Dialog 4223 Professional/Dialog 4225 Vision System Telephones for MX-ONE™ Telephony Server User Guide Cover Page Graphic Place the graphic directly on the page, do not care about putting it in the text flow. Select Graphics > Properties and make the following settings: • Width: 15,4 cm (Important!) • Height: 11,2 cm (May be smaller) • Top: 5,3 cm (Important!) • Left: -0,3 cm (Important!) This text should then be hidden.
EN/LZT 103 003 R3A © Aastra Telecom Sweden AB 2012. All rights reserved.
Table of Contents Table of Contents Welcome ..................................................................4 Important User Information .....................................6 Description ..............................................................7 Free Seating ...........................................................28 Incoming Calls ......................................................29 Outgoing Calls .......................................................33 During Calls .......................
Welcome Welcome Welcome to the user guide for the Dialog 4223 Professional and Dialog 4225 Vision. This guide describes the available features of the telephones when they are connected to MX-ONE™ Telephony Server. The functions and features available with these telephones are designed for easy use in all different telephone handling situations. The user guide describes the functions and features of the Dialog 4223 Professional and Dialog 4225 Vision as they are programmed at delivery from the factory.
Welcome Copyright Copyright © Aastra Telecom Sweden AB 2012, 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.
Important User Information Important User Information Safety instructions Save these instructions. Read these safety instructions before use! Note: When using your telephone or connected equipment, the following basic safety precautions should always be followed to reduce risk of fire, electrical shock and other personal injury. • • • • • • • • • • • Follow instructions in the equipment's user guide or other documentation. Always install equipment in a location and environment for which it is designed.
Description Description Dialog 4223 Professional 1 2 13 5b 3 4 5 14 11 10 6 12 8 9 17 7 16 16 15 1 Display See section “Display information” on page 16. 2 Display menu keys The key functions depend on the traffic state. When you are requested “(see display)”, press the required key to access the feature. 3 Callback Indicating/activating Callback. See section “When you receive a busy tone” on page 38.
Description 4 Diversion (Follow-me) Indicating/activating and deactivating Diversion (Follow-me). See section “Call Forwarding” on page 60. The feature can be removed or moved to another programmable function key by your system administrator. 5 Programmable function keys Program numbers or features. See section “Programming of function keys” on page 92. Note: The key marked with a “b” is also used to program a melody, see section “Melody Ringing” on page 103. 8 6 Triple Access Line Handle calls.
Description 14 Handset Supplied with hearing aid feature as standard. An extra handset can be connected, see section “Accessories” on page 110. Please note: The handset can attract and trap small metal objects in the earcap region. 15 Pull-out leaf for easy guide (optional) See section “Pull-out leaf (optional)” on page 114. 16 Key panel With 17 programmable keys. Up to four panels can be connected. See section “Key panel” on page 110.
Description Dialog 4225 Vision 1 3 8 6 7 16 4 5 2 b 8 8 17 14 9 15 13 12 11 20 10 19 19 18 10 1 Display See section “Display information” on page 16. 2 Display menu keys The key functions depend on the traffic state. When you are requested “(see display)”, press the required key to access the feature. 3 Navigation key left Navigate one step to the left in the top menu. See section “Display information” on page 16.
Description 6 Callback Indicating/activating Callback. See section “When you receive a busy tone” on page 38. The feature can be removed or moved to another programmable function key by your system administrator. 7 Diversion (Follow-me) Indicating/activating and deactivating Diversion (Follow-me). See section “Call Forwarding” on page 60. The feature can be removed or moved to another programmable function key by your system administrator. 8 Programmable function keys Program numbers or features.
Description 17 Handset Supplied with hearing aid feature as standard. An extra handset can be connected, see section “Accessories” on page 110. Please note: The handset can attract and trap small metal objects in the earcap region. 18 Pull-out leaf for easy guide (optional) See section “Pull-out leaf (optional)” on page 114. 19 Key panel With 17 programmable keys. Up to four panels can be connected. See section “Key panel” on page 110.
Description Lamp indications Ô ÕÔ ÖÔ ÖÔ ÕÔ Extinguished lamp The feature is not active. Steady light The feature is active or the multiple represented line is busy. Slowly flashing lamp The line (or feature) is put on hold. Rapidly flashing lamp An incoming call. Light with short breaks Ongoing call.
Description Tones and signals The following different tones and signals are sent from the exchange to your phone. Tone characteristics The tones shown in this section are the most used tones worldwide. Many markets use a differing tone for one or more situations.
Description Ring signals Three different ring signals inform you about the type of the incoming call. The signals shown in this section are the most used signals worldwide. Many markets use signals that are adapted for the local standards. If you get a signal that is not described or you cannot identify, ask your system administrator.
Description Display information The display gives you feedback information such as time and date, traffic state and connected phone numbers. The following pages show examples of information displays from different telephone states. Notes: The order in which the date is stated is system dependent. All names and numbers presented on the displays in this user guide are examples. Your phone has a graphical display. The number of rows and characters per row depend on the character size and the font.
Description Top menu (Dialog 4225 Vision) The top menu is in the black frame below. Program PhoneSet Absence CallList Account PhoneBook Messages 11:06 28 Aug 2008 Brown James 2222 Authority more... The following main text and symbols can be shown in the display´s top menu (see also section “Menu structure Dialog 4225 Vision” on page 26.): Program PhoneSet CallList Access the Program menu. See section “Settings” on page 92. Access the PhoneSet menu.
Description Display symbols Traffic status is indicated by the following symbols on the display: Dialog 4223 Professional: Brown James 2222 11:06 28 Aug 2008 FollowMeTo 3333 CallList PhoneBook No Diverison more... Dialog 4225 Vision: Program PhoneSet CallList Smith Bob >Direct Nelson Lord CallBack CallPager PhoneBook Messages 11:06 28 Aug 2008 Brown James 5555 2222 Timer Forwarded call. Indicates that the call is forwarded to another extension than the one dialed.
