Dialog 4422 IP Office SIP Enabled IP Telephone for MX-ONE™ 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 103 058 R2A © Aastra Telecom Sweden AB 2008. All rights reserved.
Table of Contents Table of Contents Welcome .......................................................... 4 Important User Information ............................... 6 Description ....................................................... 7 Start the Phone – Log On/Off ......................... 20 Incoming Calls ............................................... 29 Outgoing Calls ............................................... 33 Call List ..........................................................
Welcome Welcome Welcome to the user guide for the Dialog 4422 IP Office IP telephone that conforms to the SIP standard. This guide describes the available features of the telephone when it is connected to MX-ONE™. To find out if the telephone is a SIP enabled telephone, see sections “Settings” on page 71. The functions and features available with this telephone are designed for easy use in all different telephone handling situations.
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.
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 21 1 Dialog 4422 IP Office 7 Conference 8 9 Callback Call Pickup 10 Transfer 11 Line/Hold 23 18 Settings 2 Follow me 3 Message 4 5 6 Call Waiting Call List ABC DEF GHI JKL MNO PQRS TUV WXYZ 17 19 13 12 14 16 22 15 20 Dialog 4422 IP Office 7
Description 1 Display See section “Display information” on page 14. 2 Settings Used to enter or leave setting mode. See sections “Settings” on page 71 and “Menu structure (Settings)” on page 19. This feature is mandatory and is programmed to this position by default. Keys 3-11 Preprogrammed keys / Function keys The keys are programmed with the specified default features (see below). The features can be moved to any other programmable function key by the system administrator.
Description 9 Call Pickup Activating Call Pickup to answer call from another telephone. See section “Answer calls” on page 29. 10 Transfer Transfer calls. See section “Transfer” on page 45 11 Line/Hold Handle calls. Line/Hold is available both for incoming and outgoing calls. 12 Mute a) Switch the microphone on or off during a call. See section “Mute” on page 43. b) Switch off the ring signal in idle mode or when ringing. See sections “Mute ring signal” on page 81 and “Silent Ringing” on page 81.
Description c) Log off from the system. See section “Start the Phone – Log On/Off” on page 20. For a description on how to use the Exit key and Log off key, see section “Hidden key functions” on page 11. 17 Microphone Used for handsfree conversation. 18 Loudspeaker 19 Handset Supplied with hearing aid feature as standard. Please note: The handset can attract and trap small metal objects in the earcap region.
Description Hidden key functions The Volume key, Loudspeaker key and Clear key have some hidden features that are not shown on the keys. Only the standard symbols are shown (Volume, Loudspeaker and C). The picture below shows which key to press in each situation: Up Previous Erase Yes Select Store Log On Down Next Change No Cancel Exit Log Off * * Keep pressed for at least 1 sec Ô ÕÔ ÖÔ ÖÔ ÕÔ Dialog 4422 IP Office Lamp indications Extinguished lamp The feature is not active.
Description Tones and signals The following different tones and signals are sent from the telephone system 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. Note: All names and numbers presented on the displays in this user guide are examples. When an information ends with an exclamation mark (!), this means that no further action is possible. Your phone has a graphical display which has approximately 2 rows with 20 characters each.
Description Display symbols Traffic status is indicated by the following symbols on the display: Volume level bar. Indicates the ring signal volume in idle or ringing mode, or in speech mode, the loudspeaker or earpiece volume. See section “Settings” on page 71. Security. Indicates that the ongoing call is secure between the A and B party. The media (speech) and the signalling are encrypted. The following symbols can be shown in other display menus.
Description 12 09 2008 Selection frame. Indicates the subject to be called or selected in the list. Setting indicators. Filled symbol indicates the current setting in the shown list. Idle phone (idle mode) When your phone is in idle mode, the display shows the time and date information on the first row, and your name and extension number on the second row. In the example below, the extension number for J Smith is 3232.
Description Outgoing call When you make an outgoing call on your phone, the display shows the traffic information and the dialed name (if available) and number. Calling A Andersson 3345 When the dialed number is busy, the display will look like this.
