Aastra Dialog 4422 IP Office User manual

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Dialog 4422 IP Office

IP Telephone for MD Evolution

User’s Guide

EN/LZTBS 102 1953 R81A

3MD Evolution – Dialog 4422 IP Office

Table of Contents

Welcome .......................................................... 5

Important User Information ............................... 7

Introduction to Your Extension .......................... 8

Logging In and Logging off Your Extension ..... 17

Operations for Incoming Calls ........................ 22

Operations for Outgoing Calls ........................ 26

Operations during a Call ................................. 37

Call List .......................................................... 47

Call Forwarding Services ................................ 51

Voice Mail Services ......................................... 62

Group Services .............................................. 80

More Features of Your Extension .................... 90

Physical Programming of Your Extension ........ 96

Programming Your Extension’s Services ...... 104

Attendant-Based Services ............................ 108

Services Reserved for Attendants ................. 114

QSIG-MD Private Network Services ............. 123

Installing Your Extension ............................... 127

Your Extension’s Accessories ....................... 132

IP Declaration and Start-Up of

Your Extension ............................................. 135

Index ............................................................ 143

Quick Reference Guide ................................ 148

5MD Evolution – Dialog 4422 IP Office

Welcome

Welcome to the User’s Guide for the Dialog 4422 IP Office used

with the MD Evolution communication system. This includes the

MD Evolution M, MD Evolution XL, MDE Mi and MDE Xli models.

The features described in this guide relate to version R8.0A or later

of the MD Evolution communication system. Certain services may

not be available in older system versions and/or may be protected

by a software key.

This guide describes services for the MD Evolution communication

system as well as the Dialog 4422 IP Office phone, with normal default

programming.

In terms of the service rights for your specific extension, there may

be some discrepancy in the manner in which your own phone will

operate. For more information, or if a problem arises, contact your

system administrator.

The latest version of this user guide can be downloaded from:

http://www.aastra.com

Notes:

The Dialog 4422 IP Office is an IP telephone that is in

compliance with standard H.323; it may only be used with

a private branch exchange and a local area network (LAN)

that are compatible with this type of telephone.

The Dialog 4422 IP Office is compatible with DHCP (Dynamic

Host Configuration Protocol) service for determining the IP

addresses for the terminals connected to a LAN.

Welcome

MD Evolution – Dialog 4422 IP Office6

Copyright

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´s homepage, 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.

7MD Evolution – Dialog 4422 IP Office

Important User Information

Safety instructions

Save these instructions.

Read these safety instructions before use!

Note: When using your telephone or connected equipment,

the following basic safety precautions should always be

followed to reduce risk of fire, electrical shock and other

personal injury.

• Follow instructions in the equipment’s user guide or other documentation.

• Always install equipment in a location and environment for which it is

designed.

• For mains powered telephones: Only operate with the mains power

voltage indicated. If you are uncertain of the type of power supplied to the

building, consult property management or your local power company.

• For mains powered telephones: Avoid placing the telephone’s power cable

where it can be exposed to mechanical pressure as this may damage the

cable. If the power supply cord or plug is damaged, disconnect the product

and contact qualified service personnel.

• Headsets used with this equipment must comply with EN/IEC 60950-1

and for Australia AS/NZS 60950:1-2003.

• Do not make any changes or modifications to equipment without seeking

approval from the party responsible for compliance. Unauthorized changes

or modifications could void the user’s authority to operate the equipment.

• Do not use the telephone to report a gas leak in the vicinity of the leak.

• Do not spill liquid of any kind on the product or use the equipment near

water, for example, near a bathtub, washbowl, and kitchen sink, in a wet

basement or near a swimming pool.

• Do not insert any object into equipment slots that is not part of the product

or auxiliary product.

• Do not disassemble the product. Contact a qualified service agency when

service or repair work is required.

• Do not use a telephone (other than cordless type) during an electrical storm.

