Aastra Telecom 4223 User Manual

Dialog 4223 Professional

Digital Telephone for MD Evolution

User’s 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:

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EN/LZTBS 102 1950 R81A

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

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

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

Operations for Incoming Calls ........................16

Operations for Outgoing Calls ........................21

Operations during a Call .................................34

Directory, and Call List Services ...................... 44

Call Forwarding Services ................................ 48

Message Services .......................................... 59

Voice Mail Services ......................................... 64

Group Services .............................................. 82

More Features of Your Extension .................... 94

Programming Your Extension ....................... 105

Attendant-Based Services ............................117

Services Reserved for Attendants .................124

QSIG-MD Private Network Services ............. 143

Installing Your Extension ............................... 147

Your Extension’s Accessories .......................152

Index ............................................................ 159

Quick Reference Guide ................................ 164

Tab le of Co nt en ts

3MD Evolution – Dialog 4223 Professional

Welcome

Welcome to the User’s Guide for the Dialog 4223 Professional telephone 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 digital Dialog 4223 Professional extension, 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.

Unless otherwise indicated, features that do not involve using the handset are described in the “handsfree” section. Pressing the “C” key (for “Clear”), is the same as hanging up the handset.

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

http://www.aastra.com

MD Evolution – Dialog 4223 Professional

Note: The Dialog 4223 Professional model is a telephone system; it may only be used with a private branch exchange that is compatible with this type of telephone.

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´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.

MD Evolution – Dialog 4223 Professional

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 telephon es: 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 disassemb le the product. Contact a qualified service age ncy 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.

MD Evolution – Dialog 4223 Professional

Introduction to Your Extension

Dialog 4223 Extension Features

1Display

Your extension features a screen with three 40-character lines. See also the “Display Information” section.

2 Dynamic Function Keys

Dynamic functions are services that are accessible depending on the status of your calls. The corresponding text labels are displayed on the last line of the extension’s display. They are selected by pressing the corresponding dynamic function key.

See also the “Display Information” section.

MD Evolution – Dialog 4223 Professional

Introduction to Your Extension

>> 3 >> or Next Key

This fixed function key allows you to scroll through the dynamic functions displayed 4 at a time on the last line of your extension’s screen. When there are more than 4 services available, the < and > signs are displayed at each end of this same line.

Menu 4 Menu Key

This fixed function key enables you to access various services while programming your extension, such as call forwarding or the use of these line keys.

See also the “Programming Your Extension” section.

Call-Fwd 5Call-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 deactivate or cancel any type of active call forwarding on your extension, pre-defined or defined on a case by case basis.

See also the “Call Forwarding Services” section.

Transfer 6 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 7 Programmable Line Keys

Your extension features at least six line keys that enable you to process up to six incoming and outgoing calls simultaneously. Four of these keys may be customised for making specific internal or external calls, or for direct access to certain services.

See also the “Programming Your Extension” section.

É 8Mute Key

This key activates or deactivates the microphone on your extension when you are operating in handsfree mode or the voice transmission feature when you are operating in handset mode. It also controls your extension’s silent ringing function.

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

during a Call” sections.

Â 9 Loudspeaker Key

This key activates or deactivates your extension’s loudspeaker. In handset calling mode, it enables you to activate the loudspeaker. Pressing this key also allows you to toggle between the handset and handsfree modes. When an incoming call is ringing, pressing these keys successively will adjust your extension’s ring melody.

See also the “Operations during a Call” section.

MD Evolution – Dialog 4223 Professional

Introduction to Your Extension

Í 10 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.

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.

See also the “Operations during a Call” and “Programming Your

Extension” sections.

í 12 “C” Key (Clear or Erase)

This key disconnects an incoming or outgoing call executed in handsfree mode. It also enables you to exit your extension’s programming mode.

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

Outgoing Calls”, and the “Programming Your Extension” sections.

13 Location of the Microphone 14 Location of the Loudspeaker

Your extension has a microphone and a loudspeaker for the handsfree or speakerphone calling modes.

15 Handset

This also features a speakerphone function.

16 Satellite or Add-on Key Panel

Your extension may be equipped with (a) satellite(s), each featuring 17 programmable repertory keys. From one to four additional panels may be connected to your extension.

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

MD Evolution – Dialog 4223 Professional

ÕÔ

ÖÔ

Introduction to Your Extension

Extension LEDs

Most of your telephone’s fixed function keys, and line keys feature an LED.

This is also true of the repertory keys on any additional satellite panels that may be associated with your extension.

Each LED indicates the status of a current call or the status of the service associated with the corresponding function key.

Status Meaning

Off

Slowly flashing

No call is processed on the line key, or the service associated with the function is inactive.

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 predefined variable call forwarding for this key is active.

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

MD Evolution – Dialog 4223 Professional

Quickly flashing A call is holding on the line key.

Introduction to Your Extension

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 date and time are displayed on the screen’s uppermost line. The middle line displays the number of parties who tried to contact you, and when applicable, your extension number. The bottom line indicates the services that are accessible through the dynamic function keys.

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

With an internal call, the called party’s name and extension number are displayed on the screen’s uppermost line. The status is displayed on the middle line. For an external call, the called party’s number and possibly name are also displayed on the screen’s uppermost line.

L1 SMITH Peter-405 FREE DTMF VPAGING CALL_BACK FLASH >

During a call, the date and time are re-displayed on the screen’s uppermost line. Your party’s name and number, as well as the duration (and cost) of the call are displayed on the middle line.

FRI 20-APR 15:28 L1 SMITH Peter-405 01:33 DTMF INFO_COMM CALL_PARK >

When you receive a call, the screen’s uppermost line displays the caller’s name and number (under the condition that it is connected to an ISDN-type network for an external caller).

L1 SMITH Peter-405

REDIAL CALLERS PICKUP NAME >

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

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

camp-on (multi-line extension).

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

MD Evolution – Dialog 4223 Professional

Introduction to Your 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.

FRI 20-APR 15:28 CS WM GC 4 Callers Station 420 lock REDIAL CALLERS PICKUP NAME >

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 (primary), this indicates that the

group is currently closed and is not accepting any incoming calls.

S If your extension is part of a group (primary), this indicates that you

are on stand-by with the group. Your extension will only receive your personal calls.

WM Indicates that you have an unread message in the mailbox associated

with your extension, as applicable.

GC Indicates that your extension is in general calls acceptance mode,

and serves as an auxiliary attendant extension.

lock Indicates that your extension is currently locked. It cannot be used

until it has been unlocked.

MD Evolution – Dialog 4223 Professional

Introduction to Your Extension

Tones, Voice Announcements, and Ring To ne s

Over and above visual information displayed on your extension’s screen and LEDs, there are also various tones, voice announcements and ring tones that signal the status of your extension, or certain associated services.

The tones heard are applied under the following conditions and with the following timing and frequency:

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

External dial tone • Heard when a network prefix or an external call is dialled.

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

Call on-hold or call camp-on tone

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

Call waiting presentation tone

Special dial tone • Heard each time your extension’s handset is picked up, when

Re-routing on call forward • Heard when you call an extension that has a call forward that

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

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

extension (excluding all activated special services).

330 Hz Continuous

424 Hz Continuous

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

• 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 consec. beeps, rep. every 5 sec.

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

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

424 Hz Only 1 ring signal, not repeated

there is a call forwarded active for your extension, or when it is the recipient of a call forward for a third party set (apart from other special activated services).

424+330 Hz 0,75 sec. On/0,75 sec. Off

is active, when the call forward is executed.

424 Hz 0,05 sec. On/0,05 sec. Off

during your current call.

424 Hz 2 consec. beeps, rep. every 1,4 sec.

extension.

Melody Multi-toned melody – continuous.

MD Evolution – Dialog 4223 Professional

Notification of a new voice message

Locked extension notification

Appointment reminder notification

Notification of the extension’s general calls acceptance status.

Introduction to Your Extension

The voice announcements (or voice guides) are normally provided under the following conditions:

• Provided each time your extension is picked up, this message indicates that a new message was left in the mailbox associated with your extension, when applicable. See the “Voice Mail Services” section.

Message: “A message has been deposited in your voice mailbox”.

• Heard each time your handset is lifted, this announcement reminds you that your extension is locked. It is therefore temporarily impossible to use it. See the “More Features of

Your Extension” section.

Message: “Your set has been locked. To make a call, you must unlock it”.

• Heard following your response to an appointment reminder call, 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.”

• Heard each time your extension is picked up, this message reminds you that your extension is in general calls acceptance mode, and serves as an auxiliary attendant extension. See the “Attendant-Based Services” section.

Message: “Your extension is receiving external calls of the attendants”.

Your extension also offers a selection of 10 different ring melodies and 10 different ring volume levels. See the “Programming Your

Extension” section.

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.

MD Evolution – Dialog 4223 Professional

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.

Operations for Incoming Calls

Receiving an Internal Call

You are informed that there is internal incoming call by the internal ring signal for your extension, and the flashing LED associated with the line on which the call is presented.

The name and number of the internal caller are displayed on the screen.

L1 SMITH Peter-405

REDIAL CALLERS PICKUP NAME

Receiving an External Call

You are informed that there is external incoming call by the external ring signal for your extension, and the flashing LED associated with the line on which the call is presented.

If your calling party is an ISDN network (or the equivalent) user, his/ her external calling number is displayed on the screen. His/her name may also be displayed if this calling party may be contacted through abbreviated dialling (speed dialling) from your facility.

The screen also indicates whether this call was received directly on your DID number (it says “DIRECT”), or if it was transferred from another extension (it says “TRANSF FROM…”).

L1 Aastra-00164477500 DIRECT REDIAL CALLERS PICKUP NAME >

MD Evolution – Dialog 4223 Professional

Answering a Call

To take an incoming call:

Operations for Incoming Calls

u Lift the handset.

You may now communicate with the caller through your extension’s handset.

Or, for handsfree

mode:

L1 ÖÔ Press the line key where the call is presented, without lifting

the handset.

You may now communicate with the caller through your extension’s loudspeaker and microphone.

FRI 20-APR 15:28 L1 SMITH Peter-405 01:33

DTMF INFO_COMM CALL_PARK >

Ending a Call

To end a call:

d Replace the handset.

Your extension returns to idle status.

Or, for handsfree

mode:

í Press the “C” key to end the call in handsfree mode.

Your extension returns to idle status.

Answering a Second Call

When you have an ongoing call, you may also receive a new call on one of the other line keys available on your extension that has not been programmed for a specific internal or external number, or access to a specific service.

You are informed by a single signal and the flashing line key on which the new call is presented.

MD Evolution – Dialog 4223 Professional

Operations for Incoming Calls

When a new call comes in, the identity of your new calling party will also be displayed on the first line of your extension’s screen, instead of the date and time.

L2 Aastra-00164477500 L1 SMITH Peter-405 01:35

DTMF INFO_COMM CALL_PARK >

To answer this new call:

L2 ÖÔ Press the flashing line key.

Your first caller’s call is automatically placed on hold.

Next, to return to your first caller:

L1 ÖÔ Press the first line key that is flashing.

The second call is placed on hold. You are now connected to your initial caller.

í Or, press the “C” key if you wish to end the second call.

Your extension is re-rung by the first call placed on hold.

Consulting a New Call

If a new call is presented to you when you already have two parties on your extension’s lines, this new call will not be automatically identified, as indicated above.

You may, however, discover this new party’s identity. To do so:

Menu Press the Menu key.

L3 ÖÖÔ Press the flashing line key on which the new call is presented.

The new party’s identity is briefly displayed; you may then decide whether or not to answer this call, in the aforementioned manner.

This procedure is also applicable for consulting the identity of a party who is on hold.

MD Evolution – Dialog 4223 Professional

Operations for Incoming Calls

Call Pick-Up

When your extension is idle, you may also answer a call that is ringing for another extension, without having to change extensions. To do this, after lifting the handset or in handsfree mode:

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

PICKUP Press the dynamic function key shown on the left.

FRI 20-APR 15:28 L1 Pick up _ GENERAL MAIN_GRP SEC_GRP DEFLECT

STATION NO z Next, dial the extension number that is ringing.

You are now directly connected to the party calling the other extension.

Call Pick-Up on Presentation

From your idle extension, when you want to pick up a call that is ringing on another extension, you may also ask for an initial call presentation that will indicate the calling party’s identity.

To do so, proceed in the following manner:

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

PICKUP Press the dynamic function key shown on the left.

FRI 20-APR 15:28 L1 Pick up _ GENERAL MAIN_GRP SEC_GRP DEFLECT

DEFLECT Press the dynamic function key shown on the left.

MD Evolution – Dialog 4223 Professional

Operations for Incoming Calls

FRI 20-APR 15:28 L1 Deflection _ GENERAL MAIN_GRP SEC_GRP

STATION NO z Next, dial the extension number that is ringing.

The information concerning the call that you are picking up is presented to you, and the call begins to ring on your extension.

L1 Aastra-00164477500

REDIAL CALLERS PICKUP NAME >

L1 ÖÔ Press the flashing line key corresponding to pick up the call.

You are now directly connected to the party calling the other extension.

Notes:

Rather than dialling the number of the extension to pick-up, you may also press the line or repertory key on which this number may have been saved.

Certain extensions (such as yours) may possibly be equipped with permanent protection against call pick-up and deflection services. If this is the case, these services will obviously be refused on these extensions (and vice-versa).

Silent Ringing Function

This function may be used when you wish to not be disturbed by the ringing of the telephone. When it is activated only your extension’s screen display and the flashing of a line key will advise you of a new incoming call.

To activate this function from an idle extension:

É Press this key to activate silent ringing for incoming calls.

The associated LED will remain lit to remind you that this function is activated.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Manually Dialling a Call

The first way to place internal and external calls is to manually dial the number to be called. To do so:

u Lift the handset.

Then, for an internal call:

STATION NO z Dial the internal extension number to contact.

Or, to call the attendants:

9 z Dial the number 9 (generally).

Or, for an external call:

0 + EXT. NO z Dial the ad-hoc network access prefix, followed by the number

for the external party to be reached.

You can then follow the placing of your call on the handset and on your extension’s screen where your called party’s identity is displayed.

Or, for handsfree

mode:

NO TO CALL z Directly dial the number for the internal or external party to

contact, without lifting the handset.