Description Incoming call When you receive an incoming call, the display shows the calling party’s name (if available) and number. The name and number are flashing. If the number for an external call is not available, the display shows External instead of the number.
Description Menu structure (Settings) Menu structure for each of the menus that can be selected when the Settings key has been pressed. When you are navigating the menus, a selected menu is marked with a black frame. Use the Speaker key, the Volume keys and the Clear key to navigate in the menus, see section “Hidden key functions” on page 11.
Start the Phone – Log On/Off Start the Phone – Log On/Off Startup procedure All the system settings for your IP phone must be set by the system administrator before you can use the phone. Connect the required cables. See section “Installation” on page 98. Note: Depending on the settings in your network and telephone system, the start up procedure may be different from phone to phone. Check the display on your phone and read the required sections in this chapter to continue with the start up procedure.
Start the Phone – Log On/Off LAN access control (network authentication) Your telephone might require a network authentication to gain access to the network. In this case you must enter a valid user identity and PIN or password. Note: The user identity and password used for the network authentication is not the same user identity and password you use to log on. The password is obtained from, and can only be changed by the system administrator.
Start the Phone – Log On/Off Continued startup procedure The display shows: Use administrator mode to change IP settings (x) The x indicates a timer counting down from 5 seconds. If no key is pressed during this time, “no change” is selected automatically. Notes: You can speed up the procedure by pressing the Speaker key. The administrator mode is used to change the IP settings in your phone. This mode is reserved for your system administrator.
Start the Phone – Log On/Off Update software If new software has to be loaded into your phone, the display is showing this. When new application software is available, the following display is shown: A new application version is available, update? (x) The x indicates a timer counting down from 60 seconds. If no key is pressed during this time, “Yes” is selected automatically. Note: You can speed up the procedure by pressing the Speaker key. Press to update the software (=Yes).
Start the Phone – Log On/Off Log on If your phone requires a log on, there are three log on options: 1 2 3 You are allowed to log on and log off the phone. This is the most common option. The telephone is always logged on with a default number. You cannot log on or off. This option can be used for phones in conference rooms, receptions and so on. The telephone is always logged on, with a default number, as in option 2, but you can log on with your own extension number and get your personal categories.
Start the Phone – Log On/Off z If the displayed number is not yours (the telephone has been logged on by another person): Dial your extension number. The displayed number is automatically erased when you start dialing. The display shows your entered digits. (The Minus key is used to remove a wrong entry.) Press to log on. If a PIN or password is not required, the display shows your name and extension number, and the phone is ready for use.
Start the Phone – Log On/Off Option 2 The following idle mode menu is displayed, and the phone is ready for use. 12:24 12 Sep 2008 Conference room 3000 Note: It is not possible to log off, when a phone has been programmed according to this option. Option 3 The phone is logged on with the default number. You can log on with your own extension number and get your personal categories. 12:24 12 Sep 2008 Conference room 3000 Press to log on. Press and hold the key for at least one second.
Start the Phone – Log On/Off Entering letters and numbers You can see the most common letters above each key on the phone. To get the letter A press key 2 once, for B press key 2 twice, to get C press key 2 three times, and so on. Note: If the word to enter contains a digit, the digit can be created by pressing the digit key for more than 1 second. * ì By default, the first character you enter is written in upper case, and the rest of the word is written in lower case.
Start the Phone – Log On/Off Log off Press to log off. Press and hold the key for at least one second. The text Log off? is displayed. Press to confirm (within four seconds). • If your phone has been programmed according to option 1, the log on menu is displayed. • If your phone has been programmed according to option 3, the following idle mode menu is displayed. 12:24 12 Sep 2008 Conference room 3000 Note: If your phone has been programmed according to option 2, it is not possible to log off.
Incoming Calls Incoming Calls Answer calls A ring signal and a flashing lamp indicate an incoming call. Note: If the feature Parallel Ringing is activated, the call will ring on more than one phone, see section “Parallel Ringing” on page 31. On Line/Hold u ÖÔ You will receive calls on Line/Hold. Lift the handset. Handsfree Line/Hold Press the flashing Line/Hold key. Press to terminate a handsfree call.
