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EN/LZTBS 170 322 R2B © Aastra Telecom Sweden AB 2010. All rights reserved.
Table of Contents Table of Contents page Welcome .......................................................... 4 Description ....................................................... 6 Incoming Calls ............................................... 18 Outgoing Calls ............................................... 21 System Phonebook ........................................ 33 During Calls .................................................... 35 Call List ..........................................................
Welcome Welcome Welcome to the User Guide for the Dialog 4223 Professional / Dialog 3213 in the BusinessPhone Communication Platform from Aastra. The BusinessPhone Communication Platform consists of BusinessPhone Compact, BusinessPhone 50, BusinessPhone 128i and BusinessPhone 250. The features described in this User Guide are related to version 7.0 or higher of the BusinessPhone Communication Platform.
Welcome Copyright All rights reserved. No parts of this publication may be reproduced, stored in retrieval systems, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the publisher except in accordance with the following terms.
Description Description Dialog 4223 Professional 1 18 2 17 3 4 5 10 11 6 7 8 9 13 14 12 15 16 16 16 6 BusinessPhone — Dialog 4223 Professional / Dialog 3213
Description 1 Display 3x40 characters. See section “Display info” on page 14. 2 Menu Function keys The functions depend on the traffic state and will be shown on the last line of the display. When you are requested to (see display), press the required key to access the function. 3 2nd Key for access to secondary key functions (these functions are stated on the second line of the corresponding key). 4 Message / Info a. To send and receive messages. See section “Messages” on page 62. b.
Description 12 Headset See section “Headset - Dialog 4223 Professional” on page 114. 13 Volume control To adjust the volume. Also space/backspace 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. Note: Use only optional key panels of type DBY 419 01.
Description Dialog 3213 Executive 1 18 2 3 4 17 11 12 13 14 5 6 5 7 8 9 10 5 15 BusinessPhone — Dialog 4223 Professional / Dialog 3213 16 16 9
Description 10 1 Display 3x40 characters. See section “Display info” on page 14. 2 Menu Function keys The functions depend on the traffic state and will be shown on the last line of the display. When you are requested to (see display), press the required key to access the function. 3 2nd Key for access to secondary key functions (these functions are stated on the second line of the corresponding key). 4 Message / Info a. To send and receive messages. See section “Messages” on page 62. b.
Description 12 Mute To switch the microphone on or off. See section “During Calls” on page 35. 13 Loudspeaker on/off To switch the loudspeaker on or off. See section “During Calls” on page 35. 14 Clear To disconnect calls or to 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 optional key panel DBY 409 01 may be used.
Description Phone keys Dialog 4223 / Dialog 3213 This table gives you an overview of the different key design of 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 table below to find out the appropriate key combination.
Description Lamp indications Ô ÕÔ ÖÔ ÖÔ ÕÔ The key lamps on your telephone 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 function) is put on hold. Rapidly flashing lamp An incoming call or message waiting. Light with short breaks Ongoing call.
Description Display info The display assists your actions on the phone with step-by-step instructions. When your phone is idle, the upper line shows general information. The mid line shows your name and extension number. The lower line presents lead texts for the menu keys. 12 May 10:35 +15° ANDERSEN ANDREAS directory 200 redial prog During an internal call the middle line shows the other party’s name, directory number and status.
Description The provisioning of external calling numbers is network dependent. If it is not provided, the display shows ’EXTERNAL’ and the directory number of the external line. Even when it is provided it might happen that callers are suppressing their numbers, in this case the display shows ’DISPLAY RESTRICTED’. If a name is available to the external caller‘s number in your system, it is also shown on the display.
Description Tones Tones are audible in the handset.
Description Signals Ringing signals are emitted from the phone. Internal ringing signal - repeated after 4 s External ringing signal - repeated after 4 s Automatic Callback signal Note: The tones and ringing signals in this guide refer to the standard system but may vary between countries.
Incoming Calls Incoming Calls Internal calls A ringing signal and a flashing lamp indicate an incoming call. The display shows the number and the name of the internal caller. External calls A ringing signal and a flashing lamp indicate an incoming call.
Incoming Calls To another extension (Call pick-up) z You can answer a call to another extension from any phone in your office. Call the ringing extension. You receive busy tone. 12 May 10:35 +15° ANDERSEN ANDREAS camp-on call-back pick-up 200 pick-up BUSY intrusion Press (see display). Allow calls on Line 2 Free On 2nd Access Ô If you also want to receive calls also while speaking you first need to program Free On 2nd Access on a programmable key. See section “Settings” on page 100.
Incoming Calls Silent Ringing This function is useful if you do not want to be disturbed by the ringing of the telephone. Incoming calls will only be indicated on the display and by the flashing Line key. Note: For the Dialog 3213 this function requires the release number R9B or higher, see the underside of your telephone. É In idle mode: Press to mute the ringer for incoming calls.
Outgoing Calls Outgoing Calls Sometimes you make a call but the person is not available. These functions will help you in your attempts to establish contact with the called party. Make calls How to make internal and external calls. z 0z u d í or Enter either a directory number to make an internal call. Or: 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. Lift the handset .
Outgoing Calls Last External Number Redial *** When you initiate an external call the system automatically stores all the dialled digits, irrespective of whether the call was 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 external call, you can save the number in order to redial it easily. Previously saved number is erased.
