AASTRA 4220 User Guide
Dialog 4220 Lite / Dialog 3210
BusinessPhone Communication Platform
User Guide
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EN/LZTBS 160 1320 R2A
© Aastra Telecom Sweden AB 2008. All rights reserved.
BusinessPhone – Dialog 4220 Lite / Dialog 32102
Table of Contents
page
Welcome ..........................................................4
Description ....................................................... 6
Incoming Calls ............................................... 14
Outgoing Calls ............................................... 17
During Calls ....................................................27
Call Forwarding .............................................. 36
Absence Information ...................................... 42
Messages ......................................................49
Security .......................................................... 62
Group Features .............................................. 65
Other Useful Features ..................................... 71
Accessories ...................................................80
Useful Hints ....................................................83
Installation ......................................................84
Glossary ......................................................... 92
Index .............................................................. 95
Quick Reference Guide .................................. 99
Tab le of Co nt en ts
3BusinessPhone – Dialog 4220 Lite / Dialog 3210
Welcome
Welcome
Welcome to the User Guide for the Dialog 4220 Lite / Dialog 3210
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 5.1
or higher of the BusinessPhone Communication Platform. Some
might not work in earlier versions of the system and/or might be
protected by a hardware dongle that has to be bought separately.
The User Guide describes the facilities of the BusinessPhone
Communication Platform and the Dialog 4220 Lite / Dialog 3210
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
Note: Dialog 4220 Lite / Dialog 3210 is a system
telephone, i.e. it can only be used for an Aastra private
branch exchange that supports this type of telephone.
BusinessPhone – Dialog 4220 Lite / Dialog 32104
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
repsective 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 4220 Lite / Dialog 3210
Description
1
4
5
6
7
8
2
3
9
10
11
12
13
Description
Dialog 4220 Lite
BusinessPhone – Dialog 4220 Lite / Dialog 32106
12nd
Key for access to secondary key functions.
2 Transfer / Diversion
a. Transfer an ongoing call. See section “During Calls” on page 27.
b. Activate/Deactivate diversion. See section “Call Forwarding” on
page 36.
3 Inquiry / Conference
a. To make an inquiry to an internal or external party.
b. To establish a telephone conference.
See section “During Calls” on page 27.
4 Line 2
Line key 2 for in and outgoing calls.
5 Line 1 / Save/Redial
a. Line key 1 for in and outgoing calls.
b. Save or redial an external number.
See section “Outgoing Calls” on page 17.
6Message / Info
a. To send and receive messages. See section “Messages” on
page 49.
b. To enter information. See section “Absence Information” on
page 42.
Description
7 Programmable keys
Storing numbers and program functions.
8 Mute
To switch the microphone on or off. See sections “During Calls” on
page 27 and “Silent ringing” on page 15.
9 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 27.
10 Volume control
11 Clear
To disconnect calls.
12 Loudspeaker
13 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.
7BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
1
2
3
4
5
6
7
8
9
10
11
Dialog 3210 Basic
BusinessPhone – Dialog 4220 Lite / Dialog 32108
1 Message / Conference
a. To send and receive messages. See section “Messages” on
page 49.
b. To establish a telephone conference. See section “During Calls”
on page 27.
2 Programmable key / Headset key
a. Storing numbers and program functions.
b. The Headset function is only available with option unit
(DBY 410 02) installed. The Headset key is programmed by the
system administrator. See section “Accessories” on page 80.
3 Programmable keys
Storing numbers and program functions.
4 Inquiry
To make an inquiry to an internal or external party.
See section “During Calls” on page 27.
5 Line
Line key for in and outgoing calls.
6 Volume control
7 Mute
To switch the microphone on or off. See section “During Calls” on
page 27.
Description
8 Loudspeaker on/off
To switch the loudspeaker on or off. See section “During Calls” on
page 27.
9 Clear
To disconnect calls.
10 Loudspeaker
11 Handset with hearing aid function
Please note: The handset may attract and retain small
metal objects in the earcap region.
9BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
Phone keys Dialog 4220 / Dialog 3210
This table gives you an overview of the different key design of the
Dialog 4220 Lite and the Dialog 3210 Basic. In this user guide you
will only find illustrations of the Dialog 4220 keys.
