Aastra Dialog 3213 User Guide

Dialog 3213

System Telephone for MD110 Communication System

User Guide

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Welcome

Welcome to the User Guide for the Dialog 3213 system telephone in the Ericsson MD110 communication system, release BC11. It is a state-of-the-art business communications system. Its alliance of features and facilities effectively improves communications for virtually any kind of organization.

To take full advantage of these advanced features and facilities there is a line of telephones, designed for ease of use in every situation.

Function descriptions that do not include speaking in the handset, are described off-hook, if nothing else is stated. Instead of pressing the “Clear-key”, you can always replace the handset.

Some markets use differing codes for some functions. In this guide, all functions are described using the most common code for every specific function. As a note the markets and their differing code is shown.

The User Guide describes the facilities of the Dialog 3213 system telephone as it is programmed at delivery from the factory. There may be some differences in the way your phone is programmed. Please consult your system administrator if you need further information.

The latest version of this User Guide can also be downloaded from:

http://www.ericsson.com/enterprise/archive/manuals.shtml

Note: Dialog 3213 is a system telephone, i.e. it can only be used for an Ericsson private branch exchange that supports this type of telephone.

ERICSSON 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. Ericsson 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.

Hereby, Ericsson Enterprise AB, declares that this telephone, is in conformity with the essential requirements and other relevant provisions of the European R&TTE directive 1999/5/EC. Please refer to: http://www.ericsson.com/sdoc.

EN/LZT 103 24 R1A

All rights reserved. No parts of this publication may be reproduced, stored in retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the publisher.

Dialog 32132

Description ....................................................... 4

Free Seating (optional) ...................................... 7

Incoming Calls ................................................. 9

Outgoing Calls ............................................... 12

During Calls ....................................................15

When You Receive a Busy Tone .....................21

Call Forwarding .............................................. 25

Internal Messages .......................................... 37

Voice Mail ....................................................... 40

Information ..................................................... 43

Abbreviated Numbers .................................... 45

Call Metering ..................................................50

Group Facilities ..............................................52

Other Useful Facilities .....................................54

Paging (optional) ............................................ 65

Authority ........................................................70

Programming and Adjustments ...................... 76

Audible Signals .............................................. 87

Visible Signals ................................................89

Display Information ......................................... 90

Option Unit/Vocabulary ..................................94

Installation ......................................................95

Index .............................................................. 98

Table of Contents

page

3Dialog 3213

Description

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Program

Transfer

Inquiry

Access 2

Access 1

Dialog 3213

•

MD110

Program

•

ABC DEF

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JKL MNOGHI

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TUV WXYZPQRS

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Transfer

•

Inquiry

•

Access 2

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Access 1

1Display

3x40 characters. See section “Display Information” on page 90.

2 Soft keys

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

3 Programming

See section “Programming and Adjustments” on page 76.

Dialog 32134

4Callback

See section “When You Receive a Busy Tone” on page 21. Function can be removed or moved to other programmable function key by system administrator.

5 Diversion (follow-me)

See section “Call Forwarding” on page 25. Function can be removed or moved to other programmable function key by system administrator.

6 Programmable function keys

See section “Programming and Adjustments” on page 76.

7 Programmable function key/Headset key

Normally a programmable function key as described at 6. With Option unit DBY 410 02 (optional accessory) installed under the telephone, the key is dedicated to be programmed by the system administrator as the Headset key. See section “Other Useful

Facilities” on page 54.

8Transfer

See section “During Calls” on page 15.

9 Triple access line

For handling calls. Access 1 and 2 are available both for incoming and outgoing calls. Inquiry can only be used for outgoing calls.

Description

10 Menu key

When the telephone is in idle state, press to switch between “idle message” and soft key descriptions.

11 Volume control

See section “Programming and Adjustments” on page 76.

12 Mute

a To switch the microphone on or off during a call. b To switch off the ringing signal in idle state or when

ringing. See sections “During Calls” on page 15 and “Audible Signals” on page 87.

13 Loudspeaker on/off

See section “During Calls” on page 15.

14 Clear

To disconnect calls, exit a function or clear the display in programming. Can always be pressed instead of replacing the handset.

15 Optional key panel

With 17 dual-function programmable keys. One or two panels can be connected.

5Dialog 3213

Description

16 Handset

Supplied with hearing aid function as standard.

Please note: The handset may attract and retain small metal objects in the earcap region.

17 Optional pull-out leaf for easy guide

See inside of the back cover.

Dialog 32136

Free Seating (optional)

The free seating function is used for persons who have an office extension number but no telephone 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 telephone set that temporarily will be assigned with your extension number and your system authorities.

To log on

* 1 1 * Press

Free Seating (optional)

z * Enter the authorization code and press

z # Enter your telephone number and press

X Press to finish the procedure

The display shows your telephone number.

Note: An earlier version of the free seating function use another procedure: To log on, press

* 1 0 * extension No. #.

7Dialog 3213

Free Seating (optional)

To log off

# 1 1 # Press

X Press to finish the procedure

Note: An earlier version of the free seating function use another procedure: To log off, press

# 1 0 #.

Dialog 32138

Incoming Calls

Answer calls

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

On Access 1

Normally you will receive calls on the Access 1 line.

u Lift the handset

On any other line key

Incoming Calls

u Lift the handset

}h Press the flashing line key

Handsfree

}h Press the flashing line key

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

X Press to terminate a handsfree call

9Dialog 3213

Incoming Calls

On another extension

You can answer a call to a phone in another room:

u z Call the ringing extension

14:25 12 Feb 2001 2222 CBack CWait Pick

Note: The display image might differ from the above.

8 Press

Notes:

You can also press (function key pre-programmed by you).

Pick (see display) or On-hold/Pick-up

France press

4; Sweden press 6

Dialog 321310

Incoming Calls

Answer a second call during an ongoing call

If your telephone is pre-programmed with a “Free on 2nd access” key, you can receive another call, if this function is activated.

h Free on 2nd Access Press to activate / deactivate

When Free on 2nd access is active the lamp is lit.

Note: Function key pre-programmed by system administrator.

You have an ongoing call on Access 1, when the Access 2 key flashes to indicate a new incoming call:

}h Access 2 Press to answer

The first call is put on hold.

}h Access 1 Press to switch back to the first call

The second call is put on hold. You are connected to the first caller.

X Press to terminate the connected call

Note: If the calling party has activated Call waiting, you can receive a second call even if Free on 2nd access is not activated.

11Dialog 3213

Outgoing Calls

Make calls

How to make internal and external calls:

u Lift the handset and proceed depending on call type:

Internal calls

z Dial the extension number

External calls

0 Dial the digit or digits to get an external line

Dial tone.

Note: The particular digit or digits used in your office, e.g. 0 or 00.

z Dial the external number

d or X Press to end the call

Note: If you receive a queue tone when the digit or digits to get an external line are dialled (optional function Least Cost Routing is used in the system), keep waiting. Once a line becomes free you will receive a dial tone. If a warning tone is heard, the selected line is marked “Expensive”.

Dialog 321312

Handsfree

With the handset on hook:

Outgoing Calls

z Dial the number

You are connected via the loudspeaker and microphone.

