Aastra dialog 4220 User manual

Aastra Business Communication
Solution
Dialog 4220
User’s Guide
Supported platform:
Aastra 470
This user's guide describes the functions, the configura-
tion, and the use of the Dialog 4220 Lite.
eud-1393_en / 1.0 – R1.1 – © 07.2011

2eud-1393/1.0 – R1.1 – 07.2011
Operating and display elements
Operating elements
1Handset
2ConfigurablekeyswithLED
Freely configurable as number or function key:
• Number key with two storage locations:
Press once short: First phone number.
Press twice short: Second phone number.
• Function key: Activate/deactivate function.
3Redialkey
Last phone number dialled.
4Foxkey
• Press once short: Activate/deactivate function.
• Press and hold down: Open configuration mode.
123
6
7
8
9
10
2
45

Operating and display elements
eud-1393/1.0 – R1.1 – 07.2011 3
5Labels
Write-on labels for the configurable keys can be found on the Aastra Doc-
Finder. You can fill out the fields directly on your PC and then print out the
labels.
6 Volume/cursor keys
Adjusts volume.
7 Correction key
• In the text mode: Delete the last character.
• In a connection: Ends a call.
8Loudspeakerkey
Activate/deactivate open listening.
9Microphonekey
• Activate/deactivate handset microphone.
• Deactivate ringing when phone rings or is not used.
10 Key block
Enters digits or letters.
☛

4eud-1393/1.0 – R1.1 – 07.2011
Product information
Safety Information
Failure to observe this information can be hazardous and infringe existing laws.
Connections
Always plug the phone cable connectors into the appropriate sockets. Do not modify
the connections in any way.
Mains power
Use the original power supply only. Connect the power supply only to power sources
that conform to the indications on the power supply. The device will be inoperable
when mains power of the communications system fails.
Retention of Metal Objects
Telephone receivers produce magnetic fields that can attract small metallic objects such
as pins and staples. To avoid injury, do not place the handset where such objects can be
picked up.
Maintenance
Make sure all installation and repair work is carried out by a specially qualified techni-
cian.
Always use a soft, moistened, or antistatic cloth to clean your device. Do not use chem-
icals or other chemical products.
Cost control and Data protection
You should protect your phone with a PIN so that no-one can make phone calls at your
expense. A code will also protect your personal settings.
Ambient conditions
Do not operate the device outside the temperature range of +5 °C to approx. +40 °C.
Avoid direct sunlight and other sources of heat.
Protect your device against the wet, excessive dust, corrosive liquids and steam.
Do not expose your device to electromagnetic fields (electric motors, household appli-
ances). The speech quality could be affected. To prevent interference, avoid placing your
handset in the immediate vicinity of computers, radios, TV sets, VCRs, and other tele-
phone sets.
Disposal
Be sure to dispose of your device, batteries and its packaging in an environmentally
compatible way. Electrical equipment does not belong in domestic waste. Deposit it at
a return centre.
Accessories
Use original accessories or specifically approved accessories only. The use of other
accessories may decrease performance or pose a risk to your health or safety.
1
20
5

Product information
eud-1393/1.0 – R1.1 – 07.2011 5
User information
Your product is supplied with a Quick User’s Guide, safety information and, where
applicable, with other product-specific information.
These and all other user documents are available for download from the Aastra
DocFinder: www.aastra.com/docfinder as individual documents or as a documenta-
tion set. It is your responsibility to keep up to date with the scope of functions, the
proper use and the operation of your product.
• Please make sure you have all the user documents required to operate your prod-
uct efficiently and correctly.
• Make sure that the versions of the user documents comply with the software level
of the Aastra 470 products used and that you have the latest editions.
• Always read the user documents first before you put your product into operation.
• Store the user information within easy reach and refer to it whenever uncertainties
arise in connection with the use of the product.
• When handing over your product to others, make sure you enclose the relevant
user information.
DocFinder for the communication plat-
form Aastra 400: www.aastra.com/docfinder
© The information, graphics and layouts featured in the user informationare subject to copyright and may
not be duplicated, presented or processed without the written consent of Aastra Telecom Schweiz AG

Product information
6eud-1393/1.0 – R1.1 – 07.2011
Purpose and function
This product is part of the Aastra 470 communication solution.
Aastra 470 is an open, modular and comprehensive communication solution for the
business sector with several communication servers of different output and expan-
sion capacity, a comprehensive telephone portfolio and a multitude of expansions.
They include an application server for Unified Communications and multimedia serv-
ices, an FMC (Fixed Mobile Conversion) controller for integrating mobile phones, an
open interface for application developers and a multitude of expansion cards and
modules.
The business communication solution with all its components was developed to
cover in full the communication requirements of businesses and organisations, in a
way that is both user- and maintenance-friendly. The individual products and compo-
nents are coordinated and must not be used for other purposes or replaced by third-
party products or components (unless it is to connect other approved networks,
applications and telephones to the interfaces certified specially for that purpose).
One number user concept:
Your system administrator can set up several phones for you that hold all the same
phone number (one number user concept). You have only one name and phone
number with which to identify yourself to your call partners, regardless of which of
the phone you make your calls. The advantage is that you can always be reached
under the same phone number, regardless of where you happen to be.
With Personal call routing and Ring Alone you can define where incoming calls shall
be routed to. Your system administrator can set whether or not you are busy for fur-
ther incoming calls (Busy if busy). You are still able to make further outgoing calls with
the other phones.
Call lists and contacts are available on all your phones and are automatically synchro-
nised.
An announcement is signalled on all your phones which support announcement.
Protection against listening in and recording
The Aastra 470 communication solution comprises features which allow calls to be
monitored and recorded without the call parties noticing. Please note that these fea-
tures can only be used in compliance with national data protection provisions.

