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Table of Contents Table of Contents Welcome .......................................................... 4 Description ....................................................... 8 Start the Phone – Log On/Off ......................... 16 Incoming Calls ............................................... 26 Outgoing Calls ............................................... 28 During Calls .................................................... 37 Call Forwarding ..............................................
Welcome Welcome Welcome to the User Guide for the Dialog 4422 IP Office in the BusinessPhone Communication Platform from Aastra. The BusinessPhone Communication Platform consists of BusinessPhone Compact, BusinessPhone 50, BusinessPhone 128i and BusinessPhone 250. The features described in this User Guide are related to version 8.0 or higher of the BusinessPhone Communication Platform.
Welcome Copyright All rights reserved. No parts of this publication may be reproduced, stored in retrieval systems, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the publisher except in accordance with the following terms.
Welcome Important User Information Safety 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. 6 • Follow instructions in the equipment's user guide or other documentation. • Always install equipment in a location and environment for which it is designed.
Welcome • The handset may attract and retain small metal objects in the earcap region. The phone can be powered either from the LAN 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.
Description Description 15 3 1 2 3 3 16 3 4 5 6 12 13 8 7 18 11 9 10 17 14 8 BusinessPhone – Dialog 4422 IP Office
Description 1 Display Flexible graphical two-line display. See section “Display Information” on page 12. 2 Settings To switch the phone into Settings mode. See section “Settings” on page 75. 3 Programmable keys To store numbers, program functions. Can be programmed as dial by name keys, function keys, etc. See section “Programmable Keys” on page 75. 4 Call List To access the list of outgoing and incoming calls. When the key lamp is flashing, there are unanswered incoming calls.
Description 10 Headset key See section “Accessories” on page 91. 11 Clear key / Exit key / Log off key • To disconnect calls or exit a function. Can always be pressed instead of replacing the handset. • To exit the Settings mode. See section “Settings” on page 75. • To log off from the system. See section “Log off” on page 25. For a description on how to use the Exit key and Log off key, see section “Hidden key functions” on page 11.
Description Hidden key functions As described above, the keys numbered 8, 9 and 11 have some hidden functions that are not shown on the keys. Only the standard symbols are shown (Volume, Loudspeaker and C).
Description Display Information The display provides feedback information such as time and date, and connected phone numbers. When an information ends with three dots (...), this means that the system is working or waiting for your action. When an information ends with an exclamation mark (!), this means that no further action is possible. You can change the display menu language and the date/time format, see section “Settings” on page 75.
Description v e Y Z or y z or i o s r W Display symbols Level bar Indicates the ringing volume, handset/headset volume Scroll bar If a list in the Settings menu is too long to be shown in the display, a scroll bar appears as an indicator. New missed call Indicates a new missed and not checked incoming call in the call list. The number beside the symbol indicates how many times this caller has tried to call you. Missed call Indicates a missed but checked incoming call in the call list.
Description Menu Structure Below you find the menu structure for each of the menus that can be selected when the Settings key has been pressed. When you are navigating through the menus, the selected menu is highlighted with a black frame. Programmable Keys Ring Character Time & date Language Time Format Date Format Time Date Display menus Display Contast Log Off Restriction **) Option Unit ***) Hearing Level Network **) Extra Bell Busy Signal Combined LAN access ctrl.
Description Tones & Signals Tones are audible in the handset. Dial tone (System ready to accept digits.) Special dial tone (System ready to accept digits. The special dial tone indicates an active diversion, an active absence information or waiting messages.
Start the Phone – Log On/Off Start the Phone – Log On/Off All system settings for your IP phone must be set by the system administrator before you can use the phone. When this is done, and the phone is connected to the local network (LAN), your phone starts the start-up procedure automatically when connected to the mains. Notes: The phone does not work during a power failure. After a power failure the phone will restart automatically.
Start the Phone – Log On/Off Start the Phone 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 phone to the local network. See the Installation section, “Install Cables” on page 110. Note: Depending on the settings in your network and telephone system, the start up procedure may be different from phone to phone.
Start the Phone – Log On/Off LAN access control (network authentication) (Dialog 4422 v. 2 phone only). Your telephone might require a network authentication to gain access to the network. In this case you must enter a valid user identity and 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 seconds. If no key is pressed during this time, “no change” is selected automatically. Note: 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 a new software for your IP-telephone has been made available on your LAN by your system administrator, the following displays might appear: A new bootrom version is available, update? (x) A new application version is available, update? (x) Â The x indicates a timer counting down seconds. If no key is pressed during this time (approximately. 60 seconds), “Yes” is selected automatically. You can speed up the procedure by pressing the Loudspeaker key.