Description The following symbols can be shown in the top menus or other display lists (example of the CallList menu). Dialog 4223 Professional: Smith Bob 3333 12:24 23 Aug 2008 Nelson Lord 5555 11:33 23 Aug 2008 Call Up Down more... Dialog 4225 Vision: Program PhoneSet CallList PhoneBook Smith Bob 3333 12:24 23 Aug 2008 Nelson Lord 5555 11:33 23 Aug 2008 0012115171 15:11 22 Aug 2008 Carter Jim 4444 14:06 21 Aug 2008 Call Up Down Messages more... Missed call.
Description Idle phone (idle mode) Dialog 4223 Professional: When your phone is idle, the upper row shows general information and your extension number. The lower row presents lead text for the display menu keys. In the example below, the extension number for James Brown is 2222. Note: A long name overwrites the number. Brown James Absence 2222 11:06 Account Authority 28 Aug 2008 more... Dialog 4225 Vision: When your phone is idle, the display shows the top menu.
Description Outgoing call Dialog 4223 Professional: When you make an outgoing call on your phone, traffic information and dialed name (if available) and number are shown. Calling... 11:06 28 Aug 2008 Smith Bob Callback 3333 CallPager Timer If the called party’s phone is diverted, the forwarded call icon, the answering extension name (number when name is not available) and the type of diversion are shown.
Description Incoming call Dialog 4223 Professional: When you receive an incoming call, the calling party’s extension number flashes (if the name is available, this is also shown). If the number for an external call is not available, the display shows External instead of the number (flashing). 11:06 Smith Bob Absence 28 Aug 2008 3333 Account Authority more...
Description Dialog 4225 Vision: When you receive an incoming call, the idle information is shown. Below the top menu, the calling party’s extension number flashes (if the name is available, this is also shown). If the number for an external call is not available, the display shows External instead of the number (flashing). Program PhoneSet Smith Bob Absence CallList Account PhoneBook Messages 3333 11:06 28 Aug 2008 Brown James 2222 Authority more...
Description Display menu keys The following text can be displayed for the display menu keys: +/ Absence Account Activate AddMember Authority Back Back * Call CallBack CallList CallPickUp CallWaiting Cancel DND Change * Clear Conf/Transf Conference CommonHold Connect CostInfo Deactivate Delete Details Down Exit Exit * Enter Find GrpPickUp 24 Adjust display contrast Move cursor when programming melodies Handle Absence/Diversion Account Code Activate Add member to a conference Authorization Code Return t
Description Menu structure Dialog 4223 Professional Menu structure for each of the menus that can be selected from the idle menu. When you are navigating the menus, a selected menu is marked with a black frame. Idle display menu keys n Missed* CallList PhoneBook Call List Unanswered calls Outgoing calls Incoming calls Explanations * Only shown when there are missed calls. n = Number of missed calls. more...
Description Menu structure Dialog 4225 Vision Menu structure for each of the menus that can be selected from the idle menu. When you are navigating the menus, a selected menu is marked with a black frame.
Description Display language One of the following languages can be selected to display information on your phone. Digit 0–9 = the language code: 0 English 1 French 2 German 3 Spanish 4 Italian 5__________ 6 _________ 7 _________ 8 _________ 9 _________ Note: By default 5-9 are programmed for English. These can be changed locally to other languages. *08* (0–9) #í To select a language: Dial. Enter the language code. Press.
Free Seating Free Seating The Free Seating feature is used for persons who have an office extension number but no phone set of their own. For example, flexible office workers, persons mostly working outside the office, etc. As a Free Seating user and working from the office, you logon to any free phone set that will be temporarily assigned with your extension number and your system authorities. *11* z* z# í #11# í 28 To log on Dial. Enter the Authorization Code and press.
Incoming Calls Incoming Calls Answer calls A ring signal and a flashing lamp indicate an incoming call. On Line 1 u Line Line u ÖÔ ÖÔ í Normally you will receive calls on Line 1. Lift the handset. On any other Line key Lift the handset. Press the flashing Line key. Handsfree Press the flashing Line key. You are connected to the caller via the loudspeaker and the microphone. Press to terminate a handsfree call.
Incoming Calls On another extension uz You can answer a call to another extension. Call the ringing extension. Busy tone. Busy 11:06 28 Aug 2008 Smith Bob Callback Program 3333 CallPager PhoneSet CallPickUp CallList Busy Smith Bob CallBack CallPager more... PhoneBook Messages 11:06 28 Aug 2008 Brown James 3333 2222 CallPickUp more... Note: The display images might differ from the above. CallPickUp Press to answer (see display). If CallPickUp is not shown, press more... until it appears.
Incoming Calls Answer a second call during an ongoing call Free on 2nd Ô If your phone is preprogrammed with a Free on 2nd key, you can receive another call, if this feature is activated. Press to activate/deactivate. When Free on 2nd is active the lamp is on. Note: The function key is preprogrammed by your system administrator. Line 2 Line 1 ÖÔ ÖÔ í When you have an ongoing call on Line 1, and Line 2 flashes to indicate a new incoming call: Press to answer. The first call is put on hold.
Incoming Calls Do Not Disturb, DND When you activate DND, calls to your extension are not shown. Outgoing calls can be made as usual. NotDisturb Press to activate or deactivate DND (see display), If NotDisturb is not shown, press more... until it appears. or Absence Down or Up press (see display). If Absence is not shown, press more... until it appears. Press to frame Do not Disturb (see display). Activate Press (see display). Exit Press (see display). Cancel: NoDiversion Press (see display).
Outgoing Calls Outgoing Calls Make calls u z 0 z d í or How to make internal and external calls: Lift the handset and proceed depending on call type: Internal calls Dial the extension number. External calls Press the digit or digits to get an external line. Dial tone. Note: The particular digit or digits used in your office, e.g. or . 00 0 Dial the external number. Replace the handset or press to end the call.