Disposal of the product

Your product should not be placed in municipal waste. Please check local

regulations for disposal of electronic products.

Introduction to Your Extension

MD Evolution – Dialog 4422 IP Office8

Introduction to Your Extension

Dialog 4422 Extension Features

1Display

Your extension features a display screen that is 128 x 25 pixels, or

2 lines high x 25 characters wide, depending on the font used. See

also the “Display Information” section.

Message 2Message Key

When your facility uses integrated voice mail, this fixed function key

indicates when you have received a message in your mailbox.

Pressing this key enables you to directly access your facility’s voice

mail. See also the “Voice Mail Services” section.

9MD Evolution – Dialog 4422 IP Office

Introduction to Your Extension

Transfer 3 Transfer Key

This fixed function key transfers a call on your extension between

two online calling parties. See also the “Operations during a Call”

section.

Ô 4Line Keys

Your extension features three (3) line keys that enable you to

process up to three (3) incoming and outgoing calls simultaneously.

The first two keys, L1 and L2, are standardised, multi-usage lines,

while L3 is reserved for outgoing calls. See also the “Operations for

Incoming Calls”, “Operations for Outgoing Calls”, and the

“Operations during a Call” sections.

Settings 5 Settings Key

This fixed function key enables you to access the physical program-

ming of your extension in order to manage its repertory keys, the

ring melody and volume, loudspeaker volume, etc. See also the

“Physical Programming of Your Extension” section.

Call-Fwd 6Call-Fwd Key

This fixed function key enables you to activate variable call forwarding

that was pre-defined on your extension. It also enables you to de-

activate or cancel any type of active call forwarding on your extension,

pre-defined or defined on a case by case basis. The associated

LED indicates your extension’s call forward status. See also the

“Call Forwarding Services” section.

Call List 7Call List Key

This fixed function key enables you to access your extension’s call

list – the file that automatically saves all of your extension’s incoming

and outgoing calls. The associated LED indicates incoming calls

that have not yet been answered nor consulted. See also the “Call

List” section.

Ô 8 Programmable Repertory Keys

Your extension features two (2) repertory keys that can be

customised for making specific internal or external calls, or for direct

access to certain services. See also the “Physical Programming of

Your Extension” section.

É 9 Mute Key

This key enables you to activate or deactivate your extension’s

handset microphone during an ongoing call. It also controls your

extension’s silent ringing function. See also the “Operations for

Incoming Calls”, and “Operations during a Call” sections.

Introduction to Your Extension

MD Evolution – Dialog 4422 IP Office10

Â 10 Loudspeaker Key

This key enables you to activate or deactivate your extension’s

loudspeaker and its amplified listening feature during an ongoing

call. Moreover, you are also required to press this key to validate

any dialling or programming that takes place on your extension.

See also the “Operations for Incoming Calls”, “Operations for

Outgoing Calls”, and the “Physical Programming of Your Extension”

sections.

ì 11 Volume Control Keys

During a call, these two keys control the listening volume on your

loudspeaker or handset. When an incoming call is ringing, these

keys also control the ring volume for your extension. These also

serve as navigation keys when you are programming your extension

or consulting the call log file. See also the “Operations during a

Call”, “Call List” and “Physical Programming of Your Extension”

sections.

í 12 “C” Key (Clear or Erase)

This key ends an incoming or outgoing call, or a current program-

ming function. See also the “Operations for Incoming Calls”,

“Operations for Outgoing Calls”, and the “Physical Programming of

Your Extension” sections.

Í 13 Headset Key

Pressing this key toggles between the handset calling mode and

headset operation. There is a headset jack on the underside of your

extension. See also the “Your Extension’s Accessories” section.

14 Location of the Loudspeaker

For dialling without lifting the handset and speakerphone modes,

your extension is equipped with a loudspeaker. See also the

“Operations for Outgoing Calls”, and “Operations during a Call”

sections

15 Handset

Your extension features a speakerphone function.