Start the Phone – Log On/Off Log on The following options exist: 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 etc. 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 Option 1 - SOS call function is enabled: For SOS calls, dial 112 Log on with: 5446 If the SOS call function is enabled, the text For SOS calls, dial 112 is shown. The number for SOS calls might vary between countries. If a password is requested, the display shows: User_not_logged_on! Enter password: Notes: The last setting used (by previous user) remains until changed. The request to enter a password can be changed, contact your system administrator.
Start the Phone – Log On/Off Option 2 The following idle mode menu is displayed, and the phone is ready for use. 07:30 am 12 Nov 2008 CONFERENC 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. 07:30 am 12 Nov 2008 CONFERENC ROOM 3000 í  z  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 í Log off  The text Log off? is displayed. Press to log off. Press and hold the key for at least one second. Press to confirm (within four seconds). The Log on menu is displayed.
Incoming Calls Incoming Calls A ringing signal, a flashing Line key lamp and the display indicate an incoming call. Answer Calls When you receive an incoming call, the display shows: Incoming ... CHRIS u 6134 Lift the handset to accept the call. Handsfree Line 26 Ö Ô Â í (Dialog 4422 v. 2 phone only). Press without lifting the handset. Or: Press without lifting the handset. You are connected via the loudspeaker and microphone. Press to terminate a handsfree call.
Incoming Calls To another extension (Call pick-up) uz 6 You can answer a call to another extension from any phone in your office. Call the ringing extension. You receive busy tone. Press. Note: The number for answering calls to another extension may differ from country to country, see table “Alternative Programming for Camp-on, Automatic Callback, Call pickup, Intrusion” on page 90. Answer a second call See “Call Waiting” on page 41.
Outgoing Calls Outgoing Calls Make Calls z 0z To make internal and external calls: Enter either a directory number to make an internal call. Or: Enter the digit(s) for external line access and the desired public number. Note: Which digit to press for external line access depends on the configuration of the system. The display shows the entered number, for example: 07:30 am 12 Nov 2008 Enter number: 4711 After entering the number, the number is dialled immediately.
Outgoing Calls Handsfree Line ÖÔ Â z í or (Dialog 4422 v. 2 phone only). Press without lifting the handset. Enter the internal or external number. When the call is established, you will be connected to the other party via the loudspeaker and microphone. Press to terminate a handsfree call. BusinessPhone – Dialog 4422 IP Office Note: For faster calling, see sections “Common Abbreviated Numbers” on page 32 and “Dial-by-Name” on page 32 and section “Call List” on page 35.
Outgoing Calls Last External Number Redial *** u When you initiate an external call, the system automatically stores all dialled digits, regardless of whether the call was successful or not. Stored numbers can consist of a maximum of 32 digits. Press to redial the last dialled external number and lift the handset. Note: You can also redial a number by using the Call List, see section “Call List” on page 35.
Outgoing Calls Busy Extension You call an extension and receive busy tone. Camp-on 4 You can notify a busy extension of your call by sending a call waiting tone (if this function is allowed). Press to camp-on. Keep handset off hook. When the called extension replaces the handset, it will be called automatically. Notes: If you receive the busy tone again, the desired extension does not allow Camp-on.
Outgoing Calls Abbreviated Numbers By using Abbreviated Numbers, you can make calls simply by pressing a few keys. Frequently used external numbers are stored as Common Abbreviated Numbers in the exchange. Your personal most frequently used external numbers can be stored and used on the programmable keys on the telephone or on the keys 0 to 9. Common Abbreviated Numbers z External numbers are stored centrally in your BusinessPhone Communication Platform.
Outgoing Calls Individual Abbreviated Numbers 0 9 You can program and activate your most frequently used external numbers on the digit keys to . u ** z Note: To program individual abbreviated numbers, your extension has to be authorized by the system administrator. Lift the handset and press. Enter the Abbreviated Number. A number between 0 and 9. Program Individual Abbreviated Numbers u *51* z* 0z To program external numbers on the digit keys 0 to 9: Lift the handset. Enter programming mode.
Outgoing Calls u #51* z# Cancel one specific Individual Abbreviated Number u #51# Cancel all Individual Abbreviated Numbers Lift the handset. Press. Enter an Abbreviated Number between 0 and 9 and press. Lift the handset. Press. Confirmation tone. Dial by Contacts (Dialog 4422 v. 2 phone only). With this feature you can make a call using the contacts stored in your phone.
Outgoing Calls Call List The phone keeps a Call List with up to 50 entries that includes missed calls, incoming calls, outgoing calls and answered calls. Note: If a power failure occurs, the list is cleared. Call List Ô If the network does not display the number of an incoming call, the call will be stored in the call list, however, it can not be called. Press to access the Call List.
Outgoing Calls Call List 36 í Remove a list entry Ô Exit the Call List Press to remove the shown entry from the Call List. Press to exit the Call List.