You can then follow the placing of your call on the loudspeaker and on your extension’s screen.

L1 SMITH Peter-405 FREE DTMF VPAGING CALL_BACK FLASH >

Note: The prefix to dial for external calls is generally “0” to access the public network. Accessing a private network depends on your facility’s configuration.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

2 z Dial “2”, giving you access to abbreviated dialling.

Calling with Abbreviated Dialling (Speed Dialling)

You may also place your external calls more quickly by using the abbreviated dialling (speed dialling) service.

This enables you to contact your external parties using shorter numbers than the norm, usually just 3 or 4 digits.

Usually, you will have access to a general list of abbreviated numbers valid for all users in your facility.

Additionally, based on your user rights, you may also have access to a personal list of 20 abbreviated numbers that are either personal, or shared among a restricted group of users.

All of these abbreviated numbers are managed by your system administrator or possibly your facility’s attendants. Contact them as needed.

To contact an external party using abbreviated numbers, after lifting the handset or in handsfree mode:

ABBR. NO z Then directly dial the abbreviated number associated with

the external party to be contacted.

The call is then established just as if you had manually dialled the external party’s number.

Notes:

A personal abbreviated number accepts values from 00 to 19. An abbreviated number on the general list is usually from 200 to xxx. The prefix “2” is the one usually used to access abbreviated dialling. It may, however, have been modified by your system administrator.

An abbreviated number is generally complete. It may also be incomplete, in which case you will need to complete the number by dialling the rest manually. This may, for example, allow you to access a series of numbers using just one abbreviated number.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Placing a Call Using Programmable Line or Repertory Keys

Another option for quickly processing your outgoing calls to favoured parties is to save their numbers under one of your extension’s programmable line keys, or under one of the repertory keys available on one or several associated satellite key panel(s), as the case may dictate.

Your extension features 6 line keys, of which 4 keys may be programmed with an internal or external number for your favoured parties, or with an activation code for a given service.

If your extension uses one or several associated satellite key panels, each one offers an additional 17 programmable repertory keys that can also save an internal number, and external number, or again, a service activation code.

The corresponding programming of each line or repertory key is, in this case, entirely up to you. See also the “Programming Your

Extension” section.

To contact an internal or external party whose number has been saved on a line or repertory key, after lifting the handset, or in handsfree mode:

L4 Ô Simply press the line or repertory key associated with the

party to be contacted.

The call is then established just as if you had manually dialled the internal or external party’s number.

MD Evolution – Dialog 4223 Professional

Notes:

As with abbreviated dialling, a number saved on a line or repertory key may be incomplete. In this case you will need to complete the number by dialling the rest manually. Incomplete numbers could, for example, allow you to access a series of numbers using just one key.

Note:Programming a line key assigns a saved number or service to this key. Practically speaking, this means that you may only program 4 line keys, thus reserving at least line keys 1 and 2 for processing incoming and/or outgoing calls simultaneously.

Operations for Outgoing Calls

Last External Number Redial

When you place an external call, the system automatically saves the number dialled, enabling it to be automatically redialled, if necessary.

This is true whether or not your external call is successfully connected. Moreover, the last number dialled is saved until a new external call is placed.

If necessary, to redial the last external number dialled, after lifting the handset or in handsfree mode:

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

REDIAL Press the dynamic function key shown on the left.

The last external number dialled is automatically redialled, just as if you had dialled it manually.

Other Options for Dialling Outgoing Calls

Your extension also offers two additional services to easily dial your outgoing calls.

The first service is the Call by Name service. Your extension gives you access to the directory integrated into your facility, which includes all of the internal numbers in service as well as the external numbers accessible through abbreviated dialling (speed dialling). You may consult this directory and then directly call a party found therein, simply by selecting his/her name.

The second service is the Call log file service. Your extension automatically saves all of the call that you receive but do not answer. You then have the option of automatically re-dialling each caller whose identity has been saved in this file.

For these two services, see the “Directory, and Call List Services” section.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Monitoring Your Internal Calls and Subsequent Services

When you establish an internal call, your extension displays your party’s status 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

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

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

camp-on (multi-line extension).

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

to place your call on camp-on.

If your party is free, his/her extension will be rung, while you hear the ringback tone.

If your party is busy, your call may be automatically camped-on for the dialled extension, and you will hear the automatic camp-on tone. You may then simply wait for your party to answer.

To proceed with your call, in terms of the requested internal party’s status, you may also:

• Activate the automatic call-back feature for the called extension that is busy, or not answering.

• Broadcast a voice message on the free extension, if it is equipped with a loudspeaker.

• End your call by sending a mini-message to the called extension, if it is compatible with this service. See the “Message Services” section.

Depending on the rights assigned to your extension, you may also carry out an intrusion upon the current call on the requested extension, or override their Do not disturb status. These last services are, however, usually reserved for your system’s attendants. See the “Attendant-Based Services” section.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

CALL_BACK Press the dynamic function key shown on the left.

Automatic Call-Back on Busy Condition

When placing a call to an internal party whose extension is busy and you would rather not wait, you may activate the automatic callback on busy condition for the called extension.

This if valid regardless of your called party’s status: “RING”, “WAIT”, “BUSY” or “CONGESTED”.

To do so:

L1 SMITH Peter-405 WAIT DTMF CALL_BACK FLASH >

d or í Replace the handset or press the “C” key to end the call in

handsfree mode.

You will be automatically called back when your called party’s conversation has ended.

Automatic callback

REDIAL CALLERS PICKUP NAME >

Then, once you have answered this call-back, your internal called party will be automatically re-rung.

Note: An automatic call-back is typically valid for 15 minutes. When this timeframe expires, if your called party is not free, the service will be automatically cancelled. When you are called back, you typically have 30 seconds to answer the automatic call-back service. If you do not answer within that timeframe, the automatic call-back is automatically cancelled.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Automatic Call-Back on No-Answer Condition

When placing a call to an internal party whose extension is “FREE”, but your call remains unanswered, you may activate the automatic call-back on no-answer condition for the called extension.

To do so:

L1 SMITH Peter-405 FREE DTMF VPAGING CALL_BACK FLASH >

CALL_BACK Press the dynamic function key shown on the left.

d or í Replace the handset or press the “C” key to end the call in

handsfree mode.

You will be automatically called back when your called party has demonstrated his/her renewed presence, typically by placing a new call from his/her extension.

Automatic callback

REDIAL CALLERS PICKUP NAME >

Then, once you have answered this call-back, your internal called party will be automatically re-rung.

Notes:

An automatic call-back is typically valid for 15 minutes. When this timeframe expires, if your called party has not affirmed his/her presence, the service will be automatically cancelled. When you are called back, you typically have 30 seconds to answer the automatic call-back service. If you do not answer within that timeframe, the automatic callback is automatically cancelled.

With both services, you receive visible and audible confirmation that you have successfully registered the automatic call-back on busy or no answer condition.

Your extension may also be subject to the automatic callback on busy or on no-answer service from third party sets.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Voice Paging over a Free Extension’s Loudspeaker

When you call an internal extension that is “FREE”, but does not answer, you may broadcast a voice page on your called extension’s loudspeaker.

This allows you to transmit a message on the extension’s loudspeaker, which will be automatically activated when you request this service.

The service is available when you attempt to contact an extension that is equipped with a loudspeaker. Otherwise, the service will be refused, and the call will continue normally.

To activate the service:

L1 SMITH Peter-405 FREE DTMF VPAGING CALL_BACK FLASH >

VPAGING Press the dynamic function key shown on the left.

You may broadcast your message to be heard over the called extension’s loudspeaker.

d or í Replace the handset or press the “C” key to end the call in

handsfree mode.

Notes:

Typically, the time limit for this service is 20 seconds. When this time limit expires, your extension will be automatically disconnected, unless the called party picks up their extension, at which time the call will proceed normally.

The announcement may be unidirectional from your extension. It may also be bi-directional, in which case the called extension’s microphone is automatically activated at the same time as his/her loudspeaker. In the second case, your called party can answer you without lifting their handset. This depends on your called party’s extension settings. See also the “Programming Your Extension” section.

Certain extensions (such as yours) may possibly be equipped with permanent protection against voice paging. Obviously, this service will be denied on these extensions (and viceversa).

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Call with Temporary Protection

When you place either an internal or external call that you deem particularly important, you may choose to activate phonic protection.

Valid on a call by call basis, this protection ensures that you will not be disturbed by the signal that sounds when a new incoming call is presented to you. It is still possible to place new calls to your extension on camp-on.

This service protects you from any intrusion or offer that could take place during your conversation, most specifically from an attendant. These services are then refused in light of your conversation in progress.

To activate this protection service, after lifting the handset or directly in handsfree mode:

>> Press the Next key to display the following screen, applicable

for idle extensions:

FRI 20-APR 15:28 4 Callers Station 420 SIGN_ON MESSAGE PROTECT RETRIEVE <

PROTECT Press the dynamic function key shown on the left.

FRI 20-APR 15:28 L ? Protect _ REDIAL CALLERS PICKUP NAME >

NO TO CALL z Next, dial the desired number.

You may do so according to any of the methods available for dialling an internal or external number. Your call is then established normally.

Note: Certain extensions (such as yours) may possibly be equipped with permanent phonic protection. The abovedescribed service is therefore applied to all calls that are placed, without requiring any particular action on your part.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Call in Substitution or with Signature

You can also place an external call in substitution or with signature. This concerns the exceptional use of a third party set that is NOT an IP H.323 Dialog 4425 or Dialog 4422, to place an external call, just as if you were using your own extension.

The main advantage of this feature is that the call is charged to your own extension. Another advantage is that on the substituted third party set, you have all of your extension’s customary services, most especially dialling discriminations relating to various external numbers applicable for your extension.

This service is valid on a call-by-call basis. It is automatically cancelled at the end of each call processed using this service.

To activate this substitution service, assuming you’re using a Dialog 4223 Professional extension, after lifting the handset or in handsfree mode:

>> Press the Next key to display the following screen, applicable

for idle extensions:

FRI 20-APR 15:28 4 Callers Station 420 SIGN_ON MESSAGE PROTECT RETRIEVE <

SIGN_ON Press the dynamic function key shown on the left.

FRI 20-APR 15:28 L3 Sign-on _

STATION NO z Then dial your own extension number.

This is necessary in order to sign on to the third party set.

FRI 20-APR 15:28 L3 Password _

PASSWORD z Next, dial your user password.

By default, your user password is “1234”, however you may have modified it. See also the “Programming Your Extension” section.

d or í Replace the handset or press the “C” key to end the service

in handsfree mode.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

You may now proceed with placing your external call in substitution from the previous extension.

FRI 20-APR 03:29:00 PM 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

After lifting the handset or in handsfree mode:

NO TO CALL z Simply dial the desired external number.

You may do so according to any of the methods available for dialling an external number. Your call is then established normally.

Note: This service is accessible from any extension other than an IP H.323 Dialog 4425 or Dialog 4422 extension. Rather selecting the “SIGN_ON” dynamic function key, simply dial the “75” prefix. This prefix may, however, have been modified by your system administrator.

DTMF End-to-End Dialling

At times, you may need to call external servers, such as a reservation centre server, when you are required to communicate interactively through the online transmission of various dialling codes.

Your extension makes this option available to you through the DTMF end-to-end dialling service. With this service, you can directly exchange dialling codes with a remote server, without your dialling being interpreted by your local facility.

This is processed through the exchange of DTMF codes, from which the service’s name is derived. You can hear the codes in the form of tones in your telephone.

To use this service when placing an external call:

FRI 20-APR 05:25:00 PM L1 Aastra-001664477500 00:25 DTMF INFO_COMM CALL_PARK >

DTMF Press the dynamic function key shown on the left to activate

the service.

Everything that is dialled thereafter is then directly transmitted to the remote server.

FRI 20-APR 05:25:00 PM DTMF dialling _

MD Evolution – Dialog 4223 Professional

STOP

Operations for Outgoing Calls

Once you have finished:

STOP Press the dynamic function key shown on the left to deactivate

the service.

You will then return to normal communication. When applicable, the number you subsequently dial is again interpreted by your facility, just as with other service requests.

Note: When you interact with the voice mail system, or the automated attendant possibly integrated in your facility, the aforementioned operations are not required. DTMF end-toend dialling is automatic. See also the “Voice Mail Services” section.

Ending a Call

You may, at any time, end an ongoing call, or an outgoing call that is being established.

This is done in the same way as with an incoming call:

d Replace the handset.

Your extension returns to idle status.

Or, for handsfree

mode:

í Press the key shown on the left to end the call in handsfree

mode.

Your extension returns to idle status.

MD Evolution – Dialog 4223 Professional

Operations for Outgoing Calls

Discrimination and Routing of External Calls

Usually, you have access rights to the public network and all private networks to which your facility is connected. You also usually have the authorisation to dial any type of external number, most particularly a public number.

In terms of the facility programming dictated by your system administrator, there may be certain external numbers that are discriminated.

Most particularly, this may apply to numbers for service provided by the public network, or certain international destinations. An attempt to dial these numbers would be automatically refused.

Moreover, your facility will also most often be equipped with a Least Cost Routing (LCR) service for external calls, especially if your facility is connected to private networks or different public network operators.

The LCR service therefore automatically ensures that the routing of external numbers you dial will be processed with the least possible cost, or managed according to the most optimal calling route.

Note: The numbers dialled using abbreviated dialling are never subjected to any type of discrimination. If you have a specific need or question concerning discriminated numbers, you may ask your system administrator or facility attendants that the numbers in questions be added to the list of abbreviated dialling numbers.

MD Evolution – Dialog 4223 Professional

Operations during a Call

When a call is established, your extension offers you the option of alternating between the handset only and handsfree modes, and between group listening and mute modes.

You may also control the listening volume for your extension’s handset or loudspeaker.

You also have access to various services for processing your calls, including:

• Enquiry call to consult another internal or external party.

• Refer back call between two on-line parties or broker’s call.

• Call transfer between two parties.

• Conference call with three or four participants.

You may also temporarily place a call on hold, in order to carry out a non-telephone related task, or you may park a call in order to pick it up on a different extension.