X Press to terminate a handsfree call

Note: You can make your calls faster by using common abbreviated numbers and by using your own programmed abbreviated numbers. See section “Abbreviated Numbers”

on page 45.

Individual external line

To make a call on a specific external line:

* 0 * Press

z # Dial the individual external line number and press

z Dial the digit or digits to get an external line and the external

number

13Dialog 3213

Outgoing Calls

Last external number redial

When you initiate an external call the system automatically stores all the dialled digits, irrespective of whether the call was successful or not.

u Lift the handset

* * * Press to redial the saved number

The last external number is automatically redialled.

Notes:

You can also press redial (function key pre-programmed by you).

Finland and Sweden press

RDial (see display) or Last number

Save external number

When you make an external call, you can save the number in order to redial the same number easily. Any previously saved number is erased.

To save an external number:

Redial g Press before you finish the call

Note: Function key pre-programmed by system administrator.

Redial number

u Lift the handset

Redial g Press to redial the number

* * 0

Note: Function key pre-programmed by system administrator.

Dialog 321314

During Calls

Group listening (loudspeaking)

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

During an ongoing conversation:

s Press to switch between loudspeaker and handset

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

Note: You can adjust the volume, See section

“Programming and Adjustments” on page 76.

From loudspeaking to handsfree

d Replace the handset

Handsfree conversation.

From handsfree to loudspeaking

u s Lift the handset and press

X Press to end the call

15Dialog 3213

During Calls

From handset to handsfree

s d Press and replace the handset

Handsfree conversation.

X Press to end the call

From handsfree to handset

u Lift the handset

Conversation via the handset.

Mute

m Press to switch the microphone on or off

When the lamp is lit, the person on the line cannot hear what is being said in your room.

Inquiry

You have speech connection on Access 1 and want to make an inquiry to an internal or external party.

h Inquiry Press

Note: You can also press Access 2.

z Call the second party

The first party is put on hold (the Access 1 key lamp flashes slowly). When the other party answers you can switch between the calls (refer back), transfer the call, create a conference and end one of the calls.

X Press to end the inquiry call

The second party is disconnected.

}h Access 1 Press to return to the first party

Dialog 321316

Refer back

The key lamp flashes for the call put on hold.

During Calls

}h Access 1 Press to put second party on hold

First party is connected.

}h Inquiry Press to put first party on hold

Second party is connected.

X Press to terminate the connected call

Transfer

You want to transfer an ongoing call.

h Inquiry Press

z Call the second party

h Transfer Press before or after answer

The ongoing call is transferred.

Note: If you have put more than one call on hold, the last call that was put on hold will be transferred. If the dialled extension is busy or transfer is not allowed, your phone will ring again.

17Dialog 3213

During Calls

h Inquiry Press

Conference

With this procedure you can include up to seven parties in a conference. Only the conference leader can admit participants. During the conference a tone will be heard every 15th second.

Note: The conference tone might be disabled for your system.

You have an ongoing conversation (Access 1) and want to establish a telephone conference. You will become the conference leader.

Note: You can also press Access 2.

z Call the second party

Wait for answer.

3 Press to establish a conference

Note: You can also press: Conference (function key pre-programmed by you).

Repeat the procedure to add more conference members

Conf (see display) or

d Replace the handset to leave the conference

Dialog 321318

During Calls

On hold

You can temporarily put the ongoing call on hold. Calls put on hold can be resumed on your own telephone or another.

Individual

h d Press the ongoing call line key and replace the handset

The key lamp flashes slowly.

}h Press the line key again to resume the call

Common

8 Press

Notes:

You can also press: (function key pre-programmed by you).

France press

Pick (see display) or On hold/Pick-up

4; Sweden press 6

d Replace the handset

The key lamp flashes slowly. If your number is multiple represented on other telephones, the key lamp that represents your number flashes slowly on these telephones.

To resume the call on your own extension:

}h Press the line key

To resume the call on another extension:

z Call the extension where the call was put on hold

8 Press

Notes:

You can also press: (function key pre-programmed by you).

If your number is multiple represented on the telephone, you can also press the key that represents your number.

France press

Pick (see display) or On hold/Pick-up

4; Sweden press 6

19Dialog 3213

During Calls

Send caller identity code at transfer

When transferring a call you can send the caller’s identity code or number to the receiver’s display.

You have speech connection with an external party on Access 1.

h Inquiry Press to put the call on hold

Note: You can also press Access 2.

* 7 7 * Press

z # Dial the caller’s identity code or number and press

z Call the second party

h Transfer Press before or after answer

The ongoing call is transferred with the caller´s identity code or number.

Note: You can only use this function if the receiver’s telephone is programmed to handle identity codes.

Dialling during a connected call

When calling interactive tele services, e.g. telephone banks, you need to use Dual Tone Multi Frequency (DTMF) signals. If your exchange is not already programmed to automatically convert your entered digits into DTMF signals, you need to activate the function during the call.

During an ongoing call:

9 z Press and dial the requested digits

Entered digits are transferred as DTMF signals.

Notes:

You can also press

Finland press

Tones (see display).

1 and dial the required digits.

Dialog 321320

When You Receive a Busy Tone

Busy extension or external line

If you call an extension and receive a busy tone or get no answer or all external lines are busy you can use these methods:

Automatic callback

If a called extension is busy or there is no answer:

6 Press

Notes:

You can also press: (function key pre-programmed by you).

CBack (see display) or Callback

France, Finland and Sweden press

d Replace the handset to finish procedure

You are called back (recall ringing signal) when the ongoing call is finished or the next time a new call is finished. You have to answer within eight seconds, otherwise the Callback service is cancelled.

u Lift the handset when you are called back

The system calls the extension.

Note: Callbacks can be activated on several extensions at the same time. Callbacks from additional lines will recall on the Access 1 line.

21Dialog 3213

When You Receive a Busy Tone

If all external lines are busy (after dialling the digit or digits to get a line):

6 Press

Notes:

You can also press: (function key pre-programmed by you).

CBack (see display) or Callback

France, Finland and Sweden press

z # Dial the external number and press

d Replace the handset to finish procedure

When an external line becomes free you will be called back (recall ringing signal). You have to answer within eight seconds, otherwise the Callback service is cancelled.

u Lift the handset when you are called back

The system calls the external number.

Note: Only one Callback can be activated on a busy external line. Callbacks from additional lines will recall on the Access 1 line.

Cancel any single callback

# 3 7 * z Press and dial the extension number

Note: To cancel a single Callback on a specific external line, dial the digit or digits to get a line instead of the extension number.

# X Press

Cancel all callbacks

# 3 7 # Press

X Press

Dialog 321322

When You Receive a Busy Tone

Activate call waiting

If you urgently wish to contact a busy extension or external line, you can notify it by a call waiting signal.

5 Press

Notes:

You can also press: (function key pre-programmed by you).

CWait (see display) or Call waiting

France and Finland press

Keep handset off-hook. When the called extension or the external line becomes free, it will be called automatically.

Note: The call waiting function might be blocked for use on your extension (programmed by system administrator). If call waiting is not allowed you will continue to receive a busy tone.

