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1. Dialog 4422 IP Office Description Keys 3 11 Display See section Display information on page 14 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 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 The features can also be removed from the keys by your system administrator In this case you can program frequently used features and phone numbers on the keys See section Programming of function keys on page 72 Follow me Indicates an activated Follow me Also used to deactivate Follow me See section Call Forwarding on page 47 Message Message indication key When the key lamp is on it is an indication that you have a new message See section Messages on page 59 Call Waiting Activating Call Waiting for a busy extension See section When you receive a busy tone on page 36 Call List Used to access the list of outgoing and incoming calls When the key lamp is flashing there are unanswered incoming calls See sections Redial calls from the Call List on page 35 and Call List on page 41 Conference Establish a conference See section Conference on page 45
2. Click any menu to continue 97 Installation Installation Install cables Handset cable to the left Handset cable to the right pee 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 When only one single wall terminal for the local network is available a PC can be connected to PC so that it is connected to the network via the phone 98 Dialog 4422 IP Office Dialog 4422 IP Office Installation The phone can be powered either from the network or from a 24 V AC AC plug in power adapter e Only use applicable 24 V AC AC plug in adapters power supplies listed below or an adapter approved by your local reseller Aastra product number Power rating Supplier Supplier product number RES 141 312 1 20VA 230V 24V Toroid Sweden HBP 90120 RES 141 314 1 20VA 230V 24V Toroid Sweden HBP 90220 for Great Britain Hong Kong Singapore RES 141 315 1 20VA 120V 24V Jameco USA AC2410F1 model number ADU240100 Change cables To remove a cable use a screwdriver to unlock the stop Install stands and adapt telephone Position high Position low Press to fasten stand Release to remove stand 99 Installation Install card Use the De
3. You are connected via the loudspeaker and microphone Press to terminate a handsfree call SOS calls Emergency calls When your phone is logged on Dial the SOS number Press Individual External Line 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 Dialog 4422 IP Office XXX T Call List J Dialog 4422 IP Office Outgoing Calls Last External Number Redial When you initiate an external call the system automatically stores all the dialed digits irrespective of whether the call was successful or not Lift the handset Dial to repeat the stored number Note Finland and Sweden dial X 0 Press The last external number is automatically redialed Redial calls from the Call List To use the Call List see section Call List on page 41 Press to access the Call List If you have new missed calls in the Call List the key flashes until you press it The latest call is shown on the display e 15 02 am 28 09 R Torres 4177 Press or to scroll the numbers in the Call List Lift the handset or press to call the shown phone number Number Presentation Restriction If you do not want your name and number to be displayed to the person you are calling use the following procedure 35 Outgoing Calls Notes
4. on page 71 d Log on to the system See section Start the Phone Log On Off on page 20 For a description on how to use the Select key and Log on key see section Hidden key functions on page 11 O Headset key Handle headset calls and activate Headset Preset See section Headset optional on page 85 Clear key a Disconnect calls or exit a feature Can always be pressed instead of replacing the handset b Exit setting mode See section Settings on page 71 Description 17 18 19 20 21 22 23 10 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 Microphone Used for handsfree conversation Loudspeaker Handset Supplied with hearing aid feature as standard Please note The handset can attract and trap small metal objects in the earcap region Pull out leaf for easy guide optional See section Pull out leaf optional on page 88 Power adapter connection See section Start the Phone Log On Off on page 20 Key panel With 17 programmable keys One panel can be connected see section Key panel optional on page 84 The keys can be used as function keys or Monitoring keys see section Programming of function keys on page 72 Use the Designation Card Manager to make and print your
5. Callback Indicating activating Callback When you receive a busy tone on page 36 Dialog 4422 IP Office Dialog 4422 IP Office 10 11 12 13 14 15 16 Description Call Pickup Activating Call Pickup to answer call from another telephone See section Answer calls on page 29 Transfer Transfer calls See section Transfer on page 45 Line Hold Handle calls Line Hold is available both for incoming and outgoing calls 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 Volume control keys Navigation keys a Adjust the volume See section Settings on page 71 b Navigate in setting mode See section Settings on page 71 c Navigate the Call List See section Redial calls from the Call List on page 35 For a description on how to use the Navigation keys see section Hidden key functions on page 11 Speaker Call key he Speaker Call key is used for handsfree connection By pressing and holding it down for 4 seconds the loudspeaker preset mode is activated a 4 Call key When all details have been entered this key is used to initiate the call Activate loudspeaker See section Headset Preset on page 87 c Used as select key in setting mode See section Settings
6. IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE Aastra shall not be liable for errors contained herein nor for incidental or consequential damages in connection with the furnishing performance or use of this material Declaration of conformity Hereby Aastra Telecom Sweden AB SE 126 37 H gersten declares that this telephone is in conformity with the essential requirements and other relevant provisions of the R amp TTE directive 1999 5 EC Details to be found at http www aastra com sdoc CE 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 e Follow instructions in the equipment s user guide or other documentation e Always install equipment in a location and environment for which it is design ed e For mains powered telephones Only operate with the mains power voltage indicated If you are uncertain of the type of power supplied to the building consult property management or your local power company e For mains powered telephones Avoid placing the telephone s power cable where it can be exposed to mechanical pressure as this may damage the cable If the power supply cord or p
7. Settings Network settings In the Network menu you can check all the network settings These settings can only be changed by your system administrator Dialog 4422 IP Office 83 Accessories 84 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 07 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 Dialog 4422 IP Office Dialog 4422 IP Office Accessories Headset optional To install the headset see section Installation on page 98 The following headset features are available 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 Make calls Press and dial the number T
8. The phone is then ready for use or ready for log on To log on see section Log on on page 24 Note t is important that you do not disconnect the power to the phone while the new software is being downloaded and saved If a power failure occurs the software must be downloaded again If you want to continue to use the previously stored setting Press to use the current version of the software No 23 Start the Phone Log On Off Log on If your phone requires a log on there are three log on options 1 You are allowed to log on and log off the phone This is the most common option 2 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 3 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 This option can be used in a Free Seating environment See also section Free Seating on page 28 Option 1 The log on menu is displayed User not logged on Enter password The extension number that was used for the last log on is automatically shown If the displayed number is your number Press to log on R 24 Dialog 4422 IP Office 000 000 al 000 J 00 000 00 Dialog 4422 IP Office Start the Phone Log On Off If the displayed number is not yours the telephon