Loudspeaker Mode

When you participate in an incoming or outgoing conversation using the handset, you can, at any time, decide to activate your extension’s loudspeaker mode, so that a group of people may listen in on the ongoing conversation. To do so:

Â Simply press this key on your extension to activate the loud-

speaker mode, without hanging up the handset.

The associated LED will light. Only your extension’s loudspeaker is activated, while the conversation continues on the handset (the extension’s microphone is inactive).

MD Evolution – Dialog 4223 Professional

To deactivate the loudspeaker function:

Operations during a Call

Â Simply press this key once again.

The LED associated with this key is unlit, and your conversation once again continues normally in handset mode only after 5 seconds (see details below).

Changing from Handset to Handsfree Mode

When you participate in an incoming or outgoing conversation using the handset – with or without the loudspeaker function – you can at any time, decide to continue the call in handsfree mode. To do so:

Â Press this key to activate the loudspeaker mode.

The LED associated with this key is lit, and the letters “ML” flash on your extension’s screen. You have 5 seconds to replace the handset.

d Replace the handset within 5 seconds.

Your conversation thus continues in handsfree mode. Both your extension’s loudspeaker and microphone are active.

If you do not replace the handset within 5 seconds, only the loudspeaker mode is activated on your extension.

Changing from Handsfree to Handset Mode

Contrariwise, when you participate in an incoming or outgoing conversation using handsfree mode, you can, at any time, decide to continue the call in handset mode, providing you with more privacy. To do so:

u Simply lift the handset.

Both your extension’s loudspeaker and microphone will be automatically deactivated. Only the handset remains active.

MD Evolution – Dialog 4223 Professional

Operations during a Call

Muting during a Conversation

When you participate in an incoming or outgoing conversation using handsfree mode, you may activate the mute function for your extension, preventing your party from hearing what you say. To do so:

É Press this key to activate the mute mode.

The LED associated with this key is lit, and your extension’s microphone is momentarily deactivated. Only your extension’s loudspeaker remains active.

To deactivate the mute function:

É Simply press this key once again.

The LED associated with this key is unlit, and your conversation once again continues normally in handsfree mode.

Note: This function is also applicable when you carry on a conversation on the handset. It momentarily cuts off voice transmission from your extension’s handset.

Adjusting the Loudspeaker or Handset Listening Volume

Whether you are carrying on a conversation on the handset or in handsfree mode, you can adjust the handset/loudspeaker listening volume for your extension.

This volume is pre-set. See also the “Programming Your Extension” section.

When necessary, during a call, you may modify the level, for example to compensate for a temporarily noisy environment.

To do so:

ì Simply press either the + or - keys to increase or decrease

the listening volume.

This adjustment is then only valid for the current call.

MD Evolution – Dialog 4223 Professional

Operations during a Call

Enquiry Call during a Conversation

Perhaps during a conversation with a first party, you wish to consult another internal or external party.

Your extensions offers you the enquiry call service, which consists of placing your first caller on hold, then calling the new desired party.

You may call this second party using any functions otherwise available when placing a single call.

FRI 20-APR 15:28 L1 SMITH Peter-405 01:33 DTMF INFO_COMM CALL_PARK >

Therefore, whether you are in handset or handsfree mode, you may:

NO TO CALL z Directly dial the number for the new internal or external party

to be contacted.

This could be carried out manually by simply dialling the party’s number, by using abbreviated dialling to call an external number, or by simply pressing the line or repertory key associated with this party.

Or,

L1 ÕÔ First press the line key corresponding to the current call.

Your extension’s screen re-displays its idle status screen.

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

NO TO CALL z Then dial the number for the new internal or external party to

be contacted.

In this case, you may use the last external number redial service, the call by name service or call list service, as well as any other special function associated with placing an outgoing call. See also the “Operations for Outgoing Calls” section.

In any case, your first caller is automatically placed on hold, and the key representing the line on which the first call was placed will flash quickly.

You then follow the placement of this call in the same way as for a single outgoing call.

L2 WESSON Paul-407 FREE DTMF VPAGING CALL_BACK FLASH >

MD Evolution – Dialog 4223 Professional

Operations during a Call

Supposing that your first call is an internal call, you also have the same services available to you for placing the second enquiry call (depending on the second party’s status), as you would during a single call (see also “Operations for Outgoing Calls”). Thus, you can (see also the “Operations for Outgoing Calls”):

• Be placed on automatic camp-on if the new calling party’s extension is busy.

• Activate the automatic call-back feature for the new called extension that is busy, or not answering.

• Broadcast a voice message on the new extension that is now free, if it is equipped with a loudspeaker.

• End your second call by sending a mini-message to the new called extension, if it is compatible with this service.

• Carry out an intrusion upon the current call on the new called extension, or override the Do not disturb status for this second party, depending on the rights assigned to your extension.

Refer Back Call between Two Parties or Broker’s Call

During your enquiry call, supposing the second party has answered your call, and your first party remains on hold while you carry on a conversation with the second, you may alternate from one conversation to the other.

FRI 20-APR 03:29:00 PM L2 WESSON Paul-407 01:53 DTMF CONFERENC INFO_COMM CALL_PARK >

You may transfer from one conversation to the other. To do so:

L1 ÖÔ Press the first line key that is flashing rapidly.

You are now transferred back to your first call, and your second call is placed on hold.

FRI 20-APR 03:30:00 PM L1 SMITH Peter-405 02:33 DTMF CONFERENC INFO_COMM CALL_PARK >

MD Evolution – Dialog 4223 Professional

To return to your second conversation:

Operations during a Call

L2 ÖÔ Press the second line key that is flashing rapidly.

You are now transferred once again to the second call, and can repeat this process as many times as desired.

FRI 20-APR 03:31:00 PM L2 WESSON Paul-407 02:53 DTMF CONFERENC INFO_COMM CALL_PARK >

í Or, press the “C” key if you wish to end the conversation with

the current party.

This party’s call is disconnected, while your extension is re-rung by the call that is currently on hold.

This operation is also applicable, if, when your enquiry call is being placed, the second party does not answer.

Note: It should be noted that these operations are the same for answering an incoming call that is presented to you during an ongoing call. See also the “Operations for

Incoming Calls” section.

Call Transfer between Two Parties

During an enquiry call, you can also choose to place your two call parties in direct communication with each other, removing yourself entirely from the conversation.

This type of call transfer can be made between two internal parties, or one internal party and one external party, regardless who is the calling or called parties.

It is also unconditionally applicable in the following different cases:

• Transfer during a conversation: You may transfer a call between two parties when one is in communication with you, and the other is on hold on your extension. Both parties will then be in direct communication with each other.

• Call transfer on ringing: You may make a transfer when an enquiry call is in the process of being established to a free internal extension, without waiting for that person to answer. The transferred party will then hear the other requested extension ringing.

• Call transfer on busy: You may make a transfer when an enquiry call is in the process of being established to a busy internal extension, when it is possible for the call to be placed on camp-on. The transferred party will then be placed on camp-on on the other requested extension.

MD Evolution – Dialog 4223 Professional

Operations during a Call

Transfer Press the Transfer key to transfer the call in handsfree mode.

In every case, the procedure is the same:

d Or, simply replace the handset when in handset mode.

In either case, the call is transferred, and the two parties disappear from your extension.

Notes:

If there are more than 2 parties on your telephone, the call transfer will be carried out between the party currently conversing with you, and the last party who was placed on hold.

Call transfers between two external parties may also be permitted. This essentially depends on your facility’s configuration. If you need more information, contact your system administrator.

Your facility may allow call transfers between two external parties; however, it is recommended to never transfer to an automatic machine such as: an information system, a network voicemail system, etc. The connection could be very long and costly. Moreover, during the entire duration of the transfer, two of your facility’s ISDN network lines are busy, which may limit other calls.

Conference Call with N Participants

When an enquiry call is established, i.e. when you are carrying on a conversation with one party while another is on hold, you may also decide to establish a 3-way conference call including your two calling parties and yourself.

To do so, whether you are carrying on a conversation using the handset or handsfree mode:

FRI 20-APR 03:31:00 PM L2 WESSON Paul-407 02:53 DTMF CONFERENC INFO_COMM CALL_PARK >

CONFERENC Press the dynamic function key shown on the left.

The 3-way conference call is established, and your extension’s screen will be as illustrated below:

Conference L2 WESSON Paul-407 03:23 DTMF INFO_COMM CALL_PARK >

MD Evolution – Dialog 4223 Professional

Operations during a Call

Next, you may repeat the entire enquiry and conference call procedure to include another participant in the conference call. A conference call can include up to 4 participants.

To do so:

L2 ÕÔ First press the line key corresponding to the current conference

call (“Lx” is specified on the screen).

The conference call is placed on hold.

NO TO CALL z Then dial the number for the new internal or external party to

be contacted.

All of the usual services for dialling internal or external numbers are available.

CONFERENC Once again, press the dynamic function key shown on the

left, once this new party has answered your call.

The conference call now includes 4 participants.

Or, you may simply withdraw from the conference call:

d or í Replace the handset or press the “C” key in handsfree mode.

This has the same result as a transferring a call between your two parties, as your extension is now free.

On the other hand, if one of your parties withdraws from the conference call, that will result in the call now being a single call with the remaining party.

Notes:

If there are more than 2 parties on your telephone, the conference call will be established between the party currently conversing with you, and the last party who was placed on hold.

Your extension may also be subject to enquiry calls, refer back calls, transfers and conference calls initiated by third party sets.

MD Evolution – Dialog 4223 Professional

Operations during a Call

Call Hold

When you are carrying on a single conversation, you may also temporarily place the current call on hold, in order to carry out a non-telephone related task. To do so:

L1 ÕÔ Press the line key corresponding to the current call.

The LED associated with this line begins to flash quickly, and your party is placed on hold on your extension.

L1 ÖÔ Press the line key corresponding to the current call once

again, to return to your conversation.

The associated LED is now continuously lit.

Note: There is no time limit on this call hold service.

Call Parking and Parked Call Retrieving

When you are carrying on a single conversation, you may park the current call, in order to subsequently retrieve it on a different extension. For example, this would allow you to change offices without losing your call.

To do so, whether you are carrying on a conversation using the handset or handsfree mode:

FRI 20-APR 15:28 L1 SMITH Peter-405 01:33 DTMF INFO_COMM CALL_PARK>

CALL_PARK Press the dynamic function key shown on the left.

Your party is then placed on hold.

FRI 20-APR 15:28 Parking _

RETURN

ID. CODE z Dial the identification code for the call you wish to park.

This call identification code will be requested later when you retrieve the parked call. This code is unrestricted, and may consist of 1 or 2 digits, according to your facility’s configuration (usually 2 digits).

A confirmation that the service was accepted is provided both visually and audibly; the “Accepted Service” message is displayed on the screen, and the service acceptance tone is played.

MD Evolution – Dialog 4223 Professional

Operations during a Call

d or í Replace the handset, or press the “C” key to end this service

in handsfree mode.

Your extension returns to idle status.

You may then move about freely, then return to the parked call on any other extension.

Typically, the duration of validity is 3 minutes. If the parked call is not retrieved within this timeframe, it will be disconnected if it is an internal call or re-directed to an attendant if it is an external incoming call.

To retrieve a parked call from your extension or a similar idle extension, after lifting the handset or in handsfree mode:

>> Press the Next key to display the following screen, applicable

RETRIEVE Press the dynamic function key shown on the left.

ID. CODE z Next, dial the 1 or 2 digit identification code for the parked

for idle extensions.

FRI 20-APR 03:30:00 PM 4 Callers Station 420 SIGN_ON MESSAGE PROTECT RETRIEVE<

The extension prompts you to enter the identification code for the parked call, as previously entered.

FRI 20-APR 03:30:00 PM Lx Retrieve _

RETURN

call.

You are returned to your conversation.

Notes:

When an external call is either placed on hold or is parked, the party is then connected to on-hold music, usually provided by your facility.

MD Evolution – Dialog 4223 Professional

The parked call retrieving service may also be activated by dialling from any type of extension. The usual sequence is: 10 <ID. CODE.>, where <ID. CODE.> is the parked call identification code. The prefix “10” is the one usually used. It may, however, have been modified by your system administrator.

Of course, your calls may also be subject to parking by a third party set.

Directory, and Call List Services

Your extension also offers two sophisticated services for handling your incoming and outgoing calls as efficiently as possible.

The first service is access to the integrated directory that is available to your entire facility. You may consult this directory and then directly call a party found therein, simply by selecting his/her name. This is the Call by Name service.

The second service is the Call List service. Your extension automatically saves all of the call that you receive but do not answer. You then have the option of automatically re-dialling each caller whose identity has been saved in this file.

Directory and Call by Name

The integrated directory that is available to everyone in the facility includes all of the internal numbers served, as well as the external numbers that are accessible through abbreviated dialling – each one characterised by the name of the associated internal or external party.

You may consult this directory from your idle extension. You may also consult it during a conversation, typically within the context of establishing an enquiry call. See also the “Operations during a Call” section.

Next, once the name of the desired internal or external party is displayed on your extension’s screen, you may place the call automatically, simply be selecting his/her name.

On your idle extension (or after placing the current call on hold), the following screen will be displayed:

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

MD Evolution – Dialog 4223 Professional

Directory, and Call List Services

NAME Press the dynamic function key shown on the left.

You then have access to the integrated directory, and your extension prompts you to enter one or several letters on the keypad.

*/-/+ Dial by name : _

NAME BEGIN z On your keypad, enter the first letter of the party’s name for

whom you wish to search.

Once you have dialled at least one letter through one, two three (or even four) successive keypad keys, the first four names beginning with the letter entered (or subsequent letters) are displayed on the screen.

The names are displayed in alphabetical order. Internal users and external parties who are accessible through abbreviated dialling are both displayed together, as defined by your system administrator.

Then, if the desired name is not immediately displayed, you may:

NAME SUITE z On your keypad, enter the first few letters of the party’s name

for whom you wish to search.

The screen will update to reflect your changes.

Or,

* ì Press the * key, then either the - or + key.

This scrolls you through the next pages of the integrated directory, either in ascending or descending order, depending on which key you use.

*/-/+ Dial by name : DU Duke Duval Aastra Aastra Jack Robert France Sweden

Once you have found the name of the internal or external party you wish to contact:

<NAME> Press the dynamic function key that corresponds to the

desired name.

