programmed The Automatic Redia...

Page 25: ...ndem configuration is activated the secondary telephone cannot use this function See section Tandem configuration on page 90 Cancel Automatic Redial1 Press the relevant programmable key to cancel the...

Page 26: ...Note If you receive the busy tone again the desired extension does not allow Camp on Intrusion You can intrude on an ongoing call on a busy extension if this function is allowed intrusion Press see di...

Page 27: ...ed as Common Abbreviated Numbers in the exchange Your personal most frequently used external numbers called Individual Abbreviated Numbers can be stored and used on the 2nd layer oft the programmable...

Page 28: ...sional with an optional key panel all Abbreviated Numbers that are programmed via the keypad on the keys 0 to 9 will be stored on the first 10 programmable keys on the first key panel automatically Co...

Page 29: ...ogrammed Program Individual Abbreviated Number How to program external numbers or dial codes on the programmable keys on the telephone and on the key panel prog Press see display short no Press see di...

Page 30: ...eferring to the Individual Abbreviated Number 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...

Page 31: ...eviated Number between 0 and 9 and press Cancel all Individual Abbreviated Numbers 51 Press Confirmation tone Dial by Name You can program and activate directory numbers extensions and Common Abbrevia...

Page 32: ...ackward or forward until the function NAMECALL is shown see display enter z Press see display and dial the number You can use any directory number e g a Common Abbreviated Number or a colleague s exte...

Page 33: ...iated numbers Use the System Phonebook directory Press see display The display shows internal Press see display to search for internal directory numbers external Press see display to search for extern...

Page 34: ...earch function Search routine was successful The first entry which matches with your entered letter s will be displayed forward Press see display to scroll forward in the list or backward Press see di...

Page 35: ...d 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 36: ...o 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 h...

Page 37: ...l Press z Enter the number of the third party You can transfer the call before answer or wait for answer Note Make sure that you are connected to the desired party Please read the notes and warnings i...

Page 38: ...all and answer the waiting call d Replace the handset to finish the ongoing call The waiting call is signalled on your phone u Lift the handset to answer the new call Or d Press and replace the handse...

Page 39: ...lit Now you want to put the ongoing call on hold for a short while Line 1 Press the Line key The lamp flashes slowly Line 1 Press again to retake the call that has been put on hold Common Hold Hold P...

Page 40: ...owing options Indication of the total number of calls maximum 20 Calling or erasing the listed numbers Scrolling through the list Indication of time and date of the calls Indication of the number of c...

Page 41: ...r system administrator whether the feature name presentation is available in your system Note If you do not react within 30 seconds the display reverts to idle state If you want to leave the function...

Page 42: ...t came in return Press to return to the previous display see display Erase calls from the Call List When you are retrieving calls from your Call List erase Press to erase the selected call see display...

Page 43: ...versation the display shows the actual cost If you want to deactivate the Cost Indication you have two options To deactivate the indication of the ongoing call cost off Press see display To toggle bet...

Page 44: ...45 Press The system shows the accumulated cost since the last reset Press to finish the procedure Read out cost counter for others If you have the authority you can read out and reset the cost counte...

Page 45: ...menu see display reset Press to reset counter see display Note The reset function in this menu is only applicable when a printer is connected to the system To initiate a reset procedure you require a...

Page 46: ...this procedure you 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 possibilit...

Page 47: ...mple Call Metering Information BusinessPhone Date 04 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 Call...

Page 48: ...ed 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...

Page 49: ...nd the following information will be shown display Press to display the fault records see display The display shows the first fault record in the system The display information includes the extension...

Page 50: ...calls 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 Personal Greeting on page 63 Note You can st...

Page 51: ...nswering 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 shows the actu...

Page 52: ...program a new diversion address prog Press see display diversion Press see display z Dial new diversion address In case of a typing error press the Volume Down key to delete the latest entered digit s...

Page 53: ...am 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 Verification t...

Page 54: ...ing for a second dial tone press Press to activate the Individual Diversion Verification tone Press to finish the procedure Note Before you leave call your extension to check if the External Diversion...

Page 55: ...xternal Diversion Divert your calls to an external position 22 Dial to activate the programmed External Diversion You can make outgoing calls as usual A special dial tone reminds you that Call Forward...

Page 56: ...your 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...

Page 57: ...operator who also has access to your Absence Information Note When you have activated a diversion with a Personal Greeting callers will receive this greeting even if you have activated the Absence In...

Page 58: ...page 67 Select pre text voice or free text information Pre defined texts pre text Press see display next info Select appropriate info using next info see display z Enter Completing Info from the tabl...

Page 59: ...play 0627 Enter month and day activate Press see display Information active Voice information Use the menu keys to record your Voice info and activate it Internal callers will hear the information via...

Page 60: ...o activate deactivate information see display Leave information for another extension chnge no Press see display This function may not be allowed ask system administrator z activate Enter the extensio...

Page 61: ...o Andersen on your phone The sign or indicates that Andersen has Text or Voice info programmed Text info programmed div info Press and hold to read Text info see display Voice info programmed div info...

Page 62: ...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 The following display i...

Page 63: ...system number 2nd Press Diversion Press Press to finish the procedure When the diversion to your Mailbox is activated the Diversion lamp shows steady light Deactivate 2nd Press Diversion Press Persona...

Page 64: ...have activated the Absence Information see section Absence Information on page 57 Erase a greeting 2nd Press Info Press erase Press see display diversion Select type of diversion see display Press to...

Page 65: ...he Message system can notify you when new Voice messages arrive You can specify an external number where you will be called at a pre programmed time or as soon as a new message arrives Note This featu...

Page 66: ...ess see display number Press see display change Press see display 0 z Enter the digit s for external line access and the desired public number The number can consist of up to 24 digits Note Which digi...

Page 67: ...display Note The Notification number and time must be programmed before you activate the Notification Press to finish programming Check and store received messages You can check and store your receive...

Page 68: ...ges this step is excluded If an internal caller has left a message the name and number is displayed In case of an external caller you can see the number if this feature is provided by the network Use...

Page 69: ...ration you might be asked for your Password before you can retrieve your messages See section Security on page 77 receive Press see display new Select message category see display New heard or stored...

Page 70: ...to the Mailbox system 2nd Press Diversion Press z Enter the Common Mailbox number Please ask the system administrator for your defined Mailbox number 2nd Press Diversion Press Press to finish the pro...

Page 71: ...ssword first see section Change Password on page 77 Send Message You can send a message without calling an extension direct message or when you call an extension and receive busy tone or get no answer...

Page 72: ...isplay Note After sending you can repeat to other extensions Callback call 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 r...

Page 73: ...splay check Press 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 Oth...

Page 74: ...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 see display You can erase or re sen...

Page 75: ...ion Check and store received messages on page 67 Record message To start the recording 58 Press and record your message The maximum recording time is 4 minutes and 15 seconds Select one of the followi...

Page 76: ...Press 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 reco...

Page 77: ...e 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 Message syst...

Page 78: ...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 possible to make a call on another blocked extensi...

Page 79: ...3 Security Block extension 72 Enter to block your extension Verification tone Press to finish the procedure Unblock extension 72 Press z Enter your Password Press to re open Verification tone Your ext...

Page 80: ...grammed 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 o...

Page 81: ...ension 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 c...

Page 82: ...with 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 extensio...

Page 83: ...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 h...

Page 84: ...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 Press Note If you are logged into more than one h...

Page 85: ...d parties When you establish an outgoing external call the public number of your system and your extension number will be sent to the called party If the number of the answering party is different fro...

Page 86: ...ing Example 2 The caller has activated Number Secrecy The calling number will be suppressed Example 3 The public net cannot provide the calling number in this case the normal number of the external li...

Page 87: ...umber 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 The desired extension 4...

Page 88: ...ister 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 connected number If the function is accepted...

Page 89: ...oose 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 beside the ke...

Page 90: ...efined 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 to be mobil...

Page 91: ...are treated as 2 separate extensions Transferring a call between members of a Tandem unit Inquiry z Press and enter own directory number Transfer Press Reminder The phone can be set to remind you at...

Page 92: ...y or by entering the number for the music channel Please ask your system administrator for the configured number Background Music Press to activate the music pre programmed The music automatically swi...

Page 93: ...viated Number or a Function key Intercom Line A two way direct call function between two extensions for instance in executive secretary communication Intercom secretary Press to establish an Intercom...

Page 94: ...o change it see section Change Password on page 77 You can also divert calls from your office extension to your external position see section Call Forwarding on page 50 During the procedure you will b...

Page 95: ...r 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 d...

Page 96: ...e 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 administra...

Page 97: ...s made automatically To minimize 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 alternati...

Page 98: ...d public 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 be...

Page 99: ...essing 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...

Page 100: ...umbers to be combined 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...

Page 101: ...play key Press see display _ A Press the desired programmable key change Press see display forward Select Function code see display See section Function codes and required data on page 103 enter Press...

Page 102: ...xample Program Supervision of extension 204 on key A with ringing character 1 For available Function codes see section Function codes and required data on page 103 prog Press see display key Press see...

Page 103: ...ame 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 11 7...

Page 104: ...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 the foll...

Page 105: ...ic 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...

Page 106: ...you want gradually increasing volume when the phone rings type Press see display You will hear the selected type next Press to change see display Press to finish the procedure Note When type 2 is sele...

Page 107: ...hen your telephone rings this can be programmed for internal external or Callback calls Note This function requires a certain release number of your telephone for the Dialog 4223 Professional Dialog 3...

Page 108: ...l calls Or Inquiry Press for Callback calls Select Programming mode options to control the melody Programming mode options Insert notes z Press to insert notes 1 c 2 d 3 e 4 f 5 g 6 a 7 b 8 c 9 d Note...

Page 109: ...melody Hold the key to move to the beginning or the end Erase note or melody Press to erase the note to the left of the cursor Press and hold to erase the whole melody Store the melody Line or Inquir...

Page 110: ...isplay 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 w...

Page 111: ...g extensions Your telephone can be expanded with up to four key panels Note For the Dialog 4223 Professional you need the optional key panel DBY 419 01 Dialog 3213 Executive Each key panel offers 17 a...

Page 112: ...unit for extra bell or for busy signal 1 Press and hold simultaneously until a ring signal is heard The display shows The Line 2 key lamp indicates the setting of the option unit Off Extra bell On Bus...

Page 113: ...ll or busy indication outside 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 receivin...

Page 114: ...are available Activate Deactivate the headset Press the Headset key to activate deactivate See section Description on page 6 All calls can be handled via the headset Answer calls Line 1 Press the fla...

Page 115: ...223 Professional Dialog 3213 Accessories Headset with Group Listening Press to toggle between headset with or without Group Listening Headset to handsfree Press Press the Headset key Handsfree to head...

Page 116: ...allation 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 6 All calls can be h...

Page 117: ...og 3213 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 118: ...vantages 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...

Page 119: ...all 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 cabl...

Page 120: ...llation BusinessPhone Dialog 4223 Professional Dialog 3213 120 Install stands and adapt telephone Position high Position low Tiltable display Adjustable angle Press to fasten stand Release to remove s...

Page 121: ...anels 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 41...

Page 122: ...g 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 Fo...

Page 123: ...rofessional Dialog 3213 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 c...

Page 124: ...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 125: ...your 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...

Page 126: ...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 to the exc...

Page 127: ...ional Dialog 3213 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 ang...

Page 128: ...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 then the DBY 409 02 optional key panel must be used for a...

Page 129: ...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 130: ...ps track of the time and cost of your calls See section Call Metering on page 43 Dial by Name Initiation of a call by operating a single key Internal numbers or Common Abbreviated Numbers can be store...

Page 131: ...t your external call not necessarily the shortest distance See section Least Cost Routing on page 98 Loudspeaker Paging All members of an extension group are paged i e receive a short sharp tone on th...

Page 132: ...r external See section During Calls on page 35 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 cal...

Page 133: ...Diversion 51 Follow me 56 Individual Diversion 53 Call List 40 Call Metering 43 Cost Indication 43 Cost of the last call 44 Printout 47 Read cost counters 44 System Check 49 Call Waiting 38 Camp on 26...

Page 134: ...ing Calls 18 Answer 18 Handsfree 18 Redial number 20 Save number 20 Second call 19 Silent Ringing 20 Individual Abbreviated Numbers via a programmable key 29 Individual Abbreviated Numbers via the key...

Page 135: ...r identification 85 Number Secrecy 89 O Option unit 112 Other Useful Features 90 Account Number 95 Background Music 92 Direct Inward System Access DISA 94 Immediate Answer 96 Intercom Line 93 IP Calls...

Page 136: ...Numbers 27 Signals 17 Silent Ringing 20 Supervision 81 System Check 49 System Phonebook Make a Call 34 Use 33 T Tandem configuration 90 Tape recorder 113 Telephone Attendance 81 Telephone directory 33...

Page 137: ...137 BusinessPhone Dialog 4223 Professional Dialog 3213...

Page 138: ...nterprise AB Subject to alteration without prior notice please contact your Aastra Certified Sales Partner Also visit us on www aastra com Aastra Telecom Sweden AB 2010 All rights reserved EN LZTBS 17...

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