Outgoing Calls Handsfree z í With the handset on hook: Dial the number. You are connected via the loudspeaker and microphone. Press to terminate a handsfree call. Note: You can dial your calls more quickly by using common Speed Dialing numbers and by using your own programmed function keys. See section “Speed Dialing” on page 42. Number Presentation Restriction If you do not want your name and number to be displayed to the person you are calling, use the following procedure.
Outgoing Calls Individual External Line *0* z# z To make a call on a specific external line: Dial. Dial the Individual External Line number and press. Dial the digit or digits to get an external line and the external number. Redial calls from the Call list To use the Call list, see section “Call list” on page 90. Dialog 4223 Professional CallList Down or Up Select Press (see display). Press to frame the requested list (see display).
Outgoing Calls Dialog 4225 Vision Å Down or Up Select Select CallList in the top menu (see display). Press to frame the requested list (see display). Press (see display), The picture below is an example of how the display looks when the complete Call list has been selected. Program PhoneSet CallList PhoneBook Smith Bob 3333 12:24 23 Aug 2008 Nelson Lord 5555 11:33 23 Aug 2008 0012115171 15:11 22 Aug 2008 Carter Jim 4444 14:06 21 Aug 2008 Call Up Down Messages more...
Outgoing Calls Last External Number Redial u Redial When you initiate an external call the system automatically stores all the dialed digits, irrespective of whether the call was successful or not. Lift the handset. Press to repeat the stored number (see display). If Redial is not shown, press more... until it appears. The last external number is automatically redialed. Notes: You can also dial or press Last Number Redial (The function key is programmed by you).
Outgoing Calls When you receive a busy tone If you call an extension and receive a busy tone, or get no answer, or all external lines are busy, you can use any of the following methods: Callback If a called extension is busy or there is no answer: CallBack Press (see display). It can take several seconds before the procedure is executed. If CallBack is not shown, press more... until it appears. Notes: You can also press or Callback (The function key is programmed by you).
Outgoing Calls If all external lines are busy (after dialing the digit or digits to get a line): CallBack Press (see display). If CallBack is not shown, press more... until it appears. Notes: You can also press or Callback (The function key is programmed by you). 6 z# d u France, Finland and Sweden, press 5 Dial the external number and press. Replace the handset to finish the procedure. When an external line becomes free you will be called back (recall ring signal).
Outgoing Calls Activate Call Waiting If you urgently wish to contact a busy extension or external line, you can notify the extension by a Call Waiting signal. CallWaiting Press (see display). If CallWaiting is not shown, press more... until it appears. Notes: You can also press or Call Waiting (The function key is programmed by you). 5 France and Finland, press 6; Sweden, press 4 Keep handset off hook. When the called extension or the external line becomes free, it will be called automatically.
Outgoing Calls Intrusion on a busy external line *44* z #z Intrusion You can intrude on an ongoing call on a busy external line. Dial and enter the Individual External Line number. Press and dial the digit or digits to get an external line. Busy tone. Press. If Intrusion is not shown, press more... until it appears. Notes: You can also press or Intrusion (The function key is programmed by you).
Outgoing Calls Speed Dialing Common Speed Dialing numbers uz By using common Speed Dialing numbers, you can make calls simply by pressing a few keys. The common Speed Dialing numbers consist of 1–5 digits and are stored in the exchange (by your system administrator). Lift the handset and dial the common Speed Dialing number.
Outgoing Calls #51* ( 0 – 9 ) #í #51# í To erase one programmed number: Dial and press the selected digit. Note: Finland, dial #51*(1–9) Press. To erase all programmed numbers: Dial. Press. Dial by a function key Head office Ô Both features and phone numbers can be programmed on a function key. To program a key, see section “Programming of function keys” on page 92. Press the function key. This function key is programmed by you.
Outgoing Calls Phonebook options: Delete Press to delete the last entered character (see display). Space Press to enter a space (see display). Find Press to search using the entered characters (see display). Exit Press to return to the previous menu (see display). Use the key pad to enter the characters of the name. The characters are shown above the keys. Example: Select characters by pressing digits repeatedly. The cursor is moved automatically when you stop pressing. ABC DEF Press a digit.
Outgoing Calls Example: 7777 6 444 To search for Bob Smith: Press for S Press for M Press for I The display shows: Brown James 2222 11:06 28 Aug 2008 SMI Delete Space Program PhoneSet Find CallList PhoneBook Messages 11:06 28 Aug 2008 Brown James 2222 SMI Delete Find Exit Space Find Exit Press to find (see display).
Outgoing Calls Call Up Down Press to call the framed number (see display). Press to scroll up through the name list (see display). Press to scroll down through the name list (see display). more... Press to show more options (see display). Details Press to show additional directory information (if available) for the framed name (see display). Exit Back Return Press to exit the PhoneBook menu (see display). Press to go back and enter a new name (see display).
Outgoing Calls Authority Data privacy Data privacy allows you to make a call without any disturbances, i.e. Intrusion. This feature is automatically cancelled when the call is finished. u *41# z To order: Lift the handset. Dial and enter the number. Authorization Code, common If you are authorized to use a common Authorization Code (1 to 7 digits) you can temporarily change any phone used within the exchange to the authority level connected to this code.
Outgoing Calls To lock an extension: z Lock Press (see display). If Lock is not shown, press more... until it appears. Enter Enter Authorization Code and press (see display). Verification tone. Note: You can also dial and press . # * 7 3 *, enter the code Authorization Code, individual If you are authorized to use an individual Authorization Code (1 to 7 digits, affiliated to your own extension) you can lock your own extension to a common authority level, e.g. when out of the office.
Outgoing Calls z Open Press (see display). If Open is not shown, press more... until it appears. Enter Enter Authorization Code and press (see display). Verification tone. Note: You can also dial and press . # # 7 6 *, enter the code *75* z* z# z To assign your own authority level to another phone: *74* z* z# To change your individual Authorization Code: Dial. Enter Authorization Code and press. Verification tone. Dial your own extension number and press. Verification tone.