During Calls During Calls The BusinessPhone Communication Platform allows you to handle calls in many different ways. You can switch between handset and monitoring, mute the microphone, make an inquiry, transfer the call, establish a conference or put the call on hold to perform other tasks. Group Listening (Dialog 4422 v. 1 phone only). You have an ongoing conversation via the handset. Â Note: You can adjust the volume, see section “Handset and Loudspeaker Volume” on page 87.
During Calls From handset to handsfree (Dialog 4422 v. 2 phone only). Â í You have an ongoing conversation via the handset. Press to switch the loudspeaker on. Handsfree conversation. Note: You can adjust the volume, see section “Handset and Loudspeaker Volume” on page 87. Press to end the call. From handsfree to handset (Dialog 4422 v. 2 phone only). u You have an ongoing handsfree conversation. Lift the handset. Conversation via the handset. Continue your conversation via the handset.
During Calls Mute É You have an ongoing conversation. Press to switch the microphone on or off. When the lamp is lit, the person on the line will not be able to hear the conversation in your room. Inquiry Line ÕÔ z During an ongoing conversation you want to make an inquiry to an internal or external party. Press. The first call is put on hold. Enter the number of the third party. When the third party answers, you can switch between the calls, create a conference or end one of the calls.
During Calls Transfer Line ÖÔ z d You have an ongoing internal or external conversation and you want to transfer the ongoing call. Press. Enter the number of the third party. You can transfer the call before answer or wait for answer. Note: Please read the notes and warnings in section “Useful Hints” on page 107. Replace the handset. The call is transferred. Transfer to a busy extension You can even transfer calls to busy extensions.
During Calls Call Waiting Line í ÖÔ If you hear the Call Waiting tone during an ongoing conversation, another person is trying to contact you. Press. The ongoing call is terminated and the waiting call will be signalled on your phone. Press the flashing Line key. Conference ÖÔ z ÖÔ 3 Line Line d You have an ongoing conversation and you want to establish a telephone conference. Press. Enter the number of the third party. Press to establish a three party conference.
During Calls Individual Hold Line Line Õ Ô ÖÔ Õ Ô d ÖÔ Line Line You have an ongoing conversation. Now you want to put the ongoing call on hold for a short while. Press the Line key. The call can be picked up on your extension within one minute, or if not it will recall on your extension. Press again to retake the call that has been put on hold. Common Hold Press the Line key. Replace the handset.
During Calls Send Message To send a message to an extension when you receive busy tone or get no answer. Callback message 9# To send a Call Me message. Press to send. Voice message 99 * 9 # To send a Voice message. Press and speak. Press to play-back and listen to your recording. Press and speak to re-record. Press to send.
Call Forwarding Call Forwarding When you are not available to take calls or decide to answer your calls on another extension, it is useful to forward your calls to an alternate answering position. The alternate answering position can either be a pre-programmed one (Diversion when your extension is not active and a common one for: Fixed Diversion, Diversion when there is no answer and Diversion when your extension is busy) or an individual one.
Call Forwarding Diversion when your extension is not active If your extension is not active (logged off) your system administrator can program it to automatically divert calls to a pre-programmed diversion address. Fixed Diversion This function directs your calls to a pre-programmed diversion address (e.g. mailbox system or secretary). *21# í Activate Fixed Diversion Press to activate the diversion. Verification tone. You can make outgoing calls as usual.
Call Forwarding Individual Diversion This feature allows you to divert your calls to internal and external diversion address, e.g. to any directory number, a colleague’s extension, an external number or a common abbreviated number (e.g. your mobile phone). Program and activate Internal Diversion *21* z # í #21# í 46 Divert your calls to an internal answering position. Press. Enter the internal diversion address. Press to activate the diversion. Verification tone. You can make outgoing calls as usual.
Call Forwarding Program and activate External Diversion Divert your calls to a new external diversion address: *22* 0z # í #22# í Note: To use the external diversion function, your extension has to be authorized by the system administrator. Press. Enter the digit(s) for external line access and enter the new external diversion address. A maximum of 24 digits. Note: Which digit to press for external line access depends on the configuration of the system. Press to activate the diversion. Verification tone.
Call Forwarding Re-activate External Diversion *22*# í 48 Divert your calls to an external diversion address. Press to activate the programmed External Diversion. Verification tone. You can make outgoing calls as usual. A special dial tone and the display indication reminds you that call forwarding is active. Press to finish the procedure.
Call Forwarding Follow-me If you are in another room, you can still answer your calls by forwarding them to where you are. To activate Follow-me, Individual Internal Diversion must be active on your telephone. Activate Follow-me *21* z* z# í Note: This procedure has to be executed from the telephone the calls are diverted to (your defined diversion address). Press. Enter your own extension number and press. Enter the new diversion address and press. Verification tone.
Call Forwarding Bypass Call Forwarding Bypass Call Forwarding allows you to call a specific extension even if Call Forwarding is activated on this extension. *60* z # 50 Note: To use this function, your extension has to be authorized by the system administrator. Press. Enter extension number. Press. You will be connected to the specified extension, regardless of which type of Call Forwarding the called extension has activated.
