Mitel MiVoice 4223 Office Manual

DIRECTIONS FOR USE
DIRECTIONS FOR USE
MiVoice 4223 Office (DBC 223)
for MiVoice MX-ONE
Marie LundmarkmlundmarkTero SilvennoinenHFEBCBES/DDC

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NOTICE
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© Copyright 2018, Mitel Networks Corporation
All rights reserved

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1 INTRODUCTION
These directions for use describe the user procedures to handle the features available
for the DBC 223 telephone, and for one to four extra key panel(s) DBY 419.
All the procedures, suffix digits, tone messages and times used in this document are
according to the standard application system.
Not all exchanges are equipped with all features. By categorization, it is possible to
vary the number of features assigned to each individual extension. This can affect the
display information. The person (department) responsible for telecommunications in
your organization will inform you which features have been assigned to you.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
This telephone can be used without lifting the handset.
When stated Lift the handset before dialing a procedure or a telephone number you can
dial directly without lifting the handset, 2.8 Loudspeaker function on page 18
This telephone can be equipped with headset, 11.5 Headset function on page 109
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

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TELEPHONE INSTRUMENT DBC 223
2 TELEPHONE INSTRUMENT DBC 223
2.1 DBC 223
Figure 1: DBC 223
The DBC 223 has a rectangular graphic display of 240 * 39 pixels and a handsfree,
headset and loudspeaking function.
The Diversion-key and Call back-key above are default placed on those keys, they can
be moved or removed if you wish.
The headset key will allow you to activate/deactivate the voice transmission mode.
Up to four extra key panels, DBY 419 01, can be connected.

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2.2 DBY 419 01
Figure 2: DBY 419 01
The DBY 419 01 is an extra key panel with 17 extra keys, each one provided with a
LED which can be added to a DBC 223. Up to four DBY 419 01 can be added to a DBC
223.
The extra keys are programmable keys (TNS), and they can be programmed in the
same way as TNS keys on the telephone.
2.3 KEY FUNCTIONS FOR DBC 223
The following are the key-functions for DBC 223:
Diversion
The Diversion-key is used to activate/deactivate diversion and follow-me.
Line 1
The Line 1-key is used for initiating and receiving calls.
Line 2
The Line 2-key is used for initiating calls, and can also be used for receiving calls.

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Inquiry
The Inquiry-key is used only for initiating calls.
Mute
In speech the Mute-key is used to disconnect the microphone. When the
Mute-key has been pressed you can confer and the connected party will not
hear.
In idle, activates the silent ringing.
In ringing, cancels the ringing signal for the current call, and activates silent
ringing for the next call.
Speaker
The Speaker-key is used for handsfree/loudspeaking connection.
Clear
The Clear-key is used to disconnect a call.
Call back
The Call back-key is used to activate call back at busy or no answer.
Function keys
There are 7 function keys with LED that can be used for programming of facilities
or Dial-by-Function key.
Volume +
To control the volume for incoming speech (handset and loudspeaker) and the
ringing volume as well, increasing the level.
Volume -
To control the volume for incoming speech (handset and loudspeaker) and the
ringing volume as well, decreasing the level.
Headset-key
To activate/deactivate the headset mode.
Soft-keys F1-F4
The Soft-keys are used to access different features (the feature changes with the
traffic state).
2.4 TRIPLE ACCESS LINE
Your telephone has two incoming/outgoing lines, Line 1 and Line 2 (your extension
number) and one Inquiry-key on which you can only make calls. You can make or
receive calls on Line 1 and Line 2 by pressing the corresponding key and make calls
by pressing the Inquiry-key. When pressing a line key the previous call will automati-
cally be parked.
You can also have additional lines (additional directory numbers) assigned to keys on
your telephone for making and receiving calls, 9.2 Additional directory number, ADN
on page 85.
The telephone can also supervise other telephones by means of Multiple represented
directory number assigned to a key and from this line key you can make and receive
calls, 9.14 Multiple represented directory number, MDN on page 93.
2.5 DISPLAY
A display text can be terminated by three dots (...) or by exclamation mark (!) and this
means:

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2.5.1 DISPLAY LAYOUT
2.5.1.1 DBC 223
The display on DBC 223 has a rectangular graphical display with 240 * 39 pixels. This
rectangular graphic display is divided in three virtual rows with the same size.
• The first row is used to indicate own extension name and number and also time
and date information in idle state. It is also used to show traffic information.
• The second row is used to indicate traffic cases information.
• The last row is used to indicate soft-key information (2.6 Soft-keys on page 12).
Incoming call information is displayed if the call is addressed to your own access line,
to the additional line or to a supervised extension (9.14 Multiple represented directory
number, MDN on page 93).
The name has higher priority to the number. Generally, name and number are
displayed in the same field, the first, left aligned and the second, right aligned. A 20
character name will be displayed and the remaining space in the field will be used to
display as many digits of the number as possible. If it is clearly expected that a 20-char-
acter name will not leave any space to display the number, a 10-character name will
be displayed (according to the name presentation rules: show first name/show second
name). If the number of digits that can be displayed is less than 5, the number is not
shown at all. If there is neither name nor number, a text string will be shown instead:
corporate/external/anonymous
The following two figures cover all the fields defined for the DBC 223.
The information to be displayed in each field is:
FIELD 1 -
In idle, OWN DIRECTORY NAME and OWN DIRECTORY NUMBER. During
traffic, additional information (CALLED NAME and/or NUMBER). If there is no
additional traffic information, last PARKED NAME and/or NUMBER is displayed.
Call progress and display messages.
FIELD 2 -
Call progress and display messages.
FIELD CALENDAR -
Calendar information. Incoming calls (CALLING NAME or NUMBER) in register
or speech state.
... Functions are available for the user or an activity is ongoing. Example: if the text
Busy... is shown, the user can make call back. If the text Calling... appears, the user
knows that connecting is ongoing.
!Feedback on an action that cannot be performed by the system. Example: if the text
Congestion! is shown, there is nothing the user can do but trying later.

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FIELD TIME -
Time.
FIELD DATE -
Date or timer is displayed.
FIELD ICONS -
Idle icons.
FIELD SKG -
Soft-key information or idle string. Hospitality info string.
FIELD 1 COMPLETE -
Incoming calls (CALLING NAME and/or NUMBER) in register or speech state,
with no additional info to be displayed. ACD queue information.
FIELD 1 1ST HALF -
FIELD 1 2ND HALF -
FIELD 2 COMPLETE -
NAME and/or NUMBER for DIALED, CALLED, CONNECTED, ANSWERING
position.
FIELD 2 1ST HALF -
FIELD 2 2ND HALF -
OWN DIRECTORY NAME/NUMBER when ACD queue is displayed.
FIELD SKG -
Soft-key information or idle string. Hospitality info string.
2.5.2 DISPLAY MESSAGES WHEN THE TELEPHONE IS IDLE
2.5.2.1 Normal
The time and date information is shown on the first row and also your own directory
name and number.
In the example below your own directory number is 40345 and your own directory
name is N.Amstrong.

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2.5.2.2 Diverted
The diversion information is shown on the second row and your own directory number
is displayed on the first row on DBC 223.
In the example below your own directory number is 40345 and your own directory
name is N.Amstrong, and you have diverted your call to 40174.
2.5.2.3 Display Text
The text received from CSTA is shown on the second row and your own directory
number and own directory name is displayed on the first row on DBC 223.
The display text from CSTA has higher priority over the display information of other
features like Direct Diversion or Follow Me.
In the example below your own directory number is 40345 and your own directory
name is N.Amstrong and display text received from CSTA is "You have 2 messages"

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2.5.3 DISPLAY MESSAGES WHEN MAKING AN OUTGOING CALL
2.5.3.1 Normal
The traffic state information that is indicated as a text and the called name and number
information are indicated on the second row on DBC 223.
In the example below the user is calling an extension with number 40345 (R.Towers)
which is free.
2.5.3.2 Diverted
The name of the dialed number and the reason for the diversion are indicated on the
first row and the answering party's name is shown on the second row on DBC 223.
In the example below the user has dialed number 40345 (not shown) with dialed name
R.Towers, which has direct diversion to number 40174 (P.Hill). The text >Direct is an
abbreviation for direct diversion.

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2.5.4 DISPLAY MESSAGES FOR AN INCOMING CALL
2.5.4.1 Normal
The calling party's number and name are indicated on the second row on DBC 223.
Number information will be displayed as a flashing number. The calling name, if it is
available, will be displayed steadily.
In the example below, number 40353 (R.Towers) is the calling party and 43345
(N.Amstrong) is the own directory number.
2.5.4.2 Diverted
The diverting extension number and the reason for the diversion are indicated on the
first row and the calling party's number and name (if it is available) are indicated on the
second row as a flashing number information on DBC 223.
In the example below 40345 (R.Towers) has dialed P. Hill which has direct diversion to
your extension. The text >Direct is an abbreviation for direct diversion.

