Aastra dialog 4220 User manual

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Dialog 4220 Lite / Dialog 3210
BusinessPhone Communication Platform
User Guide

BusinessPhone – Dialog 4220 Lite / Dialog 32102
EN/LZTBS 160 1320 R2A
© Aastra Telecom Sweden AB 2008. All rights reserved.

3BusinessPhone – Dialog 4220 Lite / Dialog 3210
Table of Contents
Table of Contents
page
Welcome .......................................................... 4
Description ....................................................... 6
Incoming Calls ............................................... 14
Outgoing Calls ............................................... 17
During Calls .................................................... 27
Call Forwarding .............................................. 36
Absence Information ...................................... 42
Messages ...................................................... 49
Security .......................................................... 62
Group Features .............................................. 65
Other Useful Features ..................................... 71
Accessories ................................................... 80
Useful Hints .................................................... 83
Installation ...................................................... 84
Glossary ......................................................... 92
Index .............................................................. 95
Quick Reference Guide .................................. 99

Welcome
BusinessPhone – Dialog 4220 Lite / Dialog 32104
Welcome
Welcome to the User Guide for the Dialog 4220 Lite / Dialog 3210
in the BusinessPhone Communication Platform from Aastra. The
BusinessPhone Communication Platform consists of
BusinessPhone 50, BusinessPhone 128i, and BusinessPhone 250.
The features described in this User Guide are related to version 5.1
or higher of the BusinessPhone Communication Platform. Some
might not work in earlier versions of the system and/or might be
protected by a hardware dongle that has to be bought separately.
The User Guide describes the facilities of the BusinessPhone
Communication Platform and the Dialog 4220 Lite / Dialog 3210
with a default programming. There may be some differences in the
way your phone is programmed. Please consult your system
administrator if you need further information.
The latest version of this User Guide can also be downloaded from:
http://www.aastra.com
Note: Dialog 4220 Lite / Dialog 3210 is a system
telephone, i.e. it can only be used for an Aastra private
branch exchange that supports this type of telephone.

5BusinessPhone – Dialog 4220 Lite / Dialog 3210
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.
If 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
repsective 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

Description
BusinessPhone – Dialog 4220 Lite / Dialog 32106
Description
Dialog 4220 Lite
1
4
5
6
7
8
2
3
9
10
11
12 13

7BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
12nd
Key for access to secondary key functions.
2 Transfer / Diversion
a. Transfer an ongoing call. See section “During Calls” on page 27.
b. Activate/Deactivate diversion. See section “Call Forwarding” on
page 36.
3 Inquiry / Conference
a. To make an inquiry to an internal or external party.
b. To establish a telephone conference.
See section “During Calls” on page 27.
4 Line 2
Line key 2 for in and outgoing calls.
5 Line 1 / Save/Redial
a. Line key 1 for in and outgoing calls.
b. Save or redial an external number.
See section “Outgoing Calls” on page 17.
6Message/Info
a. To send and receive messages. See section “Messages” on
page 49.
b. To enter information. See section “Absence Information” on
page 42.
7 Programmable keys
Storing numbers and program functions.
8 Mute
To switch the microphone on or off. See sections “During Calls” on
page 27 and “Silent ringing” on page 15.
9 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 27.
10 Volume control
11 Clear
To disconnect calls.
12 Loudspeaker
13 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.

Description
BusinessPhone – Dialog 4220 Lite / Dialog 32108
Dialog 3210 Basic
1
2
3
4
5
6
7
89
10
11

9BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
1 Message / Conference
a. To send and receive messages. See section “Messages” on
page 49.
b. To establish a telephone conference. See section “During Calls”
on page 27.
2 Programmable key / Headset key
a. Storing numbers and program functions.
b. The Headset function is only available with option unit
(DBY 410 02) installed. The Headset key is programmed by the
system administrator. See section “Accessories” on page 80.
3 Programmable keys
Storing numbers and program functions.
4 Inquiry
To make an inquiry to an internal or external party.
See section “During Calls” on page 27.
5 Line
Line key for in and outgoing calls.
6 Volume control
7 Mute
To switch the microphone on or off. See section “During Calls” on
page 27.
8 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 27.
9 Clear
To disconnect calls.
10 Loudspeaker
11 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.

Description
BusinessPhone – Dialog 4220 Lite / Dialog 321010
Phone keys Dialog 4220 / Dialog 3210
This table gives you an overview of the different key design of the
Dialog 4220 Lite and the Dialog 3210 Basic. In this user guide you
will only find illustrations of the Dialog 4220 keys.
If you are using the Dialog 3210 Basic, please refer to the table
below to find out the appropriate key combination.
Lamp indications
The key lamps on your telephone indicate with different signals the
traffic state of the ongoing call or function.
Key Dialog 4220 Dialog 3210
Clear íX
Headset not available Headset h
Loudspeaker Âs
Mute Ém
Programmable
Function key Ôg
Volume ìV

11BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
ÔExtinguished lamp The function is not active.
ÕÔSteady light The function is active.
ÖÔSlowly flashing lamp The line (or function) is put on hold.
ÖÔRapidly flashing lamp An incoming call or message waiting.
ÕÔLight with short breaks Ongoing call.

