AASTRA 4187 User Guide

Dialog 4187 Plus

BusinessPhone Communication Platform

User Guide

Cover Page Graphic

Place the graphic directly on the page, do not care about putting it in the text flow. Select Graphics > Properties and make the following settings:

• Width: 15,4 cm (Important!)

• Height: 11,2 cm (May be smaller)

• Top: 5,3 cm (Important!)

• Left: -0,3 cm (Important!) This text should then be hidden.

BusinessPhone – Dialog 4187 Plus2

Table of Contents

page

Welcome ..........................................................4

Description ....................................................... 8

Safety Instructions ..........................................13

Incoming Calls ............................................... 14

Outgoing Calls ...............................................16

During Calls ....................................................27

Call Forwarding .............................................. 35

Absence Information ......................................41

Mailbox System ..............................................45

Group Features ..............................................54

Other Useful Features .....................................57

Security ..........................................................66

Least Cost Routing ........................................68

Settings ..........................................................69

Accessories ...................................................88

Useful Hints ....................................................90

Installation ......................................................91

Troubleshooting ..............................................96

Glossary .........................................................97

Index .............................................................. 99

Table of Contents

3BusinessPhone – Dialog 4187 Plus

Welcome

Welcome to the User Guide for the Dialog 4187 Plus in the BusinessPhone Communication Platform from Aastra. The BusinessPhone Communication Platform consists of BusinessPhone 50, BusinessPhone 128i, and BusinessPhone 250.

The features described in this User Guide are related to version 8.0 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 features of the BusinessPhone Communication Platform and the Dialog 4187 Plus 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

BusinessPhone – Dialog 4187 Plus4

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

5BusinessPhone – Dialog 4187 Plus

Welcome

Important User Information

Safety 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: 2000.

• 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.

BusinessPhone – Dialog 4187 Plus6

Welcome

• 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.

• The handset may attract and retain small metal objects in the earcap region.

Disposing of the product

• Your product should not be placed in municipal waste. Please check local regulations for disposal of electronic products.

7BusinessPhone – Dialog 4187 Plus

(bottom side)

2 3 4 5

6 7 8 9

12 13

Description

BusinessPhone – Dialog 4187 Plus8

1Display

2x24 characters. See section “Display Information” on page 11.

2Alarm

To set or view an alarm. See section “Alarm” on page 57.

3 Scroll left

Scroll left in redial list, menus and Phonebook.

4 Scroll right

Scroll right in redial list, menus and Phonebook.

5 Phonebook

To access the integrated telephone directory. See section “Phonebook” on page 21.

6Program

a. To activate the programming mode. b. To show the duration of the last incoming call. See section “Call

Timer” on page 34.

7Delete

a. To delete the last entry, and backspace function. b. To cancel an alarm. See section “Alarm” on page 57.

8Pause

Not used in conjunction with the BusinessPhone Communication Platform.

Description

9Call List

The last 50 dialled/received numbers are stored for redialling. See section “Call List” on page 18.

10 Message Waiting

A flashing light indicates a waiting message. See section “Mailbox

System” on page 45.

11 Programmable keys

Ten keys (including the Message Waiting key) for storing frequently called numbers. You can store two numbers per key, see section “Dial-by-Name” on page 26.

12 Mute

a. Switch microphone in handset, headset or handsfree

microphone on or off. See section “During Calls” on page 27.

b. Mute ringing tone in idle mode temporarily.

See section “Mute” on page 28.

13 Loudspeaker key

For handsfree mode. See section “During Calls” on page 27.

9BusinessPhone – Dialog 4187 Plus

Description

14 Headset key

See section “Headset” on page 88.

15 R-key

To make an inquiry, to transfer a call or to establish a conference, see section “During Calls” on page 27.

Note: Sometimes it is necessary to change the flash time for the R-key, see section “Flash Time” on page 78.

16 Volume control

To adjust the volume for the handset, headset and loudspeaker. See section “Handset, Loudspeaker and Headset Volume” on page 70.

17 Microphone

18 Loudspeaker

19 Prog On/Off switch

To enable or disable the program key. See section “Settings” on page 69.

20 Message Waiting switch

To switch the Message Waiting indication on or off. Also used to reverse the polarity in case of crossed line cables. See section “Settings” on page 69.

21 Data port

To connect a modem, PC or other telephone equipment.

22 Handset with hearing aid function

Please note: The handset may attract and retain small

metal objects in the earcap region.