Outgoing Calls Automatic Callback You call an extension and receive busy tone or get no answer. 12 May 10:35 +15° BURNES BOBBY camp-on call-back call-back d í or u 201 BUSY intrusion Press (see display). Verification tone. Replace the handset 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 the Callback service is cancelled.
Outgoing Calls Automatic Redial If you call an external number and receive busy 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. This function is activated via Function keys, so you first have to program a programmable key (one key required per number). See section “Program a function” on page 101.
Outgoing Calls Notes: It is not possible to do a new request on a key holding an already activated request until the existing one is cancelled. When the Automatic Redial lamp is rapidly flashing, your telephone is busy and you cannot receive or make new calls. The number of redial attempts and how long the function is active is programmed by your system administrator. If you have activated a diversion on your telephone, this function is not available.
Outgoing Calls Busy extension You call an extension and receive busy tone. Camp-on You can notify a busy extension of your call by a muted ringing call. camp-on Press (see display). Keep the handset off hook. When the called extension replaces the handset, it will be called automatically. 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 display).
Outgoing Calls Diverted extension *60* z # Bypass Call Forwarding makes it possible to call a specific extension, even if Call Forwarding is activated on this extension. Press. Enter extension number. Press. You will be connected to the specified extension, regardless of which type of call forwarding the called extension has activated. Abbreviated Numbers By using Abbreviated Numbers, you can make calls simply by pressing a few keys.
Outgoing Calls Option 2 - Via the keypad If you are using the Dialog 4223 Professional without a key panel, you can program 10 Individual Abbreviated Numbers on the keys 0 to 9. Additionally, you can program the programmable keys on the telephone (see Option 1). See section “Individual Abbreviated Numbers via the keypad” on page 30.
Outgoing Calls Individual Abbreviated Numbers via a programmable key 2nd Thomas P Ô Ô You can program and activate your most frequently used external numbers on the 2nd layer of a programmable key. This procedure can also be used if you want to program a function that is activated/deactivated via a dial code. Press. Press to make a call or activate a dial code (preprogrammed).
Outgoing Calls *z# store í Or: Enter a dial code (maximum 4 digits). Press to store the number or the code (see display). Press to finish programming. Note: The Dual-Function keys allow Individual Abbreviated Numbers and other functions e.g. Dial-by-Name to be combined on the same keys. You can remove the transparent cover in order to write the names beside the keys. Put the name referring to the Individual Abbreviated Number in the field below the line to indicate that it is the secondary function.
Outgoing Calls Note: Which digit to press for external line access depends on the configuration of the system. # í * If your public network requires waiting for a second dial tone, press . Press. Press to finish programming. #51* z# Cancel one specific Individual Abbreviated Number #51# Cancel all Individual Abbreviated Numbers Press. Enter an Abbreviated Number between 0 and 9 and press. Press. Confirmation tone.
Outgoing Calls change Press (see display). 12 May 10:35 +15° SELECT FUNCTION NAMECALL backward forward enter enter z store í 32 10 return Note: If programmed names already exist, press backward or forward until the function NAMECALL is shown (see display). Press (see display) and dial the number. You can use any directory number, e.g. a Common Abbreviated Number or a colleague’s extension number. Press (see display). Press to finish the procedure.
System Phonebook System Phonebook The System Phonebook covers internal directory numbers as well as external common abbreviated numbers. Use the System Phonebook directory Press (see display). The display shows: 12 May 10:35 +15° DAVID CHAMBERS internal external 203 return internal Press (see display) to search for internal directory numbers.. external Press (see display to search for external common abbreviated numbers .
System Phonebook ¿ Make a Call Enter the first letter(s) of the name. Note: How to write text is described in section “Write Text” on page 99. Note: In order to step through the whole System Phonebook, you can start the search function immediately without entering the first letter(s) of the name. 12 May 10:35 C_ +15° search search disconn Press (see display) to activate the search function Search routine was successful The first entry which matches with your entered letter(s) will be displayed.
During Calls During Calls The BusinessPhone Communication Platform allows you to handle calls in many different ways. You can switch between handset and handsfree/group conversation, mute the microphones, make an inquiry, transfer the call, create a Conference or put the call on hold to perform other tasks. Group Listening  You have an ongoing conversation via the handset. Press to switch the loudspeaker on or off. When the lamp lights, the loudspeaker monitors the call.
During Calls From handsfree to handset u You have an ongoing handsfree conversation. Lift the handset. Conversation via the handset. Mute É You have an ongoing conversation. Press to switch the microphone on or off. When the lamp lights, the caller will not be able to hear the conversation in your room. Inquiry Inquiry Line 2 Line 1 36 Ô Ô z í ÖÔ During an ongoing conversation you wish to make an inquiry to an internal or external party. Press. Or: Press Line 2.
During Calls Refer Back Line 1 Inquiry or Line 2 Ö Ô ÖÔ í You have an ongoing conversation on e.g. Line 2 and want to refer back to the call that is put on hold on Line 1. The lamp of the call put on hold flashes. Press to put the second call on hold. First call is connected. Press to put the first call on hold. Second call is connected. Press to end the ongoing call. Transfer Inquiry or Line 2 Ô z You have an ongoing internal or external conversation and you want to transfer the ongoing call. Press.