9. 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 Dialog 4422 IP Office 0O00 000 75X 01010 000 000 000 000 000 10 0O00 000 000 Dialog 4422 IP Office Call Forwarding To cancel from an external phone 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 To design and order your search profiles The search profiles are installed or changed by your system administrator In order to set up your profiles copy the setting form fill in your new or changed profiles and give it to your system administrator Note f a profile handling application is connected to your system you can edit profiles via your Intranet See separate instructions for the application 53 Call Forwarding Important notes when designing your search profiles e 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 rin
10. Follow me key lamp is now on tA To restore Parallel Ringing Follow me VST Press The Follow me key lamp is off Notes You can also use the following procedure to restore dial 2 1 U K 2 and press the Speaker key If you want to restore Parallel Ringing for all phones defined in the list follow the procedure for restoring the feature from the phone with the main extension number and enter the number of the answering position If you want to restore Parallel Ringing for one specific phone in the list only follow the procedure for restoring the feature from this phone and enter its extension number 32 Dialog 4422 IP Office Qo Dialog 4422 IP Office 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 How to make internal and external calls Lift the handset and proceed depending on call type Internal calls Dial the extension number Press External calls Dial the digit or digits to get an external line Dial tone Note The particular digit or digits used in your office for example 0 or 00 Dial the external number Press Replace the handset or press to end the call 33 Outgoing Calls ear 000 X0 X 00 01010 000 000 34 Handsfree With the handset on hook Dial the number Press
11. 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 ailbox 63 ake calls 33 alicious Call Tracing 68 anual Message Waiting MMW 59 enu structure Settings 19 lessage Waiting 60 lessages 59 Manual Message Waiting MMW 59 Message Waiting 60 Voice Mail 61 ute 43 ute ring signal 81 ly Dialog 4000 Contacts 89 N Network settings 83 Night Service 68 Number Presentation Restriction 35 oO Option unit 79 Other useful features 66 Outgoing calls 33 Bypass 39 Call Waiting 38 Callback 36 External calls 33 Dialog 4422 IP Office Index Handsfree 34 Individual External Line 34 Internal calls 33 Intrusion 38 Last External Number Redial 35 Number Presentation Restriction 35 Redial calls from the Call list 35 SOS calls Emergency calls 34 Speed Dialing 39 When you receive a busy tone 36 P Parallel Ringing 31 Personal Number 50 Programming of function keys 72 Programming of ring signal tone character 77 Protocol 71 Pull out leaf 88 R Redial calls from the Call list 35 Reset the phone 28 Ring signal volume 81 Ring signals 13 S Safety instructions 6 Setting form for search profiles 56 Settings 71 Change ring signal for a Monitoring key 82 Date presentation 75 Display contrast 78 Handset and loudspeaker volume 80 Language 74 Mute ring signal 81 Network settings 83 Option unit 79 Programming of function keys 72 Pr
12. Note You can also use the following procedure to cancel dial 2 1 U K 2 and press the Speaker key and the Clear key 47 Call Forwarding 01010 X21 220 010 00 5 LIT z c 01010 21 835 a Ee 48 Redirect from answering position If you move from one answering position to another answering position you can redirect Follow me from that new position Note nternal 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 Cancel from answering position Dial enter your own extension number and press Note U K dial 2 X No Press Dialog 4422 IP Office Follow me VST Dialog 4422 IP Office 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 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 Dial Enter the digit or digits t
13. 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 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 OGFOAS Lift the handset X42H Dial and wait for a new dial tone O00 000 Dial the number a gt Press a Instead of your name and number the display on the called phone shows Anonymous When you receive a busy tone If you call an extension and receive a busy tone or get no answer or all external lines are busy you can use any of the following methods Callback If a called extension is busy or there is no answer 6 Press It can take several seconds before the procedure is executed A confirmation tone is heard Note France Finland and Sweden press 5 or S7 Callback press Acs Replace the handset to finish the procedure 36 Dialog 4422 IP Office 000 000 000 f 000 H 37X 300 Dialog 4422 IP Office Outgoing Calls 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 Cal
14. function key To program a key see section Programming of function keys on page 72 Lift the handset Press the function key This function key is preprogrammed by you Press 39 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 Example To find and call Zeb Macahan In idle mode 9 Press and hold the key The available names for that key are shown on the display Walter Matthau 4178 Werner Smith 4177 9 Press three times to jump to the first name beginning with the letter Z Zeb Ford 8888 Zeb Macahan 7816 i Press to scroll to Zeb Macahan F a or apero Press the Speaker key or lift the handset to make the call Note To learn more about how to enter characters see section Entering letters and numbers on page 27 40 Dialog 4422 IP Office Call List ST a AFD Call List J i o C a Dialog 4422 IP Office Call List Call List The phone stores a Call List with 50 phone numbers that includ
15. the external line can be held for a limited period of time to invoke the malicious call tracing MCT Order Put the call on hold by pressing Dial If the request is successful an acknowledge tone is heard If the request fails a reject tone is heard Dialog 4422 IP Office 01010 000 72 000 000 000 fla 01010 000 75X 000 000 000 Dialog 4422 IP Office 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 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 After a completed DISA call you must hang up before a new DISA call can be made There are different procedures depending on the type of Authorization Code or when an Account Code is used With common Authorization Code Call the DISA feature at your office Dial tone Dial Dial the Authorization Code and press Press Dial tone Dial the external number With individual Authorization Code Call the DISA feature at your office Dial tone Dial Dial the Authorization Code and press 69 Oth
16. 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 Example Back on September 15 0915 Dial Enter the absence code Note 7he absence codes consist of one digit The absence code assigned to each digit depends on the connected telephone system Contact your system administrator regarding the available absence codes Press and enter the date MMDD or time HHMM of your return Notes lf no return time or date is needed this step can be skipped Press The display shows the selected reason and if entered time or date of return 57 Absence Information optional N Ww ae Sj AN 58 Cancel Dial Press The programmed information is erased Dialog 4422 IP Office Message Vs H 31 oe C Dialog 4422 IP Office 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 Answer Press A call is initiated to the extension that requested Message Waiting Note After the ca