Intrusion on a busy extension

You can intrude on an ongoing call on a busy extension.

6; Sweden press 4

4 Press

Notes:

You can also press: key pre-programmed by you).

France and Sweden press

Before the intrusion is executed a warning tone is sent to the parties in the ongoing call. A three party call is established and a warning tone is heard.

Note: The warning tone might be disabled for your system. The Intrusion function might be blocked for use on your extension (programmed by system administrator). If Intrusion is not allowed you will continue to receive a busy tone.

Intr (see display) or Intrusion (function

23Dialog 3213

When You Receive a Busy Tone

* 4 4 * z Press and dial the individual external line number

Intrusion on a busy external line

You can intrude on an ongoing call on a busy external line.

# z Press and dial the digit or digits to get an external line

Busy tone.

4 Press

Notes:

You can also press: key pre-programmed by you).

France and Sweden press

Before the intrusion is executed a warning tone is sent to the parties in the ongoing call. A three party call is established and a warning tone is heard.

Intr (see disp la y) or Int ru sion (fu nc ti on

Dialog 321324

Call Forwarding

Diversion

If you do not want to be disturbed or will be out of the office, you can have all calls to your extension diverted to a pre-programmed answering position. During diversion you will hear a special dial tone and the diversion lamp indicates that your triple access line is diverted. You can still make calls as usual.

Diversion can be direct, on no answer, on busy or to another information service facility.

Note: If your telephone is programmed with “Multiple Directory Diversion and Do not disturb” (ask your system administrator), Diversion is ordered and cancelled simultaneously on all lines.

Order direct diversion from your own extension

The call is diverted to an individual position or up to three predetermined common answering positions (depending on the type of the incoming call). Programmed by the system administrator.

h Diversion Press

* 2 1 # Press

X Press

Note: Function key pre-programmed by system administrator. If you order diversion with the handset off-hook or the loudspeaker on, press the diversion key twice. You can also use the procedure below.

Note: U.K. press

Note: Diversion can also be ordered and cancelled from

the answering position, use the same procedure as in section “Internal follow-me” on page 28.

* 2 #

25Dialog 3213

Call Forwarding

)h Diversion Press

# 2 1 # Press

Cancel direct diversion from your own extension

Note: Function key pre-programmed by system administrator. You can also use the procedure below.

Note: U.K. press

X Press

Note: Diversion can also be ordered and cancelled from the answering position, use the same procedure as in section “Internal follow-me” on page 28.

Diversion when there is no answer

* 2 1 1 # Press to order

Note: Finland and Norway press

The incoming call is diverted after 3 signals.

X Press

# 2 1 1 # Press to cancel

Note: Finland and Norway press

X Press

# 2 #

* 6 1 #

# 6 1 #

Dialog 321326

Diversion when caller receives a busy tone

* 2 1 2 # Press to order

Call Forwarding

Note: Finland and Norway press

X Press

# 2 1 2 # Press to cancel

Note: Finland and Norway press

X Press

Diversion to another information service facility

* 2 1 8 # Press to order

X Press

# 2 1 8 # Press to cancel

X Press

* 6 7 #

# 6 7 #

27Dialog 3213

Call Forwarding

Internal follow-me

All calls to your extension are diverted to an extension of your choice (within the private network). During follow-me you will hear a special dial tone and the diversion lamp indicates that your triple access line has follow-me. You can still make calls as usual.

Note: If your telephone is programmed with “Multiple Directory Diversion and Do not disturb” (ask your system administrator), Internal follow-me is ordered and cancelled simultaneously on all lines.

Order from your own extension

u Lift the handset

h Diversion z Press and dial the answering position number

Note: Function key pre-programmed by system administrator.

h Diversion Press to order

d Replace the handset

Note: You can also use the procedure below.

* 2 1 * z Press and dial the answering position number

Note: U.K. press

* 2 * No.

# X Press

Dialog 321328

Cancel from your own extension

)h Diversion Press

# 2 1 # X Press

Call Forwarding

Notes:

Function key pre-programmed by system administrator.

You can also use the procedure below.

Note: U.K. press

Redirect from answering position

# 2 #

* 2 1 * z Press and dial your own extension number

Note: U.K. press

* 2 * No.

* z Press and dial the diversion number

# X Press to redirect

Calls are diverted to the answering position.

Note: Internal follow-me must be ordered from your own extension before you can redirect from answering position.

Cancel from answering position

# 2 1 * z Press and dial your own extension number

Note: U.K. press

# 2 * No.

# X Press

29Dialog 3213

Call Forwarding

External follow-me

If external follow-me is allowed you can have all calls to your extension diverted to an external number of your choice. A special dial tone will be heard. You can still make calls as usual.

Order

* 2 2 # z Press and dial the digit or digits to get an external line and the

external number

# X Press

Cancel

)h Diversion Press

Note: Function key pre-programmed by system administrator. You can also use the procedure below.

# 2 2 # Press

X Press

Bypass diversion

If bypass diversion is allowed from your extension, you can bypass an activated diversion/follow-me on a specific extension.

* 6 0 * z Press and dial the extension number

# Press and wait for answer

Dialog 321330

Call Forwarding

Personal number (optional)

With this function you can be reached on your normal office telephone number even if you are in another room, out of the office, at home, etc. Depending on the functionality of your office exchange, you can have either one individual single search profile or you can choose between five individual search profiles. A search profile can be designed to fit the situation, i.e. In the office, On travel, At home, etc. Both internal or external telephone numbers can be used in a profile.

On your request, the search profiles are programmed or modified by the system administrator. See section “To design and order your

search profiles” on page 33.

When the function is activated, incoming calls are transferred to different telephones or back-up services in your decided order. If an answering position in the profile is busy, the call can be transferred to another predefined position in the profile, i.e. Voice mail or a colleague. You can activate the function from your own office telephone or when out of the office, by using the Direct Inward System Access function (DISA).

To activate or change to another profile from your office telephone

* 1 0 * Press

( 1 — 5 ) Dial the search profile digit

# X Press

The display shows the chosen search profile digit.

Note:

You can also activate and change to another profile by programming one function key/search profile (the function keys has to be pre-assigned by your system administrator). When the search profile is active the key lamp is on. See section “Programming and Adjustments” on page 76.

If the operator is included in the activated profile as an answering position, always inform the operator if you are absent. Use the Absence information function or call the operator. If Voice Mail is included in the activated profile, always update your greeting with absence information.

31Dialog 3213

Call Forwarding

To cancel from your office telephone

# 1 0 # Press

X Press

To activate or change to another profile from an external telephone

The external telephone must be of push button type provided with hash ( tone pulses (DTMF).

Note: If you have activated a profile via a function key, you can press this key instead of using the procedure above.

#) and star (*) keys or a mobile telephone adapted for dial

z Call the DISA function at your office

Dial tone.

* 7 5 * Press

z * Enter the authorization code and press

z # Dial your own extension number and press

Dial tone.