11MD Evolution – Dialog 4422 IP Office

Introduction to Your Extension

Extension LEDs

Most of your telephone’s fixed function keys, line keys and program-

mable repertory keys feature an LED.

Each LED indicates the status of a current call or the status of the

service associated with the corresponding function key.

Status Meaning

Ô

Off

No call is processed on the line key,

or the service associated with the

function is inactive.

ÕÔ

On

There is a call on the line key, or the

service associated with the function

is active. For the Call-fwd key, this

indicates that the extension’s pre-

defined variable call forwarding for

this key is active.

ÖÔ

Slowly flashing

A call is ringing on the line key. For

the Call-fwd key, it indicates that a

variable call forwarding for the

extension, programmed on a case

by case basis, is currently active.

ÖÔ

Quickly flashing A call is holding on the line key.

Introduction to Your Extension

MD Evolution – Dialog 4422 IP Office12

Display Information

The step-by-step instructions displayed on your extension’s screen

explain how to use your telephone.

When your extension is inactive, the first line on the screen displays

the date and time; the number for the user who is currently signed

on to the extension is displayed on the second line.

When applicable, the second line displays different information con-

cerning the activation status of certain services for your extension

(also see details to follow).

When you place an internal call, the called party’s name and

extension number are displayed on the screen’s second line.

Statuses such as free, busy, etc. are displayed on the first line.

When you place an external call, the called party’s number and

possibly name are also displayed on the second line.

In the same way, when you receive a call, the second line displays

the caller’s name and number (under the condition that it is con-

nected to an ISDN-type network for an external caller). The first line

provides information concerning the way that this incoming call

was obtained – directly or by transfer.

During a call, while the caller’s name and number remain displayed

on the second line, a new incoming call may also be presented to

you on the first line.

15:49 05 jun 2008

CS GC 405

FREE

WESSON Paul 407

TRANSF FROM WESSON P

AASTRA France 77500

MARTIN Vincent 423

WESSON Paul 407

13MD Evolution – Dialog 4422 IP Office

Introduction to Your Extension

When an internal call is placed from your extension, the screen

displays the status of the called party as one of the following:

FREE • The party you are calling is free.

RING • The party you are calling is already being rung by a third party.

WAIT • The party you are calling is busy, but your call may be placed on

camp-on (multi-line extension).

BUSY • The party you are calling is busy, and it is not possible to place

your call on camp-on (single-line extension).

CONGESTED • The line you are calling is congested, therefore it is not possible

to place your call on camp-on.

Invalid number • The number dialled is invalid.

End of call • The party you called has ended this call.

When a service is either activated or deactivated, the system’s

acceptance or refusal is also displayed on the screen:

CALL FWD …

ACCEPTED

• Your call forward programming has been accepted.

CANCEL ACCEPTED … • Your call forward cancellation has been accepted.

Accepted service • The request for service has been accepted.

Denied service • The request for service has been denied.

When the extension is idle, the screen also displays the information

relating to the activation of certain services:

C • If your extension is part of a group (main), the letter C indicates

that the group is currently closed and is not accepting any in-

coming calls.

S • If your extension is part of a group (main), the letter S indicates

that you are on stand-by with the group. Your extension will only

receive your personal calls.

GC • The GC group indicates that your extension is in general calls

acceptance mode, and serves as an auxiliary attendant extension.

Other information concerning the activation of certain services for

your extension are represented by the following icon, which

indicates the volume level when setting your extension’s ring

volume when idle, or the loudspeaker or handset listening volume

during a call.

15:49 05 jun 2008

CS GC 405

Introduction to Your Extension

MD Evolution – Dialog 4422 IP Office14

Other icons may be displayed when you process or program the

call list for your extension. Within the context of this call list:

• This icon indicates a new incoming call that has not been

answered, and that you have not yet retrieved.

• This icon indicates a new incoming call that has not been

answered, but that you have retrieved.

• This icon indicates a processed incoming call.

• This icon characterises all outgoing calls.