Incoming Calls On another extension uz You can answer a call to another extension: Lift the handset and call the ringing extension. Busy tone. Busy A Andersson 8 Ô 30 3345 Press. Press. 4 Note: France, press ; Sweden, press 6 or Call Pickup press to pick up call.
Incoming Calls Parallel Ringing Note: This feature is only available in newer versions of the telephone system. The Parallel Ringing feature makes it possible for an incoming call to ring several phones simultaneously and for the call to be answered on any of the phones. The main advantage of this feature is that you do not risk losing any calls. The feature requires all the phones involved to be defined in a Parallel Ringing list, which must be configured and initiated by your system administrator.
Incoming Calls Notes: U.K., dial * 2 * Number #. The Follow-me key cannot be used to disable Parallel Ringing. Press. The Follow-me key lamp is now on. Follow-me ÕÔ To restore Parallel Ringing Press. The Follow-me key lamp is off. Notes: You can also use the following procedure to restore: dial (U.K. ) and press the Speaker key.
Outgoing Calls Outgoing Calls Make calls Note: You can dial your calls faster by using common Speed Dialing numbers and by using your own programmed function keys. See section “Speed Dialing” on page 39. u z How to make internal and external calls: Lift the handset and proceed depending on call type: Internal calls Dial the extension number. Press. 0 z External calls Dial the digit or digits to get an external line. Dial tone.
Outgoing Calls Handsfree z With the handset on hook: Dial the number. Press. You are connected via the loudspeaker and microphone. Press to terminate a handsfree call. SOS calls (Emergency calls) z When your phone is logged on Dial the SOS number. Press. Individual External Line u *0* z # z 34 To make a call on a specific external line: Lift the handset. Dial, enter the Individual External Line number and press. Dial the digit or digits to get an external line and the external number.
Outgoing Calls Last External Number Redial u *** 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. Dial to repeat the stored number. Note: Finland and Sweden, dial **0 Press. The last external number is automatically redialed. Redial calls from the Call List Call List Ô To use the Call List, see section “Call List” on page 41. Press to access the Call List.
Outgoing Calls Notes: This feature is only available in newer versions of the telephone system, and it might be blocked for use on your extension (programmed by your system administrator). u *42# z The Number Presentation Restriction is only valid for the ongoing call, that is the procedure has to be repeated the next time you want to use it. Lift the handset. Dial and wait for a new dial tone. Dial the number. Press. Instead of your name and number, the display on the called phone shows Anonymous.
Outgoing Calls u You are called back (recall ring signal) when the ongoing call is finished or the next time a new call is finished. You have to answer within eight seconds, otherwise the Callback service is cancelled. While waiting for the Callback, you can make and receive calls as usual. Lift the handset when you are called back. The system calls the extension. Note: Callbacks can be activated on several extensions at the same time.
Outgoing Calls Press. #37# Cancel all Callbacks Dial. Press. Activate Call Waiting 5 Ô If you urgently wish to contact a busy extension or external line, you can notify by a Call Waiting signal. Press. 6 Note: France and Finland, press ; Sweden, press 4 or Call Pickup press. Keep handset off hook. When the called extension or the external line becomes free, it will be called automatically.
Outgoing Calls Bypass u *60* z # If this feature is allowed from your extension, you can bypass an; activated Diversion, activated Follow-me or activated Absence Information on a specific extension. Lift the handset. Dial, enter the extension number and press. Press. Wait for answer. Speed Dialing Common Speed Dialing Numbers uz By using common Speed Dialing numbers, you can make calls simply by pressing a few keys.
Outgoing Calls Dial by Contacts With this feature you can make a call using the contacts stored in your phone. Notes: If you want to add, change or delete numbers and names in Contacts, you can do this via the Web interface, see section “Web Server” on page 91. It is also possible to add your Microsoft® Outlook® contacts to Contacts in your phone, you can do this via the PC application “My Dialog 4000 Contacts”, see section “Add Microsoft Outlook Contacts” on page 89.