* 1 0 * Press

z * Dial your own extension number and press

( 1 — 5 ) Dial the search profile digit

# d Press and replace the handset

Note: If the operator is included in the activated profile as an answering position, always inform the operator if you are absent. Use the Absence information function or call the operator. If Voice Mail is included in the activated profile, always update your greeting with absence information.

Dialog 321332

Call Forwarding

To cancel from an external telephone

The external telephone must be of push button type provided with

#) and star (*) keys or a mobile telephone adapted for dial

hash ( tone pulses (DTMF).

z Call the DISA function at your office

Dial tone.

* 7 5 * Press

z * Enter the authorization code and press

z # Dial your own extension number and press

Dial tone.

# 1 0 * Press

z # Dial your own extension number and press

d Replace the handset

To design and order your search profiles

The search profiles are installed or changed by the system administrator. In order to set up your profiles, copy the setting form, fill in your new or changed profiles and give it to your system administrator.

Note: If Personal Screen Call Server is connected to your system, you can edit the profiles via your Intranet. See instructions for the server!

33Dialog 3213

Call Forwarding

Important notes when designing your search profiles:

• Avoid a ringing time longer than 45 seconds for your profiles

Usually the caller hangs up after 3-6 ringing signals. If you need a longer ringing time, the maximum time is 60 sec.

• Consider the time you need to react and answer on each answering position in your profiles

You might need up to 15 seconds to react and answer on a desk or cordless telephone and 20—25 seconds for a mobile telephone.

• There must be an answering position at the end of every profile (voice mail or operator/secretary)

If not, calls might end up unanswered.

• Consider what should happen when you are busy on a telephone

The available options are:

— Activate Free on 2nd (if available)

— Diversion to Voice mail

— Diversion to the operator

• If an answering machine, a FAX or other answering service is used as an early answering position, it might interrupt the searching

Disconnect the answering service, or design the ringing times so they do not affect the searching.

• If your system admits just one single personal profile, design the profile only with your 2—3 most frequently used positions

If you add more numbers, there is a risk that the caller hangs up before a late position is called.

• If your system admits 1—5 personal profiles, design the different profiles to fit your most used positions

Make sure you use as few answering positions as possible for each profile. Profile examples:

—In office

—At home

—On travel

— Absent/not reachable

Dialog 321334

Example:

How to fill in your setting form for search profiles:

Profile 1 In office

Search order

1 Desk 1234 10

2 Cordless 5234 15

3 Voice Mail

* Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, etc.

Profile 2 At home

Search order

1 External 222222 20

2 Mobile 0706666666 25

3 Voice Mail

Type of telephone or answering position* Telephone number

Call Forwarding

Ringing time (seconds)

35Dialog 3213

Call Forwarding

Setting form for search profiles

Name:

Department:

Te l e p h o n e N o :

Account:

Profile 1 ..........................

Search order

* Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, etc.

Profile 2 ..........................

Search order

Type of telephone or answering position* Telephone number

Ringing time (seconds)

Profile 3 ..........................

Search order

Type of telephone or answering position* Telephone number

Profile 4 ..........................

Search order

Type of telephone or answering position* Telephone number

Ringing time (seconds)

Dialog 321336

Internal Messages

Manual message waiting (MMW)

If the called extension does not answer you can initiate a message waiting indication on that extension (if this function is allowed).

Answer

)h Message Press

Internal Messages

Note: Function key pre-programmed by system administrator.

A call is initiated to the extension that requested message waiting.

Checking the party that requested MMW

h Program Press

The program key lamp turns on and all other lamps turn off.

h Message Press

Note: Function key pre-programmed by system administrator.

The number that requested message waiting is shown in the display.

)h Program Press to finish procedure

37Dialog 3213

Internal Messages

Cancel MMW at your own extension

# 3 1 # Press

X Press

Order MMW to another extension

* 3 1 * Press

z Dial the extension number

# X Press

The message waiting key lights up on the called extension.

Cancel MMW to another extension

# 3 1 * Press

z Dial the extension number

# X Press

Dialog 321338

Internal Messages

Message waiting (optional)

If assigned this function and your telephone is diverted to an interception computer, a function key (programmed by the system administrator) will flash when there are messages stored for you in the computer. The messages will be printed out on a printer connected to the computer.

To print out messages

)h Message Press

The display shows the identity of the computer and the number of messages stored for you.

If you find that the notification of message waiting is intrusive or you want to shut off the notification:

# 9 1 # * Press

Acknowledgement tone.

39Dialog 3213

Voice Mail

Integrated voice mail (optional)

This function allows you to leave a voice message to the caller when you are unable to answer calls, e.g. when out of office, in a meeting, etc. Then the caller can leave a message in your mailbox. When back in office you can enter your mailbox and listen to received messages.

You can choose to divert all incoming calls to your mailbox, or calls when there is no answer, or calls when your telephone is busy.

When you enter your mailbox, you will hear recorded instructions how to handle listening, recording, storing and deleting messages, and how to change your security code.

To activate and deactivate your mailbox

For all incoming calls:

See “Call Forwarding” on page 25, section “Internal follow-me” on page 28 (function code 21). Use the number to the voice mail

system as the “answering position number”.

When incoming calls get no answer:

See “Call Forwarding” on page 25, section “Diversion” on page 25 when there is no answer (function code 211).

When incoming calls get a busy tone:

See “Call Forwarding” on page 25, section “Diversion” on page 25 when caller receives a busy tone (function code 212).

Dialog 321340

To enter your mailbox

From your office telephone:

z Dial the number to the voice mail system

Note: If a function key is programmed for your mailbox and the key lamp is lit or flashing (= a new message is received), you can also press this key.

If you are asked to enter your security code:

Voice Mail

z Enter your security code

Code at delivery = your extension number.

From another telephone:

z Dial the number to the voice mail system

If you are asked to enter your security code (the used telephone has a mailbox of its own):

# Press

z Enter your mailbox number

(normally your office extension number)

z Enter your security code (if required)

To enter someone else´s mailbox

z Dial the number to the voice mail system

If you are asked to enter your security code (the used telephone has a mailbox of its own):

# Press

z Enter the mailbox number

(normally the office extension number of the person served)

z Enter the security code of the person served (if required)

41Dialog 3213

Voice Mail

To handle the mailbox

Recorded information on the line informs about the number of new and stored messages. If you have too many messages stored, you will first be asked to delete saved messages.

Recorded instructions ask you to press different digits in order to listen to caller's messages, record your own greetings, change your password or exit your mailbox, etc.

The following diagram gives an overview of the mailbox system and the digits to be used.

Dialog 321342

Information

Absence information (optional)

To be used during absence to inform callers about the reason and time or date of your return. If you are authorized, you can also enter absence information on another extension from your own extension.

Order

Example: Back on September 15th (=0915).

* 2 3 * Press

Information

( 0 — 9 ) Enter the absence code

Note: The absence codes consist of one digit which

depends on the system connected to the exchange. Contact your system administrator regarding your available absence codes.

*0 9 1 5 Press and enter the date (MMDD) or time (HHMM) of your

return

Note: If no return time or date is needed, this step can be

excluded.

# X Press

The display shows the reason, and if entered, time or date of return.

43Dialog 3213

Information

Cancel

# 2 3 # Press

X Press

The programmed information is erased.

