Astra Dialog 4223 User manual

Aastra Business Communication
Solution
Dialog 4223
User’s Guide
Supported platform:
Aastra 470
This user's guide describes the functions, the configura-
tion, and the use of the Dialog 4223 Professional.
eud-1399_en / 1.0 – R1.1 – © 07.2011

2eud-1399/1.0 – R1.1 – 07.2011
Operating and display elements
Operating elements
1Handset
2 Adjustable display
Status display of three lines, current displays on telephone traffic and dis-
plays the available softkey functions.
3Softkeys
Executes displayed function using the key. Softkeys can be freely configured.
4ConfigurablekeyswithLED
Freely configurable as number, function or Team key:
• Number key with two storage locations:
Press once short: First phone number.
Press twice short: Second phone number.
• Function key: Activate/deactivate function.
•Teamkey:
Press once short: Call or pick up a call.
Press twice short: Announcement to team partner.
Press and hold down: Configure key.
ABC
MENU
14
11
12
7
6
5
34
2
1
13
10
9
8
16 15
4
6

Operating and display elements
eud-1399/1.0 – R1.1 – 07.2011 3
5 Expansion key module KPU
Expansion key module with 17 configurable keys.
6Labels
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.
7 Hands-free microphone
8Alphakey
Searching in phone books.
9Redialkey
Selects the phone numbers last dialled.
10 Info key
Retrieving further information.
11 Volume/cursor keys
Adjusts volume.
12 Correction key
• In the text mode: Delete the last character.
• In a connection: Ends a call.
13 Headset key
Making phone calls using a headset.
14 Loudspeaker key
Activate/deactivate hands-free mode.
15 Microphone key
• Activate/deactivate hands-free or handset microphone.
• Deactivate ringing when phone rings or is not used.
16 Key block
Enters digits or letters.
ABC
☛

Operating and display elements
4eud-1399/1.0 – R1.1 – 07.2011
Display symobls
Status information
Text mode More softkeys available
Insert space

eud-1399/1.0 – R1.1 – 07.2011 5
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
6eud-1399/1.0 – R1.1 – 07.2011
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 information are subject to copyright and may
not be duplicated, presented or processed without the written consent of Aastra Telecom Schweiz AG

Product information
eud-1399/1.0 – R1.1 – 07.2011 7
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 (see chapter "Activating personal call routing", page 54 und "Activating
ring alone", page 54). Your system administrator can set whether or not you are busy
for further 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
8eud-1399/1.0 – R1.1 – 07.2011
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-1399
•Documentversion: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-1399_en.pdf?get&DNR=eud-1399

eud-1399/1.0 – R1.1 – 07.2011 9
Operating and display elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Dialling and phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Making calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Using the display and operating elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Input. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Menu-guided navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Supplementary features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Making and answering calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Using functions while in a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Organising absences from the desk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Functions for special situations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Setting functions by remote control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Organisation within the team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Personalizing your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Setting the ringing properties (Audio). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Hands-free settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
General settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Protection settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Phone book management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Configuring voice mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Formulating functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Installation and first-time operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Equipment provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Setting up and mounting the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Content

10 eud-1399/1.0 – R1.1 – 07.2011
Connecting the phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82
Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Expansion key module KPU (optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Connecting a headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
Further information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

eud-1399/1.0 – R1.1 – 07.2011 11
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Making calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Dialling and phoning
12 eud-1399/1.0 – 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.
After the call the call duration is indicated. Call charges are also displayed after any
external call which you initiated, provided your provider supports this function.
Pick up the handset.
Note:
If the caller's phone number is received, it is shown on the display. If the phone
number is stored in the private phone book or in the system, the display also
shows the corresponding name.
Hands-free operation:
Press the Loudspeaker key.
➔Hands-free mode is active, the Loudspeaker key's LED is lit.
Notes:
• To find out how to make phone calls with the headset, refer to the Chapter
"Using a headset", page 16.
• To find out how to make phone calls in hands-free mode or in automatic
hands-free mode, refer to the Chapter "Using your phone in hands-free
mode", page 14 and the Chapter "Automatic hands-free mode", page 61
respectively.
Put the handset on-hook or press the Correction key.
Ending a call in hands-free mode:
Press the Loudspeaker key.
Notes:
• To find out how to make phone calls with the headset, refer to the Chapter
"Using a headset", page 16.
• To find out how to make phone calls in hands-free mode or in automatic
hands-free mode, refer to the Chapter "Using your phone in hands-free
mode", page 14 and the Chapter "Automatic hands-free mode", page 61
respectively.