The call is then placed to the selected party and established just as if you had manually dialled the internal or external party’s number.

MD Evolution – Dialog 4223 Professional

Directory, and Call List Services

Call Log File

With the Call log file service, your extension automatically saves all calls that you receive, but that were not answered when you were absent or when your line was busy.

For each call saved, the identity – name and number, if available – of the internal/external calling party is saved, as well as the date and time of the call.

An internal caller may have left you a mini-message, when applicable. This message will also be saved in the call log file. See also the “Message Services” section.

You may consult this call log file from your idle extension. You may also consult it during a conversation, typically within the context of establishing an enquiry call. See also the “Operations during a Call” section.

On your idle extension (or after placing the current call on hold), on the second line of your extension’s screen will be displayed the number of calls saved. There will be no information if the call log file is empty.

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

From this point:

CALLERS Press the dynamic function key shown on the left.

The information for the last unanswered call received will be displayed.

Call of 18-JUNE 07h06 am 1/4 Aastra-500 WOULD LIKE TO SEE YOU ERASE CALL NEXT_MSG NEXT

You then have the following options:

NEXT Press the dynamic function key shown on the left to scroll

through the call log file.

This will allow you to scroll through the content of your call log file in order of the time in which they were received, from the most recent to the oldest.

Or,

ERASE Press the dynamic function key shown on the left to delete an

entry in the call log file.

The corresponding call is simply deleted from the call log file, without returning the party’s call.

MD Evolution – Dialog 4223 Professional

Or,

Directory, and Call List Services

CALL Press the dynamic function key shown on the left to call the

party.

The caller whose identity was saved in the call log file will be automatically called back; the call is established just as if you had manually dialled the internal or external party’s number.

This call will then automatically be erased from the call log file, whether or not you call was answered.

If a mini-message was associated with a call, you also have the following option:

NEXT_MSG Press the dynamic function key shown on the left to scroll

through the content of a mini-message.

This option is only available if your caller left a mini-message, and when this mini-message is too long to be entirely displayed on the screen at once.

Note: Your call log file is limited to the last 10 calls received; when it exceeds this limit, the oldest calls are automatically eliminated. If you have received several calls from or the same party over a period of time, only the last call is saved.

MD Evolution – Dialog 4223 Professional

Call Forwarding Services

Your extension also offers you various call forwarding services that enable you to direct incoming calls to another internal or external destination, whenever you are absent and/or busy, travelling, or when you simply would rather not be disturbed.

The following different types of services are available:

• Call forward on no-answer condition: Your calling parties will be re-directed to the pre-defined call forward recipient, whenever you do not answer their calls, typically after a 20-second delay.

• Call forward on busy condition: Your calling parties are immediately re-directed to the pre-defined call forward recipient whenever your extension is busy.

• Call forward on no-answer and busy conditions: Your calling parties are re-directed to the pre-defined call forward recipient in both cases.

• Immediate call forward: All incoming calls are immediately redirected to the pre-defined call forward recipient. Typically, this could be your secretary’s internal number, or your external mobile phone number when you are travelling.

• “Do not disturb” call forward: Your extension is unavailable, and no call forwarding services were activated. Your internal party’s calls are immediately disconnected, and your “Do not disturb” status is displayed on extensions that feature a display screen. Calls from your external parties are immediately re-directed to your facility’s attendants.

• Call forward on mini-message: Your extension is unavailable, and no call forwarding services were activated. Your internal and external parties receive an “Absent” message that you have prerecorded. See the “Message Services” section.

The number to which a call forward may be directed could be an internal party’s individual extension, a hunt group, another user’s personal group, or even the access number for an integrated voice mail system that your facility may use. See the “Voice Mail Services” section.

MD Evolution – Dialog 4223 Professional

Call Forwarding Services

It may also consist of an external number containing up to 18 digits, including the network access prefix. This may be an external number that is accessible through abbreviated dialling.

You may use fixed call forward defined by your system administrator. This may consist of a call forward on no-answer condition, a call forward on busy condition, or a call forward on no-answer and busy conditions.

This fixed call forward is applied by default whenever you do not define a variable call forward for your calls. This is often the case when your facility uses an integrated voice mail service, which – by default – receives your calls encountering a no-answer or busy condition.

You may define all of the types of call forwards listed above, on your own. This is referred to as a variable call forward that takes precedence over a possible fixed call forward.

This variable call forward may be:

• A pre-defined variable call forward assigned to the Call-Fwd key on your extension. This is valid for all types of call forwards, except call forward on mini-message. Simply pressing this Call-Fwd key will either activate or de-activate the pre-defined variable call forward.

• A variable call forward defined on a case by case basis. This is valid for any type of call forward that is activated after it has been defined. This then will take precedence over a call forward that was pre-defined on the Call-Fwd key.

In any case, only one call forward applies at any given moment. Defining a new variable call forward automatically cancels any definition that previously existed.

A variable call forward is usually defined on a case by case basis before you leave your extension. You may also remotely define your call forward recipient from his/her internal extension. This is the “Follow me” or “Third party call forward (or remote call forward)” service.

The call forwards previously mentioned are those that are predefined. Finally, your extension also offers you the call deflection service. This is a call forward activated after a call is presented to you, on a callby-call basis, in cases where you would rather not answer that specific call, thus directing it to another recipient.

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Notes:

When any type of call forward is defined on your extension, you still have the option of placing calls and activating any type of service from your extension.

When you have defined any type of call forward to an internal recipient, the latter has the option of calling you without any restrictions.

When a call forward on busy condition is defined on your extension, no more incoming calls will be presented to you when you have an ongoing call. In the same way, the services of consulting and answering a new call are de-activated.

Certain extensions, including yours, may be authorised to override another extension’s Do not disturb status. This is most often the case with your facility’s attendants. See the “Attendant-Based Services” section.

For any call forward defined to be directed to an external recipient, forwarding of calls issued from external parties may take place either through your facility’s resources or directly at the Euro-ISDN network level, according to your facility’s configuration.

You may program a call forward from your extension to itself. This enables you to bypass any fixed call forward that is applicable to your extension. Your extension is therefore may be contacted normally.

When a call forward is programmed for your extension, a special dial tone is heard when you lift your handset. This is also the case when you are the recipient of a call forward.

Defining a Variable Call Forward

Defining variable call forwards on a case-by-case basis is carried out within the framework of your extension’s programming functions.

When your extension is idle:

Menu Press the Menu key.

The following screen is displayed when you are granted access to the programming of your extension.

Programming disabled enabled disabled disabled GEN_CALL GROUP LOCK CALL_FWD>

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CALL_FWD Press the dynamic function key shown on the left.

The following screen is displayed when you are granted access to variable call forward programming.

Call fwd

IMMEDIATE NO_REPLY BUSY MESSAGE>

Call fwd

NODISTURB NREP+BUSY REMOTE_FWD SYSTEM >

Call fwd

CANCEL CANC_SYST <

Press the dynamic function key that corresponds to the desired type of call forward, most particularly:

IMMEDIATE To activate an immediate call forward.

NO_REPLY To activate a call forward on no-answer condition.

BUSY To activate a call forward on busy condition.

NREP+BUSY To activate a call forward on no-answer condition and busy

NODISTURB To activate a Do not disturb call forward (after having pressed the

condition (after having pressed the Next or >> button).

Next or >> button).

In the first four cases, your extension displays the type of call forward requested, and prompts you to enter the number for the internal or external call forward recipient. In the latter case, simply exit your extension’s programming mode (see details to follow).

Call forward no-reply Number : _ BLANK CURSOR+ CONFIRM RETURN

FWD NO z Enter the internal or external number to receive your call

forwards.

As previously indicated, the recipient’s number may contain up to 18 digits, including the network access prefix. An external number may be one that is accessible through abbreviated dialling.

CONFIRM Press the dynamic function key shown on the left to confirm

the number you entered.

Your extension displays that you programming has been accepted.

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í Press the C key on your extension to exit the programming

mode.

Call-Fwd ÖÔ The variable call forward that you have just defined is effective imme-

diately. This status will cause your extension’s Call-Fwd key to flash. If you return to your extension’s programming mode, the “enabled” status is also displayed above “CALL_FWD”.

Notes:

The “BLANK” and “CURSOR+” functions enable you to delete or modify the number for an existing call forward. The “RETURN” function enables you to exit the screen without modifying the content.

Your extension may also be subject to call forwarding from third party sets. Certain extensions (such as yours) may possibly be equipped with permanent protection against receiving call forwards from third party sets. Obviously, this service will be denied on these extensions (and vice-versa).

Cumulative call forwards between different users are authorised.

Cancelling a Variable Call Forward

A temporary variable call forward is shown on your extension by a flashing Call-Fwd key.

To cancel this call forward:

Call-Fwd ÖÔ Simply press the Call-Fwd key.

The variable call forward is immediately cancelled.

Call-Fwd Ô This change in status will also cause your extension’s Call-Fwd key

LED to turn off. If you return to your extension’s programming mode, the “disabled” status is also displayed above “CALL_FWD”.

Note: As an alternative, you may also access your extension’s variable call forward programming, and select the “CANCEL” option on the third screen. The result will be the same.

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Activating a Call Forward Pre-Defined on the Call-Fwd Key

You may also pre-define and assign a variable call forward to the CallFwd key on your extension. See the “Programming Your Extension” section.

This enables you to quickly activate or deactivate a variable call forward that you use frequently, for example to your secretary.

To activate this pre-defined call forward:

Call-Fwd Ô Simply press the Call-Fwd key on your extension, which initially

is turned off.

The pre-defined call forward is immediately activated.

Call-Fwd ÕÔ This change in status will also cause your extension’s Call-Fwd key

LED to turn on. In your extension’s programming mode, the “enabled” status is displayed above “CALL_FWD”.

Deactivating a Call Forward Pre-Defined on the Call-Fwd Key

On the other hand, to deactivate a pre-defined call forward assigned to the Call-Fwd key on your extension:

Call-Fwd ÕÔ Simply press the Call-Fwd key on your extension, which is Call-Fwd Ô This change in status will also cause your extension’s Call-Fwd key

initially on.

The pre-defined call forward is immediately deactivated.

LED to turn off. In your extension’s programming mode, the “disabled” status is displayed above “CALL_FWD”.

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Follow Me or Third Party (or Remote) Call Forward Service

In the event that you may have forgotten to define your variable call forward before leaving your extension, you may remotely program it from any internal extension destined to be the recipient of your call forwards.

This is the Follow me or Third party (or remote) call forward service that, assuming the recipient has an extension identical to yours, is activated as follows, from an idle extension:

Menu Press the Menu key on the third party set.

You then access programming for the third party set.

disabled enabled disabled disabled GEN_CALL GROUP LOCK CALL_FWD >

Programming

CALL_FWD Press the dynamic function key shown on the left.

You then access call forward programming.

>> Press the Next key to display the following screen:

Call fwd

NODISTURB NREP+BUSY REMOTE_FWD SYSTEM >

REMOTE_FWD Press the dynamic function key shown on the left.

You then access remote call forward programming.

Station nb to call forward : _

CONFIRM RETURN

STATION NO z Then dial your own extension number.

The third party set displays the following screens:

Remote CFW OF 420

IMMEDIATE NO_REPLY BUSY MESSAGE >

Remote CFW OF 420

NODISTURB NREP+BUSY CANCEL <

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IMMEDIATE Press the dynamic function key shown on the left to define an

immediate call forward for your extension.

You may also define any other type of variable call forward, just as you would if you were at your own extension by selecting one of the other dynamic function keys available.

The third party set displays the requested type of call forward, and then prompts you to enter the number for the call forward recipient; in this case it is the extension number where you are located.

Remote CFW immediate OF 420 Number : _ BLANK CURSOR+ CONFIRM RETURN

FWD NO z Dial your present internal extension number.

CONFIRM Press the dynamic function key shown on the left to confirm

the number you entered.

The third party set then prompts you to enter your user password.

FRI 20-APR 15:28 L1 Password _

PASSWORD z Finally, enter your user password.

By default, your user password is “1234”, however you may have modified it. See also the “Programming Your Extension” section. Your password is displayed in asterisks.

The following screen confirms the call forward programming.

L1 420 -> 480**** ALL CALL FORWARD ACCEPTED

í Press the C key on your extension to exit the third party set

programming mode.

The third party set defined as the recipient of your call forwards returns to idle status, and the call forwarding from your extension that you just defined is effective immediately.

Call-Fwd ÖÔ Just as it would if you had defined it from your own extension, your

extension’s Call-Fwd key will flash.

You may then cancel this call forward from your extension, in the same way as you would a variable call forward activated directly from your own extension (see previously mentioned details).

You may also cancel it from the recipient extension, according to the aforementioned procedure, this time selecting the “CANCEL” dynamic function.

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You may also repeat the procedure from a new recipient extension, in which case, your calls would follow you as you move from office to office.

Notes:

The Follow me service may also be activated by dialling from any type of extension (other than an IP H.323 extension). To activate remote call forwarding, the usual sequence is: 65 <NO> <PSW>, where <NO> is your extension number, and <PSW> is your user password. To deactivate remote call forwarding, the usual sequence is: 66 <NO> <PSW>. The type of call forwarding that is defined is always “immediate” call forwarding. The prefixes “65” and “66” may have been modified by your system administrator.

Depending on the rights assigned to your extension and each recipient extension, access to the Follow me and Remote call forwarding services may be restricted. Therefore, you always have the option of requesting that a facility attendant define a remote call forward for your account. See the “Attendant-

Based Services” section.

Call Deflection

When you have no call forwards programmed on your extension, you may instead deflect a call that is presented on your extension, which you would prefer not to answer but rather re-direct it to another recipient.

Once again, the number to which a call may be deflected could be an internal party’s individual extension, a hunt group, another user’s personal group, or even the access number for an integrated voice mail system that your facility may use. See the “Voice Mail Services” section.

It may also consist of an external number containing up to 18 digits, including the network access prefix.

When a call is presented on your idle extension, this call deflection or screening is carried out on a call-by-call basis, as described below, without lifting your extension’s handset.

L1 Aastra-00164477500 DIRECT REDIAL CALLERS PICKUP NAME >

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** z Dial the prefix to access the call deflection service.

By default, the prefix is “**”, however this may have been modified by your system administrator.