If you are using the Dialog 3210 Basic, please refer to the table
below to find out the appropriate key combination.
Key Dialog 4220 Dialog 3210
Clear
Headset not available
Loudspeaker
Mute
Programmable
Function key
Volume
Lamp indications
The key lamps on your telephone indicate with different signals the
traffic state of the ongoing call or function.
íX
Headset h
Â
É
s
m
Ôg
ìV
BusinessPhone – Dialog 4220 Lite / Dialog 321010
Description
Ô
ÕÔ
ÖÔ
ÖÔ
ÕÔ
Extinguished lamp The function is not active.
Steady light The function is active.
Slowly flashing lamp The line (or function) is put on hold.
Rapidly flashing lamp An incoming call or message waiting.
Light with short breaks Ongoing call.
11BusinessPhone – Dialog 4220 Lite / Dialog 3210
Description
Dial tone
(System ready to accept digits)
Special dial tone
(System ready to accept digits, active
diversion on telephone)
To ne s
Tones are audible in the handset.
Ringing tone
(Ringing signal to called party)
Special ringing tone
(Ringing signal to Line 2)
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)
- repeated after 4 s
- repeated after 4 s
BusinessPhone – Dialog 4220 Lite / Dialog 321012
Signals
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.
Description
13BusinessPhone – Dialog 4220 Lite / Dialog 3210
Incoming Calls
Free On 2nd
Access
Incoming Calls
A ringing signal and a flashing lamp indicate an incoming internal or
external call.
Answer calls
u Lift the handset.
On another extension
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 i v e b u s y t o ne.
6 Press.
Allow calls on Line 2
Note: Dialog 4220 Lite only.
If you also want to receive calls while speaking you first need to
program Free On 2nd Access on a programmable key.
Ô Press to activate / deactivate Free On 2nd Access
(pre-programmed).
When Free On 2nd Access is active the lamp lights and you can
receive calls while speaking.
BusinessPhone – Dialog 4220 Lite / Dialog 321014
Answer a second call
Note: Dialog 4220 Lite only.
You are on the phone, when a muted ringing signal and a Line key
flashes to indicate a new incoming call:
Line 2
ÖÔ Press the flashing Line key.
Line 1
ÖÔ Press the first Line key.
The first call is put on hold.
To switch back to the first call:
The second call is put on hold. You are connected to the first caller.
í Press if you want to terminate the ongoing call.
A second call is waiting
A muted ringing signal will inform you, during a conversation, that a
second call is waiting on your phone.
To answer the second call:
Incoming Calls
í Press to finish the ongoing call.
The new call will be signalled on your phone.
Line
ÖÔ Press to receive the new call.
Silent ringing
Note: Dialog 4220 Lite only.
This function is useful if you do not want to be disturbed by the
ringing of the telephone. Incoming calls will only be indicated by the
flashing Line key.
In idle mode:
É Press to mute the ringer for incoming calls.
15BusinessPhone – Dialog 4220 Lite / Dialog 3210
Incoming Calls
Save and redial incoming calls
When you receive an incoming external call, you can save the
number in order to redial it easily (the number can contain 24 digits
maximum). Previously saved number is erased.
Dialog 4220 Lite
Save number
Before you quit the call:
2nd Ô Press.
Save/Redial Ô Press to save the dialled number.
Redial number
2nd Ô Press.
Save/Redial Ô Press to redial the saved number.
Dialog 3210
Save number
Before you quit the call:
Save/Redial g Press to save the dialled number (pre-programmed).
Redial number
Save/Redial g Press to redial the saved number (pre-programmed).
BusinessPhone – Dialog 4220 Lite / Dialog 321016
Outgoing Calls
Sometimes you make a call but the person is not available. These
functions will help you in your attempts to establish contact with the
called party.
Make calls
How to make internal and external calls.
u Lift the handset and dial either:
Outgoing Calls
z An extension number to make an internal call.
Or:
0z The digit(s) for external call access and the external number.
Note: Which digit to press for external call access,
depends on the configuration of the system.
d or í To end the call.
Note: You can make your calls faster, using Common
Abbreviated Numbers and by programming your own
Abbreviated Numbers, see section “Abbreviated Numbers”
on page 23.
17BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
Last External Number Redial
When you initiate an external call the system automatically stores all
the dialled digits, irrespective of whether the call was successful or
not. See also section “Automatic Redial” on page 20.
u Lift the handset.
*** Press to redial the last dialled external number.
Save external number
When you make an external call, you can save the number in order
to redial it easily. Previously saved number is erased.
Dialog 4220 Lite
Save number
Before you quit the call:
2nd Ô Press.
Save/Redial Ô Press to save the dialled number.
Redial number
2nd Ô Press.
Save/Redial Ô Press to redial the saved number.
BusinessPhone – Dialog 4220 Lite / Dialog 321018
Dialog 3210
Save number
Before you quit the call:
Save/Redial g Press to save the dialled number (pre-programmed).
Redial number
Save/Redial g Press to redial the saved number (pre-programmed).
Automatic Callback
You call an extension and receive busy tone or get no answer.
5 Press.
Verification tone.
Outgoing Calls
Note: The number for Automatic Callback may differ from
country to country.
d or í Replace the handset or press to finish the procedure.
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.
19BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
Automatic Redial
If you call an external number and receive busy tone or get no
answer, you can instruct the system to automatically redial the
number until it is available.
Note: This feature could be restricted. Ask the system
administrator for the availability.
This function is activated via Function keys, so you first have to
program a programmable key (one key required per number). You
can activate Automatic Redial on up to three external numbers at
the same time.
Activate
During the call:
Automatic Redial1 Ô Press to activate (pre-programmed).
The Automatic Redial lamp is rapidly flashing and is lit when the
request is stored and activated. Verification tone.
d or í Replace the handset or press to finish the procedure.
You are called back if the called number finishes the ongoing call or
the next time the extension finishes a new call.
u Lift the handset when you are called back.
Notes: It is not possible to do a new request on a key
holding an already activated request until the existing one is
cancelled.
When the Automatic Redial lamp is rapidly flashing, your
telephone is busy and you cannot receive or make new
calls.
The number of redial attempts and how long the function is
active is programmed by your system administrator.
If you have activated a diversion on your telephone, this
function is not available.
If Tandem configuration is activated, the secondary
telephone cannot use this function. See section “Tand em
configuration” on page 71.
BusinessPhone – Dialog 4220 Lite / Dialog 321020
Cancel
Pause Auto
Redial
Pause Auto
Redial
Outgoing Calls
Automatic Redial1 ÕÔ Press the relevant programmable key to cancel the
Automatic Redial request (pre-programmed).
Note: Depending on system programming, the Automatic
Redial request could be cancelled automatically.
Pause
It is possible to pause all of your successfully activated requests by
programming a separate pause key.
Ô Press to pause (pre-programmed).
The requests are paused and the key lamps of the Automatic
Redial keys are flashing slowly.
ÕÔ Press to resume Automatic Redial (pre-programmed).
21BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
Busy extension
You call an extension and receive busy tone.
Camp-on
You can notify a busy extension of your call by a muted ringing call.
4 Press to Camp-on.
Keep the handset off hook. When the called extension replaces the
handset, it will be called automatically.
Note: 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,.
Intrusion
You can intrude on an ongoing call on a busy extension (if this
function is allowed).
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.
Note: If you still hear the busy tone, your extension does
not have the authority to intrude or the desired extension is
protected against Intrusion.
BusinessPhone – Dialog 4220 Lite / Dialog 321022
The number for Intrusion may differ from country to
Diverted extension
country.
Bypass Call Forwarding makes it possible to call a specific
extension, even if Call Forwarding is activated on this extension.
u Lift the handset.
*60* Dial.
z Enter extension number.
# Press.
You will be connected to the specified extension, regardless of
which type of Call Forwarding the called extension has activated.
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.
On the Dialog 4220 Lite, up to 14 Individual Abbreviated Numbers
(your personal most frequently used external numbers) can be
stored and used (Option 1 + 2).
On the Dialog 3210, you can use the number keys of the keypad
for storing up to 10 Abbreviated Numbers (Option 2 only).