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2.5.5 DISPLAY MESSAGES WHILE MAKING AN INQUIRY CALL
The last parked party name is displayed on the first row with a corresponding text and
the inquiry call connection information is displayed on the second row on DBC 223.
In the example below extension R.Towers is parked while the user is connected to
number 40174 (P.Hill).
2.6 SOFT-KEYS
The function of the soft-keys is to indicate for you which features are available from
your telephone at a certain traffic case (that is, idle, busy, calling... and so on). You can
request any of the available features by pressing the corresponding soft-key.
The keys F1, F2, F3 and F4 are called soft-keys and they have their functions changed
according to the traffic state and categories. The current functions for the F1-F4 keys
are shown on the third row of the display for the DBC 223.
When there are more than four available functions, different levels are needed in order
to show all of them. In this case the keys F1, F2 and F3 are used to provide the func-
tions, leaving the F4-key for navigation through the different levels. Usually the F4-key
provides the more... option to reach the next level, except for the last level where there
is a Return option to get back to the first level. The available functions are displayed in
a established order, that is, the functions have different priorities.
2.6.1 EXAMPLE OF SOFT-KEY INFORMATION
2.6.1.1 Extension is idle
In this example the telephone which has directory number 43345 is idle. The last row
indicates that the functions available in the first level are missed calls (F1), phone book
administrated by the system administrator (F2) and absence services (F3). The key F4
has the more... option because there are more available functions in a second level.

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The soft-key more... has been pressed. The last row indicates that the functions avail-
able in the second level are authorization code (F1), lock (F2) and Free seating logon
(F3). The key F4 has the more... option because there are more available functions in
a third level.
The soft-key more... has been pressed. The last row indicates that the functions avail-
able in the third level are timer (F1), redial (F2) and hide the soft-key menu (F3). The
key F4 has the Return option to come back to the first level because this is the last
one.
Note: The soft-key information depends on the traffic case, the system priorities and
the extension categories. Because of this the available functions displayed on
each level can change significantly.
2.6.2 SUMMARY OF THE SOFT-KEY FUNCTIONS
The following are all the functions that can be provided in the soft-keys:
+ / - To increase or decrease the display contrast
Absence Absence service
Account Account Code
Activate Activate service (Absence service)
AddMember Make an Inquiry call to add a new member into the Conference
Authority Authorization Code
Back Return to previous level (PhoneBook, Absence service or
Programming Melody)
Call Dial the displayed number (PhoneBook or CallList)
CallBack Request Call Back
CallList Show list of logged calls
CallPager Call to Pager
CallPickUp Request Individual Call Pick Up
CallWaiting Request Call Waiting

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CancelDND Deactivate Do not Disturb service
Change To change a setting
Clear Clear all the dialed digits when entering different codes or numbers.
Also reset the Timer (Not available to reset the timer, when automatic
timer is set)
CommonHold Request Common Parking
Conference Request Conference
Conf/Transf Make an Inquiry call as a first step to Conference or Transfer initiation
Connect Connect (Data Mode)
CostInfo Display Cost Information
Deactivate Deactivate service (Absence service)
Delete Delete last dialed digit when entering different codes, characters or
numbers. Also delete the displayed number in CallList.
Details Details of profile (Absence service)
DialICS Call to message diversion position
Down Show the next element (several features)
Enter Send dialed code or number
Exit Exit (several features)
Find Find (PhoneBook, level 1)
ForcedRel Force the call release of the party connected to the intruded one
GrpPickUp Request Group Call Pick Up
HideMenu Hide Soft-key Menu
Intrusion Request Intrusion
Lock Lock the telephone
LogOn Freeseating Log On
LogOff Freeseating Log Off
Missed Show new missed calls (the number is displayed before)
more ... Display more Soft-key functions
Next Next stored call (CallList)
NoDiversion Cancel Diversion services (except Div on busy, no reply)
Open Unlock the telephone
PhoneBook Access to directory function (PhoneBook, level 1)
PhoneSet Access to the telephone settings
Program Enter into programming mode
Qualify Call qualification (ACD agent)
Queue Display ACD queue information
Redial Last external number redial
Return Return to first level in the Soft-key information
Save&Exit To save local settings and exit the menu.
Select Select an option (several features)
ShowDate Show Date when Timer is being displayed
ShowMenu Show Soft-key Menu
ShowTimer Show Timer when Date is being displayed