Description
BusinessPhone – Dialog 4220 Lite / Dialog 321012
Tones
Tones are audible in the handset.
Dial tone
(System ready to accept digits)
Special dial tone
(System ready to accept digits, active
diversion on telephone)
Ringing tone
(Ringing signal to called party)
- repeated after 4 s
Special ringing tone
(Ringing signal to Line 2)
- repeated after 4 s
Busy tone
(Called party is busy)
Number unobtainable tone
(Called number not accessible or vacant)
Call Waiting tone
Blocking tone
(Call cannot be executed due to congestion
or called party blocked)
Verification tone
(Verification that ordered function is
accessed)
Intrusion tone
(Sent to all parties during Intrusion)

13BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
Signals
Ringing signals are emitted from the phone.
Note: The tones and ringing signals in this guide refer to the
standard system but may vary between countries.
Internal ringing signal - repeated after 4 s
External ringing signal - repeated after 4 s
Automatic Callback signal

Incoming Calls
BusinessPhone – Dialog 4220 Lite / Dialog 321014
Incoming Calls
A ringing signal and a flashing lamp indicate an incoming internal or
external call.
Answer calls
uLift the handset.
On another extension
You can answer a call to another extension from any phone in your
office.
uz Lift the handset and call the ringing extension.
You receive busy t on e.
6Press.
Allow calls on Line 2
Note: Dialog 4220 Lite only.
If you also want to receive calls while speaking you first need to
program Free On 2nd Access on a programmable key.
ÔPress to activate / deactivate Free On 2nd Access
(pre-programmed).
When Free On 2nd Access is active the lamp lights and you can
receive calls while speaking.
Free On 2nd
Access

15BusinessPhone – Dialog 4220 Lite / Dialog 3210
Incoming Calls
Answer a second call
Note: Dialog 4220 Lite only.
You are on the phone, when a muted ringing signal and a Line key
flashes to indicate a new incoming call:
Line 2 ÖÔPress the flashing Line key.
The first call is put on hold.
To switch back to the first call:
Line 1ÖÔPress the first Line key.
The second call is put on hold. You are connected to the first caller.
íPress if you want to terminate the ongoing call.
A second call is waiting
A muted ringing signal will inform you, during a conversation, that a
second call is waiting on your phone.
To answer the second call:
íPress to finish the ongoing call.
The new call will be signalled on your phone.
Line ÖÔPress to receive the new call.
Silent ringing
Note: Dialog 4220 Lite only.
This function is useful if you do not want to be disturbed by the
ringing of the telephone. Incoming calls will only be indicated by the
flashing Line key.
In idle mode:
ÉPress to mute the ringer for incoming calls.

Incoming Calls
BusinessPhone – Dialog 4220 Lite / Dialog 321016
Save and redial incoming calls
When you receive an incoming external call, you can save the
number in order to redial it easily (the number can contain 24 digits
maximum). Previously saved number is erased.
Dialog 4220 Lite
Save number
Before you quit the call:
2nd ÔPress.
Save/Redial ÔPress to save the dialled number.
Redial number
2nd ÔPress.
Save/Redial ÔPress to redial the saved number.
Dialog 3210
Save number
Before you quit the call:
Save/Redial gPress to save the dialled number (pre-programmed).
Redial number
Save/Redial gPress to redial the saved number (pre-programmed).

17BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
Outgoing Calls
Sometimes you make a call but the person is not available. These
functions will help you in your attempts to establish contact with the
called party.
Make calls
How to make internal and external calls.
uLift the handset and dial either:
zAn extension number to make an internal call.
Or:
0z The digit(s) for external call access and the external number.
Note: Which digit to press for external call access,
depends on the configuration of the system.
dor íTo end the call.
Note: You can make your calls faster, using Common
Abbreviated Numbers and by programming your own
Abbreviated Numbers, see section “Abbreviated Numbers”
on page 23.

Outgoing Calls
BusinessPhone – Dialog 4220 Lite / Dialog 321018
Last External Number Redial
When you initiate an external call the system automatically stores all
the dialled digits, irrespective of whether the call was successful or
not. See also section “Automatic Redial” on page 20.
uLift the handset.
*** Press to redial the last dialled external number.
Save external number
When you make an external call, you can save the number in order
to redial it easily. Previously saved number is erased.
Dialog 4220 Lite
Save number
Before you quit the call:
2nd ÔPress.
Save/Redial ÔPress to save the dialled number.
Redial number
2nd ÔPress.
Save/Redial ÔPress to redial the saved number.

19BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
Dialog 3210
Save number
Before you quit the call:
Save/Redial gPress to save the dialled number (pre-programmed).
Redial number
Save/Redial gPress to redial the saved number (pre-programmed).
Automatic Callback
You call an extension and receive busy tone or get no answer.
5Press.
Verification tone.
Note: The number for Automatic Callback may differ from
country to country.
dor íReplace the handset or press to finish the procedure.
You are called back if the extension finishes the ongoing call or the
next time the extension finishes a new call. You have to answer
within eight seconds otherwise the Callback service is cancelled.
uLift the handset when you are called back.

Outgoing Calls
BusinessPhone – Dialog 4220 Lite / Dialog 321020
Automatic Redial
If you call an external number and receive busy tone or get no
answer, you can instruct the system to automatically redial the
number until it is available.
Note: This feature could be restricted. Ask the system
administrator for the availability.
This function is activated via Function keys, so you first have to
program a programmable key (one key required per number). You
can activate Automatic Redial on up to three external numbers at
the same time.
Activate
During the call:
Automatic Redial1 ÔPress to activate (pre-programmed).
The Automatic Redial lamp is rapidly flashing and is lit when the
request is stored and activated. Verification tone.
dor íReplace the handset or press to finish the procedure.
You are called back if the called number finishes the ongoing call or
the next time the extension finishes a new call.
uLift the handset when you are called back.
Notes: It is not possible to do a new request on a key
holding an already activated request until the existing one is
cancelled.
When the Automatic Redial lamp is rapidly flashing, your
telephone is busy and you cannot receive or make new
calls.
The number of redial attempts and how long the function is
active is programmed by your system administrator.
If you have activated a diversion on your telephone, this
function is not available.
If Tandem configuration is activated, the secondary
telephone cannot use this function. See section “Tandem
configuration” on page 71.