During Calls During Calls Group Listening (loudspeaking) This feature lets other people in your room listen to your phone conversation. You speak in the handset while the other party´s voice is heard on the loudspeaker. Â During an ongoing conversation: Press to switch between loudspeaker and handset. When the key lamp is on, the other party´s voice can be heard on the loudspeaker. Note: You can adjust the volume, See section “Settings” on page 92.
During Calls Âd í u É Handsfree Press and replace the handset. Handsfree conversation. Press to end the call. From handsfree to handset Lift the handset. Conversation via the handset. Mute Press to switch the microphone on or off. When the lamp is on, the person on the line cannot hear what is being said near to your phone. Inquiry Inquiry Line 1 Ô z í ÖÔ You have a voice connection on Line 1 and want to make an Inquiry to an internal or external party. Press.
During Calls Refer Back Line 1 Inquiry ÖÔ ÖÔ í The Line key lamp flashes for the call put on hold. Press to put third party on hold. First call is connected. Press to put the first call on hold. Third party is connected. Note: You can also press Line 2 if you have initiated the Inquiry on Line 2. Press to terminate the connected call. Transfer You have an ongoing call and you want to transfer the call to another extension. Conf/Transf z Transfer Press (see display).
During Calls Conference With this procedure you can include up to seven parties in a conference. Only the conference leader (i.e. the person initiating the conference) can admit participants. During the conference a tone will be heard every 15 seconds. Note: The conference tone might be disabled for your system. You have an ongoing conversation (Line 1) and want to establish a phone conference. You will become the conference leader. Conf/Transf z Conference Press (see display).
During Calls Hold You can temporarily put the ongoing call on hold. Calls put on hold can be resumed on your own or on another phone. Line ÕÔ d ÖÔ Line Individual Press the ongoing call Line key and replace the handset. The key lamp flashes slowly. Press the flashing Line key again to resume the call. Common CommonHold Press (see display). If CommonHold is not shown, press more... until it appears. Notes: You can also press or Hold/Pick-up (The function key is programmed by you).
During Calls z CallPickUp To resume the call on another extension: Call the extension where the call was put on hold. Press (see display). If CallPickUp is not shown, press more... until it appears. Notes: You can also press or Hold/Pick-up (The function key is programmed by you). 8 If your number is multiple represented on the phone, you can also press the key that represents your number.
During Calls Dialing during a connected call When calling interactive teleservices, e.g. telephone banks, you need to use Dual Tone Multi Frequency (DTMF) signals. If your exchange has not been programmed to automatically convert your entered digits into DTMF signals, you need to activate the feature during the call. Tones z During an ongoing call: Press (see display) and dial the requested digits. Entered digits are transmitted as DTMF signals.
Call Metering Call Metering Cost information Cost information for your call can be shown in the local currency in the display. Cost in £ 3.25 11:06 R. Towers Tones CostInfo Program PhoneSet Conf/Transf CallList Cost in £ CostInfo more... PhoneBook Messages 11:06 28 Aug 2008 Brown James 0012345678 2222 3.25 R. Towers Tones 28 Aug 2008 0012345678 CostInfo Conf/Transf more... Press to display or hide the cost indication (see display). If CostInfo is not shown, press more...
Call Metering Call Duration (Timer) The elapsed time of your call can be measured, either manually (default) or automatically. To change to Automatic Timer, contact your system administrator. Manual Timer The timer can be activated when your phone is ready for dialing (internal dial tone is heard), during an outgoing call, or when you have a voice connection. Note: System dependent, it can also be possible to activate Manual Timer when your phone is idle.
Call Metering Automatic Timer The timer automatically starts when the called person answers, and automatically stops when the call is finished. Both outgoing and incoming calls are measured. If you make inquiries, conferences, or put calls on hold, etc. during the call, the timer is not stopped. I.e. the time measured is the total time from when the first called person answers, until the call to the last connected person is finished.
Call Forwarding Call Forwarding Diversion If you do not want to be disturbed or will be out of the office, you can have all calls to your extension diverted to a preprogrammed answering position. During Diversion you will hear a special dial tone and the Diversion lamp indicates that your Triple Access Line is diverted. You can still make calls as usual. Diversion can be made direct, on no answer, on busy or to another information service facility.
Call Forwarding Order Direct Diversion from your own extension The call can be diverted to an individual position or up to three predetermined common answering positions (depending on the type of the incoming call). Programmed by your system administrator. Diversion Ô Note: Diversion can also be ordered and cancelled from the answering position, use the same procedure as in section “Internal Follow-me” on page 64. Press, Note: The function key is preprogrammed by your system administrator.
Call Forwarding Diversion when there is no answer Order: Absence Down or Up Activate Exit Press (see display). If Absence is not shown, press more... until it appears. Press to frame Div on no answer to nnnn: Not active (see display). (nnnn = number to the answering position, e.g. the operator). Press (see display). Press (see display). The incoming call is diverted after 3 signals. Note: You can also use the following procedure to activate: dial (Finland and Norway, ) and press the Clear key.
Call Forwarding Diversion when caller receives a busy tone Order: Absence Down or Up Press (see display). If Absence is not shown, press more... until it appears. Press to frame Div on busy to nnnn: Not active (see display). (nnnn = number to the answering position, e.g. the operator). Activate Press (see display). Exit Press (see display). Note: You can also use the following procedure to activate: dial (Finland and Norway, ) and press the Clear key.
Call Forwarding Internal Follow-me All calls to your extension are diverted to another extension of your choice (within the private network). The Follow-me lamp indicates that you have activated Follow-me. During Follow-me, your phone can still be used for outgoing calls and you will hear a special dial tone when you lift the handset.
Call Forwarding Diversion ÕÔ Cancel from your own extension Press, Note: The function key is preprogrammed by your system administrator. or NoDiversion press (see display). Note: You can also use the following procedure to cancel: dial (U.K. ) and press the Clear key. #21# #2# Redirect from answering position If you move from one answering position to another answering position, you can redirect Follow-me from that new position.