Absence Information Absence Information If you are not in the office for a certain period of time (e.g. meeting, vacation, lunch, illness), this feature allows you to inform your callers why you are absent. External callers will be routed to the operator who also has access to your absence info.
Absence Information Enter Information *23* To store text or voice information. Press to enter the information mode. Select Pre-defined Text or Voice Information. z z # í 52 Pre-defined texts Enter Info Code. Enter Completing Info from the table below.
Absence Information Pre-defined text example: *23* 5 0627 # í Vacation, back June 27 Press. Enter code. Enter month and day. Press. Information active. Press to finish the procedure. 5 VACATION BACK Jun 27 *23* 9 * 9 # í Voice information Press to enter information mode. Press and speak. Press to play-back and listen to your recording. Press and speak to re-record. Press to activate. Press to finish the procedure. Internal callers will hear the information via the handset or the loudspeaker.
Absence Information Change Information *23*# í Save Press to deactivate and save for later use. Information is passive. Press to finish the procedure. Use saved information *23*# í #23# í 54 When the information is switched off: Press to activate saved information. Information is active. Press to finish the procedure. Erase information Press to erase an active information. Press to finish the procedure.
Mailbox System Mailbox System While you are away from the office, callers can leave messages in your mailbox. You are also able to configure your mailbox with your personal greeting, see section “Change your Personal Greeting” on page 59. The first time you enter the mailbox system (only possible from own extension), you might be requested to change your password if it is default (0000). See section “Change Password” on page 62 or follow the voice announcements.
Mailbox System Note: For daily use, it is recommended to ask your system administrator to define the mailbox as your preprogrammed diversion address. Once this is defined, you only have to enter *21# to activate your mailbox. The system administrator can also define whether or not the mailbox should be activated if you do not answer your phone after a certain time or if your extension is busy. #21# í Deactivate the Mailbox Press. Verification tone. Press to finish the procedure.
Mailbox System Access the Mailbox The following mailbox functions can be accessed from your own extension, any other internal extension or from an external position (e.g. mobile phone) Message ÕÔ • Listen to available messages • Change your personal greeting • Send messages • Set up Outcall (External) Notification (configuration dependent) • Change your password Access the mailbox from your own extension Press Listen and follow the voice announcements in the main menu.
Mailbox System Listen to your Messages Received messages are divided into the following three categories: • New messages (not heard); indicated by a flashing message LED and a special dial tone. • Heard messages; indicated by a lighting message LED and a special dial tone. • Stored messages; not indicated. Note: Messages are deleted from the system after a certain time. Please ask your system administrator regarding this. 1 z í 58 Access the mailbox. (See chapter “Access the Mailbox” on page 57.
Mailbox System Forward a Voice Message A copy of your received voice messages (in the individual mailbox) can be forwarded to other mailbox numbers (individual or common). When you forward a voice message (heard or stored) to an individual mailbox, the mailbox number is the same as the extension number. Note: The forwarded message is a copy, i.e. it can be deleted without deleting the original message. There are no distribution list numbers available.
Mailbox System Send Messages via your Mailbox With this function, the mailbox system allows you to record and send messages from your mailbox to any other internal mailbox without calling the respective mailbox owner. A recorded message can either be sent to one or to multiple mailboxes. Note: There are no distribution list numbers available. Sending the same message to more than one mailbox must be done in single operations. 3 Access the mailbox. (See chapter “Access the Mailbox” on page 57.
Mailbox System • Notification without mailbox access: You get a short voice announcement informing you that someone has left a message for you. You acknowledge the notification by pressing any key. You have to call back the mailbox system to retrieve the message. Note: If you do not acknowledge the notification within the pre-programmed time, the connection is cancelled and repeated later (ask the system administrator for the programmed number of notification attempts). 4 Access the mailbox.
Mailbox System Change Password Change the password via your mailbox 5 í #*72* z * z # í 62 Access the mailbox. (See chapter “Access the Mailbox” on page 57.) Listen and follow the voice announcements in the main menu. Select to change the password. Listen and follow the dedicated voice announcements. Press to finish the procedure. Change the password via the telephone Press to select a new password. Enter your present password. The default password is 0000. Press. Enter your new password. Press.
Mailbox System Dictaphone Function If you want to record and retrieve personal voice messages you, can use the Dictaphone function. A Dictaphone message is treated as a normal message. For information on how to retrieve Dictaphone messages, see section “Listen to your Messages” on page 58. Record message u *58# To start the recording: * 9 # í Select options below: Lift the handset. Press and record your message. The maximum recording time is four minutes and 15 seconds. Press to play-back.