Call List Call List The phone stores a Call List with 50 phone numbers that includes missed calls (if supported by the network), incoming calls, outgoing calls and answered calls. Call List Ô ì u ÕÔ Call List Note: The list is cleared if a power failure occurs, if another user (extension number) logs on to the same phone or if you reset the phone. Press to access the Call List. If you have new missed calls in the Call List, this key lamp flashes until you press it.
Call List Example of the Call List menu: New missed call 12:24 am 28-09 R Torres 4177 Incoming call 15:02 am 28-09 1:07 R Torres 4177 The content of the Call List is (from left to right): – Call symbol. See call symbol types below. – Time of the call, for example “10:48 am“. – Date of the call (Day/Month or Month/Day depending on date format setting), for example “28-09“. – Name of the calling/called person, for example “R Torres“. – Phone number of the calling/called person, for example “4177“.
During Calls During Calls Handsfree Press. Handsfree conversation. Press to end the call. From handsfree to handset u If the handset is on hook: Lift the handset. Conversation via the handset. If the handset is off hook: Press. Conversation via the handset. É Dialog 4422 IP Office 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.
During Calls Hold ÕÔ You can temporarily put the ongoing call on hold. Line/Hold Press the Line/Hold key. The key lamp flashes slowly and the display shows the call on hold. Note: If you replace the handset, the call is terminated. Press to resume the call. Inquiry Ô You have a voice connection and want to make an Inquiry to an internal or external party. Line/Hold z Press. The first call is put on hold (Line/Hold flashes slowly). Call the third party. Press.
During Calls Transfer Ô You have an ongoing call and you want to transfer the call to another extension. Line/Hold z Ô Press. Call the third party. Press. Transfer Ô Press or Clear press before or after answer. The ongoing call is transferred. Note: If you have put more than one call on hold, the last call that was put on hold will be transferred. If the dialed extension is busy or Transfer is not allowed, your phone will ring again.
During Calls 3 Ô 46 Press or Conference d press to establish a conference. Repeat the procedure to add more conference members. Replace the handset to leave the conference. Note: When the conference leader leaves the conference, the conference will continue with the other included parties. The conversation is changed back to a normal two party connection when there are only two parties left.
Call Forwarding 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. Order from your own extension *21* z # Note: The Follow-me key is only used as a an indicator that Follow-me is activated.
Call Forwarding Redirect from answering position If you move from one answering position to another answering position, you can redirect Follow-me from that new position. *21* z * # z #21* z # Note: Internal Follow-me must be ordered from your own extension before you can redirect from answering position. Dial, enter your own extension number and press. Note: U.K., dial * 2 * No *. Enter the answering position number. Press to redirect. Calls are diverted to the new answering 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 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. Order *22# z z# Note: The Follow-me key is only used as a an indicator that Follow-me is activated. Follow-me cannot be activated by pressing this key.
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, and so on. Depending on the functionality of your telephone system, you can have either one individual single search profile (standard) or you can choose between five individual search profiles (optional). A search profile can be designed to fit the situation (in the office, traveling, at home, and so on).
Call Forwarding *10* (1—5) # To activate or change to another profile from your office phone Dial. Enter the search profile digit and press. Press. The display shows the chosen search profile digit. Note: When another party is included in the activated profile, for instance a colleague or an operator, always remember to inform them about your absence. If Voice Mail is included in the activated profile, always update your greeting with Absence Information. #10# To cancel from your office phone Dial.
Call Forwarding To activate or change to another profile from an external phone z *75* z# z# *10* z* (1—5) #d 52 # * The external phone must be of push button type provided with pound key ( ) and star key ( ) or a mobile phone adapted for dial tone pulses (DTMF). Call the DISA feature at your office. Dial tone. Dial. Enter the Authorization Code and press. Press. Dial your own extension number and press. Dial tone. Dial. Dial your own extension number and press. Press the search profile digit.
Call Forwarding To cancel from an external phone z *75* z* z# #10* z# d # * The external phone must be of push button type provided with pound key ( ) and star key ( ) or a mobile phone adapted for dial tone pulses (DTMF). Call the DISA feature at your office. Dial tone. Dial. Dial the Authorization Code and press. Dial your own extension number and press. Dial tone. Dial. Dial your own extension number and press. Replace the handset.