Call Forwarding External Follow-me If external Follow-me is allowed you can have all calls to your extension diverted to an external number of your choice. The Followme lamp indicates that you have activated Follow-me. During Followme, your phone can still be used for outgoing calls and you will hear a special dial tone when you lift the handset. Order Absence Down or Up Select Press (see display). If Absence is not shown, press more... until it appears. Press to frame External Follow Me (see display).
Call Forwarding Personal Number With this feature you can be reached on your normal office phone number even if you are out of the office, at home, etc. Depending on the functionality of your office exchange, you can have either one individual single search profile or you can choose between five individual search profiles. A search profile can be designed to fit the situation, i.e. in the office, traveling, at home, etc. Both internal or external phone numbers can be used in a profile.
Call Forwarding To activate or change to another profile from your office phone Absence Down or Up Select Down or Up Select Press (see display). If Absence is not shown, press more... until it appears. Press to frame Select Profile (see display). Press (see display). Press to frame the required profile (see display). Press (see display). The display shows the selected profile.
Call Forwarding To cancel from your office phone Absence Down or Up Select Down or Up Select Press (see display). If Absence is not shown, press more... until it appears. Press to frame Select Profile (see display). Press (see display). Press to frame No Profile (see display). Press (see display). Note: You can also use the following procedure to cancel: dial and press the Clear key. #10# To design and order your search profiles The search profiles are installed or changed by your system administrator.
Call Forwarding Important notes when designing your search profiles: • Avoid ring times longer than 45 seconds for your profiles. Usually the caller hangs up after 3-6 ring signals. If you need a longer ring time, the maximum time is 60 sec. • Consider the time you need to react and answer on each answering position in your profile. You might need up to 15 seconds to react and answer a call on a desk or cordless phone and 20–25 seconds for a mobile phone.
Call Forwarding Example: How to fill in your setting form for search profiles: Profile 1 In office Search order Type of telephone or Answering position* Telephone number Ring time (seconds) 1 Desk 1234 10 2 Cordless 5234 15 3 Voice Mail * Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, etc.
Call Forwarding Setting form for search profiles Name: Department: Telephone No: Account: Profile 1 .......................... Search order Type of telephone or Answering position* Telephone number Ring time (seconds) 1 2 3 4 * Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, etc. Profile 2 ..........................
Absence Information Absence Information Absence Information is used to inform callers why you are absent and when you will return. If you are authorized, you can also enter Absence Information for another extension from your extension. During Absence Information, your phone can still be used for outgoing calls and you will hear a special dial tone when you lift the handset. Order Absence Down or Up Select Down or Up Select Press (see display). If Absence is not shown, press more... until it appears.
Absence Information 0915 When a return time or date is requested: Enter the date (MMDD) or time (HHMM) of your return. (Example shows “Back on September 15”). Note: The order in which the date is stated is system dependent. Enter Press (see display). The display shows the selected absence reason, the time or date of return, and diversion information.
Absence Information *230* z* (0–9) *0915 #í #230* z# í Order for another extension Dial. Dial the extension number and press. Enter the absence code. Press and enter the date or time of the other person's return. Press. The display on the other person's extension shows the reason for absence and, if entered, time or date of return. Cancel for another extension Dial. Dial the extension number and press. Note: If the special dial tone is received, the Authorization Code for the other extension is required.
Messages Messages Manual Message Waiting (MMW) If the called extension does not answer you can initiate a message waiting indication on that extension (if this feature is allowed). If there is a message waiting, the Message key lamp is on and you will hear a special dial tone after lifting the handset. Message ÕÔ Answer Press. Note: The function key is preprogrammed by your system administrator. A call is initiated to the extension that requested Message Waiting.
Messages Dialog 4225 Vision: Å Select Message Ô Select Program in the top menu (see display). Press to select Programming of keys (see display). Press. Note: The function key is preprogrammed by your system administrator. The number that requested Message Waiting is shown in the display. Exit #31# í Press to finish the procedure (see display). Cancel MMW at your own extension Dial. Press. Order MMW to another extension *31* z #í #31* z #í In idle mode: Dial. Dial the extension number. Press.
Messages Message Waiting If assigned this feature and your phone is diverted to an interception computer, a function key (preprogrammed by your system administrator) will flash when there are messages stored for you in the computer. The messages will be printed out on a printer connected to the computer. Message ÕÔ To print out messages Press. Note: The function key is preprogrammed by your system administrator. The display shows the identity of the computer and the number of messages stored for you.
Messages Voice Mail (optional) You may be connected to a Voice Mail application, contact your system administrator for more information and see separate instructions for the application. The Voice Mail application allows you to leave a voice message to the caller when you are unable to answer calls, e.g. when out of office, in a meeting, etc. The caller can then leave a message in your mailbox. When back in your office you can enter your mailbox and listen to the received messages.
Group features Group features Group Call-pick-up People working in a team can have their phones programmed by their system administrator to form Call Pick-up groups. In a Call Pick-up group, any member can answer any individual call to group members. GrpPickUp Press to answer (see display). If GrpPickUp is not shown, press more... until it appears. Notes: You can also press 8. One Call Pick-up group can serve as an alternative to another group.
Group features Group Hunting An internal Group Hunting number is a common directory number for a group of extensions. Calls to the group will be indicated at a free extension in the group. When you leave the group temporarily, you make your phone unavailable for incoming calls. *21* z #í #21# í To leave the group temporarily Dial and enter your own extension number. Note: U.K., dial * 2 * No. Press. To re-enter the group Dial. Note: U.K., dial #2# Press.
Group features *24* z* z #í #24* z #í 82 If you are authorized you can divert all calls to your group, to another extension or group: Dial. Dial the number of the group to be diverted and press. Dial the extension number of the new anwering position. Press. To cancel the Diversion: Dial. Dial the number of the group that has been diverted. Press.
Group features Group Do Not Disturb If your extension is defined as a master extension (preprogrammed by your system administrator), you can mark a group of extensions as Group Do Not Disturb. The group can be bypassed by you. *25* z # í #25* z #í *60* z # To order: Dial and enter the group number. Note: Germany and South Africa, dial * 2 8 * No. Press. Special dial tone. Press. To cancel: Dial and enter the group number. Note: Germany and South Africa, dial # 2 8 * No. Press.
Other Useful features Other Useful features Account Code This feature is used to charge a call to an account number or to prevent unauthorised calls from your phone. The Account Code can have 1 to 15 digits. Account z Enter Press (see display). If Account is not shown, press more... until it appears. Dial the Account Code and press (see display). Dial tone. Note: You can also use the following procedure: dial (Finland and Norway, the Account Code and press .
Other Useful features Immediate Speech Connection You automatically answer a call without lifting the handset or pressing any keys. The feature can be permanently active or activated by use of a function key (preprogrammed by your system administrator). Permanently active Program the ringing option with “Immediate Speech Connection with one ring signal”, option 6, on the Line key. See section “Programming of ring signals” on page 96.
Other Useful features General Deactivation The following features can be simultaneously cancelled: #001# í • Callback (all Callbacks are cancelled). • Diversion/Internal and External Follow-me. • Manual Message Waiting/Message Diversion. • Do Not Disturb. Order Dial. Press. Night Service When the exchange is in Night Service mode, all your incoming calls to the operator are transferred to a selected extension or group of extensions.
Other Useful features Hot Line This feature is programmed by your system administrator. Delayed Hot Line When the handset of the delayed Hot Line phone is lifted or when the Line key is pressed, a timer is started. If no digit is pressed before time out, a call is automatically generated to a specific extension or external line. If a digit is pressed before time out the phone works as an ordinary phone. Direct Hot Line The same feature as described above, but without a delay.
Other Useful features Additional Directory Number You can be assigned (preprogrammed by your system administrator) one or more Additional Directory Numbers (lines) on free function keys. To answer, make calls and use features on the additional directory lines, use the same procedure as for the Triple Access Line, unless you have other instructions. However, you have to press the additional Line key after lifting the handset.
Other Useful features Multiple Represented Directory Number Your extension number can be programmed on a dedicated key on other system telephones, i.e. your number is “represented” on these phones. Other extension numbers can of course also be “represented” on your phone. Note: This feature has to be programmed by your system administrator.
Other Useful features Call list With this feature, calls to and from your phone will be logged. By use of the display menu keys below the display, you can browse the Call list, make calls to numbers in the list and delete numbers from the list. You can choose to browse in the complete list of all calls, or in specific lists of unanswered, outgoing and incoming calls. When new unanswered calls have been stored in the list, n Missed is shown in the display (n = number of missed calls).
Other Useful features Call list options Call Down or Up Press to call the framed phone number (see display). Press to frame a phone number in the list (see display). more... Press to show more options (see display). Delete Press to delete the framed call (see display). Return Press to return to the previous menu key options (see display). Example of the complete Call list: Smith Bob 3333 12:24 23 Aug 2008 Nelson Lord 5555 11:33 23 Aug 2008 Call Up Down more...
Settings Settings Programming of function keys Frequently used features and phone numbers can be programmed on the function keys for easy access. When you want to use the feature, just press the key. Certain features must be preprogrammed by your system administrator. Both phone numbers and feature codes can be programmed on a function key. Enter programming mode Dialog 4223 Professional: Program Select Press (see display). If Program is not shown, press more... until it appears. Press (see display).
Settings Ô Program or change a feature Press the key to program or change. Notes: If the key is already programmed, the number or feature will be displayed. If you do not want to change the programmed feature, press Exit to leave the menu without saving the changes. z To erase a programmed feature, press the Clear key, and press to leave the menu. Exit Enter phone number or a feature code according to the list in section “Features and required data”.
Settings Features and required data Feature To be entered on the function key Dial by a function key Extension number or procedure Feature code Most common Finland France Sweden Call pick up: Group Individual Call Waiting Conference Intrusion on busy extension Last External Number Redial Hold, common Personal Number (list no.) 94 8 No. + 4 8 5 6 3 4 *** **0 8 (1–5) No. + 6 4 No.
Settings Features that can only be programmed by your system administrator: • Additional lines • Callback* • Dedicated intercom link • Diversion* • Do Not Disturb* • External line • Free on 2nd • Immediate Speech Connection* • Individual External Line • Malicious Call Tracing • Manual Message Waiting • Multiple representation • Name and Number Log • Search profile lists and preassigning of function keys for Personal Number *The feature can also be programmed by you.
Settings Programming of ring signals You have 6 programmable ring signals on your phone. The different signals can be programmed on lines, additional lines and multiple represented lines. Enter programming mode Dialog 4223 Professional: Program Select Press (see display). If Program is not shown, press more... until it appears. Press (see display). Continue with “Program or change a ring signal”. Dialog 4225 Vision: Å Select Select Program in the top menu (see display).
Settings Line 1 ( Line 1 Ô 0–6) ÕÔ Exit Program or change a ring signal Press the corresponding Line key. A digit (0–6) is shown in the display. Note: If you do not want to change the programmed ring signal, press Exit to leave the menu without saving the changes. Select the ring signal you want to use according to the list below. 0 = Silent. 1 = Periodic ring signal. 2 = Delayed periodic ring signal. 3 = One muted ring signal. 4 = One muted delayed ring signal.
Settings Programming of ring signal tone character There are 10 different programmable ring signal tone characters on your phone, each corresponding to a digit between 0 and 9. Note: If you use melodies to signal incoming calls, this will replace the tone character. See section “Melody Ringing” on page 103. Dialog 4223 Professional: Program Select ( 0–9) Exit Press (see display). If Program is not shown, press more... until it appears. Press (see display). The current tone character is displayed.