Group Features Group Features When you are working together in a team, the following group facilities can be very useful. Key system With this function, all (or selected) external lines are represented by pre-programmed keys on all phones. For each external line, a Function key has to be programmed. Which means that you are able to monitor the state of traffic for every programmed external line (e.g. free, busy). You can also establish an external call by pressing the External Line key.
Group Features Supervision/Telephone Attendance A Function key can also be programmed for Supervision and handling calls for a group of extensions. If a Supervision/ Attendance key is programmed on your telephone, you are able to call the other group members or answer incoming calls for the group by pressing the key and monitor the activity of other extensions (free, busy, called). Michael Michael Michael Õ Ô Ô ÖÔ Traffic situation Ongoing conversation (lamp is on). Free extension (lamp is off).
Group Features Group Call-pick-up u z In a pick-up group, any member can answer any individual call to group members. You answer a call to the group by dialling a special answering number. Please ask your system administrator for the configured number. Lift the handset. Enter the group Call-pick-up code. Common Bell u z The Common Bell function allows all extensions of the system (operator included) to pick-up the call from an extension that has been predefined as a Common Bell extension.
Group Features Incoming calls to the hunt group are directed to free extensions in the group. The hunt order within the group can be changed to suit your needs. If all members of the hunt group are busy, an incoming call is being queued. If no one answers this call before the programmed time, the call is forwarded to the programmed answering position (e.g. operator). Note: If all members in a hunt group are busy, the Callback or Intrusion function is not available.
Group Features Log out To log out from one specific hunt group: #28* z # í Press. Enter the hunt group number. Please ask your system administrator for the configured number. Press. Press to finish the procedure. 07:30 am 12 Nov 2008 PBX GRP . LOGGED OUT To log out from all hunt groups: #28**# í 68 Press. Press to finish the procedure.
Other Useful Features Other Useful Features By using these features your productivity will be increased, e.g. you can set reminders for important meetings, place the cost for external calls on separate accounts, listen to music via the loudspeaker and much more... Tandem Configuration The Tandem configuration is a unit, consisting of two telephones using the same directory number. One of the telephones is defined as the primary and the other one as the secondary.
Other Useful Features #28# í To deactivate the Tandem configuration Press to log off the secondary telephone. Press to finish the procedure. For incoming calls: • The secondary telephone cannot be called and the primary telephone works as a normal stand-alone telephone. For outgoing calls: • Line Ô z í Both telephones are treated as 2 separate extensions. Transferring a call between members of a Tandem configuration Press. Enter own extension number. Press to finish the procedure.
Other Useful Features #32# í Cancel Reminder Press to cancel all settings. Press to finish the procedure. Doorphone The Doorphone is used to monitor the admission to your company, i.e you can open the doorlock from your phone. u Answering Doorphone calls Lift the handset. You will be in speech connection with the calling party. Opening of the doorlock Line ÖÔ z After you have answered the Doorphone, you can open the door by making an inquiry to the door-opener’s directory number. Press.
Other Useful Features Direct Inward System Access (DISA) If you are working externally and you have the need to make business calls, call your company and use the company PBX to make an external call to the desired party. You just pay the costs for the phone call to your company. The other costs will automatically be placed on your extension number or on a special project. Note: To use the DISA function, your extension has to be authorized by the system administrator.
Other Useful Features Account Number An Account Number can be entered to debit telephone costs to different accounts. Depending on the system configuration the Account Number has to be entered from a Verified Account Number list (predefined) or you can invent your own Account Number.
Other Useful Features Least Cost Routing Least Cost Routing (LCR) automatically selects the cheapest way to establish the connection to the desired external number. Please ask your system administrator if this function is installed in your system. If the extension has been configured to use LCR, each external call will be analyzed and the cheapest way will be selected. 0z Use Least Cost Routing Enter the digit(s) for external line access and the desired public number.
Settings Settings In order to satisfy your personal needs, the BusinessPhone Communication Platform and your IP telephone are equipped with many options for an individual configuration.
Settings Programmable Keys Ring Character Â Ô Note The programming can also be performed via the web server, see section “Web Server” on page 98. Press to select the Programmable Keys menu. Programmable Keys Press the key to program Press a programmable key. Note: The Settings, Call List, Message and Line key are pre-defined and cannot be used as programmable keys.
Settings Settings í ÕÔ Press to return to the main Settings menu. Press to exit the Settings mode. BusinessPhone – Dialog 4422 IP Office Note: You can remove the transparent cover for writing the names beside the keys, see section “Install card” on page 112.
Settings Ring Signal Tone Character Settings Ô There are 10 different programmable ring signal tone characters on your phone, each corresponding to a digit between 0 and 9. Press to enter the Settings menu. The display shows the first two configuration options: Programmable Keys Ring Character ì Â Press + or - until the Ring Character option is selected. Press.