Within the context of programming your extension:

• This icon identifies the programming option that was validated

within a list of possible options.

• This icon characterises all other options.

A scroll bar is also displayed if the list of programming options or a

list of available information exceeds your extension’s display

capacity.

11:56 24 jun

WESSON Paul 407

15MD Evolution – Dialog 4422 IP Office

Introduction to Your Extension

Tones, Voice Announcements, and Ring

Ton e s

Over and above visual information displayed on your extension’s

screen and LEDs, there are also various tones, voice announce-

ments and ring tones that signal the status of your extension, or

certain associated services.

The tones heard are applicable under the following conditions and

with the following timing and frequency:

Normally, the following voice announcement (or voice guide) is

provided under the following condition:

Your extension also offers a selection of 10 different ring melodies

and 10 different ring volume levels. See also the “Physical

Programming of Your Extension” section.

Internal dial tone • Heard each time the handset is picked up from your extension

(excluding all activated special services).

330 Hz Continuous

Ringback tone • Heard when you call an extension that is free.

424 Hz 1,5 sec. On/3,5 sec. Off

Call on-hold or call camp-

on tone

• Heard when you call an extension that is busy and your call

has been placed on automatic camp-on, or when your call is

placed on-hold by a third party set.

424 Hz 2 consecutive beeps,

repeated every 5 seconds.

Busy tone • Heard when you call an extension that is busy, but automatic

camp-on is not possible for your call, or when a service request

on your extension is refused.

424 Hz 0,5 sec. On/0,5 sec. Off

Call waiting presentation

tone

• Heard when you receive a new call, when your extension is

already busy.

Ring signal Only 1 ring signal, not repeated

Intrusion or call offer tone • Heard when a third party – typically an attendant – intervenes

during your current call.

424 Hz 2 consecutive beeps, repeated every

1,4 seconds.

Service Acceptance tone • Heard when a request for service is accepted on your

extension.

Melody Multi-toned melody – continuous.

Appointment reminder

notification

• Heard following your response to an appointment reminder,

this announcement indicates the nature of this automatic system

call. See the “More Features of Your Extension” section.

Message: “It’s time for your appointment.”

Introduction to Your Extension

MD Evolution – Dialog 4422 IP Office16

This ring is distinctly cadenced, according to whether the incoming

call is an internal or external call. The cadence is faster for an internal

call.

Note: Your facility also usually provides integrated on-hold

music, to which every external calling party either placed on

hold or parked will be connected.

17MD Evolution – Dialog 4422 IP Office

Logging In and Logging off Your Extension

Logging In and Logging off Your

Extension

The first time your extension is connected (see the “Installing Your

Extension” section), it is initially in a logged off or locked status, and

can not be used. It is not possible to place or receive any calls,

except for an SOS emergency call.

You must first connect or log in to your extension using your

extension number – if necessary – and your user password. These

two elements comprise your user signature.

After doing so, your extension now passes to a logged in or unlocked

status, so you will obviously be able to receive and place calls, and

use all of the services assigned to your user profile.

You may choose to keep your extension in a logged in status. Or,

you may decide to log off during your absences, typically at night,

and log back on when you return, typically in the morning.

Logging off when you are going to be absent prevents any third

party from using your user profile. When you log off your extension,

all of the user profile data that is saved on your extension – most

particularly repertory key allocation – is no longer accessible by

anyone. This is also true of the call list on your extension.

You also have the advantage of being able to log on to any IP exten-

sion in your facility – either a Dialog 4425 IP Vision or a Dialog 4422

IP Office extension – as long as you have logged off your own

extension.

On this third party set, you will have access to your own user profile

that can be used just as it would if you were at your own extension

(see details to follow).

Logging In and Logging off Your Extension

MD Evolution – Dialog 4422 IP Office18

Signing or Logging on to Your Extension

When your extension (or a third party set) has a logged off status,

the following screen is displayed, indicating the extension number

for the last user who logged on.