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Description

SMITH 4711

12-05 11:55

SMITH 4711 00:01:53

00043181100

222811005446

12-05 11:55

SMITH 4711 00:01:23

222811005446

HEADSET PRESET

Display Information

The display gives you visual feedback on all actions that you perform. When your phone is idle, the upper line shows your name and extension number (if programmed, see section “Teleph o n e ID” on page 74). The lower line shows the date and the time.

During an outgoing call, the display shows the dialled number in the lower row on the right and when the call is established also the Call Timer in the upper row on the right:

When an incoming call is ringing on your phone, the display shows the caller’s number in the upper row on the right. The caller’s number can be an internal or an external number if provided by the network provider. If no external number is provided the internal number of your trunkline is displayed.

When answering the call, the display shows the caller’s number on the lower row on the right and the Call Timer in the upper row on the right. If the caller’s number is stored in the integrated Phonebook, the number will be replaced by the dedicated name.

Your display also assists you during programming by showing the activated menu, for example:

11BusinessPhone – Dialog 4187 Plus

Description

Dial tone

(System ready to accept digits)

Special dial tone

(System ready to accept digits. The special dial tone indicates an active diversion, an active absence information or waiting messages.)

Tones & Signals

Tones are audible in the handset.

Ringing tone

(Ringing signal to called party)

- repeated after 4 s

Special ringing tone - 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)

Ringing signals are emitted from the phone.

Internal ringing signal - repeated after 4 s

External ringing signal - repeated after 4 s

Automatic Callback signal

Note: The tones and ringing signals in this guide refer to the

standard system but may vary between countries.

BusinessPhone – Dialog 4187 Plus12

Safety Instructions

When using your telephone equipment, basic safety precautions should always be followed to reduce the risk of fire, electric shock and injury to persons.

Please note the following:

• Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet basement or near a swimming pool.

• Avoid using a phone (other than a cordless type) during an electrical storm. There may be a remote risk of electric shock from lightning.

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

• Use only the power adapter supplied with the telephone.

• The handset may attract and retain small metal objects in the earcap region.

13BusinessPhone – Dialog 4187 Plus

Incoming Calls

A ringing signal indicates an incoming internal or external call.

Answer Calls

u Lift the handset.

Handsfree

You can also answer calls handsfree.

Â Press without lifting the handset.

You are connected to the caller via the loudspeaker and microphone.

ÄÂ Press to terminate a handsfree call.

Headset

If a headset is connected to your phone:

Í Press without lifting the handset.

You are connected to the caller via the headset.

ÏÍ Press to terminate a headset call.

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Incoming Calls

SMITH 4711 RINGER OFF

12-05 11:55

To another extension (Call pick-up)

You can answer a call to another extension from any phone in your office.

uz Lift the handset and call the ringing extension.

You re c e ive busy tone.

6 Press.

Note: The number for answering calls to another extension may differ from country to country, see table “Alternative

Programming for Camp-on, Automatic Callback, Call Pickup, Intrusion” on page 69.

Answer a second call

See section “Call Waiting” on page 32.

Silent Ringing

This function is useful if you do not want to be disturbed by the ringing of the telephone.

In idle mode:

É Press to turn the ringing tone temporarily off.

The Mute key flashes in slow intervals, and the display shows:

If you receive an incoming call when the ringer is off, the display will toggle between RINGER OFF and INCOMING CALL.

Press any key to turn the ringing tone back on.

15BusinessPhone – Dialog 4187 Plus

Outgoing Calls

SMITH 4711 00:00:00

00043181100

Outgoing Calls

Make Calls

To make internal and external calls:

u Lift the handset:

z Dial either a directory number to make an internal call.

Or:

0z Dial the digit(s) for external line access and the desired public

d Replace the handset to end the call.

number.

Note: Which digit to press for external line access depends

on the configuration of the system.

The display shows the dialled number in the lower row:

Note: For faster calling, see sections “Common

Abbreviated Numbers” on page 24 and “Dial-by-Name” on

page 26.

BusinessPhone – Dialog 4187 Plus16

Handsfree

You can also make calls handsfree.

Â Press without lifting the handset.

Outgoing Calls

z Dial the number.

You are connected to the caller via the loudspeaker and microphone.

ÄÂ Press to terminate a handsfree call.

Headset

If a headset is connected to your phone:

Í Press without lifting the handset.

z Dial the number.

You are connected to the caller via the headset.

ÏÍ Press to terminate a headset call.

17BusinessPhone – Dialog 4187 Plus

Outgoing Calls

4711 02 New

22-11 08:35

Call List

The Call List includes a complete history of recently made calls. It offers access to previously dialed/received, internal/external numbers. The Call List provides following options:

• Storing the last 50 dialed/received calls (first in - first out principle).