Order for another extension

* 2 3 0 * Press

z * Dial the extension number and press

( 0 — 9 ) Enter the absence code

* 0 9 1 5 Press and enter the date or time of the other person's return

# X Press

The display on the other person's extension shows the reason, and if entered, time or date of return.

Cancel for another extension

# 2 3 0 * Press

z # Dial the extension number and press

Note: If the special dial tone is received, the authorization code for the other extension is required. Add the code and

press

# before pressing the Clear key.

X Press

Dialog 321344

Abbreviated Numbers

Common abbreviated numbers

By using abbreviated numbers, you can make calls simply by pressing a few keys. The common abbreviated numbers consist of 1—5 digits and are stored in the exchange (by the system administrator).

u z Lift the handset and dial the common abbreviated number

Individual abbreviated numbers

You can program up to ten frequently used telephone numbers on the digit keys 0—9 and use them as individual abbreviated numbers (if this function is allowed).

Note: In Finland up to nine numbers, keys 1—9.

To u s e

* * ( 0 — 9 ) Press and dial the relevant digit

Note: Finland press

* * ( 1 — 9 ); Sweden press ( 0 — 9 ) #

45Dialog 3213

Abbreviated Numbers

Program and alter individual abbreviated numbers

* 5 1 * ( 0 — 9 ) Press and dial selected digit

Note: Finland press

* 5 1 * ( 1 — 9 )

* z Press and dial the telephone number

# X Press

Note: The programmed number may consist of a maximum of 20 digits plus a “ second dial tone from the public network. The display only shows the last 20 characters in a number.

Erase one programmed number

# 5 1 * ( 0 — 9 ) Press and dial selected digit

Note: Finland press

# 5 1 * ( 1 — 9 )

# X Press

Erase all programmed numbers

# 5 1 # Press

X Press

*”, which indicates the

Dialog 321346

Abbreviated Numbers

Dial-by-name (optional)

By use of the Integrated Telephone Directory you can search for a name, group, operator, etc. via your display and then call the wanted person or group by use of a soft-key below the display.

Dir Press (see display)

The display shows:

14:25 12 Feb 2001

Del Space Find Exit

Del Press to delete the last entered character (see display)

Space Press to enter a space (see display)

Find Press to search using the entered characters (see display)

Exit Press to return to the previous menu (see display)

Use the key pad to enter the characters of the name. The characters above the keys show the key to be pressed.

Example:

Select characters by pressing digits repeatedly. The cursor is

ABC DEF

moved automatically when you stop pressing.

Press a digit

1 time result A 2 times result B 3 times result C

When the requested character is shown on the display, wait for the cursor to move to the next place.

The name must be entered as follows:

Family name - Space - Name

It is not necessary to enter all the characters, just as many to get as close as possible to the requested name when you start to search.

Note: If you want to specify the person's first name, you must enter the full family name before you can enter a space.

47Dialog 3213

Abbreviated Numbers

Example:

To s e a r c h f o r B o b Sm i t h :

7 7 7 7 Press for S

6 Press for m

4 4 4 Press for i

The display shows:

14:25 12 Feb 2001 Smi Del Space Find Exit

Find Press to find (see display)

Up Press to scroll up trough the name list (see display)

Down Press to scroll down trough the name list (see display)

Call Press to dial the number displayed (see display)

Back Press to return to the previous menu (see display)

If SMI was sufficient to find Bob Smith, the display shows:

Smith Bob 54321

Up Space Call Back

If SMI gives a name close to Bob Smith, e.g. Ann Smith, scroll down until you find the requested name.

If there is additional information in the directory for the name being displayed, this is shown under the name, e.g. company, country, etc.

The display will inform if no name matches your search and show the name alphabetically preceding the entered one.

Dialog 321348

Dial by a function key

Head office g Press the function key

Program

Both telephone numbers and function codes can be programmed on a function key.

h Program Press

Abbreviated Numbers

g z Press the selected function key and dial the telephone

number or function code

(g Press the function key again

)h Program Press to finish programming

Assign the key.

Verify and erase programmed number

h Program Press

g Press the selected function key

The stored number is shown on the display.

X (g Press if you want to erase the stored number

The stored number is erased.

)h Program Press

49Dialog 3213

Call Metering

Charging information

Charging information for your call can be shown in the local currency in the display.

14:25 12 Feb 2001 Cost in £ 3.25 2222 Tones Cost Time

Cost Press to display or hide the cost indication (see display)

Note: The cost indication is automatically displayed for all charged calls, when the function is activated.

Dialog 321350

Timer

You can measure the elapsed time of your call.

14:25 12 Feb 2001 2 22 2 Sart Clr Date Exit

Time Press to activate the timer (see display)

Call Metering

Start Press to start the timer function (see display)

The display changes and the elapsed time is shown.

Stop Press to stop the timer function (see display)

Exit Press to exit the timer function (see display)

Note: Timer can be activated when your telephone is idle, ready for dialling, during an outgoing call or when in speech connection.

Other functions

These functions are also available, during timer mode:

Date Press to show date (see display)

Time Press to display time measurement (see display)

Clr Press to clear time measurement (see display)

51Dialog 3213

Group Facilities

Call pick-up group

People working in a team can have their telephones programmed by the system administrator to form Call Pick-up groups.

In a Call Pick-up group, any member can answer any individual call to group members.

8 Press to answer

Notes:

You can also press

One Call Pick-up group can serve as an alternative to another group. Calls to the alternative group can only be answered when there are no calls to your own group.

CUp (see display).

Finland and Sweden press

Common bell group

Calls are signalled on a common bell.

8 Press to answer

Notes:

You can also press

Finland and Sweden press

CUp (see display).

Dialog 321352

Group hunting

As a member of a group of extensions that is called by a common number, you can temporarily leave the group.

* 2 1 * z Press and dial your own extension number

Group Facilities

Note: U.K. press

* 2 * No.

# X Press

To re-enter the group

# 2 1 # Press

Note: U.K. press

# 2 #

X Press

If you are authorized you can divert all calls to a group to another extension or group:

* 2 4 * Press

z * Dial the number of the group to be diverted and press

z Dial the extension number of the new anwering position

# X Press

To cancel the diversion:

# 2 4 * Press

z Dial the number of the group that has been diverted

# X Press

53Dialog 3213

Other Useful Facilities

Account code (optional)

This function is used to charge a call to an account number or to prevent unauthorised calls from your telephone. The account code can have 1 to 15 digits.

* 6 1 * Press

Note: Finland and Norway press

* 7 1 *

z # Enter the account code and press

Dial tone.

Note: You can also press account code and press

AcCo (see display), enter the

Enter (see display).

z Dial the digit or digits to get an external line and the external

number

Dialog 321354

Other Useful Facilities

Ongoing external call

When used to charge a call it is also possible to connect an ongoing external call to an account code. During the call:

h Access Press the line key to put the ongoing call on hold

* 6 1 * Press

Note: Finland and Norway press

z # Enter the account code and press

Dial tone.