During Calls Callback 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 Call Waiting tone during an ongoing conversation, another person is trying to contact you. d u Âd To terminate the ongoing call and answer the waiting call Replace the handset to finish the ongoing call. The waiting call is signalled on your phone. Lift the handset to answer the new call.
During Calls 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 programming of the system. 12 May 10:35 +15° CONFERENCE SPEECH Individual Hold Line 1 Line 1 Hold Line 1 Õ Ô ÖÔ Ô ÖÔ You have an ongoing conversation, i.e. the Line 1 key is lit. Now you want to put the ongoing call on hold for a short while. Press the Line key. The lamp flashes slowly.
Call List Call List The Call List includes a complete history of recently made calls. It offers access to previously dialed/received, internal/external numbers The Call List provides following 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 call attempts In case of any calls in the list the menu key list is activated.
Call List Retrieve calls To see the first entry in the Call List: list Press (see display). The display shows e.g.: 12 May 10:35 +15° 00431811005446 call next [
Call List Show date, time and call attempts for the selected call When you are retrieving calls from your Call List. time Press to see the date and time for the selected call (see display). You will see when the call was dialed/received and how many times the same call was sent/came in. 12 May 10:35 CALL: return +15° 12 May 08:22 12x 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.
Call Metering Call Metering When the BusinessPhone Communication Platform is provided with metering information from 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 During an outgoing external conversation the display shows the actual cost.
Call Metering Cost of the last call *46# í After finishing an outgoing external call, you have the possibility to see the cost of the last call. Press. The display shows the cost of the last call. Press to finish the procedure. Read out your own cost counter *45# í This is useful, when you want to check the accumulated cost of your own counter. Press. The system shows the accumulated cost since the last reset. Press to finish the procedure.
Call Metering ì activate In case of a typing error, press the Volume Down key to delete the latest entered digit. Press to confirm the Password (see display). Select the type of meter you want to read out. 12 May 10:35 +15° SELECT TYPE OF METER caller trunk caller return Press to read out an extension counter (see display). If the system is included in a network, you will be able to read out the cost of the tie lines in this menu.
Call Metering display Press to show the counter on the display (see display). 12 May 10:35 +15° COST 201: EUR print 50 reset return In this menu you have the same possibilities as in the previous menu. It is also possible to reset without a printer. If you have not entered a specific directory number in this procedure, you will see the accumulated cost of the entire system.
Call Metering Printout The printout covers the following information: Example: Call Metering Information BusinessPhone Date: 04 05 12 Time: 10:53 Aastra Telecom Sweden AB LM Ericssons väg 30 SE-126 37 Hägersten Sweden Reason for print out : Read Division : Total system Group : Callers Directory number range : 4736 Currency : EUR Dir. No. Name 4736 Mr.Plattner Total Pulses Cost Cost/Pulse 76 38.00 0.50 76 38.
Call Metering Printout contents Date: Shows the date of the printout. Time: Shows the time of the printout. Aastra Telecom Sweden AB LM Ericssons väg 30 SE 126-37 Hägersten Sweden 4 lines with 50 characters per line are free for definition. For example, for the company address. Reason for printout: This field shows if the printout was initiated only to read out the counter or if the printout was caused because of a reset procedure. Division: This field is prepared for future applications.
Call Metering Integrated System Check *45# To avoid a loss of the counter values during re-configuration of the system, an Integrated System Check offers you the opportunity to read out all the counters which were not reset before the reconfiguration. To initiate the System Check you need a special authority level (please ask your system administrator if this feature is available on your phone). Press. (Same procedure as used for reading out accumulated cost.
Call Forwarding Call Forwarding When you are not available to take calls or decide to answer your calls on another extension, it is useful to forward your calls to an alternate answering position. The alternate answering position can either be a pre-programmed one (a common one for: Fixed Diversion, Diversion when there is no answer and Diversion when caller receives busy tone) or an individual one.
Call Forwarding Fixed Diversion This function directs your calls to a pre-programmed answering position (e.g. secretary). 2nd Diversion Ô Ô Activate Fixed Diversion Press. Press to activate diversion. All calls to your extension are directed to a pre-programmed address. The display shows the actual diversion state. 12 May 10:35 DIVERSION directory 2nd Diversion Ô ÕÔ +15° 4736->5450 redial prog Cancel diversion Press. Press to cancel diversion.
Call Forwarding Program Fixed Diversion address If you need to program a new diversion address: prog Press (see display). 12 May 10:35 +15° PHONE PROGRAMMING key short-no. diversion z ì store í 52 diversion ringing Press (see display). Dial new diversion address. In case of a typing error, press the Volume Down key to delete the latest entered digit. Press (see display). Press to finish the procedure.
Call Forwarding Individual Diversion This feature gives you the possibility to divert your calls to internal and external positions, e.g. to any directory number, a colleague’s extension, an external number or a Common Abbreviated Number (e.g. your car telephone). Note: In order to prevent misuse, Individual External Diversion can be blocked for your extension, see section “Security” on page 77.
Call Forwarding Program and activate a new External Diversion address *22* 0z To set a new Individual External Diversion address: Press. Enter the digit(s) for external line access and the new External Diversion address. A maximum of 24 digits. Note: Which digit to press for external line access depends on the configuration of the system. If your public network requires waiting for a second dial # í tone, press *. Press to activate the Individual Diversion. Verification tone.