• Calling or erasing the listed entries.

• Scrolling through the list, starting with the last dialed/received call.

• Indication of time and date of the calls.

• Indication of the number of call attempts.

In case of any new missed calls in the list their number is shown on the display.

The example below shows two new missed calls

 Press the Call List key.

The display shows the last dialled/received number.

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Example 1: Incoming call

22281100

POS 1 N 02 21-11 19:45

POS 2 00:13:23

12345

Outgoing Calls

POS 1 states that the number is stored at the first

22281100 states the caller’s number N 02 states two call attempts were received for this

21-11 19:45 states that the date and time of the last call

Example 2: Outgoing call

POS 2 states that the number is stored at the second

00:13:23 states the call duration of the call 12345 states the dialled number

Note: Repeated outgoing calls to the same number are only stored once.

position.

number. The maximum number of call attempts is 99.

attempt.

position.

¯ or · Press to scroll through the Call list.

When the desired call list entry appears in the display you have the option to call or to delete the entry.

Note: Once a new missed call has been displayed, the telephone automatically marks it as read and the counter in the idle display will be reduced accordingly.

19BusinessPhone – Dialog 4187 Plus

Outgoing Calls

u Lift the handset to call the entry

The number is shown in the display while dialling and during the call.

Note: When a call list entry of type “incoming” (see Example 1 above) is called it automatically changes to the type “outgoing” (see Example 2 above).

® Press and hold for two seconds to delete the entry

When the erasing procedure is completed

Note: If the Delete button is pressed and hold for eight seconds the entire list will be deleted. When the erasing procedure is completed the telephone switches back to the idle display.

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Outgoing Calls

BOBBY BROWN

00046812346789

Phonebook

Your phone is equipped with a Phonebook where you can store up to 50 entries (names and numbers). You can access and change the Phonebook via the Phonebook key.

The Phonebook lists all names in alphabetical order. You can freely add to, delete from, and edit names and numbers in the Phonebook. For programming, see section “Settings” on page 69.

Select an entry

± Press.

The display shows the first Phonebook entry, with the name in the upper row and the number in the lower row:

If you are looking for another entry:

¯ or · Press to search the Phonebook.

Or:

Enter the first character of an entry by pressing a digit.

For entering a character, see section “Write Text” on page 86.

Make a call

When the display shows the desired entry:

u Lift the handset.

21BusinessPhone – Dialog 4187 Plus

Outgoing Calls

Automatic Callback

You call an extension and receive busy tone or get no answer. Automatic Callback can also be used if no external line is free.

5 Press.

Verification tone.

Note: The number for Automatic Callback may differ from country to country, see table “Alternative Programming for

Camp-on, Automatic Callback, Call Pick-up, Intrusion” on

page 69.

d Replace the handset.

You are called back if the extension finishes the ongoing call or the next time the extension finishes a new call. You have to answer within eight seconds, otherwise the Callback service is cancelled.

u Lift the handset when you are called back.

The requested extension is called automatically.

BusinessPhone – Dialog 4187 Plus22

Busy Extension

You call an extension and receive busy tone.

Camp-on

You can notify a busy extension of your call by sending a call waiting tone (if this function is allowed).

4 Press to camp-on.

Keep the handset off hook. When the called extension replaces the handset, it will be called automatically.

Notes:

If you receive the busy tone again, the desired extension does not allow Camp-on.

The number for Camp-on may differ from country to country, see table “Alternative Programming for Camp-on,

Automatic Callback, Call Pick-up, Intrusion” on page 69.

Intrusion

You can intrude on an ongoing call on a busy extension (if this function is allowed).

Outgoing Calls

8 Press to intrude.

Intrusion tone is heard and a three-party call is established. When the called extension replaces the handset and you keep off hook, the called extension will be recalled automatically.

Notes:

If you still hear the busy tone, your extension does not have the authority to intrude or the desired extension is protected against Intrusion.

The number for Intrusion may differ from country to country, see table “Alternative Programming for Camp-on,

Automatic Callback, Call Pick-up, Intrusion” on page 69.

Diverted Extension

See chapter “Bypass Call Forwarding” on page 40.

23BusinessPhone – Dialog 4187 Plus

Outgoing Calls

Abbreviated Numbers

By using Abbreviated Numbers, you can make calls simply by pressing a few keys. Frequently used external numbers are stored as Common Abbreviated Numbers in the exchange.

Your personal most frequently used external numbers can be stored and used on the programmable keys on the telephone or on the keys

0 to 9.