17. Because only calls to a main extension will be distributed among the phones in the list this main extension also needs to be defined A call to a specific extension will not be distributed to other phones in the list and will only ring that specific extension s phone Parallell Ringing can be temporarily disabled by the phone user using the feature Internal Follow me See also section Internal Follow me on page 47 Note lf an extension part of a parallel ringing list tries to activate deactivate one of the features below the procedure is only performed on the main directory number not on the extensions own number Call diversion for non generic extension Do not disturb External Follow me Follow me General Cancellation Individual Repeated Distribution or Personal Number Message Diversion To disable Parallel Ringing temporarily Dial enter the extension number and press If you want to disable Parallel Ringing for all phones defined in the list follow the procedure for disabling the feature from the phone with the main extension number and enter the number of the answering position If you want to disable Parallel Ringing for one specific phone in the list only follow the procedure for disabling the feature from this phone and enter its extension number 31 Incoming Calls Notes U K dial 2 Number The Follow me key cannot be used to disable Parallel Ringing Press The
18. Dialog 4422 IP Office SIP Enabled IP Telephone for MX ONE User Guide AASTRA EN LZT 103 058 R2A Aastra Telecom Sweden AB 2008 All rights reserved Dialog 4422 IP Office Table of Contents WICOMG EE aus oe ta Mena riisctateaiaas 4 Important User Information cceeeteeeeeeees 6 Description ssas erena a ce onan rads 7 Start the Phone Log On Off oo eee 20 Incoming Calls dfms ai eae 29 Outgoing CallS danean a 33 Call List aminn E E i 41 During Cals Ea n unae n a a A 43 Call Forwarding sran siei et ha 47 Absence Information optional n 57 Messages u a meen aE EN 59 Group FEALUIES a r a 64 Other Useful Features eicere 66 OSUINGS Aisa hee a E ia eden 71 AGGESSOMES ranar aa a E 84 Add Microsoft Outlook Contacts 0 eee 89 WEG SENEE nagn ati geen 91 Installation Meneer aise ies 98 TrOUBIESMOOTING susp csitag ta he epia 106 Glossary gt t meter nd 107 HdE ssrortea e inhi ani 108 Table of Contents 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 The user guide describes the functions and f
19. Telephone number seconds 1 Desk 1234 10 2 Cordless 5234 15 3 Voice Mail Examples Desk Cordless Mobile External Voice Mail Operator and so on At home Search Type of telephone or Ring time order Answering position Telephone number seconds 1 External 222222 20 2 Mobile 0706666666 25 3 Voice Mail 55 Call Forwarding Profile 1 Profile 2 Profile 3 Profile 4 Profile 5 56 Setting form for search profiles Name Department Telephone No Account Search Type of telephone or Ring time order Answering position Telephone number seconds 7 2 3 4 Examples Desk Cordless Mobile External Voice Mail Operator and so on Search Type of telephone or Ring time order Answering position Telephone number seconds 7 2 3 4 Search Type of telephone or Ring time order Answering position Telephone number seconds 7 2 3 4 Search Type of telephone or Ring time order Answering position Telephone number seconds 7 2 3 4 Search Type of telephone or Ring time order Answering position Telephone number seconds 7 2 3 4 Dialog 4422 IP Office 23 0 9 X 0915 Pa J oe C Dialog 4422 IP Office Absence Information optional Absence Information optional Absence Information is used
20. ates the startup procedure when connected to the mains Notes The phone does not work when a power failure occurs After a power failure the phone will automatically restart After a power failure the Call List is cleared When the telephone is starting up booting a connected PC will loose it s network connection for about 10 seconds Dialog 4422 IP Office 000 000 io oXo 000 000 000 al Dialog 4422 IP Office 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 7he 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 LAN access control Enter user ID Enter your user identity The Minus key is used to remove a wrong entry Press Enter your PIN or password The Minus key is used to remove a wrong entry Note 7he password can be entered with letters or numbers see section Entering letters and numbers on page 27 The PIN is the same as the Individual Authorization Code Only digits can be used as PIN The PIN must be four digits or more Press If your user identity and password are accepted the phone continues with the startup proc
21. coming calls to your mailbox or calls when there is no answer or calls when your phone is busy If you use the Personal Number feature it is recommended to program Voice Mail as the last answering position for all search profiles When you enter your mailbox you will hear recorded instructions on how to handle listening recording storing and deleting messages and how to change your security code Note How to handle your mailbox depends on the type of Voice Mail system Contact your system administrator if you do not know which type of Voice Mail system you have To activate and deactivate your mailbox For all incoming calls See section Internal Follow me on page 47 Use the number to the Voice Mail system as the answering position number 61 Messages 62 000 000 0O00 000 01010 000 01010 000 000 000 To access your mailbox From your office phone 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 If you are asked to enter your security code Enter your security code Code at delivery your extension number From another phone 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 Dial your mailbox number normally your office extension number Enter your security code if requ
22. digit or digits to get an external line and the external number Dialog 4422 IP Office 001 Ta efe Dialog 4422 IP Office Other Useful Features General Deactivation The following features can be simultaneously cancelled e Callback all Callbacks are cancelled e Internal and External Follow me e 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 If your extension is not assigned with this category and you try to make a call you will not receive a dial tone 67 Other Useful Features Line Hold X39H 68 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 Answer the call in the normal way Malicious Call Tracing When a malicious call is received a signal can be sent to the switched telephone network PSTN before a call is disconnected If the calling subscriber clears the call
23. e Web Server To access your IP phone from a PC On your PC Enter the web address in the address field in your web browser This address is an example The web browser shows T Aastra IP triephone DBC 422 _ Microsoft Internet Explorer Note f 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 Notes The password is case sensitive Use the same password as you use to log on your telephone The PIN is the same as the Individual Authorization Code Only digits can be used as PIN The PIN must be four digits or more 93 Web Server Log on Contacts CallList Settings Log off Contacts Add to contacts Add to contacts Contacts Name Save Delete Back 94 Click A meni 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 Click Click Enter the name and number Click The new name and number is added to Contacts To edit or delete a name and numb
24. e 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 Incoming pes A Andersson Dialog 4422 IP Office Dialog 4422 IP Office 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 1 Only shown if there are no function keys that can be programmed 2 Only shown if there are one or more function keys that can be programmed 3 Only available if option unit is connected 4 Only available to your system administrator Explanations 19 Start the Phone Log On Off 20 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 teleohone 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 When the phone is connected to the network your phone automatically initi