FWD NO z Next, directly dial the internal or external number for the

recipient of the call deflection.

For an internal recipient, simply enter the internal number. For an external recipient, the number should be entered using the following format: 0<NO>#, where 0 is the network access prefix, and <NO> is the external number to be reached. An external recipient number may also be dialled using abbreviated dialling.

í Press the C key on your extension to disconnect.

Your extension returns to idle status, while your call is deflected to the recipient you have just programmed. It is then processed as a normal call forward.

Available from your idle extension, the call deflection service may also be used when you have an ongoing call.

L2 Ô In this case, simply select a free line key before dialling the previous

L1 ÖÔ

** <FWD NO> sequence.

Your current call will be automatically placed on hold, but only until the call deflection has been activated.

Notes:

This service is also available if several calls are presented to you simultaneously. Simply dial the ** prefix, select the line key that corresponds to the call to deflect, and then dial the call deflection recipient number (<FWD NO>).

The ** <FWD NO> sequence may be saved on one of your extension’s line keys, or on one of the associated satellite repertory keys, when applicable. In this case, the service may be activated by simply pressing this key to deflect the call to a pre-defined call forward recipient.

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Call Forwarding Information

When you attempt to contact an internal party who has activated call forwarding (or after your call has been deflected), you will know this service has been activated when you hear the re-routing on call forward tone. Your extension’s screen is also updated with the identification information for the internal or external party to whom you will be transferred.

If you are the recipient of a call forward (or a call deflection), your extension’s screen will display the identity of the internal or external caller, as well as the identity of the internal party who originated the call forward (or call deflection), preceded by the word, “FOR”.

L1 Aastra-00164477500 FOR SMITH Peter-405 REDIAL CALLERS PICKUP NAME >

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Message Services

Your extension also offers text message services that enable you to exchange mini-messages over the ISDN network with internal or even external parties.

The available services include:

• When placing a call, you have the option of transferring a minimessage to your called party, in case he/she does not answer your call, or has an ongoing call.

• In the same way, when you receive a call, you may consult a mini-message sent to you by the party who attempted to contact you.

You also have the option of a call forward to mini-messaging service. This is also called the call forward on absence service. This does not consist of a call forward in its truest sense; your incoming calls are not re-directed. Rather, the absence message that you selected when defining your call forward will be automatically transmitted to the party who is trying to contact you.

For this purpose, your facility may make 10 pre-formatted minimessages available to you for one of the aforementioned purposes.

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Note:

In relation to using these services with external parties, this assumes that they are also ISDN network users, and that they have ISDN terminals that are compatible with the minimessaging service. Certain extensions (such as yours) may be permanently protected against the automatic use of this call forward on absence service for external parties. In this case, the text messaging services are only applicable internally within your facility.

Message Services

Sending a Mini-Message

Suppose you attempt to contact someone who either does not answer his/her extension, or whose extension is busy.

Over and above the other operations available to you during outgoing calls (see “Operations for Outgoing Calls” section), you may also end your call by sending a mini-message to the called extension, if it is compatible with this service.

To do so, no matter what the status of the requested party:

L1 SMITH Peter-405 WAIT DTMF CALL_BACK FLASH >

>> Press the Next key to display the following screen:

L1 SMITH Peter-405 WAIT

MSG+DISC <

MSG+DISC Then press the dynamic function key shown on the left.

Your extension then prompts you to select the mini-message to send to your party.

L1 SMITH Peter-405 0 -> HAS CALLED YOU BACK SELECT NEXT RETURN

NEXT Press the dynamic function key shown on the left.

This will allow you to scroll through the various available minimessages. By default, the messages available are: “HAS CALLED YOU BACK”, “WILL CALL BACK” and “WOULD LIKE TO SEE YOU” (see also other messages available, described later).

SELECT Press the dynamic function key shown on the left to select

the mini-message to send.

Your extension’s screen displays the following:

L1 SMITH Peter-405 WOULD LIKE TO SEE YOU

CONFIRM RETURN

CONFIRM Press the dynamic function key shown on the left to validate

your selection.

This ends your call immediately upon sending the associated minimessage.

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d Replace the handset.

Your extension returns to idle status. (This occurs automatically in handsfree mode.)

Your called party will then be able to read your message from his/ her call log file, or the equivalent.

Notes:

This service is not available for any internal party who is not equipped with an extension that would allow them to consult your message. If that is the case, the MSG+DISC dynamic function will not be displayed.

This service is available with single or enquiry calls. It is also available when you have an ongoing call, if desired.

This service may also be activated at the beginning of your call, in order to only transmit a message to your called party. In this case, select the MESSAGE function available from your idle extension; select, and then validate your mini-message before dialling the number to call and hanging up immediately.

Receiving a Mini-Message

In the same way, when you do not answer a call, you may receive a mini-message from internal or external calling parties whose extensions are compatible with the ISDN mini-messaging service.

This mini-message will be saved in the call log file along with the caller’s identity, and the date and time of the call; see the “Directory,

and Call List Services” section.

Call of 18-JUNE 07h06 am 1/4 Aastra-500 WOULD LIKE TO SEE YOU ERASE CALL NEXT_MSG NEXT

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Call Forward on Mini-Message or Absence

As an alternative to all other available variable call forwarding services (see “Call Forwarding Services” section), you may also re-direct your extension to a mini-messaging or call forward on absence service.

The absence message that you selected when defining your call forward will be automatically transmitted to any internal or external party who is trying to contact you; the call will then be immediately disconnected.

To define a call forward on absence for your extension, from your idle extension:

Menu Press the Menu key.

The following screen is displayed when you are granted access to the programming of your extension.

disabled enabled disabled disabled GEN_CALL GROUP LOCK CALL_FWD >

Programming

CALL_FWD Press the dynamic function key shown on the left.

The following screen is displayed when you are granted access to variable call forward programming.

Call fwd

IMMEDIATE NO_REPLY BUSY MESSAGE >

MESSAGE Press the dynamic function key shown on the left that corre-

sponds to the desired type of call forward on absence.

Your extension then prompts you to select the mini-message that you wish to use as your absence message.

Call fwd to message 0 -> HAS CALLED YOU BACK SELECT NEXT RETURN

NEXT Press the dynamic function key shown on the left.

This will allow you to scroll through the various available minimessages.

By default, the situational messages available are: “IN A MEETING UP TO **:** O’ CLOCK”, or “ABSENT UNTIL **-** **:** O’ CLOCK”, or “IN CASE OF EMERGENCY, CALL **********”, and “PLEASE CALL BACK IN A FEW MINUTES” (see also other available messages mentioned earlier).

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SELECT Press the dynamic function key shown on the left to select

the mini-message on absence.

** z Complete the message, replacing the “*” in the message with

numbers from your keypad, as necessary.

Once the message is selected, it needs to be completed with the numerical information such as the hour and minutes, date and time, or telephone number.

Call fwd to message IN A MEETING UP TO 18:30 O’ CLOCK

CONFIRM RETURN

CONFIRM Press the dynamic function key shown on the left to confirm

your selection.

Your extension confirms the call forward on absence programming.

í Press your extension’s C key to exit programming mode.

Call-Fwd ÖÔ Your call forward on absence programmed in this manner is

effective immediately. As with any other variable call forward, your extension’s Call-Fwd key will also flash.

Any internal caller whose extension is compatible with this service will immediately receive your absence message. This may also be the case for an external ISDN calling party whose network is compatible with this mini-messaging service, assuming that your extension is not specifically and permanently protected against the use of this call forward on absence service for external parties.

In the opposite case, a call issued from an incompatible external party will be redirected to your facility’s attendants, who will see your message automatically displayed on their extension, and will be able to accurately inform your external calling parties.

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Note: A call forward on absence is cancelled in the same manner as any other type of variable call forward – see “Call

Forwarding Services” section.

Voice Mail Services

Depending on its configuration, your facility may have an integrated voice mail system, which may or may not be associated with an automated attendant service.

If this is the case, you then have normal access to a personal mailbox.

You may then program your extension to forward your calls to this mailbox when you do not answer, if you are busy, or if you are temporarily absent.

According to the operating mode attributed to your mailbox, your parties will simply be informed of your absence, and then you will have the option of either leaving a voice message for you, or having their call redirected to an assistant or any other extension you may have defined.

Whenever a new voice message is left in your mailbox, you will be automatically notified by an icon displayed on your extension. You may also program the system to notify an external number as well.

Calling the integrated voice mail service then permits you to consult each new voice message that was left, and then you may either delete it or archive it, as you deem necessary. You may consult your mailbox from your extension, from any other extension in the facility, or from an external network.

You also have mailbox management options, such as recording a personalised greeting, programming an external notification upon reception of voice mail, or programming an assistant’s number, as the case may dictate.

If you are part of (a) hunt group(s) (see the “Group Services” section), you will also receive voice mail that may be left for the hunt group in general when no one answers, if the group is congested or when it is closed. These messages may also be consulted directly from your individual mailbox.

Besides your individual mailbox, you may also be assigned to a common mailbox for distribution purposes, which may also be shared between different extensions in your facility.

This then allows calling parties, or even you, to leave a voice message in this common mailbox that will then be distributed to all of the members who share this mailbox.

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Note: This is also true, of course, of all the other extensions in your facility. Everyone then, has the liberty of leaving voice mail in any available individual or common mailbox.

Types of Individual Mailboxes

Your individual mailbox may be managed according to one of the following three operating modes:

• In answering mode: Your mailbox only plays an absence message that you may manage yourself. Calling parties who are directed to your mailbox hear your message, however they are not able to leave a message for you.

• In recording mode: Your mailbox plays a greeting that you may manage yourself. Then, calling parties who are directed to your mailbox hear your message, and then may leave a voice message for you that you may subsequently consult.

• In personal assistant mode: Your mailbox plays a greeting that you may manage yourself. Then, calling parties who are directed to your mailbox may either leave a voice message, or if they so desire, be redirected to your assistant, to another extension you previously designated, or to your facility’s attendants.

The selection of an operating mode for each mailbox is usually overseen by your system administrator. The mode usually used is the recording mode (which is assumed in the rest of this guide).

Call Forwarding to a Voice Mailbox

Forwarding calls to your individual mailbox may be effective according to one of the following types of call forwards:

• Call forward on no-answer condition: Your calling parties will be re-directed to your mailbox, whenever you do not answer, typically after a 20-second delay.

• Call forward on busy condition: Your calling parties are immediately re-directed to your mailbox whenever your extension is busy.

• Call forward on no-answer and busy conditions: Your calling parties are re-directed to your mailbox when there is no answer and when your extension is busy.

• Immediate call forward: All calls are immediately re-directed to your mailbox.

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FWD NO z Simply put, the recipient number for your call forward is the internal

This may consist of a fixed call forward on no-answer condition, on busy condition, or a call forward on no-answer and busy conditions that was defined by your system administrator. This is applied by default whenever you do not define a variable call forward for your calls. This is often the case when a facility uses as an integrated voice mail service, which – by default – receives your calls encountering a no-answer or busy condition.

You may also program the call forwarding to your mailbox yourself. This variable call forward takes precedence over a possible fixed call forwards.

It may also be managed on a case-by-case basis, for example – processing an immediate call forward when you are away from the office. It may also be pre-defined on your extension’s Call-Fwd key, in which case, simply pressing that key would activate or deactivate the variable call forward to your mailbox.

You may also use the call deflection service, directing calls to your mailbox. “Call-by-call” refers to directing a call to your mailbox that is presented to you, but that you would rather not answer.

The operating modes for these different services are identical to the other call forwarding services – see the “Call Forwarding Services” section.

access number for your facility’s integrated voice mail system.

= To identify the number to receive your call forward, no matter what

it is:

884 z Dial 884.

This is the usual access number for a system’s integrated voice mail system. If you need more information, contact your system administrator.

Note: It is advisable to save this number on one of your extension’s line keys (see details to follow).

Greeting of Parties and Leaving of Messages in Your Voice Mailbox

Once a call forward to your mailbox has been programmed, parties directed to your mailbox will first receive a greeting message.

By default, the greeting message is: “Welcome in the called extension mailbox”. In the case where the call forward is on busy condition, it is preceded by the following system message: “The requested extension is busy”.

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You may personalise this greeting as you wish. Until you have personalised the greeting, the system will offer you this option whenever you consult your mailbox (see details to follow).

A new system message then prompts the party to leave a voice message after the “beep” (except in cases of where the mailbox is set to answering mode only).

The standard configuration allows a voice message to last up to 30 minutes, with up to a total of 100 messages that may be saved in your mailbox, depending on the voice mail system’s capacity.

Notes:

Messages lasting less than 3 seconds are not taken into account. An 8-second silence will automatically terminate a voice message.

This is also the case when you are directed to your calling party’s mailbox.

Internal Notification of Messages Left in Your Mailbox

Whenever a new message is left in your mailbox, you will be immediately notified by an icon displayed on your extension.

The letters “WM” are displayed on the first line of your extension when it is idle.

FRI 20-APR 15:28 WM 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

Lx 884 ÖÔ If you took the time to program one of your extension’s program-

mable line keys or a repertory key on a satellite with the voice messaging system’s access number (884, by default), the LED associated with that key will flash rapidly whenever a voice message is left for you.

You will also be notified by a specific voice announcement heard each time you lift your handset or attempt to place a call in handsfree mode. By default, the message is: “A message has been deposited in your voice mailbox”.

This notification status remains until you have consulted the new message, or if there are any unread messages in your mailbox.

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External Notification of Messages Left in Your Mailbox

You may also program your extension to automatically notify you at an external number (see details to follow) whenever a new voice message is left in your mailbox.

Typically, this number could be your GSM mobile phone when you are out of the office.

When a new message is left in your mailbox, a call is then automatically emitted to each external number that you have defined.

If you answer this automatic call, you will be transferred directly to your mailbox. You will then be prompted to enter your user password in order to consult your new voice message (see details to follow).

If you do not answer within a certain timeframe (typically, 30 seconds), the automatic call process will be repeated with up to 5 consecutive attempts, executed at 45-minute intervals (typical values).

Note: External notifications of new voice messages left in your mailbox is usually restricted to business hours between 9 a.m. and 6 p.m., based on your facility’s local time.

Internal Access for Consulting Your Voice Mail

Consulting voice messages left in your mailbox is usually carried out from the extension that was notified.

