Aastra Dialog 4422 User manual

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Dialog 4422 IP Office
IP Telephone for MX-ONE™ and MD110
User Guide

EN/LZT 103 71 R7A
© Aastra Telecom Sweden AB 2008. All rights reserved.

3Dialog 4422 IP Office
Table of Contents
Table of Contents
Welcome .......................................................... 4
Important User Information ............................... 6
Description ....................................................... 7
Start the Phone – Log On/Off ......................... 20
Incoming Calls ............................................... 29
Outgoing Calls ............................................... 34
Call List .......................................................... 44
During Calls .................................................... 46
Call Forwarding .............................................. 51
Absence Information (optional) ....................... 61
Messages ...................................................... 63
Group Features .............................................. 68
Other Useful Features ..................................... 70
Settings .......................................................... 76
Accessories ................................................... 89
Add Microsoft Outlook Contacts ..................... 94
Web Server .................................................... 96
Installation .................................................... 104
Troubleshooting ............................................ 112
Glossary ....................................................... 113
Index ............................................................ 114

Welcome
Dialog 4422 IP Office4
Welcome
Welcome to the user guide for the Dialog 4422 IP Office IP
telephone that conforms to the H.323 standard.
This guide describes the available features of the telephone when it
is connected to MX-ONE™ or MD110.
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 features 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.l
Note: The Dialog 4422 IP Office exists in two versions,
version 1 and version 2. Underneath the telephone, version
1 is marked DBC 422 01 and version 2 is marked DBC 422
02. Check to see which version you are using.
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://www.aastra.com

5Dialog 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
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 Hägersten,
declares that this telephone is in conformity with the essential
requirements and other relevant provisions of the R&TTE
directive 1999/5/EC.
Details to be found at: http://www.aastra.com/sdoc.

Important User Information
Dialog 4422 IP Office6
Important User Information
Safety instructions
Save these instructions.
Read these safety instructions before use!
Note: When using your telephone or connected
equipment, the following basic safety precautions should
always be followed to reduce risk of fire, electrical shock
and other personal injury.
• Follow instructions in the equipment's user guide or other
documentation.
• Always install equipment in a location and environment for which it is
designed.
• 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.
• 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 plug is damaged,
disconnect the product and contact qualified service personnel.
• Headsets used with this equipment must comply with EN/IEC 60950-1
and for Australia AS/NZS 60950.1-2003.
• Do not make any changes or modifications to equipment without seeking
approval from the party responsible for compliance. Unauthorized
changes or modifications could void the user's authority to operate the
equipment.
• Do not use the telephone to report a gas leak in the vicinity of the leak.
• Do not spill liquid of any kind on the product or use the equipment near
water, for example, near a bathtub, washbowl, and kitchen sink, in a wet
basement or near a swimming pool.
• Do not insert any object into equipment slots that is not part of the
product or auxiliary product.
• Do not disassemble the product. Contact a qualified service agency
when service or repair work is required.
• Do not use a telephone (other than cordless type) during an electrical
storm.
Disposal of the product
Your product should not be placed in municipal waste. Please check local
regulations for disposal of electronic products.

7Dialog 4422 IP Office
Description
Description
Conference
Transfer
Inquiry
Line 2
Line 1
Free on 2nd
Message
Follow me
Settings
Call List
ABC DEF
GHI JKL MNO
PQRS TUV WXYZ
Dialog 4422 IP Office
1
3
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6
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8
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10 11
12
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21
2

Description
Dialog 4422 IP Office8
1Display
See section “Display information” on page 14.
2 Settings
Used to enter or leave setting mode. See sections “Settings” on
page 76 and “Menu structure (Settings)” on page 19. This feature
is mandatory and is programmed to this position by default.
Keys 3-8 Preprogrammed keys / Function keys / Monitoring 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.
The keys can also be used as Monitoring keys or for assigning the
features Callback, Call Pick up, Call Waiting and Intrusion.
See sections “Programming of function keys” on page 77 and “Key
Monitoring” on page 73.
3Follow-me
Indicates an activated Follow-me. Also used to deactivate Follow-
me. See section “Call Forwarding” on page 51.
4Message
Message indication key. When the key lamp is on, press the key to
retrieve the message. See section “Messages” on page 63.
5Freeon2nd
Allow a second call to be received when you already have an active
call. See section “Answer a second call during an ongoing call” on
page 31.
6CallList
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 38 and “Call List”
on page 44.
7Conference
Establish a conference. See section “Conference” on page 49.
8Transfer
Transfer calls. See section “Transfer” on page 49.

9Dialog 4422 IP Office
Description
9 Triple Access Line
Handle calls. Line 1 and Line 2 are available both for incoming and
outgoing calls. Inquiry can only be used for outgoing calls.
10 Mute
a) Switch the microphone on or off during a call. See section
“Mute” on page 47.
b) Switch off the ring signal in idle mode or when ringing. See
sections “Mute ring signal” on page 86 and “Silent Ringing” on
page 86.
11 Volume control keys / Navigation keys
a) Adjust the volume. See section “Settings” on page 76.
b) Navigate in setting mode. See section “Settings” on page 76.
c) Navigate the Call List. See section “Redial calls from the Call
List” on page 38.
For a description on how to use the Navigation keys, see section
“Hidden key functions” on page 11.
12 Speaker key / Select key / Log on key
The Speaker key is used for handsfree connection. By pressing
and holding it down for 4 seconds, the loudspeaker preset mode is
activated.
a) Activate Monitor Preset. See section “Headset Preset” on
page 92.
b) Used as select key in setting mode. See section “Settings” on
page 76.
c) 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.
13 Headset key
Handle headset calls and activate Headset Preset. See section
“Headset (optional)” on page 90.
14 Clear key / Exit key / Log off 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 76.
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.
15 Microphone (Dialog 4422 v. 2 phone only)
Used for handsfree conversation.