Settings Time Format Settings Ô You can change the way the time (format) is presented in the display. The time can be shown in 24 or 12 hour clock mode. Press to enter the Settings menu. The display shows the first two configuration options: Programmable Keys Ring Character ì Â Â ì Â ÕÔ Settings Press + or - until the Time & date option is selected. Press. Time Format Date Format The display shows the available configuration options with the Time Format option selected. Press.
Settings Date Format You can change the way the date (format) is presented in the display. The date can be shown in eight ways (note that there are five alternatives for the DD-MM-YYYY format): Settings Ô • • • • • • • • 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 Th 22 Feb 2008 080222 2008-02-22 02/22/2008 22-02-2008 Th 22-02-2008 Press to enter the Settings menu.
Settings ì Â ì Â ÕÔ Settings Press + or - until the Date Format option is selected. Press. The current date format is selected and the radio button is checked. r 27 11 2008 s 27 Nov 2008 Press + or - until the desired format is selected. Press to store the selected date format. The date format is changed. Press to return to idle mode. If you want to return to the previous menu, press the C-key.
Settings Set the Time Settings Ô The menu for setting the time is only available if no time server is installed in your system. Press to enter the Settings menu. The display shows the first two configuration options: Programmable Keys Ring Character ì Â ì Â Press + or - until the Time & date option is selected. Press. Time Format Date Format The display shows the available configuration options with the Time Format option selected. Press + or - until the Time option is selected. Press.
Settings Set the Date Settings Ô The menu for setting the date is only available if no time server is installed in your system. Press to enter the Settings menu. The display shows the first two configuration options: Programmable Keys RingCharacter ì Â ì Â Press + or - until the Time & date option is selected. Press. Time Format Date Format The display shows the available configuration options with the Time Format option selected. Press + or - until the Date option is selected. Press.
Settings Language Settings Ô You can change the display menu language for your phone. Available languages are listed when the Language menu is selected. Press to enter the settings menu. The display shows the first two configuration options: Programmable Keys Ring Character ì Â Â ì Â ÕÔ Settings 84 Press + or - until the Language option is selected. Press. Display menus The display shows the Display menus option selected. Press. The current language is selected and the radio button is checked.
Settings Display contrast The display contrast can be changed. Settings Ô ì Â Change the contrast on the display Press Press + or - until the Display Contrast option is selected. Press. The displays shows: Display Contrast ì Â í ÕÔ Settings Press + or - to decrease or increase the contrast. Press to store the contrast level. Press to return to the previous menu. Press to return to idle mode.
Settings Option unit (Dialog 4422 v. 2 phone only). If your phone is equipped with an option unit, you can use this menu to select the function of the option unit. Settings Ô ì Â Change the function of the option unit Press Press + or - until the Option unit menu is selected. Press. The displays shows: s Extra Bell r Busy Signal ì Settings 86 Â í ÕÔ Press to change between the functions Extra Bell, Busy Signal and Combined.
Settings Handset and Loudspeaker Volume Use the Volume keys to change the volume of the handset or loudspeaker during a call. ì 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 monitoring call. Press to change the volume. The handset and loudspeaker volume level is stored. Note: If a power failure occurs, the individual volume settings will be reset to their defaults.
Settings  ì  ÕÔ Settings Press. The current hearing level is selected and the radio button is checked. s Standard r Increased Press + or - to change between the values Standard and Increased. Press to store the selected hearing level. Press to return to idle mode. If you want to return to the previous menu, press the C-key. Ring Signal Volume ì Use the Volume keys to adjust the ring signal volume when the phone is idle or ringing. Adjusted volume is stored. Press to change the volume.
Settings Silent Ringing É If you do not want to be disturbed by the ring signal but still want to be able to answer an incoming call, you can switch off the ring signal. Incoming calls are only indicated by a flashing line lamp and display information. Press to switch off the ring signal. The Mute key lamp is switched on to indicate silent ringing. The ring signal will automatically be switched on the next time you lift the handset or press any key.
Settings Alternative Programming for Camp-on, Automatic Callback, Call pick-up, Intrusion The associated number for using the Camp-on, Automatic Callback, Call pick-up or the Intrusion function may vary from country to country. If you cannot use a code for a specific function, maybe your exchange system has been programmed with a different associated number.
Accessories Accessories This chapter describes optional features that can be used together with your BusinessPhone telephone. Key panel (Dialog 4422 v. 2 phone only). In newer versions of the exhange your phone can be equipped with 1 additional key panel (type DBY 419 01). The key panel offers 17 additional keys. Each key can be programmed as dial by name keys, function keys, etc. See section “Programmable Keys” on page 75.
Accessories Headset (optional) To install the headset, see section “Install Cables” on page 110. The following headset functions are available. Í í Íz í u 92 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 94. Press to terminate the headset call. 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. Headset with Group Listening  (Dialog 4422 v. 1 phone only). Press to toggle between headset with or without Group Listening. From headset to monitoring Â Í (Dialog 4422 v. 1 phone only). Press. The Loudspeaker key lamp is turned on. Press. From monitoring to headset Í (Dialog 4422 v. 1 phone only). Press. The Headset key lamp is turned on. From Headset to handsfree  (Dialog 4422 v.