Call Forwarding Re-activate External Diversion *22*# í Divert your calls to an external position. Dial to activate the programmed External Diversion. You can make outgoing calls as usual. A special dial tone reminds you that Call Forwarding is active. The display shows that you have activated an External Diversion. Press.
Call Forwarding Follow-me If you are in another room, you can still answer your calls by forwarding them to where you are. To activate Follow-me, Individual Diversion must be active on your telephone. Activate Follow-me *21* z* z# í Note: This procedure has to be executed from the telephone the calls are diverted to. Press. Enter your extension number and press. Enter the new directory number and press. Special dial tone. Press to finish the procedure.
Absence Information Absence Information If you are not in the office for a certain period of time (e.g. meeting, vacation, lunch, illness), this feature allows you to inform your callers of the reason of your absence. External callers will be routed to the operator who also has access to your Absence Information.
Absence Information Enter information 2nd Info Ô Ô leave absence To store Text or Voice information. Press. Press. Press (see display). Press (see display). When the information is activated, the Message/Info lamp shows a steady light. If a message arrives, the lamp starts flashing, see section “Check and store received messages” on page 67. 12 May 10:35 +15° ABSENCE INFORMATION FOR: pre-text voice 200 free-text Select pre-text, voice or free-text information.
Absence Information activate í Press (see display). The programmed Absence Information will be shown in the display. 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 Absence Information. Press to finish the procedure. Pre-defined texts example: Vacation, back June 27 pre-text next-info 0627 activate Press (see display).
Absence Information 2nd Info Ô Ô Change information Press. Press. 12 May 10:35 +15° ABSENCE INFORMATION FOR: erase leave off 201 chnge-no. Erase erase absence Press (see display). Press to erase the information (see display). Change leave Press to leave another information (see display). Or: on/off Press to activate/deactivate information (see display). Leave information for another extension chnge-no. z z 60 activate Press (see display).
Absence Information Receive info for diverted calls A colleague, Andersen, has programmed diversion to your extension. You answer a call to Andersen on your phone. The sign ‘&’ or ‘%’ indicates that Andersen has Text or Voice info programmed. Text info programmed ANDERSEN ANDREAS BURNES BOBBY div-info 200& 201 SPEECH div-info Press and hold to read Text info (see display).
Messages Messages By using the Message system you can send, receive, forward and store different kind of messages. You have also access to a number of helpful features, like recording an ongoing conversation, placing external calls via the company network and many more ... Password protection The first time you enter the Message system (only possible from your own extension) you might be requested to change your Password if it is default (0000).
Messages Individual Mailbox system Callers are able to leave messages in your Individual Mailbox. Activate Â Ô Ô z Ô ÕÔ í Divert your extension to the Mailbox system. 2nd Press. Diversion Press. Enter the number to the Mailbox system. Ask the system administrator for your defined Mailbox system number. 2nd Press. Diversion Press. 2nd Diversion Ô ÕÔ Press to finish the procedure. When the diversion to your Mailbox is activated, the Diversion lamp shows steady light. Deactivate Press. Press.
Messages greeting Press (see display). 12 May 10:35 +15° MBX GREETING FOR: busy no-reply diversion í diversion 201 return Select type of diversion and use the menu keys to record your greeting (see display). Press to activate. When you activate the diversion, the recorded greeting is played to the next caller.
Messages z Enter the number to the Mailbox system. During the procedure you will be asked for your extension number and your Password. Note: You cannot use the Default Password 0000 to retrieve messages externally. If you want to check your messages from an external position, you have to change your Password first, see section “Change Password” on page 77.
Messages Note: If you do not acknowledge the Notification within the pre-programmed time, the connection is cancelled and repeated later (ask the system administrator for the programmed number of Notification attempts). Message Ô Program Notification number and time Press to view the Mailbox. Note: Depending on the configuration, you might be asked for your Password. administr Press (see display). 12 May 10:35 +15° ADMINISTRATION outcall outcall Press (see display). number Press (see display).
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. í Message Ô Press to finish programming. Activate/deactivate the Notification Press. administr Press (see display). outcall Press (see display). on Press to activate (see display). Or: off í Press to deactivate (see display).
Messages Message ÖÔ Press to view the Mailbox. If the Mailbox contains heard messages only, the lamp shows steady light instead. Note: Depending on the configuration, you might be asked for your Password before you can retrieve your messages. See section “Security” on page 77. receive Press (see display). 12 May 10:35 +15° MESSAGE 3 return new new call-back 2 heard 12 stored Select message category (see display). New, heard, read or stored. Select message type (see display).
Messages Forward a Voice message Your received Voice messages (in the Individual or Common Mailbox) can be forwarded to other Mailbox numbers (Individual or Common). When you forward a Voice message to an Individual Mailbox, the Mailbox number is the same as the extension number. See also section “Messages” on page 62. Message ÖÔ Note: Returned messages cannot be forwarded. Press to view the Mailbox.
Messages Common Mailbox system If you divert your telephone to a Common Mailbox, the callers are able to leave messages there. The difference between your Individual Mailbox and a Common one is that a Common Mailbox can be used by more than one user. Activate Â Ô Ô z Ô ÕÔ í 2nd Press. Diversion Press. Enter the Common Mailbox number. Please ask the system administrator for your defined Mailbox number. 2nd Press. Diversion Press.