Note: You can also press account code and press

}h Access Press the line key for the call put on hold

Immediate speech connection

You automatically answer a call without lifting the handset or pressing any keys. The function can be permanently active or activated by use of a function key (programmed by system administrator).

Permanently active

Program the ringing option with “Immediate speech connection with single tone burst”, option 6, on the Access line key. See section “Programming and Adjustments” on page 76.

Activated on a function key

Automatic answer g Press to order or cancel

* 7 1 *

AcCo (see display), enter the

Enter (see display).

Note: Function key pre-programmed by system administrator.

The incoming call is signalled with a tone burst. When the key lamp is lit you can use this function.

55Dialog 3213

Other Useful Facilities

# 0 0 1 # Press

General cancellation

The following features can be simultaneously cancelled:

• Callback (all Callbacks are cancelled).

• Diversion/Internal and External Follow-me.

• Manual message waiting/Message diversion.

•Do not disturb.

• Flexible night service.

Order

X Press

Night service

When the exchange is in night service mode, all your incoming calls to the operator are transferred to a selected extension or group of extensions. The exchange is equipped with four different night service modes:

Common night service

All incoming calls to the operator are transferred to one specific extension. Answer the call in the normal way.

Individual night service

Selected external calls to the operator are transferred to one specific extension. Answer the call in the normal way.

Universal night service

All incoming calls to the operator are transferred to a universal signalling device, e.g. the common bell. Answer the call as descibed in section “Common bell group” on page 52.

Dialog 321356

Flexible night service

This function permits you to order an external line and connect it directly to your telephone. Ask your operator for the external line numbers.

To order flexible night service

* 8 4 * z Press and dial the digit or digits to get a line

* z Press and dial the external line number

# X Press

Cancel

# 8 4 # z Press and dial your own extension number

Other Useful Facilities

X Press

57Dialog 3213

Other Useful Facilities

Hot line

Ask your system administrator if you require this function.

Delayed hot line

When the handset of the delayed hot-line telephone is lifted or when the line key is pressed, a timer is started. If no digit is pressed before time out, a call is automatically generated to a specific extension or external line. If a digit is pressed before time out the telephone works as an ordinary telephone.

Note: This function is only available in newer versions of the telephone exchange.

Direct hot line

The same function as described above, but no delay. Only hot line calls can be placed from this line. To be used e.g. as alarm phone, door phone etc.

Alarm extension

An extension can be programmed by system administrator as an alarm extension. A call to an alarm extension obtains automatic intrusion if the extension is busy. Up to seven calling parties may be connected at the same time.

Emergency state

In the event of an emergency the operator can switch the exchange into emergency state, during which only preprogrammed extensions are permitted to make calls.

Dialog 321358

Data communication

Your telephone can be used together with a PC as an integrated voice and data terminal. Contact your system administrator if you require this function.

Additional directory number

You can be assigned (programmed by system administrator) one or more additional directory numbers (lines) on free function keys.

To answer, make calls and use functions on the additional directory lines, use the same procedure as for triple access lines if nothing else is stated. However, you have to press the additional line key after lifting the handset.

Example:

To make a call on an additional directory line:

u Lift the handset

Other Useful Facilities

Additional line g Press

z Dial the extension number

Multiple represented directory number

Your extension number can be programmed on a dedicated key on other system telephones, i.e. the number is “represented” on these telephones.

This means that incoming calls to your extension can be answered on any of these other telephones by just pressing the dedicated key. The dedicated key can also be assigned the possibility to call your extension when pressed. This function has to be programmed by your System Administrator.

Note: Function key pre-programmed by system administrator.

59Dialog 3213

Other Useful Facilities

Malicious call tracing

If you are disturbed by malicious external incoming calls, you can request a number tracing from the network provider.

You can invoke tracing during or after an ongoing conversation. The external line can be held for a limited period of time.

Order

During an ongoing conversation:

Mal Press (see display)

Note: You can also press Mal. Call Tracing (function key pre-programmed by system administrator).

The system acknowledges with different tones whether the tracing request was accepted or rejected.

Headset

If your telephone is equipped with Option unit DBY 410 02, the following headset functions are available.

Note: How to install Option unit and headset, see installation instruction provided with the Option unit.

Activate/Deactivate the headset

h Headset Press the headset key to activate/deactivate the headset

Note: Function key pre-programmed by system administrator.

See section “Description” on page 4. All calls can be handled via the headset.

Dialog 321360

Answer calls

}h Press the flashing line key to answer

X Press to terminate a headset call

Make calls

z Dial the number

X Press to terminate the call

Headset to handset

u Lift the handset

Handset to headset

h Headset Press the headset key

Other Useful Facilities

Note: Function key pre-programmed by system administrator.

61Dialog 3213

Other Useful Facilities

Headset with loudspeaking

s Press to toggle between headset with or without

loudspeaking

Headset to handsfree

s Press

h Headset Press the headset key

Note: Function key pre-programmed by system administrator.

Handsfree to headset

h Headset Press the headset key

Note: Function key pre-programmed by system administrator.

Dialog 321362

Other Useful Facilities

Direct Inward System Access (DISA) (optional)

If you are assigned to use this function and you are working externally, you can call your office and get access to an external line in order to make business calls. The business call will be charged your office extension number or an account number. You will just be charged for the call to the office.

The external telephone must be of push button type provided with

#) and star (*) keys or a mobile telephone adapted for dial

hash ( tone pulses (DTMF).

After a completed DISA call you must hang up before a new DISA call can be made.

Depending on the type of authorization code and if an account code is used, different procedures must be used:

With common authorization code

z Call the DISA function at your office

Dial tone.

* 7 2 * Press

z # Enter the authorization code and press

Dial tone.

z Dial the external number

With individual authorization code

z Call the DISA function at your office

Dial tone.

* 7 5 * Press

z * Enter the authorization code and press

z # Dial your own extension number and press

Dial tone.

z Dial the external number

63Dialog 3213

Other Useful Facilities

Number log (g Press

Name and number log (optional)

With this function all unanswered calls to your telephone will be logged. By use of the soft keys under the display you can browse the log, make calls to logged numbers and delete logged numbers.

A function key must be programmed by the system administrator. The key lamp is switched on and will flash when new unanswered calls have been logged, since last time the key was activated.

Your telephone must be idle and unlocked to be able to browse the log.

To browse the number log

Note: Function key pre-programmed by system administrator.

The key lamp is switched off and the display shows the number of stored numbers, time, date, name and number of the last unanswered call:

Unanswered calls:2 14:25 12Feb 2001 Bob Smith 12345 Next Del Call Exit

Next Press to show the next logged number (see display)

Del Press to delete the displayed number (see display)

Call Press to call the displayed number (see display)

Exit Press to exit (see display)

Dialog 321364

Paging (optional)

Persons equipped with a wireless paging receiver or assigned to a lamp signal, can be paged from a telephone set. Depending on the type of paging system it is possible to send digit messages or voice messages to the paged person.

Paging can also be initiated and answered during an ongoing call. Make an Inquiry call and proceed according to the appropriate procedure for the type of connected paging system. You can then either return to the ongoing call or transfer the paging call to the person that was put on hold. If this person is an external subscriber, your exchange must be programmed for this function.