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, and so on.
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, and so on. Profile 2 ..........................
Absence Information (optional) Absence Information (optional) 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 *23* (0—9) *0915 # Example: Back on September 15 (=0915). Dial. Enter the absence code.
Absence Information (optional) #23# Cancel Dial. Press. The programmed information is erased.
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. A call is initiated to the extension that requested Message Waiting. Note: After the call you have to cancel the message manually, see below.
Messages Order MMW to another extension *31* z # In idle mode: Dial, enter the extension number and press. Press. The Message Waiting key lights up on the called extension. #31* z # Cancel MMW to another extension Dial, enter the extension number and press. Press. Message Waiting (optional) If your phone is assigned this feature and if it is diverted to an interception computer, the Message key lamp is on when there are messages stored for you in the computer.
Messages Voice Mail (optional) This Voice Mail application allows you to leave a voice message to the caller when you are unable to answer calls, for example when out of office, in a meeting, and so on. The caller can then leave a message in your mailbox. When back in your office you can enter your mailbox and listen to the messages received. You can choose to divert all incoming calls to your mailbox, or calls when there is no answer, or calls when your phone is busy.
Messages To access your mailbox z From your office phone: z If you are asked to enter your security code: z From another phone: # z z z # z z 62 Dial the number to the Voice Mail system. Note: When the Message key lamp is on (= a new message is received), you can also press this key. Enter your security code. Code at delivery = your extension number. Dial the number to the Voice Mail system. If you are asked to enter your security code (if the phone you are using has a mailbox of its own): Press.
Messages To handle the mailbox Recorded information on the line tells you the number of new and stored messages. If you have too many messages stored, you will first be asked to delete saved messages. Recorded instructions ask you to press different digits in order to listen to caller's messages, record your own greetings, change your password or exit your mailbox, and so on. The following diagram gives an overview of the mailbox system and the digits to be used.
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. u *8# Ô In a Call-pick-up group, any member can answer any individual call to group members. Lift the handset. Press or Call Pickup press to answer. Notes: One Call-pick-up group can serve as an alternative to another group. Calls to the alternative group can only be answered when there are no calls to your own 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 # To leave the group temporarily Dial, enter your own extension number and press. Note: U.K., dial * 2 * No #. Press. #21# To re-enter the group Dial. Note: U.K., dial #2# Press.
Other Useful Features Other Useful Features Account Code (optional) u *61* z # Lift the handset. Dial, enter the Account Code and press. Note: Finland and Norway, dial * 7 1 * Code #. Press. Dial tone z 66 This feature is used to charge a call to an account number or to prevent unauthorized calls from your phone. The Account Code can have 1 to 15 digits. Dial the digit or digits to get an external line and the external number.
Other Useful Features General Deactivation The following features can be simultaneously cancelled: #001# • Callback (all Callbacks are cancelled) • Internal and External Follow-me • Manual Message Waiting/Absence Information Order Dial. Press. Emergency mode In the event of an emergency the operator can set the telephone system into Emergency mode, during which only preprogrammed extensions are permitted to make calls.
Other Useful Features Night Service When the telephone system is in Night Service mode, all your incoming calls to the operator are transferred to a selected extension or group of extensions. The telephone system has two different Night Service modes: Common Night Service All incoming calls to the operator are transferred to one specific extension. Answer the call in the normal way. Individual Night Service Selected external calls to the operator are transferred to one specific extension.
Other Useful Features DISA = Direct Inward System Access (optional) If you are assigned to use this feature and you are working externally, you can call your office and get access to an external line in order to make business calls. The business call will be charged your office extension number or an account number. You will be charged just for the call to the office.
Other Useful Features Press. Dial tone. z# z 70 Dial your own extension number and press. Dial tone. Dial the external number.
