Aastra DIALOG 4223 PROFESSIONAL User manual

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Dialog 4223 Professional / Dialog 3213
BusinessPhone Communication Platform
User Guide

BusinessPhone – Dialog 4223 Professional / Dialog 32132
EN/LZTBS 170 322 R2A
© Aastra Telecom Sweden AB 2008. All rights reserved.

3BusinessPhone – Dialog 4223 Professional / Dialog 3213
Table of Contents
Table of Contents
page
Welcome .......................................................... 4
Description ....................................................... 6
Incoming Calls ............................................... 18
Outgoing Calls ............................................... 21
System Phonebook ........................................ 30
During Calls .................................................... 32
Call List .......................................................... 37
Call Metering .................................................. 40
Call Forwarding .............................................. 47
Absence Information ...................................... 53
Messages ...................................................... 58
Security .......................................................... 73
Group Features .............................................. 76
ISDN Facilities ................................................ 81
Other Useful Features ..................................... 86
Write Text ....................................................... 95
Accessories ................................................... 96
Useful Hints .................................................. 103
Glossary ....................................................... 104
Installation .................................................... 107
Index ............................................................ 118

Welcome
BusinessPhone – Dialog 4223 Professional / Dialog 32134
Welcome
Welcome to the User Guide for the Dialog 4223 Professional /
Dialog 3213 in the BusinessPhone Communication Platform from
Aastra. The BusinessPhone Communication Platform consists of
BusinessPhone Compact, BusinessPhone 50,
BusinessPhone 128i and BusinessPhone 250.
The features described in this User Guide are related to version 7.0
or higher of the BusinessPhone Communication Platform. Some
might not work in earlier versions of the system and/or might be
protected by a license that has to be bought separately.
The User Guide describes the facilities of the BusinessPhone
Communication Platform and the Dialog 4223 Professional /
Dialog 3213 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 4223 Professional / Dialog 3213 is a system
telephone, i.e. it can only be used for an Aastra private
branch exchange that supports this type of telephone.
Function descriptions that do not include speaking in the handset,
are described as off-hook, if nothing else is stated. Instead of
pressing the Clear key, you can always replace the handset. The
Dual-Function keys allow two functions to be combined on the
same keys.

5BusinessPhone – Dialog 4223 Professional / Dialog 3213
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
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

Description
BusinessPhone – Dialog 4223 Professional / Dialog 32136
Description
Dialog 4223 Professional
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7BusinessPhone – Dialog 4223 Professional / Dialog 3213
Description
1Display
3x40 characters. See section “Display info” on page 14.
2 Menu Function keys
The functions depend on the traffic state and will be shown on the
last line of the display. When you are requested to (see display),
press the required key to access the function.
3 2nd
Key for access to secondary key functions (these functions are
stated on the second line of the corresponding key).
4 Message / Info
a. To send and receive messages. See section “Messages” on
page 58.
b. To enter information. See section “Absence Information” on
page 53.
5 Dual-Function programmable keys
Storing numbers, program functions.
6 Transfer / Diversion
a. Transfer an ongoing call. See section “During Calls” on page 32.
b. Activate/Deactivate diversion. See section “Call Forwarding” on
page 47.
7 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 32.
8Line2/Read&
a. Line key 2 for in and outgoing calls.
b. Read information. See section “Absence Information” on
page 53.
9 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 21.
10 Mute
To switch the microphone on or off. See sections “During Calls” on
page 32 and “Silent Ringing” on page 20.
11 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 32.
12 Headset
See section “Headset - Dialog 4223 Professional” on page 99.

Description
BusinessPhone – Dialog 4223 Professional / Dialog 32138
13 Volume control
To adjust the volume. Also space/backspace in writing mode.
14 Clear
To disconnect calls or to clear the display in programming.
15 Microphone
16 Optional key panel
17 Dual-Function programmable keys per key panel. Four panels
can be connected.
Note: Use only optional key panels of type DBY 419 01.
17 Loudspeaker
18 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.

9BusinessPhone – Dialog 4223 Professional / Dialog 3213
Description
Dialog 3213 Executive
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Description
BusinessPhone – Dialog 4223 Professional / Dialog 321310
1Display
3x40 characters. See section “Display info” on page 14.
2 Menu Function keys
The functions depend on the traffic state and will be shown on the
last line of the display. When you are requested to (see display),
press the required key to access the function.
3 2nd
Key for access to secondary key functions (these functions are
stated on the second line of the corresponding key).
4 Message / Info
a. To send and receive messages. See section “Messages” on
page 58.
b. To enter information. See section “Absence Information” on
page 53.
5 Dual-Function programmable keys (A-N)
Storing numbers, program functions.
6 Dual-Function programmable key (C) / 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 96.
7 Transfer / Diversion
a. Transfer an ongoing call. See section “During Calls” on page 32.
b. Activate/Deactivate diversion. See section “Call Forwarding” on
page 47.
8 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 32.
9 Line 2 / Read &
a. Line key 2 for in and outgoing calls.
b. Read information. See section “Absence Information” on
page 53.
10 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 21.
11 Volume control
To adjust the volume. Also space/backspace in writing mode.

11BusinessPhone – Dialog 4223 Professional / Dialog 3213
Description
12 Mute
To switch the microphone on or off. See section “During Calls” on
page 32.
13 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 32.
14 Clear
To disconnect calls or to clear the display in programming.
15 Microphone
16 Optional key panel (A-Q)
17 Dual-Function programmable keys per key panel. Four panels
can be connected.
Note: If one or two key panels are used, the optional key
panel DBY 409 01 may be used. However, if three or four
key panels are used, all optional key panels must be of type
DBY 409 02.
17 Loudspeaker
18 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.