25. e DCM Designation Card Manager to make and print your own designation cards DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from http www aastra com For more information please contact your Aastra Certified Sales Partner 73 Settings Settings CS AY al U al Settings q 74 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 f 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 Change display menu language default English Press Press Repeat until the Language menu is framed Press Display menus is framed Press The current language is framed and marked English is default Press until the desired language is framed Note The Clear key can be used to leave the menu without saving the changes Press to store the framed language The display language is changed The acknowledgement tone is heard Press to return to the previous menu or press to return to idle mode Dialog 4422 IP Office Settings Q7 U al d al TA S EE Settings Dialog 4422 IP Office Settings Date presentation The date is updated automatically from the telep
26. e 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 12 24 12 Sep 2008 J Smith 3232 If a PIN or password is required 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 The password is obtained from and can only be changed by the system administrator The PIN is the same as the Individual Authorization Code Only digits can be used as PIN The PIN must be four digits or more Enter your PIN or password The Minus key is used to remove a wrong entry Press to log on The display shows your name and extension number and the phone is ready for use 25 Start the Phone Log On Off tA al 0O00 00 000 eo 26 Option 2 The following idle mode menu is displayed and the phone is ready for use 12 24 12 Sep Conference room 3000 Note t 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
27. e the contrast level Press to return to the previous menu or press to return to idle mode Dialog 4422 IP Office Settings Q7 Sse IT e al cd Settings VST Dialog 4422 IP Office 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 Change the function of the option unit Press Press Repeat until the Option Unit menu is framed Press The display shows Extra Bell O 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 A free on second call does not activate the extra bell feature e Busy Signal The busy signal is activated when your phone is busy during calls The feature can be used to control for example a Do not disturb lamp at the door e Combined Bell Busy Activated in parallel with the ring signals and steady active when your phone is busy during calls A free on second call does not activate the extra bell feature Note The Clear key can be used to leave the menu without saving the changes Press to store the selected feature Press to return to the previous menu or press to return to idle mode 79 Settings d Settings 7 i d al cA Settings VST 80 Handset and loudspeaker volume Use the Volume keys to adjust the volume o
28. eatures of the Dialog 4422 IP Office as it is programmed at delivery from the factory There may be some differences in the way your phone is programmed Please consult your system administrator if you need further information Some markets use differing codes for some features In this guide they are described using the most common code The latest version of the user guide can be downloaded from http Awww aastra com Dialog 4422 IP Office Dialog 4422 IP Office 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 When this publication is made available on Aastra media Aastra gives its consent to downloading and printing copies of the content provided in this file only for private use and not for redistribution No parts of this publication may be subject to alteration modification or commercial use Aastra will not be liable for any damages arising from use of an illegal modified or altered publication Aastra is a registered trademark of Aastra Technologies Limited All other trademarks mentioned herein are the property of their respective owners Warranty AASTRA MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL INCLUDING BUT NOT LIMITED TO THE
29. edure Note f your user identity and password are not accepted contact your system administrator 21 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 The display now indicates that the phone is connecting to the server and the software is loading This takes about 1 minute After a self test the phone is ready for use or ready for log on To log on see section Log on on page 24 22 Dialog 4422 IP Office R y Dialog 4422 IP Office O 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 The software is loaded from the server This takes about 60 seconds
30. entering 1 1 Authorization Code extension No is not applicable Dialog 4422 IP Office Line Hold oe C Dialog 4422 IP Office Incoming Calls Incoming Calls Answer calls A ring signal and a flashing lamp indicate an incoming call Note f 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 You will receive calls on Line Hold Lift the handset Handsfree Press the flashing Line Hold key Press to terminate a handsfree call 29 Incoming Calls On another extension You can answer a call to another extension lt gt 000 AGFmAS 500 Lift the handset and call the ringing extension Busy tone Busy A Andersson 3345 fl Press 8 Press Note France press 4 Sweden press 6 or CSI Call Pickup press to pick up call 30 Dialog 4422 IP Office 000 X21 220 Dialog 4422 IP Office 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
31. er Click to show the Contacts Click on the name you want to edit or delete Make the changes and click to save or click to delete the current name and number or click to exit the edit and delete menu without any changes To delete all names and numbers from Contacts Dialog 4422 IP Office Contacts Delete contacts OK CallList Name Add to contacts Delete Call Back CallList Delete call list OK Dialog 4422 IP Office Web Server Click Click Click to delete all names and numbers Call List To edit or delete a name and number Click to show the Call List Click Click to save the name and the number to Contacts or click to delete the current name and number or click to call the number or click to exit the edit and delete menu without any changes To delete all names and numbers from the Call List Click Click Click to delete the list 95 Web Server Settings Programmable Keys 12345 Save Number Code 1226 467 Save Number Code Delete 96 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 u
32. er Useful Features f Ja 000 000 000 01010 000 70 Dial the external number Dial your own extension number and press Dialog 4422 IP Office Dialog 4422 IP Office 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 71 Settings Settings CSI 72 Programming of function keys All function keys except for the Line Hold key can be used for programming Note 7o 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 When you want to use the feature or phone number just press the key Certain features must be preprogrammed by your system administrator Note 7o be able to program a function key the phone normally has to be logged on to the telephone system this is set by you
33. ered as upper or lower case This is only valid for the characters A Z Press to correct a wrong entry A square is shown around the available characters If you for example press 9 the following character options are shown on the display Press 9 A new character w x y z or 9 is selected each time you press the key 27 Start the Phone Log On Off tA al 28 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 e If your phone has been programmed according to option 1 the log on menu is displayed e If your phone has been programmed according to option 3 the following idle mode menu is displayed 42 24 12 Sep 2008 Conference room 3000 Note f your phone has been programmed according to option 2 it is not possible to log off Reset the phone If your phone does not work properly you can use the following procedure to reset the phone This procedure will also clear the Call List After the procedure you must log on again to use the phone Press all three keys simultaneously for at least one second to reset the phone Free Seating As you can log on to any IP phone in the network by using your extension number every IP phone automatically works as a free seating telephone within the network See also option 3 in section Log on on page 24 Note Using the Free Seating feature by