Supposing that this was your own extension number, to log on:

Â Press the Loudspeaker key on your extension.

The extension asks you to enter your user password.

PASSWORD z Enter your user password.

By default, your user password is “1234”, however you may have

modified it. See the “Programming Your Extension’s Services”

section.

Â Once again, press the Loudspeaker key on your extension.

If your password is correct, your extension now proceeds to a logged

in or unlocked status, and displays the idle screen as illustrated

below, with your name and extension number visible on the screen’s

second line.

If your password is incorrect, your log in is refused, and you must

restart the procedure.

Now, you may use your extension according to the user profile

associated with your signature.

Note: In relation to your user password, it is very important

that you modify it, to ensure the confidentiality of the data

that is saved on your extension. If you ever forget your pass-

word, you can request that it be re-initialised, either by a

facility attendant, or by the system administrator.

For SOS calls, dial 9

Log on with: 405

Enter password:

_

15:49 05 jun 2008

405

19MD Evolution – Dialog 4422 IP Office

Logging In and Logging off Your Extension

Locking or Logging off Your Extension

When your extension is idle, as in the screen illustrated above:

í Press the “Clear” or C key on your extension.

You are asked to confirm your desire to log off your extension.

Â Press the Loudspeaker key on your extension.

Your extension is returned to the logged off or locked status, as

illustrated below. Now, only an SOS emergency call may be placed

from this extension (see details to follow).

Signing or Logging on to a Third Party Set

(Free Seating)

You can use a third party set for your calls, as long as you have

logged off from your own extension. This is also referred to as “Free

Seating”.

To take advantage of this feature, from a third party set that is

logged off:

í Press the “Clear” or C key on your extension.

The extension number for the last user who logged on to the third

party set is deleted, and the extension prompts you to enter your

own extension number.

STATION NO z Dial your own extension number.

15:49 05 jun 2008

Log off?

For SOS calls, dial 9

Log on with: 405

For SOS calls, dial 9

Log on with: 437

For SOS calls, dial 9

Log on with: _

Logging In and Logging off Your Extension

MD Evolution – Dialog 4422 IP Office20

Â Press the Loudspeaker key on the extension.

You are then prompted to enter your user password, just as if you

were logging on to your own extension (see previously mentioned

details).

If your signature – your extension number and password – is correct,

the third party set now passes to a logged on or unlocked status,

and displays the idle screen with your name and extension number

visible on the screen.

Now, you may use this extension according to the user profile

associated with your signature. Your user profile includes:

• Your extension’s repertory keys. You will find the keys pro-

grammed identically to those on your own extension, with status

LEDs for either the third party sets or the possible associated

active services.

•All of the service settings that are currently either active or

inactive for your extension. In this way, you will find the status

of your extension in relation to the general call acceptance

services and stand-by mode for the various ICD groups to

which your extension belongs. You will also find your extension

settings concerning possible call forwarding and appointment

reminder services. The views associated with these services are

also displayed on the third party set screen or its Call-fwd (call

forward) key.

• Notification that you have new messages in the mailbox

associated with your extension, when applicable. This service

will be indicated on the third party set’s message key.

• All of the other services assigned to your extension number.

You will find them exactly as you would if you were using your

own extension.

Of course, you also have access to all central services available to

all of your facility’s extensions. For more details, see the rest of this

guide.

Notes:

The physical characteristics of this extension, such as the

melody, ring volume, loudspeaker volume, display contrast,

etc., remain as previously established for the third party set.

You will recover your complete user profile when you sign

on to another Dialog 4422 IP Office (as described), or on a

Dialog 4425 IP Vision.

Please note: when you sign in to a third party set, it will lose

its call list (calls log file); whenever someone signs in with an

extension number other than the one previously used, the

call log file is automatically reinitialised. In the same way, this

is also true when a third party signs in to your extension.

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Aastra Dialog 4422 IP Office User manual

Aastra Dialog 4422 IP Office User manual

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