Settings Settings Checking the protocol There are two User Guides for the Dialog 4422 telephone; one intended for the SIP protocol based telephone, and one for H.323 protocol based telephone. In order to know which User Guide to use, you need to check which protocol is used in your telephone. To check the used protocol: Press the Settings key. Select the Information menu. The used protocol and the software version is shown on the display. Press the C key to return to previous menu.
Settings Programming of function keys All function keys, except for the Line/Hold key, can be used for programming. Note: To be able to program a function key yourself, the system administrator must remove at least one of the default features assigned to the function keys. By removing these preprogrammed features, the keys become available for programming. * # Frequently used features ( X X ) and phone numbers can be programmed on the function keys for easy access.
Settings Press. One of the following displays is shown. Ô z Programmable Keys Press the key to program Function Keys Press the key to check or Press the function key to program or check. If the key is already programmed, the number or feature will be displayed. Note: If you only want to verify the programmed feature, press the Clear key two times to return to the main menu. Enter phone number or a procedure. Notes: A procedure can be, for example the ordering of Follow-me, ( Number ).
Settings Language You can change the display menu language for your phone. Available languages are listed when the language menu is selected. The phone must be logged on when changing the language. Note: If the chosen language is not supported by your telephone system, text sent from the system will continue to be in English. Only text displayed from the phone itself will be in the chosen language. Settings Ô ì Change display menu language (default=English) Press. Press.
Settings Date presentation The date is updated automatically from the telephone system. You can only change the way the date (format) is presented on the display. The date can be shown in eight ways: • • • • • • • • Settings Ô ì Format DD MM YYYY DD MMM YYYY WW DD MMM YYYY YYMMDD YYYY-MM-DD MM/DD/YYYY DD-MM-YYYY WW DD-MM-YYYY Example 22 02 2008 22 Feb 2008 Fr 22 Feb 2008 080222 2008-02-22 02/22/2008 22-02-2008 Fr 22-02-2008 To change the date presentation: Press. Press.
Settings Time presentation The time is updated automatically from the telephone system. You can only change the way the time (format) is presented on the display. The time can be shown in 24 or 12 hour clock mode. Settings Ô ì To change the time presentation: Press. Press. Repeat until the Time & date menu is framed. Press. The Time Format menu is framed. Press. The current time presentation is framed and marked: 24 hour 12 hour ì Press to change between the 12 hour and 24 hour mode.
Settings Programming of ring signal tone character Ô Settings ì There are 10 different programmable ring signal tone characters on your phone, each corresponding to a digit between 0 and 9. Press. Press. Repeat until the Ring Character menu is framed. Press. The current tone character is displayed: ( 0—9) Current ring character: 5 Enter new character (0-9): Press a digit to select a new character. The phone rings with the chosen character.
Settings Display contrast The display contrast can be changed. Ô ì Settings Change the contrast on the display Press. Press. Repeat until the Display Contrast menu is framed. Press. The display shows: Display Contrast ì Press to decrease or increase the contrast. Note: The Clear key can be used to leave the menu without saving the changes. Press to store the contrast level. Press to return to the previous menu, Settings 78 ÕÔ or press to return to idle mode.
Settings Option unit If your phone is equipped with an option unit, you can use this menu to select the function of the option unit. Ô ì Settings Change the function of the option unit Press. Press. Repeat until the Option Unit menu is framed. Press. The display shows: ì Extra Bell Busy Signal Press to change between the features Extra Bell, Busy Signal and Combined Bell/Busy. • Extra Bell: The extra bell is activated in parallel with the ring signal.
Settings Handset and loudspeaker volume ì 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 monitor call. Press to adjust the volume. The handset and loudspeaker volume level is stored. Hearing level settings Ô ì Settings It is possible to get an increased hearing level of +6 dB in the handset and headset. Press.
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. Note: The volume will return to the default level in case of a power failure. 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.
Settings Change ring signal for the Line/Hold key The Line/Hold key is programmed by your system administrator, however you can change the type of ring signal from your phone. Settings Ô Ô Change the type of ring signal Press. The Function Keys menu or the Programmable Keys menu is framed. Press. Press the Line/Hold key. The Line/Hold key is shown together with the current type of ring signal for the key. Line/Hold key Periodic ì ì Press (+) to change.