Description
Dialog 4422 IP Office10
16 Loudspeaker
17 Handset
Supplied with hearing aid feature as standard.
Please note: The handset can attract and trap small metal
objects in the earcap region.
18 Pull-out leaf for easy guide (optional)
See section “Pull-out leaf (optional)” on page 93.
19 Power adapter connection
See section “Start the Phone – Log On/Off” on page 20.
20 Key panel (optional, Dialog 4422 v. 2 phone only)
With 17 programmable keys. One panel can be connected, see
section “Key panel (optional)” on page 89. The keys can be used
as function keys or Monitoring keys, see sections “Programming of
function keys” on page 77 and “Key Monitoring” on page 73.
Use the Designation Card Manager to make and print your own key
panel designation cards, see below.
21 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.

11Dialog 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 C).
The picture below shows which key to press in each situation:
Lamp indications
Up
Previous
Erase Down
Next
Change
No
Cancel
Exit
Log Off *
* Keep pressed for at least 1 sec
Yes
Select
Store
Log On
ÔExtinguished lamp The feature is not active.
ÕÔSteady light The feature is active or the multiple
represented line is busy.
ÖÔSlowly flashing lamp The line (or feature) is put on hold.
ÖÔRapidly flashing lamp An incoming call.
ÕÔLight with short breaks Ongoing call.

Description
Dialog 4422 IP Office12
Tones and signals
The following different tones and signals are sent from the
telephone system to your phone.
Tone characteristics
The tones shown in this section are the most used tones
worldwide. Many markets use a differing tone for one or more
situations.
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 every 15 seconds (to all parties)
Hold tone
Connection in progress tone

13Dialog 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.
The Monitoring keys can be programmed with other ring options,
see section “Change ring signal for a Monitoring key” on page 87.
Internal ring signal
External ring signal
Recall signal
(Callback reminder)

Description
Dialog 4422 IP Office14
Display information
The display gives you feedback information such as time and date,
traffic state and connected phone numbers. The following pages
show examples of information displays from different telephone
states.
Note: All names and numbers presented on the displays in
this user guide are examples.
When an information ends with an exclamation mark (!), this means
that no further action is possible.
Your phone has a graphical display which has approximately 2
rows with 20 characters each. 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 76.
Depending on the traffic state the upper display row shows:
• Time and date
•Trafficstate
• Display symbols (except volume level bar)
• Call on hold name or number
Depending on the traffic state the lower display row shows:
• User's name and number
• Calling/Called name and number
• Absence reason
• 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.

15Dialog 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 76.
Access warning.
Flashes when the access to system services is reduced (some
system services does not work). See section “Troubleshooting” on
page 112.
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
Example of the Date Format menu:
or New missed call(s).
Indicates new missed and not checked incoming call(s). The
number beside the symbol indicates how many times this caller has
tried to call you.
or Missed call(s).
Indicates missed but checked incoming call(s). The number beside
the symbol indicates how many times this caller has tried to call
you.
Incoming call.
Indicates an answered incoming call.
Outgoing call.
Indicates an outgoing call.
12:24am28-09
R Torres 4177
15:02 am 28-09 1:08
R Torres 4177
12 09 2008
12 Sep 2008

Description
Dialog 4422 IP Office16
Bar indicator.
Indicates the shown part of the total list and where it is positioned
in the total list.
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 JSmithis 3232.
Unanswered phone calls are indicated on the idle phone display.
An activated Follow-me is also indicated on the idle phone display.
Smith (3232) has activated a Follow-me to 3333.
12 09 2008
12:24 12 Sep 2008
J Smith 3232
1 Missed
J Smith 3232
FollowmeTo 3333
J Smith 3232

17Dialog 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.
When the dialed number is busy, the display will look like this.
If the called party’s phone is diverted, the Follow-me information
and the answering extension name and number are shown.
>is the Follow-me symbol.
The call to Andersson (3345) is directly diverted to Brown (4260).
Calling
A Andersson 3345
Busy
A Andersson 3345
A Andersson >FollowMe
B Brown 4260

Description
Dialog 4422 IP Office18
Incoming call
When you receive an incoming call, the display shows the calling
party’s name (if available) and number. The name and number are
flashing. If the number for an external call is not available, the
display shows External instead of the number.
If a diverting extension is calling, the diversion information and the
calling party’s name and number (flashing) are shown.
>is the Follow-me symbol.
Brown (4260) has called Andersson and the call is directly diverted
to you.
Incoming
3345 A Andersson
A Andersson >FollowMe
4260 B Brown

19Dialog 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.
Information
Function Keys
Programmable Keys 2
Ring Character
Time & date
Language
Display Contrast
Log Off Restriction 4
Option Unit 3
Hearing Level
Network
Time Format
Date Format
Display menus
Explanations
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 for Dialog 4422 v. 2 phone and if option unit is connected.
4) Only available to your system administrator.
Press the key to check
Press the key to program
Enter new character (0-9):
Standard
Increased
LAN access ctrl. 4
DHCP 4
Web address <xxx>
IPadd 4
Mask 4
D GW 4
SW server, DHCP 4
SWsrv 4
Proxy Server 4
Proxy 4
Proxy Port 4
GK Discovery 4
GK 4
Password
VLAN for LAN 4
VLAN for PC 4
Extra Bell
Busy Signal
Combined Bell/Busy
Protocol / SW version

Start the Phone – Log On/Off
Dialog 4422 IP Office20
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 104.
Note: Depending on the settings in your network and
telephone system, the start up procedure may be different
from phone to phone. Check the display on your phone and
read the required sections in this chapter to continue with
the start up procedure.
When the phone is connected to the network, your phone
automatically initiates 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.