Messages Retrieve messages - externally z z To retrieve your messages from an external position: Enter your company’s telephone number. Enter 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 messages externally. If you want to check your messages from an external position, you have to change your Password first, see section “Change Password” on page 77.
Messages During an unanswered call Message Ô When you call an extension and receive busy tone or get no answer, you can send a Callback, Voice or Text message. Press. 12 May 10:35 +15° FROM NUMBER: 200 call-back TO NUMBER: voice 201 text Select message type (see display). 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).
Messages Check sent messages Message Ô You can check messages that you have sent, for instance if you want to erase a message. You can also check messages received at other extensions (not allowed by default, ask system administrator). Press. administr Press (see display). check Press (see display). 12 May 10:35 +15° CHECK MESSAGES – OWN OR OTHERS ? return own others Own messages own Press to check your own messages (see display). Enter the receiving extension number.
Messages Returned messages Message ÖÔ sent-back í 74 Messages that have been left unanswered for a long period are sent back to you. To check returned messages: Press. 12 May 10:35 +15° SELECT FUNCTION send receive administr sent-back Press (see display). Use the menu keys to check returned messages (see display). You can erase or re-send the message. Press to finish the procedure.
Messages Dictaphone function If you want to record and retrieve personal Voice messages you can use the Dictaphone function. A Dictaphone message is treated as a normal message. How to retrieve Dictaphone messages, see section “Check and store received messages” on page 67. Record message *58# To start the recording: Press and record your message. The maximum recording time is 4 minutes and 15 seconds.
Messages Conversation Recording The Conversation Recording function makes it possible to store the ongoing telephone conversation in the Individual Mailbox by pressing a pre-programmed Recording key. You can store both internal and external calls. Conference calls cannot be stored. A recorded conversation is treated as a normal Voice message. How to retrieve Conversation Recordings, see section “Check and store received messages” on page 67. Note: This feature may be restricted or not available.
Security Security You can use your four-digit Password for blocking your phone from unauthorized use, for making external calls from any blocked extension, for entering the Message system or when 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 Message system. See section “Messages” on page 62. #*72* z * z # Change Password Press to select a new Password.
Security Bypass blocked extension In order to make a call, you can temporarily bypass a blocked extension. *72* z # Bypass own extension Press. Enter your Password. Press. Dial tone. You can make one call from your extension. Bypass another extension *72* z * z # 78 This makes it possible to make a call on another, blocked extension, by using your Password. Enter. Enter your Password. Press. Enter your extension number. Press. Dial tone. You can make one call from the blocked extension.
Security *72# í Block extension #72* z # í Unblock extension Enter to block your extension. Verification tone. Press to finish the procedure. Press. Enter your Password. Press to re-open. Verification tone. Your extension is open for use. Press to finish the procedure.
Group Features Group Features When you are working together in a team the following group features can be very useful. You can page your colleagues, give them Telephone Attendance or pick-up their incoming calls. Key system With this function, all (or selected) external lines are represented by pre-programmed keys on 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).
Group Features Supervision/Telephone Attendance A Function key can also be programmed for 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 group by pressing the key and monitor the activity of other extensions (free, busy, called). Michael Michael Michael Õ Ô Ô ÖÔ Traffic situation Ongoing conversation (lamp is on). Free extension (lamp is off).
Group Features Loudspeaker Paging Paging Paging Ô ÕÔ You can page all extensions in a group and give a Voice message. Press (pre-programmed). All extensions in a group are called. Press again and hold the key (pre-programmed). Give the Voice message and then release the key. Now you can wait for answer, or terminate. If you do not get an answer within 30 seconds, the Paging function will be terminated automatically.
Group Features Group Hunting Your telephone can be included in one or several hunt groups. In a hunt group all members are represented with one common directory number. 16 hunt groups can be programmed, each containing 1 to 20 members. A member can be either an extension number, an operator console or a fictive number. Please ask your system administrator if you require this function. Note: The number of cordless extensions in a hunt group are limited to eight (including Tandem configurations).
Group Features Answer calls As system default the hunt group number is shown in the display. If you require a different display layout, please contact your system administrator. GH-GROUP ANDERSEN ANDREAS directory 300 200 redial CALLING prog Answer Group Hunting calls in the normal way. Log out To log out from one hunt group: #28* z # Press. Enter the hunt group code. Please ask your system administrator for the configured number. Press.
ISDN Facilities ISDN Facilities This chapter is only relevant when your system is connected to a digital trunk line (ISDN-trunk line). It provides a general view of all the (supplementary) services available from the public net which are supported by the system. The services from the public net differ from market to market. Please ask your system administrator which features are available.
ISDN Facilities Answer an incoming call from an ISDN-line A ringing signal and a flashing lamp indicate an incoming call, answer the call in the normal way. One of the following four cases will occur. Example 1: The public net provides the number of the caller. Mr. Plattner with public number 0 181100 4736 is calling. 12 May 10:35 directory +15° 1811004736 redial CALLING prog Example 2: The caller has activated Number Secrecy. (The calling number will be suppressed.
ISDN Facilities Make an external call on an ISDN-line Establish an external call in the normal way. If the called party is also connected to a digital trunk line, your public number is shown on the called party’s display. 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.