Product information
eud-1393/1.0 – R1.1 – 07.2011 7
Disclaimer
All parts and components of the Aastra 470 communication solution are manufac-
tured in accordance with ISO 9001 quality guidelines.
The relevant user information has been compiled with the utmost care. The functions
of the Aastra 470 products have been tested and approved after comprehensive con-
formity tests. Nonetheless errors cannot be entirely excluded. The manufacturers shall
not be liable for any direct or indirect damage that may be caused by incorrect han-
dling, improper use, or any other faulty behaviour. Potential hazards are mentioned in
the relevant places in the user information. Liability for loss of profit shall be excluded
in any case.
Trademarks
Aastra® is a registered trademark of Aastra Technologies Limited.
All other trademarks, product names and logos are trademarks or registered trade-
marks of their respective proprietors.
The designations used in this manual for software and hardware are registered trade-
marks and are thus subject to the relevant regulations.
Document information
• Document number: eud-1393
• Document version: 1.0
• Valid as of: R1.1
• Copyright © 07.2011 Aastra Technologies Limited
• In PDF Viewer, click on this link to download the latest version of this document:
•https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1393_en.pdf?get&DNR=eud-1393

8eud-1393/1.0 – R1.1 – 07.2011
Operating and display elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Product information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Dialling and phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Making calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Using the display and operating elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Input. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Supplementary features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Making and answering calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Using functions while in a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Organising absences from the desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Functions for special situations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Setting functions by remote control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Personalizing your phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Setting the ringing properties (Audio). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Management of the abbreviated dialling memory . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Formulating functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Installation and first-time operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Equipment provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Setting up and mounting the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Connecting the phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Content

eud-1393/1.0 – R1.1 – 07.2011 9
Dialling and phoning
The following sections explain how to make phone calls simply and the func-
tions your phone offers you whenever you receive a call.
Answering calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Making calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Dialling and phoning
10 eud-1393/1.0 – R1.1 – 07.2011
Answering calls
This section explains the procedure for answering a call.
Answering a call
Your phone is ringing. To answer the call, proceed as follows.
Ending a call
You want to end the call.
Pick up the handset.
Put the handset on-hook or press the Correction key.

Dialling and phoning
eud-1393/1.0 – R1.1 – 07.2011 11
Making calls
This section explains the different ways you can make a call with your phone.
Dialling with the phone number
You want to call someone and key in that person's phone number.
Dialling with redial
You want to call the user you have called last.
In the redial list your phone automatically stores the last dialled phone number.
Pick up the handset.
➔You hear the dialling tone.
<Phone number> Enter the phone number.
➔The user is called.
Pick up the handset.
Press the Redial key.
➔Last dialled phone number is dialled.
☛

Dialling and phoning
12 eud-1393/1.0 – R1.1 – 07.2011
Using your phone in open listening mode
You want other people in the room to be able to listen in to the call.
The open listening function lets you activate the loudspeaker in addition to the hand-
set.
Muting the microphone
In the middle of a call you want to talk briefly with other persons in the room without
your call partner hearing your conversation.
You can switch the microphone on and off during a call.
During a call:
Press the Loudspeaker key.
➔Open listening mode is active, the Loudspeaker key's LED is lit.
Note:
You can continue with the call as usual using the handset.
Deactivating open listening:
Press the Loudspeaker key a second time.
➔Open listening is now deactivated.
Switching the microphone off:
Press Microphone key.
➔Microphone is deactivated, the Microphone key's LED is lit.
Switching the microphone back on:
Press the Microphone key once again.

eud-1393/1.0 – R1.1 – 07.2011 13
Using the display and operating ele-
ments
The following sections explain how to operate your phone quickly and simply.
Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Using the display and operating elements
14 eud-1393/1.0 – R1.1 – 07.2011
Keys
Using the Foxkey
The Foxkey has variable functions, depending if you press the key short or long.
If the Foxkey's LED is lit red, messages and/or activated functions are available. Using
the Foxkey you can retrieve the various information or make settings.
Input
Digit keys
The characters are assigned to the digit keys as follows. Press the relevant digit key
repeatedly until the character you want is displayed.
Press the Foxkey:
• Press once short: Activate/deactivate function.
• Press and hold down: Open configuration mode.
- . ? 1 ! , : ; ’ " ¿ ¡ A B C 2 Ä Æ Å Ç
a b c 2 ä æ å à ç
D E F 3 É
d e f 3 é è ê
G H I 4
g h i 4 ì
J K L 5
j k l 5
M N O 6 Ñ Ö Ø
m n o 6 ñ ö ø ò
P Q R S 7
p q r s 7 ß
T U V 8 Ü
t u v 8 ü ù
W X Y Z 9
w x y z 9 + 0
* / ( ) < = > % £ $ € ¥ ª @ & § <Space> #

Using the display and operating elements
eud-1393/1.0 – R1.1 – 07.2011 15
Enters digits
The digit keys are used to enter the digits 0 to 9.
Enter the letters
You can also use the digit keys to enter letters and special characters. A number of let-
ters and special characters are assigned to each key.
Correcting your input
You notice you have entered a wrong digit or character. You can either delete the
input one character at a time or cancel the entire input.
To delete the last character:
Press the Correction key.
<long> End input without saving:
Press and hold down the Correction key.

Using the display and operating elements
16 eud-1393/1.0 – R1.1 – 07.2011
Signals
Indicator LED Signals
Depending on the situation the indicator LEDs of the configurable keys either flash or
remain steadily lit.
LED State Description
Switched off Function is not activated
Lit • Function is activated
• Team partner in a call (Team key)
Flashes Incoming call on Team key

eud-1393/1.0 – R1.1 – 07.2011 17
Supplementary features
The following sections explain the supplementary features provided by your
phone for more efficient use.
Making and answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Using functions while in a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Organising absences from the desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Functions for special situations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Setting functions by remote control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Supplementary features
18 eud-1393/1.0 – R1.1 – 07.2011
Making and answering calls
This section explains some convenient features provided by your phone for
making a call.
Dialling with the abbreviated dialling memory
You want to call a user who is stored in your abbreviated dialling memory.
You can call up the user with a single keystroke by pressing the corresponding digit
key.
Dialling with redial
You want to call the user you have called last.
In the redial list your phone automatically stores the last dialled phone number.
Note:
The Foxkey’s LED is lit or flashes. Function is not available. Other functions are
assigned to the Foxkey.
Pick up the handset.
➔You hear the dialling tone.
Press the Foxkey.
Enter the user's abbreviated dialling number: 0 to 9.
➔The user is called.
Pick up the handset.
Press the Redial key.
➔Last dialled phone number is dialled.
☛

Supplementary features
eud-1393/1.0 – R1.1 – 07.2011 19
Dialling with a configurable key
You want to call someone whose phone number is stored under a configurable key.
You can dial the person by pressing the corresponding key.
To find out how to configure a configurable key, refer to the chapter "Configuring
keys", page 34.
Requesting a callback
You want to talk to a certain person. The person is busy or does not answer. You can
make callback requests to both internal and external users. Not all providers support
this function.
If the called party is busy, you can activate an automatic callback. In this case, your
phone will start ringing as soon as the party you are trying to reach goes on-hook.
When you pick up the handset, the person you want to call is dialled directly.
If the called party does not answer, you can also request a callback. The user then
obtains a message indicating your callback request on his display.
Pick up the handset.
➔You hear the dialling tone.
<once short> Activate the key's first allocated phone number:
Press the key once short.
➔The phone number is dialled.
<twice short> Activate the key's second allocated phone number:
Press the key twice short.
➔The phone number is dialled.
You called someone and hear the busy tone or the ring-back tone.
To activate a callback request:
Press the Foxkey.
➔You hear the acknowledgement tone.
Put the handset on-hook.
Reset callback:
Press the Foxkey twice.
➔Callback is deactivated.
Note:
You can only have 1 callback activated at a time and only 1 callback can be
expected from you. Your callback request will automatically be cancelled by
the system after about half an hour.

Supplementary features
20 eud-1393/1.0 – R1.1 – 07.2011
To answer the callback request
Someone has asked you to call back. The Foxkey’s LED is lit.
Call waiting on an internal user
The Call waiting function can only be executed using a function code. For more
detailed information please refer to the "User’s Guide Function Codes" on the
Aastra 400 DocFinder: www.aastra.com/docfinder.
Answering call waiting
You are in a call and hear the call waiting tone. Another user is urgently trying to reach
you.
You can either answer, deflect or reject the call.
<once short> To answer the callback request:
Press the Foxkey once short.
➔The phone number is dialled.
<twice short> Clear callback:
Press the Foxkey twice short.
➔Callback is deleted.
Answering the call:
Press the Foxkey.
➔The first call party is put on hold. You are now connected with the party who
initiated the call waiting.
Note:
For more detailed information on how to broker between callers or set up a
conference, please refer to the chapters "Brokering between an enquiry call
party and your call partner", page 23 and "Making a conference call", page 23
respectively.
Ending a current call:
Press the Correction key.
➔The first call is terminated. You are now connected with the party who initi-
ated the call waiting.