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2.6.3 TO REQUEST A TELEPHONE FEATURE BY USING A SOFT-KEY
By pressing a soft-key, you invoke the corresponding feature. Refer to the corre-
sponding chapters for further information about the features.
2.7 SOFT-KEYS MENU FUNCTIONS AND ABSENCE
SERVICES
2.7.1 SOFT-KEYS MENU FUNCTIONS
The Menu function is only available when the telephone is idle or if the timer function
is activated.
2.7.1.1 Menu function while in idle state
When the telephone is in idle state, there is an option of displaying either an idle
message or a soft-key information on the last row. The idle message is a message
defined by the system administrator for the whole exchange.
The selection of the type of message shown during idle state is controlled by the
soft-keys ShowMenu and HideMenu functions.
While the telephone is in idle state and the display shows an idle message:
• Press the soft-key ShowMenu and the display (last row) shows the soft-keys
available during idle state.
While the telephone is in idle state and the display shows the soft-key information:
• Press the soft-key HideMenu and the display shows the idle message.
The MENU soft-keys functions have a bistable function. That is, if the display is set to
show an information during idle (either idle message or the soft-key information), it will
always show the same information whenever the telephone reverts to idle state.
2.7.2 SOFT-KEY ABSENCE SERVICES
The soft-key Absence appears in idle or idle clerical time state. The Absence function-
ality allows the user to select one of the absence services presented in a list format.
When an absence service is selected then the user will be required to introduce addi-
tional information to carry out the service. Finally the user will have confirmation about
the performed service. Once the absence service has been activated a soft-key (in idle
Space Insert a whitespace character (PhoneBook, level 1)
Start Start the Timer (Not available when automatic timer is set)
Stop Stop the Timer (Not available when automatic timer is set)
Timer Enter the Timer function
Tones End to end DTMF
TraceMalC Request Malicious Call Tracing
Transfer Make transfer between two calls
Up Show the previous element (several features)

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state) allows the cancellation of the service. Depending on the active services this
soft-key is called NoDiversion or Cancel DND
All the services offered by this soft-key Absence are:
• Select Profile
• Direct Diversion to nnnn*
• Follow Me
• Absence reason
• External Follow Me
• Do not Disturb
• Diversion on no answer to nnnn*
• Diversion on busy to nnnn*
*nnnn Current number is shown
The display with the absence services has the following appearance:
Figure 3: Display, soft-keys from idle state.
xxx: soft-key not relevant for this example.
Once the soft-key Absence is selected:
Figure 4: Display, after selecting Absence. Directory number 3000 is just an
example.
If a service is available it is displayed in a 100% grey scale. Otherwise, the option will
be displayed in a softer grey scale (30%).
After pressing the soft-key Down three times:

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Figure 5: Display, scroll down in absence list.
After pressing the soft-key Down two times:
Figure 6: Display, scroll down in absence list.
After pressing the soft-key Down two times:
Figure 7: Display, scroll down in absence list. Directory number 3000 is just
an example.
Four soft-key options are available when the Absence list is shown. In the first soft-key
two possibilities:
• The soft-keys Activate or Deactivate for the following services: Direct Diversion,
Diversion on busy, Diversion on no answer and Do Not Disturb. The soft-key is
dependent on the state of the service on the telephone.
• The soft-key Select the services which need more information to be entered:
Select Profile, Follow Me, Absence reason and External Follow Me.
The soft-keys Up and Down allow scrolling through the list. The soft-key Exit allows
leaving the programming absence functionality.

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2.8 LOUDSPEAKER FUNCTION
2.8.1 WARNING TONE
Note: Not applicable.
2.8.2 HANDSFREE
This function offers you the possibility to dial and monitor the progress of a call as well
as having a conversation without using the handset.
2.8.2.1 To make calls
• Dial the wanted number.
• Press the Clear-key to finish your call.
2.8.2.2 To receive calls
• Press the Line 1 or the Line 2-key or any other key that indicates a call.
2.8.2.3 To change from handsfree to handset
• Lift the handset.
2.8.2.4 To change from handset to handsfree
• Press the Speaker-key.
• Replace the handset.
2.8.2.5 To change from handsfree to headset
• Press the Headset-key.
2.8.2.6 To change from headset to handsfree
• Press the Speaker-key.
• Press the Headset-key.
2.8.2.7 To clear the call
• Press the Clear-key.
2.8.3 CALL PROGRESS MONITORING
Note: Not applicable.

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2.8.4 LOUDSPEAKING
This function offers you the possibility of speaking in the handset and at the same time
letting the conversation be heard in the loudspeaker.
2.8.4.1 To make calls
• Lift the handset.
• Press the Speaker-key.
• Dial the wanted number.
• Wait for answer.
2.8.4.2 To change from loudspeaking with handset to handset
• Press the Speaker-key.
2.8.4.3 To change from handset to loudspeaking with handset
• Press the Speaker-key.
2.8.4.4 To change from loudspeaking with handset to loudspeaking with headset
• Press the Headset-key.
2.8.4.5 To change from loudspeaking with headset to loudspeaking with handset
• Lift the handset.
2.8.4.6 To clear the call
• Press the Clear-key.
2.9 TONES AND RINGING SIGNALS
2.9.1 TONE CHARACTERISTICS
The different tone signals sent from the exchange to your telephone are as follows:

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2.9.2 RINGING SIGNALS
The following types of ringing signals are described: