AASTRA 4225 User Manual

Dialog 4223 Professional/Dialog 4225 Vision

System Telephones for MX-ONE™ Telephony System and MD110

User Guide

Cover Page Graphic

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

• Width: 15,4 cm (Important!)

• Height: 11,2 cm (May be smaller)

• Top: 5,3 cm (Important!)

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

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

Important User Information .....................................6

Description ..............................................................7

Free Seating ...........................................................28

Incoming Calls ......................................................29

Outgoing Calls .......................................................35

During Calls ..........................................................52

Call Metering .........................................................59

Call Forwarding .....................................................62

Absence Information .............................................76

Messages ...............................................................79

Group features .......................................................85

Other Useful features .............................................89

Settings ..................................................................98

Accessories ..........................................................117

Installation ...........................................................124

Troubleshooting ...................................................132

Glossary ...............................................................135

Index ....................................................................136

Table of Contents

3Dialog 4223 Professional/Dialog 4225 Vision

Welcome

Welcome to the user guide for the Dialog 4223 Professional and Dialog 4225 Vision. This guide describes the available features of the telephones when they are connected to MX-ONE™ Telephony System or MD110.

The functions and features available with these telephones are designed for easy use in all different telephone handling situations.

Depending on the version and configuration of the exchange that your telephone is connected to, some of the functions and features that are described in this user guide may not be available. There may also be some differences in the way your telephone is programmed. Please consult your system administrator if you need further information.

Some markets use differing codes for some features. In this guide they are described using the most common code.

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

http://www.aastra.com

Dialog 4223 Professional/Dialog 4225 Vision4

Welcome

Copyright

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.

When this publication is made available on Aastra media, Aastra gives its consent to downloading and printing copies of the content provided in this file only for private use and not for redistribution. No parts of this publication may be subject to alteration, modification or commercial use. Aastra will not be liable for any damages arising from use of an illegal modified or altered publication.

Trademark

Aastra is a registered trademark of Aastra Technologies Limited. All other trademarks herein are the property of their respective owners.

Disclaimer

While every effort has been made to ensure accuracy, Aastra will not be liable for technical or editorial errors or omissions within this documentation. The information contained in this documentation is subject to change without notice.

Declaration of conformity

Hereby, Aastra Telecom Sweden AB, SE-126 37 STOCKHOLM, declares that this product(s), is in conformity with the essential requirements and other relevant provisions of the European R&TTE directive 1999/5/EC (R&TTE Directive).

Details to be found at: http://www.aastra.com/sdoc.

5Dialog 4223 Professional/Dialog 4225 Vision

Important User Information

Safety instructions

Save these instructions.

Read these safety instructions before use!

Note: When using your telephone or connected equipment, the

following basic safety precautions should always be followed to reduce risk of fire, electrical shock and other personal injury.

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

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

• For mains powered telephones: Only operate with the mains power voltage indicated. If you are uncertain of the type of power supplied to the building, consult property management or your local power company.

• For mains powered telephones: Avoid placing the telephone's power cable where it can be exposed to mechanical pressure as this may damage the cable. If the power supply cord or plug is damaged, disconnect the product and contact qualified service personnel.

• Headsets used with this equipment must comply with EN/IEC 60950-1 and for Australia AS/NZS 60950: 2000.

• Do not make any changes or modifications to equipment without seeking approval from the party responsible for compliance. Unauthorized changes or modifications could void the user's authority to operate the equipment.

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

• Do not spill liquid of any kind on the product or use the equipment near water, for example, near a bathtub, washbowl, and kitchen sink, in a wet basement or near a swimming pool.

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

• Do not disassemble the product. Contact a qualified service agency when service or repair work is required.

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

Disposal of the product

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

Dialog 4223 Professional/Dialog 4225 Vision6

Description

3 4

Dialog 4223 Professional

Description

1Display

See section “Display information” on page 16.

2 Display menu keys

The key functions depend on the traffic state. When you are requested “(see display)”, press the required key to access the feature.

3 Callback

Indicating/activating Callback. See section “When you receive a busy

tone” on page 40. The feature can be removed or moved to another

programmable function key by your system administrator.

7Dialog 4223 Professional/Dialog 4225 Vision

Description

4 Diversion (Follow-me)

Indicating/activating and deactivating Diversion (Follow-me). See section “Call Forwarding” on page 62. The feature can be removed or moved to another programmable function key by your system administrator.

5 Programmable function keys

Program numbers or features. See section “Programming of function

keys” on page 98.

Note: The key marked with a “b” is also used to program a melody, see section “Melody Ringing” on page 109.

6 Triple Access Line

Handle calls. Line 1 and 2 are available both for incoming and outgoing calls. Inquiry can only be used for outgoing calls.

7 Microphone

Used for handsfree conversation.

8Clear

Disconnect calls or exit a feature. Can always be pressed instead of replacing the handset.

9 Headset key

Handle headset calls and activate Headset Preset. See section “Headset

(optional)” on page 118.

10 Loudspeaker on/off

a. Activate handsfree conversation. See section “During Calls” on

page 52.

b. Activate Loudspeaker Preset. See section “Headset Preset” on

page 119.

11 M ute

a Switch the microphone on or off during a call. See section “Mute”

on page 53.

b Switch off the ring signal in idle mode or when ringing. See section

“Mute ring signal” on page 108 and “Silent Ringing” on page 108.

12 Volume control

Adjust the volume. See section “Settings” on page 98.

13 Loudspeaker

Dialog 4223 Professional/Dialog 4225 Vision8

14 Handset

Brown James 2222 11:06 28 Aug 2008

Absence Account Authority more...

Supplied with hearing aid feature as standard. An extra handset can be connected, see section “Accessories” on page 117.

Please note: The handset can attract and trap small metal objects in the earcap region.

15 Pull-out leaf for easy guide (optional)

See section “Pull-out leaf (optional)” on page 121.

16 Key panel

With 17 programmable keys. Up to four panels can be connected. See section “Key panel” on page 117. Use the Designation Card Manager to make and print your own key panel designation cards, see below.

17 Designation card

Use the DCM (Designation Card Manager) to make and print your own designation cards. DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from:

http://www.aastra.com

For more information, please contact your Aastra Certified Sales Partner.

Description

D4 mode information

The Dialog 4223 Professional phone can be connected to the exchange in two different modes (user interfaces), either D3 mode, or D4 mode. There is one user guide for each mode.

To find out the mode for your telephone, check the right hand side of the second row of the display (see picture), when the telephone is in idle mode:

• No extension number is shown (i.e. blank) - your telephone is using D4 mode = This is the correct guide.

• Extension number is shown - your telephone is using D3 mode = This is not the correct guide, download the user guide from: http://

www.aastra.com

Note: This user guide is not valid for the Dialog 4223 Professional in D3 mode.

9Dialog 4223 Professional/Dialog 4225 Vision

Description

Dialog 4225 Vision

1Display

See section “Display information” on page 16.

2 Display menu keys

The key functions depend on the traffic state. When you are requested “(see display)”, press the required key to access the feature.

3 Navigation key left

4Home

Navigate one step to the left in the top menu. See section “Display

information” on page 16.

Return to home position (idle mode), when you are navigating the top menu. See section “Display information” on page 16.

5 Navigation key right

Navigate one step to the right in the top menu. See section “Display

information” on page 16.

Dialog 4223 Professional/Dialog 4225 Vision10

6 Callback

Indicating/activating Callback. See section “When you receive a busy

tone” on page 40. The feature can be removed or moved to another

programmable function key by your system administrator.

7 Diversion (Follow-me)

8 Programmable function keys

Program numbers or features. See section “Programming of function

keys” on page 98.

Note: The key marked with a “b” is also used to program a melody, see section “Melody Ringing” on page 109.

9 Triple Access Line

Handle calls. Line 1 and 2 are available both for incoming and outgoing calls. Inquiry can only be used for outgoing calls.

10 Microphone

Used for handsfree conversation.

11 C lear

Disconnect calls or exit a feature. Can always be pressed instead of replacing the handset.

Description

12 Headset key

Handle headset calls and activate Headset Preset. See section “Headset

(optional)” on page 118.

13 Loudspeaker on/off

a. Activate handsfree conversation. See section “During Calls” on

page 52.

b. Activate Loudspeaker Preset. See section “Headset Preset” on

page 119.

14 Mute

a Switch the microphone on or off during a call. See section “Mute”

on page 53.

b Switch off the ring signal in idle mode or when ringing. See section

“Mute ring signal” on page 108 and “Silent Ringing” on page 108.

15 Volume control

Adjust the volume. See section “Settings” on page 98.

16 Loudspeaker

11Dialog 4223 Professional/Dialog 4225 Vision

Description

17 Handset

Supplied with hearing aid feature as standard. An extra handset can be connected, see section “Accessories” on page 117.

Please note: The handset can attract and trap small metal objects in the earcap region.

18 Pull-out leaf for easy guide (optional)

See section “Pull-out leaf (optional)” on page 121.

19 Key panel

20 Designation card

Use the DCM (Designation Card Manager) to make and print your own designation cards. DCM is included on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com

For more information, please contact your Aastra Certified Sales Partner.

Dialog 4223 Professional/Dialog 4225 Vision12

Lamp indications

Description

ÕÔ ÖÔ ÖÔ ÕÔ

Extinguished lamp The feature is not active.

Steady light

Slowly flashing lamp The line (or feature) is put on hold.

Rapidly flashing lamp An incoming call.

Light with short breaks Ongoing call.

The feature is active or the multiple represented line is busy.

13Dialog 4223 Professional/Dialog 4225 Vision

Description

Dial tone

Special dial tone

Ringing tone or queue tone

Busy tone

Congestion tone

Number unobtainable tone

Tones and signals

The following different tones and signals are sent from the exchange to your phone.

Tone characteristics

The tones shown in this section are the most used tones worldwide. Many markets use a differing tone for one or more situations.

Call waiting tone

Intrusion tone

Conference tone every 15 seconds (to all parties)

Verification tone

Warning tone, expensive route

Dialog 4223 Professional/Dialog 4225 Vision14

Internal ring signal

External ring signal

Recall signal

(Callback reminder)

Description

Ring signals

Three different ring signals inform you about the type of the incoming call. The signals shown in this section are the most used signals worldwide. Many markets use signals that are adapted for the local standards. If you get a signal that is not described or you cannot identify, ask your system administrator.

15Dialog 4223 Professional/Dialog 4225 Vision

Description

Display information

The display gives you feedback information such as time and date, traffic state and connected phone numbers. The following pages show examples of information displays from different telephone states.

Notes:

The order in which the date is stated is system dependent.

All names and numbers presented on the displays in this user guide are examples.

Your phone has a graphical display. The number of rows and characters per row depend on the character size and the font. When the display shows a list, or when the phone is in a setting mode, the middle field of the display is adapted to fit each situation.

Dialog 4223 Professional/Dialog 4225 Vision16

Description

Program PhoneSet CallList PhoneBook Messages

Absence Account Authority more...

11:06 28 Aug 2008 Brown James 2222

Top menu (Dialog 4225 Vision)

The top menu is in the black frame below.

The following main text and symbols can be shown in the display´s top menu (see also section “Menu structure Dialog 4225 Vision” on page 26.):

Program Access the Program menu.

See section “Settings” on page 98.

PhoneSet Access the PhoneSet menu.

See sections “Settings” on page 98, “Accessories” on page 117 and “Troubleshooting” on page 132.

CallList Access the CallList menu.

See section “Call list” on page 96.

Home position (idle mode).

PhoneBook Access the PhoneBook menu.

See section “Dial by Phonebook” on page 45.

Messages Access the Messages menu.

See section “Messages” on page 79.

Position indicator (selected top menu item).

17Dialog 4223 Professional/Dialog 4225 Vision

Description

Brown James 2222 11:06 28 Aug 2008

FollowMeTo 3333

CallList PhoneBook No Diverison more...

11:06 28 Aug 2008 Brown James 2222

Program PhoneSet CallList PhoneBook Messages Smith Bob >Direct

Nelson Lord 5555

CallBack CallPager Timer

Display symbols

Traffic status is indicated by the following symbols on the display:

Dialog 4223 Professional:

Dialog 4225 Vision:

Forwarded call.

Indicates that the call is forwarded to another extension than the one dialed. See section “Call Forwarding” on page 62.

> Prefix before type of forwarded call (Direct or Follow-me).

See section “Call Forwarding” on page 62.

Message.

Indicates that there is a message waiting. See section “Messages” on page 79.

Phone lock.

Indicates that the phone is locked for unauthorized calls. An authization code must be used to make calls. See section “Authority” on page 49.

Headset Preset

Indicates that the phone is set for incoming and outgoing calls to be connected to the headset when you answer or make calls without lifting the handset. See section “Headset (optional)” on page 118.

Ringer off.

Indicates that the ring signal is switched off. See section “Silent

Ringing” on page 108.

Volume level bar.

Indicates the ring signal volume in idle or ringing mode, or when in speech mode the loudspeaker or earpiece volume. For the Dialog 4223 Professional, the symbol is shown for a few seconds when a volume key has been pressed.

Dialog 4223 Professional/Dialog 4225 Vision18

Description

Smith Bob 3333 12:24 23 Aug 2008 Nelson Lord 5555 11:33 23 Aug 2008

Call Up Down more...

Program PhoneSet CallList PhoneBook Messages

Smith Bob 3333 12:24 23 Aug 2008 Nelson Lord 5555 11:33 23 Aug 2008 0012115171 15:11 22 Aug 2008 Carter Jim 4444 14:06 21 Aug 2008

Call Up Down more...

Smith Bob

The following symbols can be shown in the top menus or other display lists (example of the

CallList menu).

Dialog 4223 Professional:

Dialog 4225 Vision:

Missed call.

Indicates a missed but checked incoming call.

Incoming call.

Indicates an answered incoming call.

Outgoing call.

Indicates an outgoing call.

Bar indicator.

Indicates the shown part of the total list, and where it is positioned in the total list.

Selection frame.

Indicates the subject to be called or selected in the list.

19Dialog 4223 Professional/Dialog 4225 Vision

Description

Brown James 2222 11:06 28 Aug 2008

Absence Account Authority more...

Program PhoneSet CallList PhoneBook Messages

Absence Account Authority more...

11:06 28 Aug 2008 Brown James 2222

Idle phone (idle mode)

Dialog 4223 Professional:

When your phone is idle, the upper row shows general information and your extension number. The lower row presents lead text for the display menu keys. In the example below, the extension number for James Brown is 2222.

Note: A long name overwrites the number.

Dialog 4225 Vision:

When your phone is idle, the display shows the top menu. Below the top menu; time, date, name and your extension number are shown to the right. Below the line, lead text for the display menu keys are shown. In the example below, the extension number for James Brown is 2222.

Dialog 4223 Professional/Dialog 4225 Vision20

Description

Calling... 11:06 28 Aug 2008

Smith Bob 3333

Callback CallPager Timer

Smith Bob >Direct 11:06 28 Aug 2008

Nelson Lord 5555

Callback CallPager Timer

Program PhoneSet CallList PhoneBook Messages Calling...

Smith Bob 3333

CallBack CallPager Timer

11:06 28 Aug 2008 Brown James 2222

Program PhoneSet CallList PhoneBook Messages Smith Bob >Direct

Nelson Lord 5555

CallBack CallPager Timer

11:06 28 Aug 2008 Brown James 2222

Outgoing call

Dialog 4223 Professional:

When you make an outgoing call on your phone, traffic information and dialed name (if available) and number are shown.

If the called party’s phone is diverted, the forwarded call icon, the answering extension name (number when name is not available) and the type of diversion are shown.

The call to Smith is directly diverted to Nelson (5555).

Dialog 4225 Vision:

When you make an outgoing call on your phone, the idle information is shown. Below the top menu; traffic information and dialed name (if available) and number are shown.

If the called party’s phone is diverted, the forwarded call icon, the answering extension name (number when name is not available) and the type of diversion are shown below the top menu.

The call to Smith is directly diverted to Nelson (5555).

21Dialog 4223 Professional/Dialog 4225 Vision

Description

11:06 28 Aug 2008

Smith Bob 3333

Absence Account Authority more...

Smith Bob >Direct 11:06 28 Aug 2008

Carter Jim 4444

Absence Account Authority more...

Incoming call

Dialog 4223 Professional:

When you receive an incoming call, the calling party’s extension number flashes (if the name is available, this is also shown). If the number for an external call is not available, the display shows instead of the number (flashing).

If a diverting extension is calling, the forwarded call icon, the called person's name (number when there is no name available), type of diversion, and the calling party’s name and number (flashing) are shown.

Carter (4444) has called Smith and the call is directly diverted to you.

External

Dialog 4223 Professional/Dialog 4225 Vision22

Description

Program PhoneSet CallList PhoneBook Messages Smith Bob 3333

Absence Account Authority more...

11:06 28 Aug 2008 Brown James 2222

Program PhoneSet CallList PhoneBook Messages Smith Bob >Direct Jim Carter 4444

Absence Account Authority more...

Dialog 4225 Vision:

When you receive an incoming call, the idle information is shown. Below the top menu, the calling party’s extension number flashes (if the name is available, this is also shown). If the number for an external call is not available, the display shows

External instead of the number

(flashing).

Carter (4444) has called Smith and the call is directly diverted to you.

23Dialog 4223 Professional/Dialog 4225 Vision

Description

+/-

</>

Absence

Account

Activate

AddMember

Authority

Back

Back *

Call

CallBack

CallList

CallPickUp

CallWaiting

Cancel DND

Change *

Clear

Conf/Transf

Conference

CommonHold

Connect

CostInfo

Deactivate

Delete

Details

Down

Exit

Exit *

Enter

Find

GrpPickUp

Display menu keys

The following text can be displayed for the display menu keys:

Adjust display contrast Move cursor when programming

melodies Handle Absence/Diversion Account Code Activate Add member to a conference Authorization Code Return to previous menu Return to previous menu Call the number displayed Callback Access Call list

(Dialog 4223 Professional) Call pick-up Call waiting Cancel Do Not Disturb Change a setting Reset time measurement To get a new line for conference

or transfer Connect a conference member Put the call on common hold Connect Display cost information Deactivate

Delete an item Show details for framed object Scroll down

Exit the displayed menu Exit the displayed menu Enter values Search Group call pick-up

HideMenu

Intrusion

Lock

LogOn

LogOff

more...

n Missed

NoDiversion

NotDisturb

Open

PhoneBook

Hide menu key designations Intrusion

Lock the phone Log on Log off More menu choices No. of missed calls in call list Show next logged number Cancel Absence/Diversion Do Not Disturb Unlock the phone Access Phonebook

(Dialog 4223 Professional)

Program

Program *

Redial

Return

Save *

Save&Exit *

Select

ShowDate

ShowMenu

ShowTimer

Space

Program Enter Program melody mode Last Number Redial Return to previous menu keys Save setting Save setting and exit menu

Select item in a list Show date Show menu key designations Show timer Enter a space when writing

names

Start/Stop

Timer

Tones

Start/Stop time measurement Display time measurement Dialing during a connected call

(Push button tones, DTMF)

TraceMalC

Transfer

Always displayed in English

Malicious Call Tracing Execute a transfer Scroll up

Dialog 4223 Professional/Dialog 4225 Vision24

Description

n Missed* CallList PhoneBook more...

Call List Unanswered calls Outgoing calls Incoming calls

Explanations

* Only shown when there are missed calls. n = Number of missed calls.