Dialling and phoning
eud-1399/1.0 – R1.1 – 07.2011 13
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.
With call preparation you can enter a phone number without it being dialled auto-
matically, so you have time to check the number and, if necessary, correct it. The
number is not dialled until you go off-hook, for example by picking up the handset.
Dialling with redial
You want to call a person you have already called.
In the last-number redial list your phone automatically stores the phone numbers of
the persons you have already called, complete with their names, where available. You
can now call the person in question using this last-number redial list.
The last-number redial list has a maximum of 10 entries.
<Phone number> Enter a phone number in call preparation.
You can use the Correction key to delete any incorrect character.
Pick up the handset or press the Call softkey.
➔The user is called.
Press the Redial key.
➔Redial list is displayed.
Press the redial key several times to scroll through the phone numbers last
dialled.
Pick up the handset.
➔The phone number displayed is dialled.
☛

Dialling and phoning
14 eud-1399/1.0 – 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.
Using your phone in hands-free mode
You want other people to join the conversation or to have your hands free while mak-
ing the call.
The hands-free mode function activates the loudspeaker and the microphone.
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.
Note:
To end a call in open listening mode, you need to press the Loudspeaker key
and hang up the phone. If you merely replace the handset, the phone switches
to the hands-free mode.
During a call:
Press the Loudspeaker key.
➔Open listening mode is active, the Loudspeaker key's LED is lit.
Put the handset on-hook.
➔Hands-free mode is activated.
Notes:
• Make sure the hands-free microphone is not obstructed.
• The sound quality is improved if you set the volume of your phone to a low
setting.
To continue the call with the handset:
Pick up the handset.
➔The loudspeaker and hands-free microphone are now deactivated.
Notes:
• To find out how to make phone calls with the headset, refer to the Chapter
"Using a headset", page 16.
• To find out how to activate the automatic hands-free mode, refer to the
Chapter "Automatic hands-free mode", page 61.

Dialling and phoning
eud-1399/1.0 – R1.1 – 07.2011 15
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.
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.

Dialling and phoning
16 eud-1399/1.0 – R1.1 – 07.2011
Using a headset
To make a phone call with the headset.
If you answer a call using the Headset key, the call is provided on the headset. Alterna-
tively you can also answer the call by picking up the handset.
Answering the call:
Press the headset key.
➔The call is provided on your headset. The Headset key's LED is lit.
Switch between headset and handset:
Pick up the handset.
➔You make your call via handset.
Press the Headset key and put the handset on-hook.
➔Headset mode is reactivated.
Open listening:
Press the Loudspeaker key.
➔The phone’s loudspeaker is activated.
Press the Loudspeaker key a second time.
➔Headset mode is reactivated.
Hands-free operation:
Press the Loudspeaker key, then the Headset key.
➔The phone’s microphone is switched on and the headset microphone is
switched off.
Press the Headset key again.
➔Headset mode is reactivated.
Ending a call:
Press the C-key.
Making a call:
Enter the phone number of the user you want and press the Headset key.
➔The Headset key's LED is lit.
Notes:
• To find out how to connect a headset, refer to chapter "Connecting a head-
set", page 86.
• For more information refer to your headset’s operating instructions.
☛

eud-1399/1.0 – R1.1 – 07.2011 17
Using the display and operating ele-
ments
The following sections explain how to operate your phone quickly and simply.
Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Menu-guided navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Using the display and operating elements
18 eud-1399/1.0 – R1.1 – 07.2011
Display
Display symbols and display text
New events such as a call in your absence, a new message or activated functions
(e.g. Forwarding) are signalled on the display in the idle state by a display text and the
Info key’s LED is lit. You can then use the relevant softkey or the Info key to call up the
information.
The Info key’s LED is lit:
Missed call, new voice message, message, or callback received.
Press the Info key to retrieve detailed information.
-More softkeys available:
Press the
- softkey.
v/ 
v/ <long>
More choice available:
Press the
v or  softkey.
Press and hold down the
v or  softkey to reverse the order of the choice.
Retrieving detailed information:
Press the Info key.
End Deleting the display text:
Press the End softkey.
➔The display returns to the idle state; the function remains activated.

Using the display and operating elements
eud-1399/1.0 – R1.1 – 07.2011 19
Keys
Using the softkey
The 4 softkeys have variable functions. These functions are displayed above the key.
You can also store phone numbers or a function on a softkey (see chapter "Configur-
ing keys", page 69).
Using the Info key
If the Info key's LED is lit red, a call list, messages and/or activated functions are availa-
ble. Using the Info key you can retrieve various information.
Using the expansion key module KPU
The 17 configurable keys of the expansion key module KPU can be operated as the
phone’s other configurable keys.
<Setting value> Press the softkey where the display above shows the function you want.
<long> Keep the softkey held down for a moment (about 2 seconds).
Retrieving detailed information:
Press the Info key.

Using the display and operating elements
20 eud-1399/1.0 – R1.1 – 07.2011
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.
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.
To enter letters using the digit keys, you need to be in text mode ( is displayed). The
text mode is activated automatically if the phone is expecting a text input. Using the
Alpha key you can switch back and forth between number mode and letter mode dur-
ing your input.
- . ? 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> #
Switching between number mode and letter mode during your input:
Press the Alpha key.
ABC