Accessories Headset Preset By default, the phone is set for calls to be connected to the loudspeaker when you answer or make calls by pressing a Line key, also called Loudspeaker Preset. 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 phone, you can change the settings to get calls connected to the headset instead, also called Headset Preset.
Accessories Headset volume ì Use the Volume keys to change the volume of the headset. Press to change the volume. The set headset volume level is stored. For people with impaired hearing, the headset hearing volume level can be extra amplified. Use the same procedure as described in section “Handset and Loudspeaker Volume” on page 87. Pull-out Leaf (optional) The pull-out leaf is used for a personal phone number list and is installed under the phone.
Add Microsoft Outlook Contacts Add Microsoft Outlook Contacts (Dialog 4425 v. 2 phone only). 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” on page 14. OK 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. Add>> 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. The available data depends on which telephone version (Dialog 4422 v. 1 or Dialog 4422 v. 2) you are using. 98 • Contacts (Dialog 4422 v. 2 phone only): Add, change or delete entries in Contacts. • Call list: View the list, make a call to a number in the list and delete items. For the Dialog 4422 v. 2 phone it is also possible to add numbers to Contacts.
Web Server Read Out the IP-Address of the Web Server Settings Ô Before you can access the web server, you need to find out the IP address through your telephone display. Press. The display shows the first two configuration options: Programmable Keys Ring Character ì Â Press + or - until the Network option is selected. Press. The display shows the first two network configuration options: DHCP (Yes) IPadd (XXX.XXX.XXX.XXX) The second option shows the IP address assigned to the telephone.
Web Server Access the Web Server http://XXX.XXX.XXX.XXX Enter the IP address in the address field of your web browser. The web browser shows: Note: If the access to the web server failed, please check the proxy settings of your web browser and the address on your phone display. If your phone has been unplugged from the network for some days, the address might have been changed. Enter the web server password.
Web Server Log on Click. On the left-hand side, a menu is displayed with the following options: • User´s name in display (Dialog 4422 v. 1 phone only) • Contacts (Dialog 4422 v.
Web Server Contacts Access the web server. See chapter “Access the Web Server” on page 100. Click on the Contact folder in the menu on the left-hand side. If there are entries in Contacts, they will be listed in a table. Each entry can be modified by clicking on the respective link in the first column. To add a new name and number to Contacts: Add to Contacts Add to Contacts Click. Write the name and number. Click The new name and number is added to Contacts.
Web Server Call List Access the web server. See chapter “Access the Web Server” on page 100. Click on the Call List folder in the menu on the left-hand side. If there are entries in the Call List, they will be listed in a table. Each entry can be modified by clicking on the respective link in the first column. (Name) Click. Select one of the options below: Add to Contacts Click to save the name and the number to Contacts, Or: Delete Click to delete the name and number from the Call List.
Web Server Settings The Settings menu provides following options: • Change web server password • Programmable keys • Hearing level • Ring Character Change web server password Access the web server. See chapter “Access the Web Server” on page 100. Click on the Settings folder in the menu on the left-hand side. The Settings sub-menu will be displayed. ******* ******* Change password Click. Enter the new password. The password needs to consist of a least 6 characters.
Web Server Settings - Programmable Keys Access the web server. See chapter “Access the Web Server” on page 100. Click on the Settings folder in the menu on the left-hand side. The Settings sub-menu will be displayed. Programmable Keys Click. The key layout of the telephone will be displayed in a table. The Line, Call list and Settings key are fixed, supervision (MNS) keys can be programmed by the system administrator, all others can be programmed with up to 24 digits each.
Web Server Settings - Hearing level Access the web server. See chapter “Access the Web Server” on page 100. Click on the Settings folder in the menu on the left-hand side. The Settings sub-menu will be displayed. Hearing level Change Log off Click. The current level is shown in bold characters. Click to change the level. The new level is shown in blue characters. Click to exit. Or: Click any menu to continue. Settings - Ring signal tone character (Dialog 4422 v. 2 phone only). Access the web server.
Useful Hints Useful Hints Connections Between External Lines With your BusinessPhone, you can establish an external call diversion or a conference with more than one external party or transfer an external call to another external destination (e.g. a mobile phone). These features are very useful for everyday business life. Note: When these features are used, your BusinessPhone will occupy at least two external lines. However, there may be disadvantages in connecting to several external lines.
Glossary Glossary Abbreviated Number Dialling Initiating a call to a pre-programmed number by dialling a code or pressing a key. There are common short-numbers, which means that all extensions can use them. See section “Abbreviated Numbers” on page 32. Direct Inward System Access (DISA) If you are working externally, the DISA function enables you to make external calls (long distance) via the company PBX. You only pay for the call to your company. See section “Other Useful Features” on page 69.