ISDN Facilities Malicious Call Identification If you are disturbed by malicious external incoming calls, you can request a number tracing from the network provider. Ô *39# Malicious Call Id. If you cannot see the number of the caller or connected party (because of an activated number suppression), you have the possibility to register the number in the public network during the call. Press to register the connected number (pre-programmed). Or: Press to register the connected number.
ISDN Facilities Number Secrecy By pressing a pre-programmed Number Secrecy key you can choose not to show your complete number (public + extension number) to the connected party. 12 May 10:35 +15° DISPLAY RESTRICTED Number secrecy Ô save SPEECH cost-on Press a pre-programmed key to suppress your complete number to the public net. The lamp beside the key shows a steady light and the function remains activated until the key is pressed again.
Other Useful Features Other Useful Features By using these features your productivity will be increased, e.g. you can set reminders for important meetings, place the cost for external calls on separate accounts, listen to music via the loudspeaker and much more ... Tandem configuration The Tandem configuration is a unit, consisting of two telephones using the same directory number. One of the telephones is defined as the primary and the other one as the secondary.
Other Useful Features Õ Ô #28# Secondary on/off To deactivate the Tandem configuration Press (pre-programmed). Or: Press to log off 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: • Inquiry Ôz Ô Transfer Both telephones are treated as 2 separate extensions. Transferring a call between members of a Tandem unit Press and enter own directory number. Press.
Other Useful Features activate í #32# í Press to activate (see display). Press to finish programming. When the Reminder time is reached, your phone rings with recall signal. Cancel Reminder Press to cancel all settings. Press to finish the procedure. Background Music Background Music Ô í You can listen to Background Music over the loudspeaker on your phone by pressing a pre-programmed Music key, or by entering the number for the music channel.
Other Useful Features Opening of the doorlock Inquiry Ô z After you have answered the Doorphone, you can open the door making an inquiry to the door-opener’s directory number. Press. Dial the door-opener’s directory number. Please ask your system administrator for the number. Note: You can also program the door-opener’s directory number as a Common Abbreviated Number or a Function key.
Other Useful Features Direct Inward System Access (DISA) If you are working externally and you have the need to make business calls, call your company and use the company PBX to make an external call to the desired party. You just pay the cost for the phone call to your company. The other cost will automatically be placed on your extension number or on a special project. Note: To activate this function, you have to change the Default Password from 0000 to a personal one.
Other Useful Features Account Number An Account Number can be entered to debit telephone cost to different accounts. Depending on the system configuration the Account Number has to be entered from a Verified Account Number List (predefined) or you can invent your own Account Number.
Other Useful Features DTMF Tones z The DTMF function is used to control answering machines or any other telecommunication devices. Make an internal or external call to reach the desired device. When your call is answered you can continue to dial digits which will be sent as DTMF digits (tone signals) to the called device in order to activate the desired functions. Immediate Answer Immediate Answer Ô It is possible to get automatic hands-free answering on internal calls without pressing the Line key.
Other Useful Features Networking Networking is the connection of several premises within a company. The connection can be set up via leased lines, public lines, Local Area Network (LAN) or Wide Area Network (WAN). Ask your system administrator about details regarding networking. IP Calls IP Calls 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.
Other Useful Features Least Cost Routing Least Cost Routing (LCR) automatically selects the cheapest way to establish the connection to the desired external number. Please ask your system administrator if this function is installed in your system. If the extension has been configured to use LCR, each external call will be analyzed and the cheapest routing will be selected. 0z Use Least Cost Routing Enter the digit(s) for external line access and the desired public number.
Write Text Write Text It is necessary to write text, e.g. when you are typing Absence Information, sending a Text message or searching the integrated telephone directory. Use the keypad to write text, e.g. when you are sending a Text message. You have selected text mode. Select characters by pressing digits repeatedly. 5 ì ì 444 ì 66 ì * Example: Press a digit 1 time 2 times 3 times 4 times result result result result Note: Key J K L 5 1 is reserved for national characters.
Settings Settings If you require frequent use of certain functions, you may program them on the Dual-Function keys on the telephone and the key panel. When you want to use the function, just press the key. Notes: The Dual-Function keys allow programmed functions and short numbers 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 that it is the primary function.
Settings Program a function How to program a function on key A. Note: Some functions can also be programmed as Individual Abbreviated Numbers, see section “Abbreviated Numbers” on page 27. prog Press (see display). _AÔ Press (see display). key change forward enter z store Press the desired programmable key. Press (see display). Select Function code (see display). See section “Function codes and required data” on page 103. Press (see display). Enter associated number.
Settings z enter í Select ringing character Select ringing character (0 — 4). See section “Function codes and required data” on page 103. Press (see display). Press to finish programming. After approximately 10 seconds, the Function key is active. Example: 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). _AÔ Press (see display).
Settings Function codes and required data Programming name NAMECALL SUFFIX DIGIT EXTERNAL LINE SUPERVISION DEDIC. LINE BUSY LINE 2 CONFERENCE IMMED. ANSWER EXT. VOICE M.
Settings Alternative programming for Automatic Callback, Camp-on, Intrusion The associated number for using the Automatic Callback, Campon or the Intrusion function may vary from country 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, the following table shows the most common settings in some of these countries that are known for a different programming.
