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Mailbox System

BusinessPhone – Dialog 4222 Office / Dialog 3211 & 3212

Mailbox System

While you are away from the office, callers can leave messages in

your individual or in a common mailbox, which can be used by

more than one user.
You are also able to configure your individual mailbox with your

personal greeting, see section “

Change your Personal Greeting” on

page 59

The first time you enter the mailbox system (only possible from own

extension), you might be requested to change your password if it is

default (0000). See section “

Change Password” on page 62

follow the voice announcements.

Note:

To use the mailbox system, your extension has to be

authorized by the system administrator.

Activate the Mailbox

Divert your extension to your individual or to the common mailbox.

2nd

Press.

Diversion

Press.

Enter the number of the individual or common mailbox.

Ask the system administrator for the defined numbers.

2nd

Press.

Diversion

Press.

Press to finish the procedure.

When the diversion is activated, the Diversion lamp shows steady

light.

Содержание Dialog 4222 Office

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

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

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

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

Страница 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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