Aastra dialog 4224 Operator User manual

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Dialog 4224 Operator / Dialog 3214
BusinessPhone Communication Platform
User Guide

BusinessPhone – Dialog 4224 Operator / Dialog 32142
EN/LZTBS 170 340 R2A
© Aastra Telecom Sweden AB 2008. All rights reserved.

3BusinessPhone – Dialog 4224 Operator / Dialog 3214
Table of Contents
Table of Contents
page
Welcome .......................................................... 4
Description ....................................................... 6
Attendance .................................................... 19
Incoming Calls ............................................... 21
Outgoing Calls ............................................... 23
Phone Book ................................................... 34
During Calls .................................................... 35
Call Ordering .................................................. 42
Call Metering .................................................. 45
Call Forwarding .............................................. 54
Absence Information ...................................... 57
Messages ...................................................... 62
Security .......................................................... 73
Group Features .............................................. 76
ISDN Facilities ................................................ 81
Other Useful Features ..................................... 86
Write Text ....................................................... 92
Accessories ................................................... 94
Useful Hints .................................................. 100
Installation .................................................... 101
Glossary ....................................................... 112
Index ............................................................ 116

Welcome
BusinessPhone – Dialog 4224 Operator / Dialog 32144
Welcome
Welcome to the User Guide for the Dialog 4224 Operator /
Dialog 3214 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 licensethat has to be bought separately.
The User Guide describes the facilities of the BusinessPhone
Communication Platform and the Dialog 4224 Operator /
Dialog 3214 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.
This guide will demonstrate how the Operator’s Console helps
operators handle the functions of the BusinessPhone
Communication Platform. The Dual-Function keys allow two
functions to be combined on the same keys.
The latest version of this User Guide can also be downloaded from:
http://www.aastra.com
Note: Dialog 4224 Operator / Dialog 3214 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 4224 Operator / Dialog 3214
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 4224 Operator / Dialog 32146
Description
Dialog 4224 Operator
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7BusinessPhone – Dialog 4224 Operator / Dialog 3214
Description
1Display
5x40 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
To send and receive messages. See section “Messages” on
page 62.
5 Info
To enter information. See section “Absence Information” on
page 57.
6 Dual-Function programmable keys
Storing numbers, program functions.
7 Clear key left / Clear key right
To disconnect the left or right call, see section “Incoming Calls” on
page 21.
8 Speech left / Speech right
To have speech connection with the left or right displayed caller.
Also used to intrude on a busy extension. See sections “Incoming
Calls” on page 21 and “Outgoing Calls” on page 23.
9 Off Duty
Sets the console in Off Duty state. See section “Attendance” on
page 19.
10 Monitor
To monitor a call on hold. See sections “Supervise long distance
calls” on page 32 and “Individual Hold and monitor” on page 39.
11 Loop 1 / 2 / 3
To put calls on hold or camp-on calls. See sections “Outgoing
Calls” on page 23 and “During Calls” on page 35.
12 Notify
To reserve an extension or external line when you receive busy
extension or external line. See section “Outgoing Calls” on
page 23.

Description
BusinessPhone – Dialog 4224 Operator / Dialog 32148
13 Mute
To switch the microphone on or off. See section “During Calls” on
page 35.
14 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 35.
15 Headset key
See section “Headset - Dialog 4224 Operator” on page 96.
16 Answer/Extend / Enter
a. To answer/extend calls. See sections “Incoming Calls” on
page 21, “Outgoing Calls” on page 23, “Call Metering” on
page 45, “Group Features” on page 76 and “Other Useful
Features” on page 86.
b. To enter/select information. See sections “Attendance” on
page 19 and “Messages” on page 62.
17 Volume control
18 Microphone
19 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.
20 Loudspeaker
21 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.

9BusinessPhone – Dialog 4224 Operator / Dialog 3214
Description
Dialog 3214
1Display
5x40 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
To send and receive messages. See section “Messages” on
page 62.
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Description
BusinessPhone – Dialog 4224 Operator / Dialog 321410
5 Info
Enter information. See section “Absence Information” on page 57.
6 Dual-Function programmable keys (A-C)
Storing numbers, program functions.
7 Dual-Function programmable key (B) / 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 94.
8 Clear key left / Clear key right
To disconnect the left or right call, see section “Incoming Calls” on
page 21.
9 Speech left / Speech right
To have speech connection with the left or right displayed caller.
Also used to intrude on a busy extension. See sections “Incoming
Calls” on page 21 and “Outgoing Calls” on page 23.
10 Off Duty
Sets the console in Off Duty state. See section “Attendance” on
page 19.
11 Monitor
To monitor a call on hold. See sections “Supervise long distance
calls” on page 32 and “Individual Hold and monitor” on page 39.
12 Loop 1 / 2 / 3
To put calls on hold or camp-on calls. See sections “Outgoing
Calls” on page 23 and “During Calls” on page 35.
13 Notify
To reserve an extension or external line when you receive busy
extension or external line. See section “Outgoing Calls” on
page 23.
14 Volume control
15 Mute
To switch the microphone on or off. See section “During Calls” on
page 35.
16 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 35.

11BusinessPhone – Dialog 4224 Operator / Dialog 3214
Description
17 Answer/Extend / Enter
a. To answer/extend calls. See sections “Incoming Calls” on
page 21, “Outgoing Calls” on page 23, “Call Metering” on
page 45, “Group Features” on page 76 and “Other Useful
Features” on page 86.
b. Enter/select information. See sections “Attendance” on
page 19 and “Messages” on page 62.
18 Microphone
19 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.
20 Loudspeaker
21 Handset with hearing aid function
Please note: The handset may retain small metal objects
in the earcap region.