Settings Handset and loudspeaker volume ì d ì u Use the Volume keys to adjust the volume of the handset or loudspeaker during a call. Adjust the handset listening volume when the handset is off hook. Adjust the loudspeaker volume when dial tone is heard via the loudspeaker, or during a handsfree call. Press to change the volume. The handset and loudspeaker volume level is stored. To adjust the volume during Group Listening: Replace the handset. Press to change the volume.
Settings Extra amplification of the handset/headset hearing volume level For people with impaired hearing, the handset hearing volume level can be extra amplified. To adjust the level: Note: A level change also effects a headset connected to the headset outlet. Dialog 4223 Professional: PhoneSet Select Down or Up Select 100 Press (see display). If PhoneSet is not shown, press more... until it appears. Press (see display). Press to frame Set Hearing Level (see display). Press (see display).
Settings Dialog 4225 Vision: Å Down or Up Select Select PhoneSet in the top menu (see display). Press to frame Set Hearing Level (see display). Press (see display). A tone signal is heard, and the display shows the current setting. The Line 1 key lamp also indicates the current setting; key lamp off=standard level, key lamp on=increased level. Change Press to change the volume level (see display). The display shows the new setting. The Line 1 key lamp also indicates the new setting as described above.
Settings Ring signal volume ì Use the Volume keys to adjust the ring signal volume when the phone is in idle mode or ringing. Adjusted volume is stored. Press to adjust the volume. Mute ring signal É You can suppress the ring signal for an incoming call. Press to suppress the ring signal. The ring signal is switched off for the current call, and your phone is automatically set to Silent Ringing (see below).
Settings Melody Ringing If you want to replace the ring signal with personal melodies when your phone rings, you can program one melody to signal an internal call, a second melody for an external call and a third melody to signal a Callback call. Dialog 4223 Professional: PhoneSet Select Down or Up Select Press (see display). If PhoneSet is not shown, press more... until it appears. Press (see display). Press to frame Melody Programming (see display). Press (see display).
Settings Program a new melody, edit or delete a current melody Program Line 1 Line 2 Inquiry Ô Ô Ô Press (see display). The display shows Program Melody. The upper most function key lamp (for Dialog 4225 the upper most key to the left) is also switched on, indicating Program mode. Press the key for the requested type of call: If there is a current melody, the melody is played and the last 19 notes or signs are displayed.
Settings Line ÖÔ To store the current melody: Press the flashing Line key (Line 1 or Line 2 or Inquiry). If you do not want to continue to program or delete a melody for another line: Back Press to return to the previous menu (see display). Note: The melody is not yet activated, see section “Activate or deactivate a stored melody” on page 106. If no key is pressed within 30 seconds, all entered notes or changes will be automatically stored, and the phone returns to idle mode.
Settings Activate or deactivate a stored melody A stored melody has to be activated in melody mode to be heard when you get an incoming call. Line Ô To activate (in melody mode): Press the key for the requested type of call (Line 1 or Line 2 or Inquiry).
Settings To enter notes In melody mode, the key pad is used to enter notes, pauses, etc. A maximum of 40 notes can be programmed for incoming calls, and 20 notes for recalls. This is how the keys are used: Press to insert notes (1–9). * 0 # < or > Â í Note: A short press gives a short note, a long press gives a long tone (displayed by a capital letter), +c and +d means the higher octave. Press to insert a short pause (p). Hold to get a long pause (P). Repeat to get a longer pause (pp...p).
Settings When the first 19 positions are entered, the display shows (only last entered 19 positions can be shown): Program Intern CddDDppCCCC#d#d#D#D< < > Back Program Intern CddDDppCCCC#d#d#D#D< < > Back When all the notes are entered, the display shows (only last entered 19 positions are shown): Program Intern #D#DppDDDbAGppppGFG< < > Back Program Intern #D#DppDDDbAGppppGFG< < > Back Note: The flat A (##A) is shown as bA, i.e. b is used to show both the note b and the flat sign.
Settings Display contrast You can adjust the contrast for the display. Dialog 4223 Professional: PhoneSet Select Down or Up Press (see display). If PhoneSet is not shown, press more... until it appears. Press (see display). Press to frame Display Contrast (see display). Select Press (see display). - or + Press repeatedly to adjust the contrast (see display). Save&Exit Press to save the setting and exit the menu (see display).
Accessories Accessories Key panel Your phone can be equipped with 1-4 additional key panels (type DBY 419 01). Each key panel offers 17 additional keys for storing of your most frequently used telephone numbers and features, and for supervising extensions. To install the key panel, see section “Installation” on page 117. Use the DCM (Designation Card Manager) to make and print your own key panel designation cards.
Accessories Headset (optional) To install the headset, see section “Installation” on page 117. The following headset features are available. Answer calls Í í Íz í u Press to answer. The Headset key lamp is turned on. Note: When the phone is set for Headset Preset, you can also press the flashing Line key to answer the call. See section “Headset Preset” on page 112. Press to terminate the headset call. Make calls Press and dial the number. The Headset key lamp is turned on.
Accessories   ÏÍ Headset with Group Listening (loudspeaking) Press to toggle between headset with or without Group Listening. When the Loudspeaker key lamp is on, the Group Listening is active. From headset to handsfree Press. The Loudspeaker key lamp is turned on. Press. From handsfree to headset Í Press. The Headset key lamp is turned on.
Accessories To activate Headset Preset: Í Press and hold for at least 4 seconds. A short acknowledgement tone signal is heard, and the Headset Preset symbol is shown in the display. Note: You can also activate Headset Preset, via the PhoneSet menu. Â To cancel Headset Preset: Press and hold for at least 4 seconds. A short acknowledgement tone signal is heard, and the Headset Preset symbol is switched off in the display. Note: You can also cancel Headset Preset, via the PhoneSet menu.
Accessories Extra handset (optional) The extra handset is used in parallel with the ordinary handset allowing another person to listen to an ongoing call. The extra handset is connected to the headset outlet under the phone, see section “Installation” on page 117. It is possible to switch between the speaking party and the listening party. Í Press to switch between the speaking and listening party. Note when speaking: For good speech quality, only one person at the time should speak.