Settings Handset and loudspeaker volume ì í*5 Use the volume keys. You can set different volume levels for internal and external calls and for Background Music. During a call, adjust handset listening volume in handset mode. Adjust loudspeaker volume in Monitor mode or during Background Music. Press to change the volume. For people with impaired hearing, the handset hearing volume level can be extra amplified. To change the level: Press and hold simultaneously until a ring signal is heard.
Settings Ringing signal By programming, you can adjust ringing type (2 types), ringing volume (10 steps) and ringing character (10 characters). prog Press (see display). 12 May 10:35 +15° PHONE PROGRAMMING key short-no. ringing diversion ringing Press (see display). 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 increasing volume when the phone rings.
Settings Ringing character character next í Press (see display). You will hear the selected character. Press to change (see display). Press to finish the procedure. Melody programming If you want a personal melody when 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 3213 it is R9B or higher, see the underside of your telephone).
Settings 2nd Ô Programming mode Press to enter Programming mode. Program Melody Line 1 Line 2 Inquiry Ô Ô Ô Select the call type you want to program. Press for internal calls. Or: Press for external calls. Or: Press for Callback calls. Select Programming mode options to control the melody. Programming mode options z Insert notes: Press 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).
Settings * Insert a pause: 0 Change the octave: ì Line or Inquiry 2nd Line 1 Line 2 Inquiry Press to insert a short pause. Hold the key to get a long pause. Press to get a higher or lower octave for the note you have inserted. It is higher when a plus sign is added beside the note. Scroll within the melody: Press to move the cursor within the melody. Hold the key to move to the beginning or the end. í Erase note or melody: ÖÔ Ô Store the melody: Ô You enter Melody Mode.
Settings Display contrast í*5 You can adjust the contrast for the display. Press and hold simultaneously until a ring signal is heard. The display shows: Setting Mode 2nd Ô ì # Press. The display shows: Setting Mode Display Contrast Press repeatedly to adjust the contrast. Press to save and exit. Note: To exit the menu without saving the changes, press # before you press any of the adjustment keys.
Accessories Accessories This chapter describes optional features that can be used together with your BusinessPhone telephone. Expansion key panel Dialog 4223 Professional Each key panel offers 17 additional keys for storing of your most frequently used telephone numbers and functions, and for supervising 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.
Accessories Option unit Dialog 4223 Professional The Option unit DBY 420 01/1 is an optional accessory, to be installed on the bottom of your telephone set. The following devices can be installed via the Option unit: • í*1 Extra bell or busy indication outside your door To check or set the option unit for extra bell or for busy signal: Press and hold simultaneously until a ring signal is heard.
Accessories Dialog 3213 The Option unit DBY 410 02 is an optional accessory, to be installed on the bottom of your telephone set. The following devices can be installed via the Option unit: • Tape recorder • Extra bell 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 receiving volume in the handset and headset.
Accessories Headset - Dialog 4223 Professional How to install the headset, see section “Installation” on page 119. The following headset functions are available. Line 1 114 Í Activate/Deactivate the headset Ö Ô í Answer calls z í Make calls Press the Headset key to activate/deactivate. See section “Description” on page 6. All calls can be handled via the headset. Press the flashing Line key to answer. Press to terminate a Headset call. Enter the number. Press to terminate the call.
Accessories  Headset with Group Listening  Headset to handsfree Í Í Press to toggle between headset with or without Group Listening. Press. Press the Headset key. Handsfree to headset Press the Headset key.
Accessories Headset - Dialog 3213 The following Headset functions are available. Note: To use the Headset functions your telephone has to be equipped with option unit DBY 410 02. How to install the option unit, see separate installation instructions provided with the option unit. Headset Line 1 } h X Answer calls z X Make calls Press the Headset key to activate/deactivate (optional). See section “Description” on page 6. All calls can be handled via the headset.
Accessories Headset Headset s Headset with Group Listening s Headset to handsfree h h Press to toggle between headset with or without Group Listening. Press. Press the Headset key (optional). Handsfree to headset Press the Headset key (optional).
Useful Hints Useful Hints Connections between external lines With your BusinessPhone PBX, you can establish an external call diversion or a Conference with more than one external party or transfer an external call to another external destination (e.g. a mobile phone). These features are very useful for everyday business life. Note: When these features are used, your BusinessPhone will occupy at least two external lines. However, there may be disadvantages in connecting to several external lines.
Installation Installation Dialog 4223 Professional Install cables Handset cable to the left Handset cable to the right You can put the cable to the handset in the notch underneath the telephone. The cable to the exchange has to be plugged in LINE and the handset cable has to be plugged in HANDSET. Change cables To remove a cable, use a screwdriver to unlock the stop.
Installation Install stands and adapt telephone Position high Press to fasten stand Position low Release to remove stand Tiltable display Adjustable angle 120 BusinessPhone — Dialog 4223 Professional / Dialog 3213
Installation Install key panels 1 Remove the small plastic plate, marked DSS, i.e. with a screwdriver and connect the cable. 2 Attach key panel unit. 3 Secure with screws and install stand. Note: All key panels must be of type DBY 419 01 (three or four key panels can only be used in newer versions of the exchange).