If you receive a congestion tone when paging, this indicates that the paged person has his paging receiver in the charging rack and is probably out of the office.

65Dialog 3213

Paging (optional)

Paging receivers without a display and paging via lamp signals

To initiate

When there is no answer or a busy tone, keep the handset off hook:

7 Press

Wait for an answer with the handset off hook.

If you want to start paging without calling the person:

* 8 1 * Press

z # Dial the extension number and press

Wait for an answer with the handset off hook.

To a n s we r

From any telephone within the system and within the predetermined paging time:

* 8 2 * Press

z # Dial your own extension number and press

Or if only one paging call is permitted at the time:

* 8 2 # Press

Dialog 321366

Paging (optional)

Paging receivers with a display

To initiate

When there is no answer or a busy tone, keep the handset off hook:

7 d Press and replace the handset

Wait for the paged person to call back.

If you want to start paging without calling the person:

* 8 1 * Press

z # Dial the extension number and press

Wait for the acknowledgement tone.

d Replace the handset

Wait for the paged person to call back.

If you want to send a digit message code:

* 8 1 * Press

z * Dial the extension number and press

z # Dial the message code (1—10 digits) and press

Wait for the acknowledgement tone.

d Replace the handset

If expected, wait for the paged person to call back.

67Dialog 3213

Paging (optional)

To a n s we r

From the nearest telephone within the system: Call the extension number shown in the display of your paging receiver. If zeros are shown it indicates that you are being paged from an external subscriber. To answer:

* 8 2 * Press

z # Dial your own extension number and press

Or if only one paging call is permitted at the time:

* 8 2 # Press

If a message code is shown in the display, take the appropriate action.

Paging receivers with voice message

To initiate

When there is no answer or a busy tone, keep the handset off hook:

7 Press

Leave your message after the tone. Just before the predetermined speech time is ended, a warning tone will be heard.

If you want to start paging without calling the person:

* 8 1 * Press

z # Dial the extension number and press

Leave your message after the tone. Just before the predetermined speech time is ended, a warning tone will be heard.

To a n s we r

If your paging receiver has bothway voice connection, press the answer button to speak. If no bothway connection exists, take the appropriate action according to the message or answer the paging in the same way as paging without a voice message.

Dialog 321368

Alarm paging

To initiate

* 8 1 0 * Press

Paging (optional)

z # Dial the extension number and press

Wait for the acknowledgement tone.

d Replace the handset

If you want to send an alarm message code:

* 8 1 0 * Press

z * Dial the extension number and press

z # Dial the message code (1—5 digits) and press

Wait for the acknowledgement tone.

d Replace the handset

To acknowledge an alarm

You must acknowledge the alarm to be terminated:

* 8 2 0 * Press

z # Dial your own extension number and press

To acknowledge an alarm for another extension:

* 8 2 0 * Press

z * Dial the other extension number and press

z # Dial your own extension number and press

69Dialog 3213

Authority

Data privacy

Data privacy allows you to make a call without any disturbances, i.e. intrusion. This function is automatically cancelled when the call is finished.

Order

u Lift the handset

* 4 1 # z Press and dial the number

Dialog 321370

Do not disturb, DND

When you activate DND, calls to your extension are not indicated. Outgoing calls can be made as usual.

DND Press to activate or deactivate DND (see display)

Note: You can also press DND (function key preprogrammed by system administrator) or use the procedure below.

Authority

* 2 7 # Dial to activate

Special dial tone.

# 2 7 # Dial to deactivate

X Press to finish activation/deactivation

Note: If your telephone is programmed with “Multiple Directory Diversion and Do not disturb” (ask your system administrator), DND is ordered and cancelled simultaneously on all lines.

71Dialog 3213

Authority

Group do not disturb

If your extension is defined as a master extension (programmed by system administrator), you can mark a group of extensions as Group do not disturb. The group can be bypassed by you.

Order

* 2 5 * z Press and dial the group number

Note: Germany and South Africa press

# Press

Special dial tone.

X Press

Cancel

# 2 5 * z Press and dial the group number

Note: Germany and South Africa press

# X Press

Bypass

* 6 0 * z Press and dial the extension number

# Press

The call is made to the specified extension in the group.

* 2 8 * No.

# 2 8 * No.

Dialog 321372

Authorization code, common (optional)

If you are assigned to use a common authorization code (1 to 7 digits) you can temporarily change any used telephone within the exchange to the authority level connected to this code. You can use the code for one call only or you can open the phone for some calls and lock it when leaving the phone.

To use for a single call

* 7 2 * Press

Authority

z # Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

Enter (see display).

AutCo (see display), enter the

z Dial the digit or digits to get an external line and the external

number

To open an extension for some calls

# 7 3 * Press

z # Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

To lock an extension

Enter (see display).

Open (see display), enter the

* 7 3 * Press

z # Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

Enter (see display).

Lock (see display), enter the

73Dialog 3213

Authority

Authorization code, individual (optional)

If you are assigned to an individual authorization code (1 to 7 digits, affiliated to your own extension) you can lock your own extension to a common authority level, e.g. when out of the office. You can also temporarily change any other used telephone within the exchange to the same authority level as you have on your own phone.

The individual code can be changed from your own extension.

To lock your telephone

* 7 6 * Press

z # Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

To make calls with your authority level when your telephone is locked

Enter (see display).

Lock (see display), enter the

* 7 5 * Press

z # Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

Enter (see display).

AutCo (see display), enter the

z Dial the digit or digits to get an external line and the external

number

Dialog 321374

To open your telephone

# 7 6 * Press

Authority

z # Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

To assign your own authority level to another telephone

Enter (see display).

Open (see display), enter the

* 7 5 * Press

z * Enter authorization code and press

Verific at io n tone .

Note: You can also press code and press

Enter (see display).

AutCo (see display), enter the

z # Dial your own extension number and press

Verific at io n tone .

z Dial the digit or digits to get an external line and the external

number

To change your individual authority code

* 7 4 * Press

z * Enter old authorization code and press

z # Enter new authorization code and press

Verific at io n tone .

75Dialog 3213

Programming and Adjustments

h Program Press

Programming and Adjustments

Programming of functions

Frequently used functions and telephone numbers can be programmed on the function keys for easy access. When you want to use the function, just press the key. Certain functions must be pre-programmed by the system administrator.

Program or change a function

g Press selected function key

Note: If the key is already programmed, the number or function will be displayed.

z Enter telephone number or a function code according to the

list on the next page

Note: If a wrong number is entered, press the Clear key to

erase it, and then enter the number again.

(g Press the function key again

)h Program Press to finish programming

Remove the transparent cover and write the function name or telephone number beside the key.

Note: To erase a programmed function, press the Clear key, instead of the telephone number or function code, in the sequence above.

Dialog 321376

Verify a programmed number or function

h Program Press

Programming and Adjustments

g Press selected function key

The stored number or function is displayed.

)h Program Press

Functions and required data

Function Function code or Associated number

Call pick up:

Group 8 4 6 Individual No. + 8 No. + 4 No. + 6

Call waiting 5664 On hold, common 846 Conference 3 Dial by a function key Extension No.