Settings Network settings In the Network menu you can check all the network settings. These settings can only be changed by your system administrator.
Accessories Accessories Key panel (optional) In newer versions of the telephone system, your phone can be equipped with one additional key panel. The key panel offers 17 additional keys for storing of your most frequently used telephone numbers and features. If you do not know which version of the telephone system you are using, ask your system administrator. To install the key panel, see section “Installation” on page 98. Note: The key panel must be of type DBY 419 01.
Accessories Headset (optional) To install the headset, see section “Installation” on page 98. The following headset features are available. Í Answer calls 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 87. Press to terminate the headset call. Íz Make calls Press and dial the number. The Headset key lamp is turned on.
Accessories Í d From handset to headset Press. The Headset key lamp is turned on. Replace the handset. From headset to handsfree Press. The Loudspeaker key lamp is turned on. Í 86 From handsfree to headset Press. The Headset key lamp is turned on.
Accessories Headset Preset By default the phone is set to Loudspeaker Preset mode, so that calls are connected to the loudspeaker when you answer or make calls by pressing a Line key. Also when you dial the number without lifting the handset, the call is automatically connected to the loudspeaker. When you use a headset for your telephone, you can change the setting to Headset Preset mode to get calls connected to the headset instead.
Accessories Pull-out leaf (optional) The pull-out leaf is used for a personal phone number list and is installed under the phone. To install the pull-out leaf, see section “Installation” on page 98. Use the DCM (Designation Card Manager) to make and print your own card for the pull-out leaf. 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.
Add Microsoft Outlook Contacts Add Microsoft Outlook Contacts My Dialog 4000 Contacts My Dialog 4000 Contacts is a PC application which you can use when you want to download your Microsoft® Outlook® contacts to Contacts in your phone. Note: It is recommended to store all your phone numbers in Microsoft Outlook with area and country code including the international “+” sign.
Add Microsoft Outlook Contacts Add Microsoft Outlook contacts Start “My Dialog 4000 Contacts” on your PC. Enter your phone number, password and IP address. The default password is Welcome. To find your IP address, see section “Menu structure (Settings)” on page 19. OK Add>> Save Click. Available Microsoft Outlook contacts are listed on the left side and all contacts already in Contacts in your phone are listed on the right side. Mark the required contacts on the left hand side and click.
Web Server Web Server You can access your IP phone from a PC web browser to edit the telephone data. Dialog 4422 IP Office • Contacts: Add, change or delete entries in Contacts. • Call List: View the list, make a call to a number in the list and delete items. It is also possible to add numbers to Contacts. • Settings: Add, change and delete Dial by function key numbers for the programmable keys. • Settings: Change the hearing level setting (standard or increased).
Web Server Before you use the PC, you need to find the web address on your telephone display. Example: How to find the web address. The web address you need to know is presented here (framed with red circle below): Ô ì Settings DHCP (Yes) pc123-45.ab.cde Press. Press. Repeat until the Network menu is framed. Press. The display shows the web address (the address is an example). ì DHCP (Yes) pc123-45.ab.cde Press (+) to frame the web address.
Web Server To access your IP phone from a PC On your PC: http://pc123-45.ab.cde ******* Enter the web address in the address field in your web browser. (This address is an example). The web browser shows: Note: If you have entered the same web address you previously used and you could not access the web server, then check the address on your phone display. If your phone has been plugged off for a few days, the address may have been changed. Enter the telephone PIN or password.
Web Server Log on Contacts CallList Settings Log off Click. A menu is displayed in the left column, with the following options: Click to show the Contacts. Click to show the Call List. Click to show the sub-menus. Click to log off from the web server. Contacts To add a new name and number to Contacts: Contacts Click Add to contacts Click. . Enter the name and number. Add to contacts Click. The new name and number is added to Contacts.
Web Server Contacts Click Delete contacts Click. OK . Click to delete all names and numbers. Call List To edit or delete a name and number: CallList Click to show the Call List. (Name) Click. Add to contacts Click to save the name and the number to Contacts or Delete click to delete the current name and number, or Call click to call the number, or Back click to exit the edit and delete menu without any changes.