34. erence Note The conference tone might be disabled for your system You have an ongoing conversation Line Hold and want to establish a phone conference You will become the conference leader Press Call the third party Wait for answer 45 During Calls 3 Press or CSI Conference press to establish a conference Repeat the procedure to add more conference members Ags 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 46 Dialog 4422 IP Office 000 X21 300 a Ke Follow me Vs Dialog 4422 IP Office 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 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 Dial enter the answering position number and press Note U K dial 2 No Press Cancel from your own extension Press The Follow me key lamp is off
35. es missed calls if supported by the network incoming calls outgoing calls and answered calls Note 7he 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 The Call List is displayed see example Call List options Press or to scroll the numbers in the Call List Lift the handset to call the phone number shown Press to exit the Call List If you want to delete an entry when you are in the Call List Press The question Delete item appears Press to remove the shown entry from the Call List 41 Call List 42 I Example of the Call List menu New missed call Incoming call BA 12 24 am 28 09 fe 15 02 am 28 09 1 07 f 4177 R Torres E 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 A177 Call duration for example 1 07 one minute and seven seconds Bar indicator Indicates the shown part of the total list and where that par
36. es worldwide Many markets use a differing tone for one or more situations ws CVETY 15 seconds to all parties Dialog 4422 IP Office Internal ring signal External ring signal Recall signal Callback reminder Dialog 4422 IP Office 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 13 Description 14 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 A I 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 However the number of rows and characters per row depend on the character size and the font You can change the display menu language and the date time presentation see section Settings on page 71 Depending on the traffic state the upper display row shows e Time and date e Traffic state e Display symbols except volume le
37. f 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 It is possible to get an increased hearing level of 6 dB in the handset and headset Press Press Repeat until the Hearing Level menu is framed Press The current hearing level is framed and marked Standard O Increased Press to change between the values Standard and Increased Note 7he Clear key can be used to leave the menu without saving the changes Press to store the framed hearing level Press to return to the previous menu or press to return to idle mode Dialog 4422 IP Office Settings Ring signal volume Use the Volume keys to adjust the ring signal volume when the phone is in idle mode or ringing Adjusted volume is stored L Co Press to adjust the volume Note The volume will return to the default level in case of a power failure Mute ring signal wy 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 Silent Ringing If you do not want to be disturbed by the ring signal but still want to be able to answe
38. ft Outlook with area and country code including the international sign Install My Dialog 4000 Contacts The PC application must be installed on your PC network access required your system administrator should provide a link to the installation page On the installation page Make sure you have the necessary information to complete the installation see installation page When you have the necessary information Click on Install My Dialog 4 ntacts now to start the installation When the installation is complete the My Dialog 4000 Contacts icon is added to your desktop 89 Add Microsoft Outlook Contacts OK Add gt gt Save Exit 90 Add Microsoft Outlook contacts Start My Dialog 4000 Contacts on your PC My Dialog 4000 Contacts x Settings For my phone Phone number E7627 Phone Password Phone IP Address 130 100 188 113 Cancel 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 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 Selected Microsoft Outlook contacts are moved to Contacts in your phone Click to save the contacts The contacts are now available in Contacts in your phone No
39. g time the maximum time is 60 sec e 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 e There must be an answering position at the end of every profile Voice Mail or operator secretary If not calls might end up unanswered e Consider what should happen while you are busy on a phone The available options are Activate Free on 2nd if available Follow me to Voice Mail Follow me to the operator e f an answering machine a fax or other answering device is used as an early answering position it might interrupt the searching Disconnect the answering device or design the ring times so hey do not affect the searching e If your system admits just one single personal profile design the profile only with your 2 3 most frequently used positions f you add more numbers there is a risk that the caller hangs up before a latter position is called e Make sure you use as few answering positions as possible for each profile Profile examples In office At home Traveling Absent not reachable 54 Dialog 4422 IP Office Profile 1 Profile 2 Dialog 4422 IP Office Call Forwarding Example How to fill in your setting form for search profiles In office Search Type of telephone or Ring time order Answering position
40. he Headset key lamp is turned on Note When the phone is set for Headset Preset you can dial the number directly without pressing the Headset key or you can press a Line key instead of the Headset key See section Headset Preset on page 87 Press Press to terminate the call From headset to handset Lift the handset 85 Accessories 86 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 From handsfree to headset Press The Headset key lamp is turned on Dialog 4422 IP Office Dialog 4422 IP Office 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 In Headset Preset mode you can make headset calls by pressing digits directly direct dialing You can also answer headset calls by pressing a Line key Notes Independent the type of preset setting when you lift the handset the call is always connected to the handset Activation and deactivation of Headset Preset can only be done when the
41. hone system You can only change the way the date format is presented on the display The date can be shown in eight ways Format Example e DD MM YYYY 22 02 2008 e DD MMM YYYY 22 Feb 2008 e WW DD MMM YYYY Fr 22 Feb 2008 e YYMMDD 080222 e YYYY MM DD 2008 02 22 e MM DDXYYYY 02 22 2008 e DD MM YYYY 22 02 2008 e WW DD MM YYYY Fr 22 02 2008 To change the date presentation Press Press Repeat until the Time amp date menu is framed Press Press Repeat until the Date Format menu is framed Press The current date presentation is framed and marked O 12 09 2008 i 12 Sep 2008 Press until the desired date format is framed Note 7he Clear key can be used to leave the menu without saving the changes Press to store the framed date format The date format is changed Press to return to the previous menu or press to return to idle mode 15 Settings Settings SPF al al U al tA Settings ew 76 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 To change the time presentation Press Press Repeat until the Time amp date menu is framed Press The Time Format menu is framed Press The current time presentation is framed and marked O 24 hour 12 hour Press to change bet