Description
BusinessPhone – Dialog 4224 Operator / Dialog 321412
Phone keys Dialog 4224 / Dialog 3214
This table gives you an overview of the different key design of the
Dialog 4224 Operator and the Dialog 3214. In this user guide you
will only find illustrations of the Dialog 4224 keys.
If you are using the Dialog 3214, please refer to the table below to
find out the appropriate key combination.
Key Dialog 4224 Dialog 3214
Answer/extend êY
Clear left
Speech left ék
Clear right
Speech right èj
Headset ÌHeadset h
Loudspeaker Às
Mute Èm
Programmable
Function key Ôg
Volume ìV

13BusinessPhone – Dialog 4224 Operator / Dialog 3214
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 4224 Operator / Dialog 321414
Display info
The display assists your actions on the phone with step-by-step
instructions.
The tiltable display consist of 5 rows, with space for 40 characters
on each row. The fields in the display consists of the following
information.
When your phone is idle, the first (upper) line shows date, time,
temperature, name and extension number. The second line
presents queue information. The lower line presents the available
menu key functions.
During an external outgoing call the third line will show the directory
number of the external line and dialled/connected telephone
number. The fourth line displays the call type.
During an internal call the third line will show the extension number
and traffic state. The fourth line displays the caller’s name.
DATE, TIME & TEMP.|| SPECIAL INFO
QUEUE INFO ||
INCOMING CALLS || OUTGOING CALLS
CALLER INFO || CALLER INFO
menu1 menu2 menu3 menu4
12 May 10:35 +15°^|| OPERATOR 200
C= 0 I= 0 ||
||
||
directory redial prog
12 May 10:35 +15°^||
C= 0 I= 0 ||
|| 701 1234567890
|| EXTERNAL
save meter
12 May 10:35 +15°^||
C= 0 I= 0 ||
|| 1207 BUSY 0
|| SMITH
info

15BusinessPhone – Dialog 4224 Operator / Dialog 3214
Description
If you make an internal call to someone who has activated a
diversion, the first and second line shows the name and extension
number of the person you called and the third and fourth line
shows where the call is diverted.
During an external incoming call the third line will show the directory
number of the external line and traffic state. The fourth line displays
the caller’s telephone number and call type.
12 May 10:35 +15°^|| 203
C= 0 I= 0 || CHAMBERS DAVID
|| 201 FREE 1
|| BURNES BOBBY
bypass
12 May 10:35 +15°^||
C= 0 I= 0 ||
> 701 SPEECH<||
>123456 NEW<||
directory redial

Description
BusinessPhone – Dialog 4224 Operator / Dialog 321416
Status information
The status information of incoming and outgoing calls is sometimes
given as an abbreviation and sometimes as a complete word:
ABSENT Radio Paging receiver not in use.
BLOCKED Number or function blocked.
BUSY Extension is busy (queue situation is displayed).
COMPLETE Ordered Paging is completed.
CONGEST. Congestion in the system, call cannot be put through.
C= 0 Number of calls waiting in the common queue.
DIVERSION, DIV Call redirected.
FREE 1 Line 1 on called extension is free.
FREE 2 Line 1 on called extension is busy, but Line 2 is free.
I= 0 Number of calls waiting in the individual queue.
ICM Intercom call.
INCOMPL. The number was incomplete.
INF% Voice information activated.
INF& Text information activated.
INFO The called extension has text or Voice info stored.
INQUIRY, INQ Inquiry call.
INTRUSION Intrusion into ongoing call.
MCID ACCEPTED Malicious Call Identification accepted.
MCID REJECTED Malicious Call Identification rejected.
METER, MET Call charging.
NEWCALL, NEW Call not previously answered.
RECALL Recall of previously answered call.
RERO An external incoming call was rerouted to the operator.
RESTR., REST Restricted extension, calls cannot be handled.
RING Ring to announce call.
SERIAL, SER Serial calls.
SPEECH Speech connection.
TRF Transferred call.
VACANT, NU Non assigned number.
WAIT Radio Paging waiting.
+15°^ Indicates outside temperature and tendency (up or down) if your
telephone system is equipped with optional temperature sensor.

17BusinessPhone – Dialog 4224 Operator / Dialog 3214
Description
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)
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

Description
BusinessPhone – Dialog 4224 Operator / Dialog 321418
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

19BusinessPhone – Dialog 4224 Operator / Dialog 3214
Attendance
Attendance
These features are for re-routing your incoming external calls to an
alternative answering position.
Off Duty
When you activate Off Duty, all incoming external calls to the
operator queue will be routed to an alternative answering position.
Activate
Off Duty ÔPress to activate.
The lamp lights. Console is off duty.
Temporary change of alternative answering position is possible:
temp Press (see display).
zType in the new alternative answering position.
Note: This procedure can only be performed by the last
active operator.
êPress to confirm.
12 May 10:35 +15°^|| OFFDUTY ACTIVATED
C= 0 I= 0 || ANSW.ADDR: 1210
||
||
directory redial temp prog

Attendance
BusinessPhone – Dialog 4224 Operator / Dialog 321420
Deactivate
Off Duty ÕÔPress again to deactivate.
The lamp extinguishes. Console attended.
Night Switch
This function switches the whole system to the Night Switch mode.
The Night Switch mode routes all incoming external calls to a
defined night answering position e.g. an answering machine.
Night ÔPress to activate (pre-programmed)
The lamp lights. Night Switch active.
Night ÕÔPress again to deactivate (pre-programmed).
The light extinguishes. Night Switch passive.