Web Server Settings - Programmable keys Settings Programmable Keys Click. The sub-menus are shown. Click. A table with the current programming for each key is shown. The key order corresponds to the programmable keys on the telephone, that is the Line 1 key is located in the left lower corner. Note: Text that is not underlined, is a designation for a fixed key and cannot be changed. To program a key that has not been programmed: _ Click for the key to be programmed.
Web Server To exit the edit and delete menu without any changes: Programmable Keys Click. Note: You can also click the Back key. Settings - Hearing level Settings Hearing Level Change Back Click. The sub-menus are shown. Click. The current level is shown in bold characters. Click to change the level. The hearing level is changing between “Standard” and “Increased”. Click to return. Settings - Ring signal tone character Settings Ring Character (0—9) Change Click. The sub-menus are shown. Click.
Installation Installation Install cables Handset cable to the left Handset cable to the right The handset cable has to be plugged into “HANDSET”, and the cable to the network has to be plugged into “LAN”. If an external power adapter is used this has to be plugged into “POWER”. You can put the cable to the handset into the notch underneath the telephone.
Installation The phone can be powered either from the network or from a 24 V AC/AC plug-in power adapter. • Only use applicable 24 V AC/AC plug-in adapters (power supplies) listed below or an adapter approved by your local reseller.
Installation Install card Use the 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 panel (optional) 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”. Note: The key panel must be of type DBY 419 01, and it can only be used in newer versions of the telephone system.
Installation Stand positioning 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) Dialog 4422 IP Office 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, 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 appropriate wall holes according to measurements given here. Wall screws Ø max 5mm.
Installation 5 Mount the spacer (article no. SXK 106 2049/1) on the wall. Wall screws (not supplied) Ø max 5mm. 6 Place screws according to measurements and mount the phone. 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 This section contains information on how to solve common operational problems, and warnings you may receive. Go through the following list if you encounter any problems. If this checklist does not cover the problem, contact your system administrator. If others have similar problems, there may be a system error. Fault / Display Probable cause The phone is locked Disturbance on the network. The access warning triangle occurs on the display.
Glossary Glossary Call mode The different states your phone is in; calling, ringing, forwarded, and so on. Telephone system Exchange. Switch. Idle display A message shown on the display when the phone is idle. This message is programmed by your system administrator. Idle mode The state your phone is in when nothing is activated; not calling, not ringing, not forwarded and so on. LAN Local Area Network.
Index Index A Absence Information 57 Accessories 84 Headset 85 Key panel 84 Pull-out leaf 88 Account Code 66 Add Microsoft Outlook contacts 89 Answer calls 29 B Bypass 39 C Call Forwarding External Follow-me 49 Internal Follow-me 47 Personal Number 50 Call forwarding 47 Call List 35, 41 Call Waiting 38 Callback 36 Change ring signal for a Monitoring key 82 Checking the protocol 71 Common Speed Dialing numbers 39 Conference 45 Contacts (PhoneBook) Entering names and numbers 27 Copyright 5 D Date presentati
Index Handsfree 29 On another extension 30 On Line 1 29 Parallel Ringing 31 Individual External Line 34 Inquiry 44 Installation 98 Internal Follow-me 47 Internal messages 59 Intrusion 38 K Key Monitoring 68 Key panel 84 L Lamp indications 11 Language 74 Last External Number Redial 35 Log off 28 Log on 24 M Mailbox 63 Make calls 33 Malicious Call Tracing 68 Manual Message Waiting (MMW) 59 Menu structure (Settings) 19 Message Waiting 60 Messages 59 Manual Message Waiting (MMW) 59 Message Waiting 60 Voice Mai
Index Startup procedure 20 Update software 23 T Time presentation 76 To access your IP phone from a PC 93 Tones and signals 12 Transfer 45 Troubleshooting 106 V Voice Mail 61 Volume 80 W Warranty 5 Web server 91 Welcome 4 When you receive a busy tone 36 U Update software 23 110 Dialog 4422 IP Office
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 2008. All rights reserved.