Dial the access number for your facility’s integrated voice mail system (884 by default). To do this, after lifting the handset or in handsfree mode:

884 z Dial 884.

Or, if you took the time to program one of your extension’s line keys or satellite repertory keys, with your voice mail access number:

Lx 884 ÖÔ Simply press the programmable line or repertory key associ-

ated with the voice mail system.

If there are any messages left in your mailbox that you have not yet heard, the associated LED will flash quickly; if there are no messages you haven’t heard, it will be turned off.

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In either case, a system message will prompt you to enter your user password.

FRI 20-APR 15:28 DTMF dialling _ DTMF INFO_COMM CALL_PARK >

PASSWORD z Enter your user password.

By default, your user password is “1234”, however you may have modified it. See also the “Programming Your Extension” section.

You are now connected to your mailbox’s consultation menu (see details to follow).

External Access for Consulting Your Voice Mail

Normally, it is also possible for you to access your voice mail from a DTMF analogue extension or a GSM mobile phone that supports DTMF end-to-end dialling mode on an external network.

Access is then gained through the automated attendant usually implemented and associated with a system’s integrated voice mail, even when an automated attendant’s functions are not effectively used.

Access is gained as follows:

AA DID NO z Dial the DID number for your company’s automated

attendant (AA).

Usually, the internal number for the automated attendant is 885. This is associated with DID numbers relating to your facility. Contact your system administrator for more information.

You are then connected to the automated attendant’s voice menu.

* z Dial “*” in order for your call to be transferred to voice mail.

“*” is the code used by default to consult voice mail through the automated attendant. It may have been replaced by “#”.

You are then connected to the voice mail system and are prompted to dial the mailbox number you wish to access.

STATION NO z Dial your extension number, which is also your mailbox

number.

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Voice Mail Services

As with internal consultation, a system message prompts 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 also the “Programming Your Extension” section.

You are now connected to your mailbox’s consultation menu (see details to follow).

Notes:

Interaction with the voice mail system or automated attendant is carried out through the exchange of DTMF codes that you may hear on your telephone. For an internal call, the transition to DTMF end-to-end dialling is automatic. It is also the default from an external analogue DTMF extension. From a GSM mobile phone, transitioning to DTMF end-to-end dialling may necessitate a specific operation, depending on the GSM mobile phone involved.

The above method is also applicable for consulting your voice mail from a third party set within your facility. Simply begin by dialling the internal number – typically 885 – for the automated attendant.

An alternative solution for accessing your mailbox from outside your facility is dialling your DID number. If your extension is successfully connected to the voice mail system, the rest of the procedure is identical to that described.

Consulting Services and Managing Your Voice Mail

Whether you consult your voice mail from your own extension, from a third party set, or from an external network, once you are connected to your mailbox’s consultation menu, the services offered to you for processing your messages are always the same.

This also is true of the personalisation services for your mailbox, accessed in the same manner (see details to follow).

Initially, your mailbox will indicate how many voice messages were recorded, according to one of the following two system message forms:

• “You have X new messages and Y old messages”.

• “You have no message. Please hang-up or dial * to customise your mailbox”.

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Voice Mail Services

The voice mail system distinguishes new messages that have not been heard from those that have already been heard and that were subsequently automatically archived, unless you specifically erased them.

These are organised into two distinct lists, where each type of message is sorted in chronological order from the oldest to the newest.

They are consulted beginning with new messages, from the oldest to the newest, then continue with the archived messages, from the oldest to the newest.

Next, the consultation menu will indicate the various services that are available for managing your messages. You may listen to it in its entirety, or interrupt it at any time by dialling a service code.

Note: The consultation menu is repeated up to 3 times if you do not execute an action when it is being played. It is also automatically repeated when a service has been successfully completed.

The services available for listening to voice messages are as follows:

3 z Dial “3” to listen to the next message.

Initially, you will hear the oldest “new” message, and then each following message, in the chronological order described above.

1 z Dial “1” to listen to the previous message.

You then will hear the messages in the opposite chronological order of the one described above.

2 z Dial “2” to listen to the previously selected message.

The message is repeated from the beginning.

4 z Dial “4” to rewind within the current message.

The message is rewound to the point 10 seconds prior to the current point.

5 z Dial “5” to listen to pause or restart the current message.

Pressing the pause code the first time will suspend the play of the message at the present point. Pressing the same code a second time restarts the message from this same point; play will be automatically restarted after a 15-second pause.

6 z Dial “6” to listen to fast-forward within the current message.

The message is fast-forwarded to the point 10 seconds past to the current point.

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Voice Mail Services

You may also request the date and time stamping for the message to which you are currently listening. To do so:

7 z Dial “7” to obtain the date and time stamping for the current

message.

Depending on whether the message was left on that same day, or a previous day, the day/month (DDMM) and hour/minute (HHMM) data concerning when your message was left are transmitted vocally on your extension (according to one of the forms described below), and then your current message is restarted.

• “Message received at HHMM to-day”.

• “Message received at HHMM on DDMM”.

Once you have listened to your messages in whole or in part, you may then individually erase each message, or request that your entire mailbox be erased. To do so:

8 z Dial “8” to listen erase the current message.

This can be carried out immediately following the message, or while it is being played.

8 # z Dial “8 #” to erase all of the messages in your mailbox.

This pertains to both new and archived messages in your mailbox, even if the former have not been heard.

In either case, a system message will prompt you to confirm erasing the current message or all of your mailbox messages.

At any time, you may exit the voice mail system. To do so:

9 z Dial “9” to end your call.

d or í Replace the handset, or press the “C” key to end this service

in handsfree mode.

Your extension returns to idle status.

The non-consulted messages remain classified as new messages, while consulted messages are automatically archived.

The icon indicating new messages will still be displayed on your extension if any non-consulted voice messages remain. On the other hand, if you have consulted all of your mailbox messages, your extension is automatically un-notified.

Lx 884 Ô In the second case, the letters “WM” will disappear from your

extension, you will hear the normal dial tone when you lift the handset, and the LED light associated with a line or repertory key that you assigned to the voice messaging system will turn off.

Note: Typically, new messages are saved for a period of 30 days. Archived messages are typically saved for 7 days, after which they are automatically erased.

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Voice Mail Services

Automatic Call-Back to the Party Who Left a Message

When you are consulting a voice message, you also have the option of automatically calling the number that the system automatically saved when the caller left the message.

This may consist of an internal or external calling party, according to his/her identification provided by the ISDN network (or equivalent).

To do this, while listening to a message:

0 z Simply dial “0”.

The person who left the message is then automatically called and the call is established just as if you had manually dialled the internal or external party’s number.

Additional Personal Assistant Services

If your mailbox is set to personal assistant mode, you offer your calling parties the option of leaving voice messages that you may subsequently process as previously described.

They also have the option of being directed to the personal assistant you designated – typically your secretary’s extension or your facility’s attendants.

To do so, after your greeting is played, the system message is played and prompts each caller to leave a voice message after a “beep”, and also offers them the following alternative options:

0 z Dial “0” to be connected to your personal assistant. 9 z Dial “9” to be connected to the attendants.

The call is then directly connected to the designated internal extension, or by default – if you had not defined it – to the attendants.

The call is directly routed to the attendants.

If neither of the two preceding codes is dialled within a 3-second delay, the call is directed to your mailbox, by default.

Notes:

The number for a personal assistant may possibly be an external number.

MD Evolution – Dialog 4223 Professional

This is also the case when you are directed to you calling party’s mailbox that is set to personal assistant mode.

Voice Mail Services

Personalisation Services for your Mailbox

Whether you consult your voice mail from your own extension, a third party set, or from an external network, once you are connected to your mailbox’s consultation menu, the services offered to you for personalising your mailbox are always the same.

To do so, while listening to your mailbox consultation menu:

* z Begin by dialling “*”.

You will then hear the personalisation menu for your mailbox.

This menu will present the various services that are available for personalising your mailbox. You may listen to it in its entirety, or interrupt it at any time by dialling a service code.

Note: The personalisation menu is repeated up to 3 times if you do not execute an action when it is being played. It is also automatically repeated when a service has been successfully completed.

The services available for personalising your mailbox are as follows:

1 z Dial “1” to manage your greeting message.

5 z Dial “5” to manage your answering message.

This applies no matter what operating mode your mailbox is set to, and allows you to manage the first message that callers who are directed to your mailbox will hear.

A new menu is therefore played, which prompts you to:

• Dial “1” to listen to the greeting that is currently saved.

• Dial “2” to record your new greeting. The maximum length for a greeting is 3 minutes. You may end the recording by dialling any code, or by remaining silent for 8 seconds.

• Dial “3” to erase the greeting that is currently saved. It is then replaced by the default greeting proposed by the voice mail system, until you record a new one.

• Dial “9” to return to the main mailbox personalisation menu.

This especially applies if your mailbox is managed in answering mode. If that is the case, this command enables you to manage the message that is typically an absence message played after your greeting message for callers directed to your mailbox.

A new menu is then played, offering you the same services as for recording your greeting message, as described above.

6 z Dial “6” to manage your personal assistant service.

This especially applies if your mailbox is managed in personal assistant mode.

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Voice Mail Services

A new menu is therefore played, which prompts you to:

• Dial “1” to hear the number currently saved for your personal assistant. This information is played back for you through voice synthesis, one digit at a time.

• Dial the sequence: “2 <Personal assistant number> #” to save your personal assistant’s number. It may consist of an internal or external number, containing up to 18 digits, including the external network access prefix.

• Dial “4” to erase the number currently saved for your personal assistant. It is then replaced by a number for a facility attendant.

• Dial “9” to return to the main mailbox personalisation menu.

2 z Dial “2” to manage a possible external notification for

messages left in your mailbox.

This especially applies if your mailbox is managed in recording or personal assistant mode.

A new menu is therefore played, which prompts you to:

• Dial “1” to hear the number currently saved for external notification. This information is played back for you through voice synthesis, one digit at a time.

• Dial the sequence: “2 <External recipient number> #” to save your external notification recipient number. It may contain up to 18 digits, including the network access prefix.

• Dial “3” to activate or de-activate the external notification service. If the service was initially inactive, it will be activated, and vice versa. Deactivating the service has no impact on the recipient number for the service that is reputed and remains programmed.

• Dial “4” to erase the number currently saved for external notification.

• Dial “9” to return to the main mailbox personalisation menu.

4 z Dial “4” to manage your user password.

Your user password is the some as the one to access your mailbox and activate or deactivate certain services from your extension. Usually, you define this from your extension – see the “Programming Your

Extension” section. You may also manage it through your mailbox.

By default, it is set to “1234”. You may replace it with any other 4digit code.

3 z Dial “3” to protect your extension from calls sent from an

automated attendant (AA).

If the service was initially inactive, it will be activated, and vice versa.

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Voice Mail Services

This is only applicable if your facility is equipped with an automated attendant that enables the general directing of calls to be managed in lieu of your facility’s attendants.

In this case, you may usually be contacted through this automated attendant. This service is to prevent any calls from being presented on your extension by the automated attendant. An internal or external calling party trying to contact you through the automated attendant is then automatically directed to your mailbox.

Once the personalisation of your mailbox is completed:

9 z Dial “9” to end personalisation.

You will then be returned to your mailbox consultation menu:

Notes:

Each time something new is programmed, the system will provide confirmation. If a service is activated or deactivated, the confirmation clearly states that “the service is activated” or “the service is deactivated”, as the case may be.

In relation to your user password, it is very important that you modify it, to ensure the confidentiality of your mailbox. If you ever forget your password, you can request that it be re-initialised, either by a system attendant, or by the system administrator.

Hunt Group Common Mailbox

If you are part of a hunt group with the purpose of distributing calls, a common mailbox may be associated with the group.

This common mailbox may then receive calls from parties requesting the group when their calls remain unanswered from the group member allocated to each call, or when their calls encounter a “congested” or “closed” hunt group status.

Callers may then leave a voice message that is, in this case, distributed and notified to each member of the hunt group, in usual fashion.

You may consult this voice message from your individual mailbox. This is carried out in the same way as you would access a message destined for you personally, with the same processing services available. There is no distinction in your mailbox between individual messages and group messages.

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Voice Mail Services

A voice message left for a group is automatically un-notified on your extension, as soon as you consult it, just as it would for an individual message.

The only particularity is that a global denotification of a “common” message of this type will only take place after each member of the hunt group has consulted it.

Common Mailbox for a Mailing List

Independent of any hunt group notion, you or your internal calling parties may be assigned to a common mailbox for a mailing list in addition to your (their) individual mailbox.

This enables a user to initiate a voluntary distribution of a voice message to the members associated with the common mailbox for a mailing list.

For example, a common mailbox associated with a department would enable the department manager, any other member of the department, or even a third party to voluntarily distribute a voice message to all department members, to, for example, call a meeting.

Access to this type of common mailbox for a mailing list is gained through the automated attendant usually implemented and associated with a system’s integrated voice mail system, even when an automated attendant’s functions are not effectively used.

After lifting the handset or in handsfree mode, to access this service:

885 z Dial the number for your company’s automated attendant

(AA).

Usually, the internal number for the automated attendant is 885. If you need more information, contact your system administrator.

You are then connected to the automated attendant’s voice menu.

8 z Dial “8” in order for your call to be transferred to voice mail.

“8” is the code used to access the area for leaving voice mail through the automated attendant.

MAILBOX NO z Dial the number for the common mailbox for a mailing list you

wish to access.

Always beginning with a “0”, the number for a common mailbox may vary from 0002 to 0999.

You may then leave your message before ending your call.

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Voice Mail Services

As with a message addressed to a hunt group, this message will then be distributed and notification will be sent to all of the members associated with the common mailbox for a mailing list, in usual fashion.

Each member may then consult it through his/her individual mailbox. This is carried out in the same way as for an individual message, with the same processing services available. There is no distinction in your mailbox between individual messages and mailing list messages.

A mailing list voice message is automatically un-notified on each extension, as soon as each member consults it, just as with an individual message.

Once again, the only particularity is that a global denotification of a “mailing list” message of this type will only take place after each member of the common mailbox has consulted it.

Notes:

On a standard system, there may be up to 16 common mailboxes, each with the capacity to include up to 32 members or individual mailboxes. One individual internal user may be associated with several common mailboxes.