42. ired To access someone else s mailbox 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 Dial the mailbox number Normally the office extension number of the person served Enter the security code of the other person if required Dialog 4422 IP Office 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 Listen to the next message Repeat the heard message Delete the heard message Return to start level Exit the mailbox Listen to the current greeting Record a new end with Listen to the recording Leave the old greeting unchanged Re record the greeting Store the greeting Leave the old greeting unchanged Security code 899 H Enter a new code 1 6 digits 900 oe 88 Repeat ine new code No security code Dialog 4422 IP Office 63 Group Features co AF S 8H Call Pickup a 64 Group Features Group Call pick u
43. lbacks can be activated on several extensions at the same time If all external lines are busy after dialing the digit or digits to get a line Press Note France Finland and Sweden press 5 Dial the external number and press Press Replace the handset to finish the procedure When an external line becomes free you will be called back recall ring signal 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 external number Note Only one Callback can be activated on a busy external line Cancel any single Callback Dial enter the extension number and press Note 7o cancel a single Callback on a specific external line dial the digit or digits to get a line instead of the extension number 37 Outgoing Calls 38 _ A cA O Yy A HIA fe kaS On Call Pickup Press Cancel all Callbacks Dial Press Activate Call Waiting If you urgently wish to contact a busy extension or external line you can notify by a Call Waiting signal Press Note France and Finland press 6 Sweden press 4 or press Keep handset off hook When the called extension or the external line becomes free it will be called automatically Note 7he Call Waiting feature might be blocked for use on your ex
44. le cause Action or comment The phone is locked Disturbance on the network Press the Clear key Mute key and simultaneously for one or two seconds This will restart the phone The access warning triangle occurs on the display Disturbance on the network or in the telephone system Some features might not work but the phone can be used for receiving and making calls No connection to network occurs on the display There is no connection to the network Verify that the phone is connected to the network by checking the connection Dialog 4422 IP Office Call mode Telephone system Idle display Idle mode LAN Speed Dialing number Triple Access Line Dialog 4422 IP Office Glossary Glossary The different states your phone is in calling ringing forwarded and so on Exchange Switch A message shown on the display when the phone is idle This message is programmed by your system administrator The state your phone is in when nothing is activated not calling not ringing not forwarded and so on Local Area Network Abbreviated number or short number used for making frequently used numbers faster to dial A collective name for Line 1 Line 2 and Inquiry lines Line 1 and Line 2 forms your extension number and are available both for incoming and outgoing calls Inquiry can only be used for outgoing calls 107 Index Index A Abse
45. ll you Incoming call ndicates an answered incoming call Outgoing call ndicates an outgoing call Bar indicator ndicates the shown part of the total list and where it is positioned in the total list 15 Description 12 09 2008 16 om 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 12 24 12 Sep 2008 J Smith 3232 Unanswered phone calls are indicated on the idle phone display 1 Missed J Smith 3232 An activated Follow me is also indicated on the idle phone display FollowmeTo 3333 J Smith 3232 Smith 3232 has activated a Follow me to 3333 Dialog 4422 IP Office Dialog 4422 IP Office 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 Busy A Andersson 3345 17 Description 18 Incoming call When you receive an incoming call the display shows the calling party s name if availabl
46. ll you have to cancel the message manually see below Cancel MMW at your own extension Dial Press 59 Messages 000 X31 300 2 c 000 31 300 Cc oe C Message Vs HIOTHX 60 Order MMW to another extension In idle mode Dial enter the extension number and press Press The Message Waiting key lights up on the called extension 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 The messages will be printed out on a printer connected to the computer To print out messages Press The display shows the identity of the computer and the number of messages stored for you If you find that the notification of Message Waiting is intrusive or you want to shut off the notification Dial Acknowledgement tone Dialog 4422 IP Office Dialog 4422 IP Office 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 in
47. lug is damaged disconnect the product and contact qualified service personnel e Heads ets used with his equipment must comply with EN IEC 60950 1 and for Australia AS NZS 60950 1 2003 e Dono make any changes or modifications to equipment without seeking approval from the party responsible for compliance Unauthorized changes or modifica equipment e Dono e Dono water use the telep ions could void the user s authority to operate the hone to report a gas leak in the vicinity of the leak spill liquid of any kind on the product or use the equipment near for example near a bathtub washbowl and kitchen sink in a wet basement or near a swimming pool e Dono insert any object into equipment slots that is not part of the product or auxiliary product e Dono disassemble the product Contact a qualified service agency when service or repair work is required e Dono storm use a telephone other than cordless type during an electrical Disposal of the product Your product should not be placed in municipal waste Please check local regulations for disposal of electronic products Dialog 4422 IP Office Description Description 90000000000000004000000000000G0000000000000 00000000000000000 000000000000j0000000000000 000000000000 OOOO 0O OO O O O O o SO 19 CCdCdCCCC Cada ST TTT D 20
48. nce 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 0 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 presentation 75 Declaration of conformity 5 Description 7 Display information 14 Lamp indications 11 Menu structure Settings 19 Tones and signals 12 108 Dial by a function key 39 Dial by Contacts 40 DISA Direct Inward System Access 69 Display contrast 78 Display information 14 Display symbols 15 Disposal of the product 6 During calls 43 Conference 45 Handsfree 43 Hold 44 Inquiry 44 Microphone on or off 43 Transfer 45 E Emergency mode 67 External Follow me 49 F Free Seating 28 G General Deactivation 67 Glossary 107 Group Call pick up 64 Group features 64 Group Hunting 65 H Handset and loudspeaker volume 80 Handsfree 43 Headset 85 Hold 44 Important user information 6 Incoming calls 29 Dialog 4422 IP Office 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
49. nderlined 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 Enter the number or code example Click to save The key table is shown with the new number or code To edit a programmed key Click the underlined number or code for the key to be changed Mark the characters to be changed example Enter new characters example Click to save The key table is shown with the edited number or code To delete a programmed key Click the underlined number or code for the key to be deleted Click to delete The key table is shown with _ for that key Dialog 4422 IP Office Programmable Keys Settings Hearing Level Change Back Settings Ring Character 0 9 Change Dialog 4422 IP Office Web Server To exit the edit and delete menu without any changes Click Note You can also click the Back key Settings Hearing level 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 Click The sub menus are shown Click The current tone character is displayed Enter a new character Click to save the new character The phone rings with the chosen character