Common Abbreviated Numbers

External numbers are stored centrally in your BusinessPhone Communication Platform. Common Abbreviated Numbers can be dialled from every extension that has the authority to do so.

u Lift the handset.

Dial the Common Abbreviated Number.

Please refer to your telephone directory.

Individual Abbreviated Numbers

You can program and activate your most frequently used external numbers via the keypad.

Note: To program individual abbreviated numbers, your extension has to be authorized by the system administrator.

u** Lift the handset and press.

Dial the Abbreviated Number.

A number between 0 and 9.

BusinessPhone – Dialog 4187 Plus24

Program Individual Abbreviated Numbers

To program external numbers on the digit keys 0 to 9.

u Lift the handset.

*51* Enter programming mode.

* Select an Abbreviated Number between 0 and 9 and press.

Outgoing Calls

0z Dial the digit(s) for external line access and dial the public

number.

The number can consist of up to 24 digits.

Notes: Which digit to press for external line access depends on the configuration of the system.

If your public network requires waiting for a second dial tone, press

# Press.

Verification tone.

d Replace the handset to finish the procedure.

Cancel one specific Individual Abbreviated Number

u Lift the handset. #51* Press.

Verification tone.

Cancel all Individual Abbreviated Numbers

Enter an Abbreviated Number between 0 and 9 and press.

u Lift the handset.

#51# Press.

Verification tone.

d Replace the handset to finish the procedure.

25BusinessPhone – Dialog 4187 Plus

Outgoing Calls

Dial-by-Name

If you frequently use certain functions or call certain numbers, you may program them on the programmable keys of your telephone. You can store up to 20 numbers. Each number can consist of a maximum of 24 digits. For programming them, see chapter “Number of Dial-by-Name Keys” on page 75.

u Lift the handset.

Head Office î Press to make a call (pre-programmed).

Note: Pressing once will activate the number on the upper layer, pressing twice will activate the number on the lower layer.

BusinessPhone – Dialog 4187 Plus26

During Calls

The BusinessPhone Communication Platform allows you to handle calls in many different ways. You can switch between handset and handsfree, mute the microphone, make an inquiry, transfer the call, and establish a conference.

Group Listening

This function lets other people in your room listen to your phone conversation. You speak into the handset while the other party’s voice is heard on the loudspeaker.

Â Press to switch the loudspeaker on.

When the key lamp is lit, the other party’s voice is heard on the loudspeaker.

Note: You can adjust the volume, see section “Settings” on page 69.

ÄÂd Press and replace the handset to end the call.

From Group Listening to handset

ÄÂ Press.

27BusinessPhone – Dialog 4187 Plus

During Calls

Handsfree Speaking

From handset to handsfree

You have an ongoing conversation via the handset.

Â Press to switch the loudspeaker on.

You are now in the Group Listening mode.

d Replace the handset.

Handsfree conversation.

Note: You can adjust the volume, see section “Handset,

Loudspeaker and Headset Volume” on page 70.

ÄÂ Press to end the call.

From handsfree to handset

You have an ongoing handsfree conversation.

u Lift the handset.

Conversation via the handset.

Â Press to switch handsfree speaking on or off.

During handsfree speaking, you are connected to the caller via the loudspeaker and microphone.

Mute

You have an ongoing conversation.

É Press to switch the microphone on or off.

All microphones – handset, headset and the handsfree microphone – are deactivated. When the lamp is lit, the caller will not be able to hear the conversation in your room.

BusinessPhone – Dialog 4187 Plus28

During Calls

Inquiry

During an ongoing conversation you want to make an inquiry to an internal or external party.

¸ Press.

The first call is put on hold.

z Call the third party.

When the third party answers, you can switch between the calls, create a conference and end one of the calls.

Refer back

You can switch between connected parties:

¸2 Switch between calls. ¸1 Press to terminate.

The ongoing call is terminated. The other call is connected.

29BusinessPhone – Dialog 4187 Plus

During Calls

Transfer

You have an ongoing internal or external conversation and you want to transfer the ongoing call.

¸ Press.

z Call the third party.

You can transfer the call before answer or wait for answer.

Note: Please read the notes and warnings in section “Useful Hints” on page 90.

d Replace the handset.

The call is transferred.

Transfer to a busy extension

You can even transfer calls to busy extensions. The other party will hear a Call Waiting tone, and the call will be extended as soon as the ongoing call is terminated (if Camp-on is allowed).

Callback

You are called back if you have transferred an external call and the other extension has not answered the call within a certain time. Your telephone will ring again.

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