The procedure is applicable from an external network; instead of dialling 885, you would dial the DID number for the automated attendant. It is also applicable for leaving a message in an individual mailbox, without having to call the party.

Attendants’ Common Mailbox

Your facility’s attendants also have a common mailbox dedicated specifically to them, which they share.

Its purpose is to receive – when the attendants are absent – call forwards of general calls that are ordinarily processed by the attendants, typically when your facility is set to night mode.

This common mailbox is also accessible voluntarily. Its number is

0001.

This common mailbox is distinct due to the fact that when a voice message is left, all of the attendants’ extensions are notified; however, when one of them consults the message, all of the extensions are globally un-notified.

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Voice Mail Services

Integrated Web Server and Unified Messaging

According to the configuration of your telephone facility, you may also have access to two PC applications that offer even more userfriendly management of your integrated voice mail services.

The first application, called Integrated Web Server, opens the integrated voice messaging system for your telephone installation within your company’s IT network.

In practice, this enables you to consult the messages left in your mailbox directly from your Multimedia desktop PC. The characteristics for each voice mail left are displayed in real time.

You may also listen to each voice message using your Multimedia PC sound card, and then erase the voice message after you’ve listened to it.

You also have access to all of your mailbox’s personalisation services directly from your desktop PC, including its general operating mode. All of this is carried out completely interactively with the integrated voice mail system.

The second additional application is called Unified Messaging. Its purpose is to merge your facility’s integrated voice mail system with the e-mail system that is usually present within your company’s IT network.

In practice, this application provides an e-mail notification to your desktop PC each time a voice message is left in your mailbox, in addition to the usual notification methods on your telephone extension.

With this application as well, you may listen to a voice message through your Multimedia desktop PC sound card.

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Note: Access to your Integrated Web Server is controlled by entering your extension number and user password.

Voice Mail Services

You may also use your PC to control your telephone extension to process each voice message, or even to return a call to someone who left you a voice message.

You then have access to all of the methods available for personalising your use of Unified Messaging. Most notably, you may manage the voice message e-mail notification address, which – on occasion – could be a laptop remotely connected through the Internet.

Notes:

Whenever necessary, contact your system administrator for more information concerning the availability of one or both of these applications for your telephone facility.

The Integrated Web Server application may also offer you access to the internal and external directories for your company, through your desktop PC. With just one click of the mouse, you can place calls to anyone.

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Group Services

Most of the time, you will be working as a team – within a department, for example. Your extension offers you different additional services designed specifically for working as a team.

First of all, it provides the option of supervising your colleagues’ extensions, thus ensuring comprehensive call coverage. You may also very simply call a colleague or intercept calls for each other.

Secondly, your extension may also be part of a hunt group – within your department or another department – that calling parties may call whenever they need to, not just to contact you personally, but to contact someone within your department.

Your extension provides a simplified call pick-up service within a hunt group. It also offers you the option of managing your own participation in this service within the group. This is also referred to as the In/Out status management within a group.

If you have been designated as the supervisor of a hunt group, you have the ability to open and close the hunt group according to your department’s business hours.

Your extension may also offer you a broadcast group service, which would enable you to send a general announcement to all extensions that belong to the broadcast group(s). These groups may be completely different from any hunt group to which you may belong.

Finally, while it’s not really a group service, you also have access to a personal group, which is designed for grouping various extensions that may be assigned to you – for example, your Dialog 4223 Professional extension, and a DECT cordless phone. Different services are then provided for you to process your calls as efficiently as possible within a personal group.

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Group Services

Extension Supervision and Associated Services

As already indicated (see the “Operations for Outgoing Calls” section), you may also save numbers for your favoured parties on any of your extension’s 4 programmable line keys, or any of the repertory keys available on one or several associated satellite key panel(s), where applicable.

The corresponding programming of each line or repertory key is entirely up to you. See the “Programming Your Extension” section.

This enables you to very simply place a call to one of your favoured parties by pressing the corresponding line or repertory key.

If the number saved corresponds to one of your colleagues, the LED for the same line or repertory key allows you to remotely supervise his/her extension, most particularly when the said extension is associated with a repertory key (and vice versa). Thus:

Rx Ô The repertory key’s LED is off when the extension you are supervising

is free. This is also true for an extension that is supervised on a line key.

Rx ÖÔ The repertory key’s LED flashes when the extension you are super-

vising is ringing. If the remote extension is supervised by a line key, the LED will be continuously lit, however.

Rx ÕÔ The repertory key’s LED is on when the extension you are

supervising is busy. This is also true for an extension that is supervised on a line key, however there will be no distinction of the remote extension’s ringing status.

This ensures mutual coverage of your calls.

It simplifies call pick-up, with or without initial presentation, since all a user needs to do is press the corresponding line or repertory key, instead of dialling the remote extension number. See also the “Operations for Incoming Calls” section.

Hunt Groups

Your extension may be part of a hunt group for which the purpose is to distribute calls among the members of your department or other group.

A call received on your hunt group number will then be automatically directed to an extension within the group that is free – such as your own – according to predefined distribution criteria. Generally, this criteria is established to ensure even distribution of calls between the various members of the group.

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Group Services

The presentation of an incoming call for your group is therefore carried out just as it would for an individual call presented on your extension – see the “Operations for Incoming Calls” section.

As a result, you have access to all the same processing services as you would for your personal calls.

If you do not answer your hunt group call within a typical 30-second timeframe, it may be presented to a different extension in your group that is free. The call may also be directed to a third party set or other overflow group, such as your facility’s attendants. Depending on the definition for each hunt group, the call may also be re-directed to a dissuasion message.

If all of your hunt group’s members are busy, a call that is presented, as the case dictates, may be directed to a third party set or other overflow group, such as your facility’s attendants. Alternatively, depending on the definition of each group, the call may be placed in a call waiting queue to await a member of the group to be free, or directed to a dissuasion message.

This extension, overflow group or dissuasion message may also be solicited when your group is closed, unless a specific call forward for the entire group was defined by the hunt group supervisor (see details to follow).

In practice, you may be part of several hunt groups. One hunt group is then established as your primary group, while the others are considered to be secondary.

Your primary group has a processing priority feature. Therefore, when there are several different calls presented on the various groups of which you are a part, those for your primary group will take precedence.

The calls presented on your secondary groups are also automatically managed by the system, but without any particular priority.

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Notes:

It is your system administrator’s job to define how each hunt group will operate. It is also the system administrator’s responsibility to define to which hunt group(s) you will be assigned, and which one will be your primary group.

Your facility may contain up to 16 hunt groups.

Group Services

Simplified Call Pick-Up within a Hunt Group

When you belong to one or several hunt group(s), you have access to the same call processing services for calls bound for these groups as you would for managing your personal calls.

Your extension also offers a simplified call pick-up service within each hunt group, which enables you to answer any call that is ringing on an extension that belongs to one of your groups, without having to move to that extension or dial its extension number.

To do so, after lifting the handset or in handsfree mode:

FRI 20-APR 15:28 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

PICKUP Press the dynamic function key shown on the left.

FRI 20-APR 15:28 L1 Pick up _ GENERAL MAIN_GRP SEC_GRP DEFLECT

DEFLECT Press the dynamic function key shown on the left until if you

wish to have call pick-up presented to you.

Otherwise, proceed directly to the next step.

FRI 20-APR 15:28 L1 Deflection _ GENERAL MAIN_GRP SEC_GRP

MAIN_GRP Press the dynamic function key shown on the left to pick up

a call presented to your primary group.

Or,

SEC_GRP Press the dynamic function key shown on the left to pick up

a call presented to one of your secondary groups.

In either case, depending on whether or not you requested prior presentation of call to be picked up, you will be directly connected to the caller of the picked up call, or the call will be presented to you through one of your extension’s line keys, which will begin to flash.

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Group Services

In the second case:

L1 Ô Press the flashing line key corresponding to pick up the call.

Notes:

The simplified call pick-up described above applies only if the call that is picked up is for the group involved, or a personal call for a member of the involved group.

If several calls are ringing within the same group, the oldest call will be automatically selected. If several calls are ringing within different secondary groups, the call that is picked up will be automatically selected by the system.

Your extension may also be subject to call pick-ups from third party sets that belong to the same group as you.

Standby Status within a Hunt Group

When you belong to one or several hunt groups, you may also manage your availability for answering calls that are directed to your group(s).

This standby service enables you to temporarily withdraw from a hunt group. Therefore, you would only receive personal calls, or those that are directed to the groups from which you have not withdrawn.

Once again, the system distinguishes your position in relation to your primary group as well as your secondary groups.

To manage your primary group standby status:

Menu Press the Menu key.

The following screen is displayed when you are granted access to the programming of your extension.

disabled enabled disabled disabled GEN_CALL GROUP LOCK CALL_FWD >

GROUP Press the dynamic function key shown on the left.

í Press the “C” key to end the programming.

If your extension was initially “enabled” within your primary group – as shown above the function key’s label, your extension will now change to Standby status.

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Programming

Group Services

On the other hand, if your extension is on standby – shown by the “disabled” status above the function key’s label – it will then return to “enabled” status within your primary group.

When your extension is on standby within your primary group, its status is represented on your idle extension with an “S” displayed on the first line of the screen.

FRI 20-APR 15:28 S 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

Your standby status within secondary groups is managed through dialling, for all of your secondary groups as a whole.

From your idle extension:

SEC. IN/OUT z Dial the prefix for setting your extension to standby within

secondary groups.

This varies from one facility to another. You may consult the guide integrated within your extension in order to find the prefix that has been defined for this purpose for your facility. See the “Programming

Your Extension” section.

A confirmation that the service was accepted is provided both visually and audibly; the “Accepted Service” message is displayed on the screen, and the service acceptance tone is played.

í Press the “C” key to end this service.

If your extension was active, it will now be on standby within all of your secondary groups.

On the other hand, if your extension was on standby, it will now be active within all of your secondary groups.

Lx IN/OUT Ô Notes: You may also program these standby services for

your primary and secondary groups on your extension’s programmable line keys, or the repertory keys on any associated satellites. In this case, activating or deactivating standby would be carried out by pressing the corresponding key. The associated LED status reflects your standby status: an LED that is lit indicates standby, and an LED that is turned off indicates that your extension is active in relation to the involved group(s).

You may also place your extension on standby within your primary group by dialling “68”. This prefix may, however, have been modified by your system administrator.

You may place your extension on standby at any time, even if you are the last active member of a group. Your status is managed completely independently from the opening and closing of traffic for a specific group, which is the sole responsibility of the hunt group supervisor (see details to follow).

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Group Services

Opening/Closing a Hunt Group

You may be designated as a supervisor for one or several hunt groups, regardless of whether or not you are a member of it (them). This is established by a right that is assigned specifically to you by your system administrator.

In relation to this (these) hunt groups for which you are in charge, it is your responsibility to:

• Open and close each hunt group to traffic, according to the members’ business hours.

• Manage a possible variable call forward for calls directed to the group when it is closed.

This variable call forward is immediate, and is set to be forwarded exclusively to an internal user, to a different hunt group, or to your system’s integrated voice mail system, if it exists (see the “Voice

Mail Services” section).

The call forward will then replace a possible fixed call forward to an overflow group, or a dissuasion message that may be pre-defined in terms of each group’s configuration.

To open or close traffic to a hunt group, from an idle extension:

GRP. IN/OUT z Dial the prefix to open/close hunt groups.

Your Extension” section.

GROUP NO z Next, dial the internal number for the involved hunt group.

A confirmation that the service was accepted is provided both visually and audibly; the “Accepted Service” message is displayed on the screen, and the service acceptance tone is played.

í Press the “C” key to end this service.

If the hunt group was previously open to traffic, it then progresses to a closed status, and will no longer accept calls.

On the other hand, if the hunt group was previously closed to traffic, it then progresses to an open status, and will now accept calls.

When your primary group is closed, its status is represented on each member’s idle extension with a “C” displayed on the first line of the screen.

FRI 20-APR 15:28 CS 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

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Group Services

Managing a possible variable call forward for a hunt group when it is closed is carried out according to the “Follow me” or “Third Party Call Forward” procedures (see the “Call Forwarding Services” section).

Simply dial the hunt group number instead of the extension number to forward, and designate the internal call forward recipient as the extension or hunt group you desire, or the access number for the voice mail system.

This is carried out without having to enter a user password.

A call forward defined in this manner is only effective when the involved hunt group is closed.

Lx IN/OUT ÕÔ Notes:

From any extension, the sequence <GRP. IN/OUT> <GROUP NO> may be saved on as many of your extension’s programmable line keys or associated satellite repertory keys as necessary. In this case, opening and closing each involved hunt group is indicated by the status of the corresponding key’s LED: if it is off, the group is closed; if it is on, the group is open.

Only a supervisor may manage this open or closed group status by pressing the corresponding key.

Viewing the Number of Calls in an ICD Group Call Waiting Queue

If you are a member of one or several ICD-type hunt group(s), your extension will display the number of calls in the call waiting queue for these ICD groups.

The first digit displayed at the end of your extension’s first line indicates the number of calls currently being processed in your primary ICD-type group. As the case dictates, the second digit displays the total calls in the waiting queue for all of your secondary ICD-type groups.

They are replaced by “*” if the number of calls in the waiting queue is equal to or greater than 10. If there are no calls in the waiting queue, nothing is displayed.

This data is constantly updated in terms of the traffic flow, and is provided to you, even when you are on standby within the involved groups.

FRI 20-APR 15:28 3 1 4 Callers Station 420 REDIAL CALLERS PICKUP NAME >

MD Evolution – Dialog 4223 Professional

Group Services

Broadcast Groups

Independent of any hunt groups to which you belong, you may belong to one or several broadcast group(s); or similarly, you may have a specific right to send announcements to one or several broadcast group(s).

The broadcast service is an optional service, which, when initially requested, enables an authorized user to send a voice page to a group of digital extensions that are equipped with a loudspeaker and who belong to the given pre-defined broadcast group list.

The extensions targeted for this voice announcement are all free extensions within the selected broadcast group; their loudspeakers will be automatically activated.

This broadcast is always unidirectional. Microphones on any remote extensions are never activated. The parties contacted do not have the option of answering the announcement broadcasted, in order to begin a conversation with the originator.