50. 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 The text Change user is displayed Press to confirm If a PIN or password is not required the display shows your name and extension number and the phone is ready for use If a PIN or password is required Enter your PIN or password The Minus key is used to remove a wrong entry Press to log on The display shows your name and extension number and the phone is ready for use Note During the night the phone is automatically logged off and then logged on again with the default number Dialog 4422 IP Office Dialog 4422 IP Office 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 f the word to enter contains a digit the digit can be created by pressing the digit key for more than 1 second By default the first character you enter is written in upper case and the rest of the word is written in lower case Every new word starts with an upper case character that is after a space has been entered However you can force the phone to enter all characters as upper case only or lower case only see below Press to switch between upper and lower case All entered characters are ent
51. o get an external line Enter the external number and press Press Cancel Press The Follow me key lamp is off Note You can also use the following procedure to cancel dial 2 2 and press the Speaker key and the Clear key 49 Call Forwarding 50 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 Both internal or external phone numbers can be used in a profile Your search profile is programmed or modified by your system administrator See section To design and order your search profiles on page 53 When the feature is activated incoming calls are transferred to your selected phones or back up services in the order that you choose If an answering position in the profile is busy the call can be transferred to another predefined position in the profile Voice Mail or a colleague You can handle the profiles from your own office phone How to do this is described here an operator can also assist you You can also use any of the Personal Assistant applications if available Contact your system administrator for more inf
52. ogramming of ring signal tone character 77 Ring signal volume 81 Silent Ringing 81 Time presentation 76 Short numbers 39 Silent Ringing 81 SOS calls Emergency calls 34 Speed Dialing 39 Start the phone Log off 28 Log on 24 109 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 U Update software 23 110 V Voice Mail 61 Volume 80 WwW Warranty 5 Web server 91 Welcome 4 When you receive a busy tone 36 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 EN LZT 103 058 R2A
53. ormation When out of the office the feature Direct Inward System Access DISA can be used if available in your system How to use DISA is described in this section Dialog 4422 IP Office Call Forwarding To activate or change to another profile from your office phone X 10xX Dial 1 5 Enter the search profile digit and press 1 Cc Press f q o C 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 To cancel from your office phone gt tt Dial H oe Press lt A A O Dialog 4422 IP Office 51 Call Forwarding 000 000 75X 01010 000 000 f IE 01010 000 000 10 000 000 000 1 5 HART 52 To activate or change to another profile from an external phone 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 Press and replace the handset Note
54. own key panel designation cards see below Designation card Use the DCM Designation Card Manager to make and print your own designation cards DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from http www aastra com For more information please contact your Aastra Certified Sales Partner Dialog 4422 IP Office 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 The picture below shows which key to press in each situation Up Previous Keep pressed for at least 1 sec Lamp indications Extinguished lamp The feature is not active The feature is active or the multiple Steady light represented line is busy Slowly flashing lamp The line or feature is put on hold Rapidly flashing lamp An incoming call aadd Light with short breaks Ongoing call Dialog 4422 IP Office 11 Description Dial tone Special dial tone Ring tone or queue tone Busy tone Congestion tone Number unobtainable tone Call waiting tone or verification tone Intrusion tone Conference tone Hold tone Connection in progress tone 12 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 ton
55. p People working in a team can have their phones programmed by their system administrator to form Call pick up groups In a Call pick up group any member can answer any individual call to group members Lift the handset Press or 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 Finland and Sweden press 0 Press Dialog 4422 IP Office 0O00 X21 220 a Ke H21 aa Ke Dialog 4422 IP Office 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 To leave the group temporarily Dial enter your own extension number and press Note U K dial 2 X No Press To re enter the group Dial Note U K dial 2 Press 65 Other Useful Features 000 61 53 66 Other Useful Features Account Code optional 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 Lift the handset Dial enter the Account Code and press Note Finland and Norway dial 7 1 Code Press Dial tone Dial the
56. phone is in idle mode To activate Headset Preset Press and hold for at least 4 seconds A short acknowledgement tone signal is heard To cancel Headset Preset Press and hold for at least 4 seconds A short acknowledgement tone signal is heard Headset volume During a call use the Volume keys to change the volume of the headset Press to change the volume The set headset volume level is stored For those with impaired hearing the headset hearing volume level can be further amplified use the same procedure as described in section Handset and loudspeaker volume on page 80 87 Accessories 88 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 Dialog 4422 IP Office Dialog 4422 IP Office 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 t is recommended to store all your phone numbers in Microso
57. r an incoming call you can switch off the ring signal Incoming calls are only indicated by a flashing line lamp and display information a When the phone is in idle mode or when ringing 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 Dialog 4422 IP Office 81 Settings Settings CSI a x lt S7 Sse Sse al EA Settings VST 82 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 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 Press to change l Silence O Periodic Press to change between the ring signals e Silence e Periodic repetitive ring signal e Delayed periodic ring signal e One muted ring signal Only one ring signal with a low level e One muted delayed ring signal Note 7he Clear key can be used to leave the menu without saving the changes Press to store the framed ring signal Press to return to the previous menu or press to return to idle mode Dialog 4422 IP Office
58. r system administrator Program change a feature or verify a programmed feature Press The Function Keys menu or the Programmable Keys menu is framed Notes The Function Keys menu is only shown if there are no function keys that can be programmed The Programmable Keys menu is only shown if there are one or more function keys that can be programmed Dialog 4422 IP Office al al 3 Settings Vs Dialog 4422 IP Office Settings Press One of the following displays is shown Programmable Keys Function Keys Press the key to program 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 f 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 2 1 Number If you want to delete a character press the Minus key and then enter the character again You can continue programming another function key repeat from Press the function key to program If you want to erase the number assigned to a key do not enter a new number just press the Speaker key Press to save Press to return to the previous menu or Press to return to idle mode Remove the transparent cover and write the feature name or phone number beside the key Note Use th