Installation Stand positioning (1-4 key panels) Install card Use the Designation Card Manager to make and print your own key panel designation cards. The Designation Card Manager is included on the Enterprise Telephone Toolbox CD. For questions regarding the product, please contact your Aastra Certified Sales Partner.
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” corner. 3 Insert the pullout leaf.
Installation Wall mounting handset hook The phone can be wall mounted without using a special console. Useful for instance in conference rooms or public areas. 124 1 Use a screwdriver to remove the handset hook. 2 Turn the hook upside down and insert. 3 Use a screwdriver to remove the two plastic covers. 4 Drill wall holes according to measure. 5 Mount screws according to measures and attach the phone.
Installation Install card Use the Designation Card Manager to make and print your own designation cards. The Designation Card Manager is included on the Enterprise Telephone Toolbox CD. For questions regarding the product, please contact your Aastra Certified Sales Partner. Placing the telephone • Do not place your telephone on sensitive surfaces. Use a nonslippery pad to protect your furniture from possible damage. • Do not place your telephone near sources of extreme heat, e.g. near the radiator.
Installation Dialog 3213 Executive Install cables 1 2 3 4 Cable to handset Cable to exchange Space for personal directory list (optional) 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 has to be plugged in LINE. Change cables To remove a cable, push down the plug stop. Use a screwdriver to unlock the stop.
Installation Wall mounting handset hook When mounting on a wall, you have to pull out and turn the hook.
Installation Install key panel 24 V a.c. connection when more than two key panels are used. Connection must be to the first key panel 1 2 3 4 Connect cable Attach key panel unit Secure with screws Install stand When connecting one or two optional key panels to your telephone the DBY 409 01 key panel may be used. No external power cables are required for this key panel, as power is supplied from your telephone.
Installation Placing the telephone • Do not place your telephone on sensitive surfaces. Use a nonslippery 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 line cable isn’t creased. Cleaning the telephone Use a slightly moistened (not wet) soft cloth or an anti-static cloth and wipe off the telephone carefully. Do not use rough cloth, solvents or aggressive cleaning fluids.
Glossary Glossary Abbreviated Number Dialling Initiating a call to a pre-programmed number by dialling a code or pressing a key. Short numbers can be: 1. Common, which means that all extensions can use them. 2. Individual, which means that they are programmed and used by each extension separately (82 numbers). See section “Abbreviated Numbers” on page 27. Account Number To place call cost on an Account Number. See section “Other Useful Features” on page 90.
Glossary Extension All telephones connected to the PBX have a unique internal number (up to 8 digits). If your telephone is equipped with a display, you can see your number. Function code A digit code that corresponds to a specific function. Hold To put a call on hold. See section “During Calls” on page 35. Information Internal callers are informed about absence and time of return. External callers are diverted to the operator, where the same information is available. Information can be of three kinds: 1.
Glossary Third party A third connection (person), which can be included in an ongoing two person conversation. The connection can be internal or external. See section “During Calls” on page 35. Transfer During an internal or external ongoing call you can make an inquiry and then transfer the call to another party (internal or external). See sections “During Calls” on page 35 and “Useful Hints” on page 118. Tie line An external line from the private network.
Index Index A Abbreviated Numbers 27 Common 28 Individual 29 Absence Information 57 Change 60 Diversion 61 Enter 58 Erase 60 For another extension 60 Free text 59 Pre-defined 58 Voice 59 Accessories 111 Account Number 95 Alternative programming for Automatic Callback, Camp-on, Intrusion 104 Answer an incoming call from an ISDN-line 86 Automatic Callback 23 Automatic Redial 24 B Background Music 92 Block extension 79 Busy extension 26 Bypass blocked extension 78 Bypass call forwarding 27 C Call Forwarding
Index Conference 38 Handsfree 35 Inquiry 36 Loudspeaker 35 Mute 36 Park call 39 Refer Back 37 Transfer 37 E Enter information 58 Expansion key panel 111 External calls 18 External Diversion 54 Extra handset 113 F Fixed Diversion 51 Follow-me 56 Forward a Voice message 69 Free text information 57 Function codes and required data 103 G Glossary 130 Group Call-pick-up 81 Group Features 80 Common Bell 82 Hunt group 83 Key system 80 Page extensions 82 Pick-up group 81 Supervision 81 Group Hunting 83 Group Liste
Index Number Identification 85 Number Secrecy 89 K Key panel 111 Key system 80 L Lamp indications 13 Last External Number Redial 22 Least Cost Routing 98 Loudspeaker Paging 82 M Mailbox system Common 70 Individual 63 Make a call via the System Phonebook 34 Make an external call on an ISDN-line 87 Make calls 21 Malicious Call Identification 88 Melody programming 107 Messages 62 Callback 72 Check and Store Received 67 Check sent 73 Common Mailbox system 70 Conversation Recording 76 Dictaphone 75 Forward a Vo
Index S Save and redial incoming calls 20 Save external number 22 Security 77 Send Message 71 Settings 100 Short 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 81 136 Telephone directory 33 Tones 16 Transfer 37 Two telephones 90 U Unblock extension 79 Use the system Phonebook 33 Useful Hints 118 V Voice information 57 Volume 105 W Welcome 4 Write Text 99 BusinessPhone — Dialog
BusinessPhone — Dialog 4223 Professional / Dialog 3213 137
Ericsson Enterprise 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.