To use this service, after lifting the handset or in handsfree mode:

N0 BRD GRP z Dial the number for the broadcast group you wish to contact.

Depending on the broadcast group, this number varies from one facility to another. You may consult the guide integrated within your extension in order to find the number(s) that has (have) been defined for this purpose for your facility. See the “Programming Your

Extension” section.

Your extension displays the number of extensions within the broadcast group that receive your announcement.

BROADCAST IN PROGRESS : 5 L1 77 0:12 DTMF INFO_COMM CALL_PARK >

Next, you may broadcast your voice page that will be heard over the loudspeaker on each free extension within the broadcast group.

d or í Replace the handset, or press the “C” key to end this service

in handsfree mode.

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Group Services

Notes:

Typically, the time limit for this service is 20 seconds. After this time limit expires, the service is automatically ended, whether you are the requestor, or whether your extension is part of the targeted broadcast group.

It is your system administrator’s job to define to which broadcast group(s) you belong. This is also the case in relation to the specific right necessary for initiating a broadcast to any group whatsoever, whether or not you belong to it.

Your facility may have up to 5 broadcast groups, each of which may contain up to 32 members

Personal Group Services

While it’s not really a group service, you also have access to a personal group, which is designed for grouping various extensions that may be assigned to you (up to 5 extensions) – for example, your Dialog 4223 Professional extension, and a DECT cordless phone.

The specific services offered to you are as follows:

• You can be contacted through just one number, common to your entire personal group.

• When you place a call to any party, you are identified by your personal group number, no matter what extension you use to place your call.

• An incoming call is presented on all of your personal group’s extensions, allowing you to answer it on any of them. If all extensions in your personal group are free, they will all ring simultaneously. If you have an ongoing call on any given extension, the call is presented to you on that extension in the usual way (call waiting tone, etc.) On each of the other extensions – when it is possible – the call will be presented with silent ringing, a line key will flash, and the usual call information will be displayed on the screen.

• You have the option of carrying out a simplified call transfer between extensions within your personal group (other than from a Dialog 4425 IP Vision or Dialog 4422 IP Office extension). To do so, simply place your current call on hold and replace. The call is then represented on all of your personal group extensions; therefore you may pick it up on any of them.

MD Evolution – Dialog 4223 Professional

Group Services

Notes:

It is your system administrator’s responsibility to define your personal group. Contact him/her as needed.

On your Dialog 4223 extension, a call may be placed on hold by pressing the line key associated with the current call. On a DECT cordless extension, a call is placed on hold by pressing the “R” key.

MD Evolution – Dialog 4223 Professional

Group Services

Mobile Extension Service

If you frequently travel outside the office, you will generally have a GSM mobile phone in addition to your Dialog 4223 Professional extension.

Once again, without truly being a group service, the Mobile Extension service may be of use to you. Its purpose is to allow external users – of GSM mobile phones most particularly – to access your company’s network, and thus be able to use the system as if they were internal users.

In practice, a Mobile Extension terminal is managed in the same way as a dummy internal user associated with the external GSM mobile number.

To process these calls, the GSM mobile telephone connects to a specific DID number for the facility, which accesses the Mobile Extension server.

By connecting through the public ISDN network, the GSM mobile telephone is then automatically authenticated by its external calling number. By default, authentication can be carried out by manually dialling the dummy internal number associated as well as the corresponding user’s password.

Once authenticated, the GSM mobile telephone user may call any internal or external number, just as if he/she were dialling from the internal dummy extension. The user’s identity that is transmitted to the called parties is the information for the internal dummy extension.

The mobile GSM telephone user may, in the same way, gain access to all telephone services to which the internal dummy extension has authorisation to access.

The GSM mobile telephone may also be directly called through the number associated with the internal dummy extension. This may be used in conjunction with a personal group. However, the GSM mobile telephone will still retain its regular number.

Note: The Mobile Extension service is also totally applicable to your residential extension connected to the pubic ISDN network. Whenever necessary, contact your system administrator for more information concerning the availability of this specific service for your telephone facility.

MD Evolution – Dialog 4223 Professional

More Features of Your Extension

Your extension may also offer you, depending on your user rights, other services that are geared toward improving your productivity, securing the use of your telephone, or just making its use even more enjoyable.

Within this context, the following services are offered:

• Locking service: You may lock your extension when you are absent, preventing any third party from using it.

• Appointment reminder service: You may request that the system call you at a specified time, in order to remind you of a meeting, etc.

• Background music service: Depending on your user rights, you may request that background music be played over your idle extension’s loudspeaker.

Other specific services may also be offered, depending on the rights assigned to your extension, or your facility’s configuration.

More specifically, your extension may also provide you with the means to control your external ISDN call costs.

Locking Your Extension

When you are absent, you can lock your extension, restricting its use by any third party.

When your extension is locked, it is impossible to access the external network. Only the external emergency numbers may be dialled – typically 15, 17, 18, and 112.

It remains impossible, however, to place internal calls and/or receive any type of call whatsoever.

Your personal data – your extension’s programming data and call log file – cannot be accessed. Access to the services usually offered by your extension may also be restricted.

MD Evolution – Dialog 4223 Professional

More Features of Your Extension

To lock your extension, when it is idle:

Menu Press the Menu key.

The following screen is displayed when you are granted access to the programming of your extension.

disabled enabled disabled disabled GEN_CALL GROUP LOCK CALL_FWD >

Programming

LOCK Press the dynamic function key shown on the left.

You will receive confirmation of the activation of this service.

í Press the “C” key to end the programming.

If your extension was initially “disabled” with regards to the locking service – as shown above the function key’s label – your extension will now be locked.

Your extension’s locked status is also indicated on your idle extension by the letters “locked” displayed on the second line of the screen.

You will hear a specific voice announcement each time you lift your handset or attempt to place a call in handsfree mode. By default, the message is: “Your set has been locked. To make a call, you must unlock it”.

FRI 20-APR 15:28 4 Callers Station 420 lock REDIAL CALLERS PICKUP NAME >

When you return to your extension, to unlock it, when it is idle:

Menu Press the Menu key.

Programming

enabled LOCK

LOCK Press the dynamic function key shown on the left.

Your extension prompts you to enter your user password.

FRI 20-APR 15:28 Password _

PASSWORD z Enter your user password.

By default, your user password is “1234”, however you may have modified it. See also the “Programming Your Extension” section. You will receive confirmation of the de-activation of this service.

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More Features of Your Extension

í Press the “C” key to end the programming.

If your extension was initially “enabled” with regards to the locking service – as shown above the function key’s label – your extension will now return to unlocked status.

Note: When your extension is locked, it then has access only to a specific class of services. It is the definition of this class of services that determines which rights remain available on your extension. Contact your system administrator for more information.

Appointment Reminder

The appointment reminder service enables you to ask the system to automatically remind you at a specified time that you define within 24-hours of your appointment.

To activate an appointment reminder, from an idle extension:

Menu Press the Menu key.

>> Press the Next or >> key to display the following Programming

AGENDA Press the dynamic function key shown on the left.

screen on your extension:

Programming

AGENDA DIRECTORY LINES RING+SPKR >

Your extension prompts you to enter the time for your appointment reminder.

Appointment reminder prog

Hour/Minute : . . : . .

BLANK CONFIRM RETURN

HH MM z Enter the hour (00—23) and minutes (00—59) for your appoint-

ment reminder.

CONFIRM Press the dynamic function key shown on the left to validate

your programming.

Your appointment reminder request is saved.

í Press the “C” key to end the programming.

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More Features of Your Extension

At the set time for your reminder, your extension will automatically ring.

L2 APPOINTMENT

REDIAL CALLERS PICKUP NAME >

u or ÖÔ Lift the handset, or in handsfree mode, answer the call in the

usual manner.

A confirmation voice message is then heard. By default it is: “It’s time for your appointment”.

Notes:

You have 30 seconds to answer the appointment reminder. After this timeframe, the reminder will be automatically cancelled. If your line is busy when the appointment reminder comes through, it is presented to you just as a normal call would be, or if that is not possible, it is automatically cancelled.

An appointment reminder automatically overrides any call forward on your extension.

You may verify whether or not an appointment is currently programmed on your extension through the “AGENDA” Menu function. The time is then displayed. You may cancel it, if necessary, using the “BLANK” function key.

Background Music

Based on a specific user right that may be assigned to your extension, you may request that background music be played over your idle extension’s loudspeaker.

Depending on your facility’s configuration, you may then select one of 6 background music selections.

Once the broadcast has been activated, the background music selected will be heard whenever your extension is idle. However, it will be automatically interrupted when an incoming call is presented to you on your extension, or when you place an outgoing call. At the end of your call, the background music will be played once again.

MD Evolution – Dialog 4223 Professional

More Features of Your Extension

To activate or deactivate the broadcast of background music on your extension, after lifting the handset or in handsfree mode:

MUSIC BRD z Dial the access prefix for the background music service.

Your Extension” section.

MUSIC NO. z Next, dial a number from 1 to 6, which corresponds to the

desired background music.

d or í Replace the handset or press the “C” key in handsfree mode.

The broadcast is activated if it was previously inactive; on the other hand, it is cancelled if it was previously active.

Notes:

You can change the type of background music while the service is active. To do so, repeat the procedure, selecting a different type of background music.

You can control the volume level for the background music. To do so, simply adjust the volume for your extension’s loudspeaker. See the “Programming Your Extension” section.

Hot Line Call to Attendants

According to a specific right assigned to your extension, you may also be allowed to take advantage of the hot line call to attendants service.

In this case, whether in handset or handsfree mode, a call to your facility’s attendants will be placed when your phone has been off the hook for a typical delay of 0.8 seconds, without any action required on your part.

You still have the option of calling any internal or external party by dialling a number (or any other equivalent action) before this timeframe expires.

MD Evolution – Dialog 4223 Professional

More Features of Your Extension

Protection against External Calls Being Re-Routed to Attendants

Usually, your external calling parties can contact you from external network(s), directly through your direct calling numbers, or DID numbers (Direct Inward Dialling).

They may also contact you through your facility’s general number. In this case, your incoming external calls are directed through your facility’s attendants.

An external call is presented to you whether your extension is free or busy. If it is busy, it will usually be automatically placed on camp-on for your extension (unless your extension is equipped with specific protection against such).

If you do not respond to an external call, after a typical delay of 30 seconds, the call is directed (or returned) to your facility’s attendants for processing.

Following the specific rights assigned to your extension, you may have access to protection against your external calls being directed to your facility’s attendants.

This protection may be manifested by:

• Restricted protection on no-answer condition: external calls presented on your extension when its status is “free” will then ring continuously, without a time limit, until you answer it, or the caller ends the call.

• Restricted protection on busy condition: external calls presented on your extension when its status is “busy” will remained on camp-on, without a time limit, until you answer it, or the caller ends the call.

• Extended protection: this combines the two previous cases.

In all cases, this protection against the re-direction of your calls to the automated attendant is never dependant upon any action on your part.

MD Evolution – Dialog 4223 Professional

More Features of Your Extension

Secret of Identity

When your facility is connected to the ISDN network, your identity is usually transmitted to your external calling parties, and vice versa.

According to the specific right assigned to your extension, it is possible that your identity not be divulged to your external ISDN network calling parties.

This is therefore systematically valid for all of your outgoing ISDN network calls, without any specific action on your part.

Your identity is divulged, however, for your internal calls, and you still receive the information concerning your external incoming calling parties.

Tracing Malicious Calls

It is possible that at some time, you may be subjected to malicious calls from external parties (usually received from an ISDN network) who hide their identity. See the “Operations for Incoming Calls” section.

When your facility is connected to the ISDN network, you may request that these malicious calls be traced, thus finding out the malicious caller’s name and number, and that this information be saved on the public network.

This assumes, however that you have made a prior request to the operator responsible for the public network to which your facility is connected.

Assuming this condition has been met, requesting a malicious call tracing may be carried out on an established call, whether in single or enquiry mode, as well as when the call is being disconnected by the remote malicious caller.

To do this, during a call:

2 times >> Press the Next key twice in order to display the following

screen:

FRI 20-APR 15:28 L1 Aastra-00164477500 01:33

MALICIOUS Press the dynamic function key shown on the left.

Your request for malicious call tracing is transmitted over the ISDN network, and the call proceeds normally.

If the call is being disconnected by the remote caller, all you need to do is disconnect the call yourself.

MD Evolution – Dialog 4223 Professional

RECORD MALICIOUS <

More Features of Your Extension

Conversation Recording

If your telephone system is equipped with “Integrated Voice Mail”, and you have a “Mailbox”, the conversation recording service allows you to record any telephone conversation so that you may then subsequently be able to listen to it from your “Mailbox”.

The recorded conversation is then processed just as any voice message left in your mailbox (see also the “Voice Mail Services” section).

To begin recording a conversation, after informing your caller:

2 times >> Press the Next key twice in order to display the following

screen:

FRI 20-APR 15:28 L1 Aastra-00164477500 01:33

RECORD MALICIOUS <

RECORD Press the dynamic function key shown on the left.

Your conversation recording is started; recording time is not limited.

According to the configuration of your telephone system, an intrusion tone may periodically sound, reminding the user that the conversation is still being recorded.

You may stop the current recording and then re-start it by re-starting the entire procedure.

Notes:

Recording a conversation without your caller’s prior consent may be illegal, as may be sending this recording to a third party.

The initiator must absolutely request the caller’s consent prior to beginning the recording, at the conclusion of the recording, and for any subsequent use of the recording. Compliance with the law is the exclusive responsibility of the user; any violation may be subject to legal action. Neither the manufacturer nor the distributor may be held responsible for any abusive use of this function by the user, or by any other damage that may result.

This service is available for a single call in progress, as well as a broker’s call, for which you may record each portion of the conversation with one or all of your calling parties.

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MD Evolution – Dialog 4223 Professional

Aastra Telecom 4223 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Welcome

Copyright

Warranty

Declaration of Conformity

Important User Information

Introduction to Your Extension

Extension LEDs

Display Information

Operations for Incoming Calls

Operations for Outgoing Calls

Operations during a Call

Directory, and Call List Services

Call Forwarding Services

Message Services

Voice Mail Services

Group Services

More Features of Your Extension