Accessories Option unit (optional) The option unit DBY 420 01/1 is an optional accessory to be installed under your telephone set. The unit is used to connect either an extra bell outside your room, or a busy signal lamp outside your door. To check or set the option unit for extra bell or for busy signal Dialog 4223 Professional: PhoneSet Select Down or Up Select Ô ÕÔ ÖÔ Line 2 Line 2 Line 2 Exit Press (see display). If PhoneSet is not shown, press more... until it appears. Press (see display).
Accessories Dialog 4225 Vision: Å Down or Up Ô ÕÔ ÖÔ Select PhoneSet in the top menu (see display). Press to frame Option Unit Settings (see display). Select Press (see display). The Line 2 key lamp indicates the setting of the option unit: Off = Extra bell, On = Busy signal lamp. Flashing=Combined extra bell & busy lamp. Line 2 Press to change to busy signal, or Line 2 press to change to extra bell & busy signal, or Line 2 Exit press to change to extra bell.
Installation Installation Install cables Handset cable to the left Handset cable to the right You can put the cable to the handset into the notch underneath the telephone. The cable to the exchange has to be plugged into “LINE” and the handset cable has to be plugged into “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 118 Dialog 4223 Professional/Dialog 4225 Vision
Installation Install card Use the DCM (Designation Card Manager) to make and print your own designation cards. DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com For more information, please contact your Aastra certified sales partner.
Installation Install key panels 1 Fasten the connector in the bottom of the hole using a finger or a blunt tool. Make sure the connector fits before pressing it down. 2 Press where the arrows are pointing, until you hear a “Click” sound. 3 Install the stands as shown in the picture in section “Stand positioning”. Notes: All key panels must be of type DBY 419 01.
Installation Stand positioning (1-4 key panels) Install card Use the DCM (Designation Card Manager) to make and print your own key panel designation cards. DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from: http:// www.aastra.com For more information, please contact your Aastra certified sales partner.
Installation Install pull-out leaf (optional) 122 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 pull-out leaf.
Installation Wall mounting The phone can be wall mounted 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 remove the two plastic covers. 4 Drill wall holes according to measurements given here. 5 Place screws according to measurements and mount the phone.
Installation Placing the phone Do not expose your phone to direct sunlight for long periods. Keep the phone away from excessive heat and moisture. Cleaning Clean your phone only with a soft, water dampened cloth. Using soap or any other cleaning materials may discolor or damage the phone.
Troubleshooting Troubleshooting If your phone is out of order, you can initiate a telephone self-test to check whether there is a fault in the phone or in the system. You can also separately check the firmware revision state of your phone. To initiate a telephone self-test Dialog 4223 Professional: PhoneSet Select Down or Up Select Press (see display). If PhoneSet is not shown, press more... until it appears. Press (see display). Press to frame Local Test Mode (see display). Press (see display).
Troubleshooting Dialog 4225 Vision: Å Down or Up Select Select PhoneSet in the top menu (see display). Press to frame Local Test Mode (see display). Press (see display). The display shows the firmware revision state and Selftest OK for a few seconds. If there is something wrong, a fault message appears. Inform your system administrator about the fault message. All the key lamps on the phone and connected extra key panels should be switched on during the self-test to indicate that each key lamp is OK.
Troubleshooting To check the firmware revision state When your system administrator asks for the firmware revision state of your phone: Dialog 4223 Professional: PhoneSet Select Down or Up Select Exit Press (see display). If PhoneSet is not shown, press more... until it appears. Press (see display). Press to frame Firmware Indication (see display). Press (see display). The display shows the firmware revision state for your phone. Press to exit (see display).
Glossary Glossary 128 Additional lines One or more additional extension numbers can be assigned to your phone, these are programmed on free function keys. Traffic state The different states your phone is in; calling, ringing, diverted, etc. Exchange Switch. Your telephone switching system. Idle mode The state your phone is in when nothing is activated; not calling, not ringing, not diverted etc.
Index Index A Absence information 73 Accessories 110 Extra handset 114 Headset 111 Key panel 110 Option unit 115 Pull-out leaf 114 Account Code 84 Additional Directory Number 88 Answer calls 29, 31 Authority 47 Authorization Code, common 47 Authorization Code, individual 48 B Bypass 41 C Call Duration (Timer) 58 Call Forwarding 60 Diversion 60 External Follow-me 66 Internal Follow-me 64 Personal Number 67 Call list 90 Call metering 57 Call Waiting 40 Callback 38 Common Speed Dialing numbers 42 Conference
Index G General Deactivation 86 Glossary 128 Group Call-pick-up 80 Group Do Not Disturb 83 Group features 80 Group Hunting 81 Group Listening (loudspeaking) 50 H Handset and loudspeaker volume 99 Handsfree 51 Headset 111 Hold 54 Hot Line 87 I Immediate Speech Connection 85 Important user information 6 Incoming calls 29 Answer a second call 31 Do Not Disturb, DND 32 Handsfree 29 On another extension 30 On any other line key 29 On Line 1 29 Individual External Line 35 Individual Speed Dialing numbers 42 Inqu
Index Setting form for search profiles 72 Settings 92 Features and required data 94 Handset and loudspeaker volume 99 Melody Ringing 103 Mute ring signal 102 Programming of function keys 92 Programming of ring signal tone character 98 Programming of ring signals 96 Ring signal volume 102 Silent Ringing 102 Short numbers 42 Silent Ringing 102 Speed Dialing 42 Dialog 4223 Professional/Dialog 4225 Vision T Timer 58 Tones and signals 14 Transfer 52 Troubleshooting 125 V Voice Mail 79 Volume 99 W Welcome 4 Wh
Subject to alteration without prior notice. For questions regarding the product, please contact your Aastra Certified Sales Partner. Also visit us on http://www.aastra.com © Aastra Telecom Sweden AB 2012. All rights reserved.