Glossary Information Internal callers are informed about absence and time of return. External callers are diverted to the operator, where the same information is available. Information can be of two kinds: • Pre-programmed text information. • Voice information. Intrusion To intrude on an ongoing call when a requested extension is busy. See section “Outgoing Calls” on page 28.
Installation Installation Install Cables Handset cable to the left Handset cable to the right The handset cable has to be plugged in “HANDSET”, and the cable to the local area network has to be plugged in “LAN”. If an external power adapter is used this has to be plugged in “POWER”. You can put the cable to the handset in the notch underneath the telephone. When only one single wall terminal for the local network is available, a PC can be connected to "PC" to be connected to the network via the phone.
Installation Install Stands and Adapt Telephone Position high Press to fasten stand BusinessPhone – Dialog 4422 IP Office Position low Release to remove stand 111
Installation Install card Use the Designation Card Manager to make and print your own designation cards. The Designation Card Manager is included on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com/enterprise/library/manuals.shtml For questions regarding the product, please contact your Aastra Certified Sales Partner. Install key panel (optional) (Dialog 4422 v. 2 IP Office phone only). 112 1 Remove the small plastic plate, marked DSS, i.e.
Installation 3 Install stand. Note: The key panel must be of type DBY 419 01. Stand positioning Install card Use the Designation Card Manager to make and print your own key panel designation cards. The Designation Card Manager is included on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com/enterprise/library/manuals.shtml For questions regarding the product, please contact your Aastra Certified Sales Partner.
Installation Install Pull-out Leaf (optional) 114 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 three plastic covers. 4 Drill wall holes according to measure.
Installation Spacer, option 1 Spacers, option 2 5 Mount spacer(s) according to measures. Option 1 is recommended. Spacer(s) are not supplied. Two upper screws and spacer 6 116 One lower screw and spacer Mount screws according to measures and attach the phone.
Installation Placing the Telephone • Do not place your telephone on sensitive surfaces. Use a nonslippery pad to protect your furniture from possible damage. • Do not place your telephone near sources of extreme heat, e.g. near the radiator. • Make sure that the line cable isn’t creased. Cleaning the Telephone Use a slightly moistened (not wet) soft cloth or an anti-static cloth and wipe off the telephone carefully. Do not use rough cloth, solvents or aggressive cleaning fluids.
Troubleshooting Troubleshooting This section contains information on how to solve common operational problems. Go through the following steps if you encounter any problems. If this does not solve the problem, contact your system administrator. If others have similar problems, there may be a system error. Fault Check List 1. Read the Installation chapter. To make sure that you have done everything correctly and that everything is properly connected. 2. Disconnect all extra equipment.
Index Index A Abbreviated Numbers 32 Absence Information 51 Change information 54 Enter information 52 Access the mailbox 57 Accessories 91 Headset 92 Key panel 91 Pull-out leaf 95 Account Number 73 Activate the Mailbox 55 Add Microsoft Outlook contacts 96 Alternative programming for Automatic Callback, Camp-on, Intrusion 90 Answer a second call 27 Answer calls 26 Automatic Callback 30 B Busy extension 31 C Call Forwarding 44 Diversion when there is no answer 44 Diversion when your extension is busy 44 Fi
Index E Erase information 54 F Fault check list 118 Fixed Diversion 45 Follow-me 49 Forward a Voice Message 59 From handset to handsfree 38 From handsfree to handset 38 G Glossary 108 Group Call-pick-up 66 Group Features 64 Common Bell 66 Group Call- pick-up 66 Group Hunting 66 Key system 64 Supervision/Telephone Attendance 65 Group Hunting 66 Group Listening 37 H Handset and loudspeaker volume 87 Headset 92 Hearing aid compatibility 87 I Incoming Calls 26 Answer calls 26 Handsfree 26 Individual Abbreviate
Index Call List 35 Common Abbreviated Numbers 32 Dial-by-Name 32 Handsfree 29 Individual Abbreviated Numbers 33 Make calls 28 P Placing the telephone 117 Programmable keys Configure via the web server 105 Pull-out leaf 95 R Reminder 70 Reset the phone 16 Ring signal tone character 78 Ring signal volume 88 S Save information 54 Send Message during calls 43 Send Messages via the mailbox 60 Set the date 83 Set the Time 82 Settings 75 Date format 80 Display contrast 85 Handset and loudspeaker volume 87 Hearing
Notes Notes 122 BusinessPhone – Dialog 4422 IP Office
Notes BusinessPhone – Dialog 4422 IP Office 123
Subject to alteration without prior notice. For questions regarding the product, please contact your Aastra Certified Sales Partner. Also visit us on www.aastra.com © Aastra Telecom Sweden AB 2008. All rights reserved.