Outgoing Calls
Option 1 - Via a programmable key
Only on the Dialog 4220 Lite, 4 Individual Abbreviated Numbers
can be programmed on the programmable keys.
Note: Functions that you activate/deactivate via a dial
code, e.g. *32* and #32# for reminder, can also be stored
as Individual Abbreviated Numbers.
Option 2 - Via the keypad
10 Individual Abbreviated Numbers can be programmed on the
keys 0 to 9.
23BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
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.
z Dial the Common Abbreviated Number.
Please refer to your telephone directory.
Individual Abbreviated Numbers via a programmable key
Note: Dialog 4220 Lite only.
You can program and activate your most frequently used external
numbers on the 2nd layer of a programmable key. This procedure
can also be used if you want to program a function that is
activated/deactivated via a dial code.
2nd Ô Press.
Thomas P Ô Press to make a call or activate a dial code
(pre-programmed).
BusinessPhone – Dialog 4220 Lite / Dialog 321024
Individual Abbreviated Numbers via the keypad
You can program and activate your most frequently used external
numbers via the keypad.
u Lift the handset.
Outgoing Calls
**z Press and dial the Abbreviated Number.
A number between 0 and 9.
25BusinessPhone – Dialog 4220 Lite / Dialog 3210
Outgoing Calls
Dial-by-Name
You can program and activate directory numbers (extensions and
Common Abbreviated Numbers) on the programmable keys. If you
have programmed a number on a programmable key, you just have
to press this key to call the desired person.
u Lift the handset.
Michael P. Ô Press to make a call (pre-programmed).
BusinessPhone – Dialog 4220 Lite / Dialog 321026
During Calls
During Calls
The BusinessPhone Communication Platform allows you to handle
calls in many different ways. You can monitor calls, mute the
microphones, make an inquiry, transfer the call, create a
conference or put the call on hold to perform other tasks.
Group Listening
Note: Dialog 4220 Lite only.
You have an ongoing conversation via the handset.
 Press to switch the loudspeaker on or off.
When the lamp lights, the loudspeaker monitors the call.
27BusinessPhone – Dialog 4220 Lite / Dialog 3210
During Calls
Monitoring
Note: Dialog 3210 only.
You have an ongoing conversation via the handset.
s Press to switch the loudspeaker on.
When the lamp lights, the loudspeaker monitors the call.
Note: When the loudspeaker is on, the microphone is
automatically switched off in the handset.
From monitoring to handset
(s Press to switch the loudspeaker off.
Continue your conversation via the handset.
Mute
You have an ongoing conversation.
É Press to switch the microphone on or off.
When the lamp lights, the caller will not be able to hear the
conversation in your room.
BusinessPhone – Dialog 4220 Lite / Dialog 321028
Inquiry
During an ongoing conversation you wish to make an inquiry to an
internal or external party.
Dialog 4220 Lite
Inquiry Ô Press.
Or:
Line 2
Ô Press Line 2.
The first call is put on hold (the lamp flashes slowly).
During Calls
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.
í Press to end the Inquiry call.
The second call is disconnected.
Line 1
ÖÔ Press to retake the first call.
Inquiry g Press.
You are now connected to the first party.
Dialog 3210
The first call is put on hold (the lamp flashes slowly).
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.
X Press to end the Inquiry call.
The second call is disconnected.
Line
{g Press to retake the first call.
You are now connected to the first party.
29BusinessPhone – Dialog 4220 Lite / Dialog 3210
During Calls
Inquiry or
Line 2
Refer Back
You have an ongoing conversation and want to refer back to the
call that is put on hold. The lamp of the call put on hold flashes.
Dialog 4220 Lite
You have an ongoing conversation on e.g. Line 2 and want to refer
back to the call that is put on hold on Line 1. The lamp of the call
put on hold flashes.
Line 1
ÖÔ Press to put the second call on hold.
First call is connected.
ÖÔ Press to put the first call on hold.
Second call is connected.
í Press to end the ongoing call.
Dialog 3210
Line {g Press to put the second call on hold.
Inquiry
{g Press to put the first call on hold.
First call is connected.
Second call is connected.
X Press to end the ongoing call.
BusinessPhone – Dialog 4220 Lite / Dialog 321030
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