59. signation 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 100 Dialog 4422 IP Office 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 Dialog 4422 IP Office 101 Installation Stand positioning i 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 102 Dialog 4422 IP Office Installation Install pull out leaf optional 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 O pnm 3 Inser
60. t is positioned in the total list Call symbol types New missed call s ndicates new missed and not checked incoming call s The number beside the symbol indicates how many times this caller has ried to call you Missed call s ndicates missed but checked incoming call s The number beside he symbol indicates how many times this caller has tried to call you Incoming call ndicates an answered incoming call Outgoing call ndicates an outgoing call Dialog 4422 IP Office i nat A baie EA Ay Dialog 4422 IP Office During Calls During Calls Handsfree Press Handsfree conversation Press to end the call From handsfree to handset If the handset is on hook Lift the handset Conversation via the handset If the handset is off hook Press Conversation via the handset Mute Press to switch the microphone on or off When the lamp is on the person on the line cannot hear what is being said near to your phone 43 During Calls Line Hold cA GS Line Hold has ooo 0000 800 J Line Hold 44 Hold You can temporarily put the ongoing call on hold Press the Line Hold key The key lamp flashes slowly and the display shows the call on hold Note f you replace the handset the call is terminated Press to resume the call Inquiry You have a voice connection and want to make an Inquiry to an internal or external par
61. t the pull out leaf Dialog 4422 IP Office 103 Installation 104 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 o Use a screwdriver to remove the two plastic covers F vl 100 mm Centre of phone 4 Drill appropriate wall holes according to measurements given here Wall screws max 5mm Dialog 4422 IP Office Dialog 4422 IP Office Installation 5 Mount the spacer article no SXK 106 2049 1 on the wall Wall screws not supplied 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 105 Troubleshooting 106 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 Probab
62. te Contacts in your phone can contain up to 1000 entries Exit My Dialog 4000 Contacts Click to exit the PC application Dialog 4422 IP Office Dialog 4422 IP Office Web Server Web Server You can access your IP phone from a PC web browser to edit the telephone data 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 Settings Change the ring signal tone character a digit between 0 9 91 Web Server Settings Q7 rt R ui Settings VST 92 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 pc123 45 ab cde H Cnn Press Press Repeat until the Network menu is framed Press The display shows the web address the address is an example DHOP Yes pc123 45 ab cde Press to frame the web address Press to show the complete web address if the complete address is not displayed Write down the web address Press to return to idle mode Dialog 4422 IP Office http pc123 45 ab cde XXXXXXX Dialog 4422 IP Offic
63. tension programmed by your system administrator If Call Waiting is not allowed you willl continue to receive a busy tone Intrusion on a busy extension You can intrude on an ongoing call on a busy extension Press Before the intrusion is executed a warning tone is sent to the parties in the ongoing call A three party call is established and a warning tone is heard Notes France and Sweden press 8 The warning tone might be disabled for your system The Intrusion feature might be blocked for use on your extension programmed by your system administrator If Intrusion is not allowed you will continue to receive a busy tone Dialog 4422 IP Office a AFD 000 X60 838 EA Head office Dialog 4422 IP Office Outgoing Calls Bypass 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 By using common Speed Dialing numbers you can make calls simply by pressing a few keys The common Speed Dialing numbers consist of 1 5 digits and are stored in the telephone system by your system administrator Lift the handset and dial the common Speed Dialing number Press Dial by a function key Both features and phone numbers can be programmed ona
64. ty Press The first call is put on hold Line Hold flashes slowly Call the third party Press When the other party answers you can switch between the calls Transfer the call create a Conference or end one of the calls Press to end the Inquiry call The third party is disconnected Press to return to the first call Suffix Dialing Dialing During Speech You want to communicate and control a voice mail system or for example retrieve information through your telephone about your bank account Press to activate Dialog 4422 IP Office Line Hold fl 000 000 000 a d S7 Transfer VS Clear Line Hold Dialog 4422 IP Office 0O00 000 000 During Calls Transfer You have an ongoing call and you want to transfer the call to another extension Press Call the third party Press Press or press before or after answer The ongoing call is transferred Note f 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 Conference With this procedure you can include up to seven parties in a conference Only the conference leader the person initiating the conference can admit participants The conference tone will be heard every 15 seconds during the conference The tone is also heard each time a participant enters or leaves the conf
65. vel bar e Call on hold name or number Depending on the traffic state the lower display row shows e User s name and number e Calling Called name and number e Absence reason e Volume level bar During start and log on when the display shows the Call List or when the phone is in setting mode the display is adapted to fit each situation Dialog 4422 IP Office I Dialog 4422 IP Office 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 Examples of the Call List menu New missed call Incoming call PA 12 24 am 28 09 4177 15 02 am 28 09 1 08 R Torres 4177 IR Torres Example of the Date Format menu O 1209 2008 l 12 Sep 2008 New missed call s ndicates new missed and not checked incoming call s The number beside the symbol indicates how many times this caller has ried to call you Missed call s ndicates missed but checked incoming call s The number beside he symbol indicates how many times this caller has tried to ca
66. ween the 12 hour and 24 hour mode Note 7he Clear key can be used to leave the menu without saving the changes Press to store the framed time format The time format is changed Press to return to the previous menu or press to return to idle mode Dialog 4422 IP Office Settings CS 7 0 9 a x Ea oe C Settings VST Dialog 4422 IP Office Settings Programming of ring signal tone character There are 10 different programmable ring signal tone characters on your phone each corresponding to a digit between O and 9 Press Press Repeat until the Ring Character menu is framed Press The current tone character is displayed Current ring character 5 Enter new character 0 9 Press a digit to select a new character The phone rings with the chosen character Note 7he Clear key can be used to leave the menu without saving the changes Press to store the selected character Press to return to the previous menu or press to return to idle mode 77 Settings Settings CS wt oh y CA Settings VST 78 Display contrast The display contrast can be changed Change the contrast on the display Press Press Repeat until the Display Contrast menu is framed Press The display shows Display Contrast Press to decrease or increase the contrast Note 7he Clear key can be used to leave the menu without saving the changes Press to stor

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