** Current number is shown.

*** Text is not shown on the display.

Absence Account Authority Lock/Open LogOn/Off Timer Redial

Program

PhoneSet Hide/ShowMenu

Program mode key: RingChar: Programming of

function keys***

Idle display menu keys

Select Profile Direct Diversion to nnnn** Follow Me Absence reason External Follow Me Do not Disturb Div on no answer to nnnn** Div on busy to nnnn**

Display Contrast Melody Programming Firmware Indication Headset Preset Local Test Mode Option Unit Settings Set Hearing Level

Menu structure Dialog 4223 Professional

Menu structure for each of the menus that can be selected from the idle menu. When you are navigating the menus, a selected menu is marked with a black frame.

25Dialog 4223 Professional/Dialog 4225 Vision

Description

Program PhoneSet CallList PhoneBook Messages

Explanations

* Only shown when there are missed calls. n = Number of missed calls.

** Current number is shown.

*** Text is not shown on the display.

Home. Return to home position, when

navigating the top menu.

n Missed* Absence Account more...

Central Directory

Message Waiting

Top menu

Idle display menu keys

Programming of keys

Call List Unanswered calls Outgoing calls Incoming calls

Authority Lock/Open LogOn/Off Timer Redial Hide/ShowMenu

Select Profile Direct Diversion to nnnn** Follow Me Absence reason External Follow Me Do not Disturb Div on no answer to nnnn** Div on busy to nnnn**

Display Contrast Melody Programming Firmware Indication Headset Preset Local Test Mode Option Unit Settings Set Hearing Level

Program mode key: RingChar: Programming of

function keys***

Menu structure Dialog 4225 Vision

Menu structure for each of the menus that can be selected from the idle menu. When you are navigating the menus, a selected menu is marked with a black frame.

Dialog 4223 Professional/Dialog 4225 Vision26

Display language (optional)

One of the following languages can be selected to display information on your phone.

Digit 0–9 = the language code:

0 English 1 French 2 German 3 Spanish 4 Italian 5__________ 6 _________ 7 _________ 8 _________ 9 _________

Note: By default 5-9 are programmed for English. These can be changed locally to other languages.

To select a language:

*08* Dial.

( 0– 9) Enter the language code.

#í Press.

Description

27Dialog 4223 Professional/Dialog 4225 Vision

Free Seating

The Free Seating feature is used for persons who have an office extension number but no phone set of their own. For example, flexible office workers, persons mostly working outside the office, etc. As a Free Seating user and working from the office, you logon to any free phone set that will be temporarily assigned with your extension number and your system authorities.

To log on

*11* Dial.

z* Enter the Authorization Code and press. z# Enter your phone number and press.

í Press to finish the procedure.

The display shows your phone number.

To log off

#11# Dial.

í Press to finish the procedure.

Dialog 4223 Professional/Dialog 4225 Vision28

Incoming Calls

Answer calls

A ring signal and a flashing lamp indicate an incoming call.

Note: If the feature Parallel Ringing is activated, the call will ring on more than one phone, see section “Parallel Ringing” on

page 33.

On Line 1

Normally you will receive calls on Line 1.

u Lift the handset.

Incoming Calls

On any other Line key

u Lift the handset.

ÖÔ Press the flashing Line key.

Line

Handsfree

Line ÖÔ Press the flashing Line key.

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

í Press to terminate a handsfree call.

29Dialog 4223 Professional/Dialog 4225 Vision

Incoming Calls

Busy 11:06 28 Aug 2008

Smith Bob 3333

Callback CallPager CallPickUp more...

Program PhoneSet CallList PhoneBook Messages Busy

Smith Bob 3333

CallBack CallPager CallPickUp more...

11:06 28 Aug 2008 Brown James 2222

On another extension

You can answer a call to another extension.

uz Call the ringing extension.

Busy tone.

Note: The display images might differ from the above.

CallPickUp Press to answer (see display).

CallPickUp

Notes:

You can also press programmed by you).

France, press

is not shown, press

8 or On hold/Pick-up (The function key is

4; Sweden, press 6

more...

until it appears.

Dialog 4223 Professional/Dialog 4225 Vision30

+ 109 hidden pages

AASTRA 4225 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Welcome

Copyright

Important User Information

Description

Dialog 4223 Professional

D4 mode information

Dialog 4225 Vision

Lamp indications

Tones and signals

Display information

Free Seating

Incoming Calls

Answer calls