Description
BusinessPhone – Dialog 4223 Professional / Dialog 321312
Phone keys Dialog 4223 / Dialog 3213
This table gives you an overview of the different key design of the
Dialog 4223 Professional and the Dialog 3213 Executive. In this
user guide you will only find illustrations of the Dialog 4223 keys.
If you are using the Dialog 3213 Executive, please refer to the table
below to find out the appropriate key combination.
Key Dialog 4223 Dialog 3213
Clear íX
Headset Headset h
Í
Loudspeaker Âs
Mute Ém
Programmable
Function key Ôg
Volume ìV

13BusinessPhone – Dialog 4223 Professional / Dialog 3213
Description
Lamp indications
The key lamps on your telephone indicate with different signals the
traffic state of the ongoing call or function.
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 4223 Professional / Dialog 321314
Display info
The display assists your actions on the phone with step-by-step
instructions. When your phone is idle, the upper line shows general
information. The mid line shows your name and extension number.
The lower line presents lead texts for the menu keys.
During an internal call the middle line shows the other party’s name,
directory number and status.
If you make an internal call to someone who has activated a
diversion, the first line shows the name and extension number of
the person you called and the middle line shows where the call is
diverted.
During an incoming external call the middle line shows the other
party’s number and status.
12 May 10:35 +15°
ANDERSEN ANDREAS 200
directory redial prog
12 May 10:35 +15°
BURNES BOBBY 201 SPEECH
DAVID CHAMBERS 203
BURNES BOBBY 201 FREE
call-back
12 May 10:35 +15°
431811005446 SPEECH
save

15BusinessPhone – Dialog 4223 Professional / Dialog 3213
Description
The provisioning of external calling numbers is network dependent.
If it is not provided, the display shows ’EXTERNAL’ and the
directory number of the external line. Even when it is provided it
might happen that callers are suppressing their numbers, in this
case the display shows ’DISPLAY RESTRICTED’.
If a name is available to the external caller‘s number in your system,
it is also shown on the display. (Please contact your system
administrator whether the feature ’Name presentation for external
calls’ is available in your system).
Status information
Status information during internal calls:
BLOCKED The called number is blocked.
BUSY The called extension is busy.
CALLING Incoming call.
CONFERENCE Conference.
CONGEST Congestion in the system.
DISPLAY RESTRICTED ISDN call, Number Secrecy is activated on the called/calling
extension.
FREE The called extension is free.
FREE L2 The called extension is free on Line 2.
INCOMPLETE The number was incomplete.
INTRUSION Intrusion.
NOT ALLOWED TO PICK UP
FROM COB Not allowed to pick-up incoming calls from the Common Bell.
PARKED The called extension has put a call on hold.
PARKED CALL A call is put on hold.
RECALL Recall from an individually call that has been put on hold.
SPEECH Speech mode.
UNAVAILABLE The dialled number is unavailable.
UNKNOWN Number unknown.
WAIT Camp-on mode.
&The called extension has Text info stored.
%The called extension has Voice info stored.
C! Missed calls
+15°^ Indicates outside temperature and tendency (up or down) if your
telephone system is equipped with optional temperature sensor.

Description
BusinessPhone – Dialog 4223 Professional / Dialog 321316
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)
Conference tone
(Sent to all participants in a Conference)
- repeated after 15 s

17BusinessPhone – Dialog 4223 Professional / Dialog 3213
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 4223 Professional / Dialog 321318
Incoming Calls
Internal calls
A ringing signal and a flashing lamp indicate an incoming call. The
display shows the number and the name of the internal caller.
External calls
A ringing signal and a flashing lamp indicate an incoming call. If you
are connected to a digital trunk line (ISDN), the display shows the
number of the external caller and in case of diversion in the public
net the display shows the number of the diverted as well as the
calling party, see also section “ISDN Facilities” on page 81. A trunk
line is the same as an external line.
Answer calls
uLift the handset.
Handsfree
Line 1 ÖÔPress without lifting handset.
Or:
ÂPress without lifting handset.
You are connected to the caller via the loudspeaker and
microphone.
íPress to terminate a handsfree call.

19BusinessPhone – Dialog 4223 Professional / Dialog 3213
Incoming Calls
To another extension (Call pick-up)
You can answer a call to another extension from any phone in your
office.
zCall the ringing extension.
You receive busy tone.
pick-up Press (see display).
Allow calls on Line 2
If you also want to receive calls also 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.
Answer a second call
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.
Note: If you want to see who is calling, first press L2-info
(see display).
To switch back to the first call:
Line 1 ÖÔPress 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.
12 May 10:35 +15°
ANDERSEN ANDREAS 200 BUSY
camp-on call-back pick-up intrusion
Free On 2nd
Access

Incoming Calls
BusinessPhone – Dialog 4223 Professional / Dialog 321320
Silent Ringing
This function is useful if you do not want to be disturbed by the
ringing of the telephone. Incoming calls will only be indicated on the
display and by the flashing Line key.
Note: For the Dialog 3213 this function requires the release
number R9B or higher, see the underside of your telephone.
In idle mode:
ÉPress to mute the ringer for incoming calls.
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.
Save number
Before you quit the call:
save Press (see display).
Redial number
redial Press to redial the saved number (see display).