Most common

Finland France Sweden

Flexible night service

Intrusion on busy extension

Last external number redial

Personal number (list No.)

* 8 4 * 0 * + External line number + #

488

*** **0 **0

1—5)

(

77Dialog 3213

Programming and Adjustments

Functions that need to be programmed by the system administrator:

• Additional lines • Automatic callback*

• Dedicated intercom link • Diversion*

• Do not disturb* • External line

• Free on 2nd access • Immediate speech connection*

• Individual external line • Malicious call tracing

• Manual message waiting • Multiple representation

• Name and number log • Search profile lists and preassigning of function keys for personal number

*Function can be programmed by you.

When the function is programmed by you, you will not get a toggle function. Instead you will have one key for activation and another key for deactivation. The key lamp will not indicate that the function is activated.

When the function is programmed by the System Administrator you will get a toggle function and the key lamp will indicate that the function is activated.

Dialog 321378

Programming of ringing signals

You have 6 programmable ringing signals on your telephone. The different signals can be programmed on access lines, additional lines and multiple represented lines.

h Program Press

Programming and Adjustments

h Access 1 Press the corresponding line key

A digit (0—6) is shown in the display.

( 0 — 6 ) Select the ringing signal you want to use according to the list

below

0 = Silent. 1 = Periodic ringing signal. 2 = Delayed periodic ringing signal. 3 = One muted ringing signal. 4 = One muted delayed ringing signal. 5 = Immediate speech connection with single tone burst controlled by function key. 6 = Immediate speech connection with single tone burst.

Note: Options 5 and 6 are not available for multiple represented lines.

)h Access 1 Press

)h Program Press to finish programming

X Press to clear the display during programming

To verify a ringing signal

h Program Press

h Access 1 Press the corresponding line key

A digit (0—6) is shown in the display.

)h Program Press to finish programming

79Dialog 3213

Programming and Adjustments

Programming of ringing signal tone character

There are 10 different programmable ringing signal tone characters on your telephone, each corresponding to a digit between 0 and 9.

Note: If you use melodies to signal incoming calls, this will replace the tone character. See section “Melody ringing” on

page 82.

h Program Press

The current tone character is displayed.

( 0 — 9 ) Press the corresponding digit

The telephone rings with the chosen character.

)h Program Press to finish programming

Handset and loudspeaker volume

Use the volume keys to change the volume of the handset or loudspeaker during a call. Adjust handset listening volume in handset mode. Adjust loudspeaker volume in monitor mode.

V Press to change the volume

Ringing signal volume

Use the volume keys to adjust the ringing signal volume when the telephone is idle or ringing. Adjusted volume is stored.

V Press to change the volume

Dialog 321380

Programming and Adjustments

Mute ringing signal

You can supress the ringing signal for an incoming call.

Note: This function is only available in newer software versions of your telephone. If the Mute key lamp is turned on when you press the key in idle state, your telephone supports this function.

m Press to supress the ringing signal

The ringing signal is switched off for the current call.

Silent ringing

If you do not want to be disturbed by the ringing signal but still want to be able to answer an incoming call, you can switch off the ringing signal. Incoming calls are only indicated by a flashing access line lamp and display information.

Note: This function is only available in newer software versions of your telephone. If the Mute key lamp is turned on when you press the key in idle state, your telephone supports this function.

m Press to switch off the ringing signal

The Mute key lamp is switched on to indicate silent ringing. The ringing signal will automatically be switched on the next time you lift the handset or press any key.

81Dialog 3213

Programming and Adjustments

X * 7 Press and hold simultaneously to enter melody mode

Melody ringing

If you want personal melodies when your telephone rings, you can program one melody to signal an internal call, a second melody for an external call and a third melody to signal a callback call.

Note: This function is only available in newer software versions of your telephone. If you can enter “Melody mode”, your telephone supports this function.

Melody Mode

If there is a stored and activated melody for internal calls (Access 1 key), external calls (Access 2 key) or callback calls (Inquiry key), the corresponding key lamp is switched on.

In melody mode you can:

• Program new melodies

• Edit or delete stored melodies

• Activate or deactivate stored melodies

# Press to exit melody mode

Note: If you do not press any key within 30 seconds, melody mode is automatically cancelled.

Dialog 321382

Program a new melody, edit or delete a current melody

h Program Press

Program Melody

Press the key for the requested type of call:

If there is a current melody, the melody is played and the last 19 notes or signs are displayed.

h Access 1 Press for internal calls

h Access 2 Press for external calls

h Inquiry Press for callback calls

To edit the current melody:

Programming and Adjustments

V Move the cursor to the right of the position to be edited

Keep pressed to go to the beginning or to the end.

X Press to erase the note to the left of the cursor

Keep pressed to erase all the notes.

To enter a new melody or new notes, see section “To enter notes” on page 85.

To store the current melody:

}h Press the flashing line key (Access 1 or Access 2 or Inquiry)

)h Program Press

The current melody is stored.

Note: The melody is not activated, see section “Activate or

deactivate a stored melody” on page 84.

83Dialog 3213

Programming and Adjustments

X Press and hold until no notes are displayed

}h Press the flashing line key (Access 1 or Access 2 or Inquiry)

)h Program Press

To delete the current melody:

Activate or deactivate a stored melody

A stored melody has to be activated in melody mode to be heard when you get an incoming call.

To activate (in melody mode):

h Press the key for the requested type of call (Access 1 or

Access 2 or Inquiry)

The corresponding key lamp is switched on:

Access 1 key = Internal calls

Access 2 key = External calls

Inquiry key = Callback calls

Note: If you want to return to an ordinary ringing singnal but keep the melody stored, just press the key for the requested type of call again. When key lamp is off the stored melody is deactivated.

# Press to exit melody mode

Dialog 321384

Programming and Adjustments

To enter notes

In melody mode, the keypad is used to enter notes, pauses, etc. A maximum of 40 notes can be programmed for incoming calls, and 20 notes for recalls.

This is how the keys are used:

Press to insert notes (1—9)

Note: A short press gives a short note, a long press gives

a long tone (displayed by a capital letter), +c and +d means the higher octave.

* Press to insert a short pause (p)

Hold to get a long pause (P). Repeat to get a longer pause (pp...p).

0 Press to get a higher octave for the inserted note

A + is shown in front of the note to indicate the higher octave.

Example: 30 to get +e

# Press to increase or decrease the pitch for the inserted note

Press once for sharp pitch, twice for flat pitch and three times to get the normal pitch.

V Press to move the cursor to the left or to the right

Keep pressed to go to the beginning or to the end.

s Press to listen to the entered notes X Press to erase the note to the left of the cursor

Keep pressed to erase all the notes.

Melody example:

James Bond theme programmed for Internal calls:

C d d D D pp C C C C #d #d #D #D pp D D D ##A G pppp G F G

Enter the notes

Grey digit = Long press.

Note: The the note, but is displayed before the note.

# key (to get a sharp or flat tone) is pressed after

85Dialog 3213

Programming and Adjustments

When the first 19 positions are entered, the display shows (only last entered 19 positions can be shown):

Program Intern CddDDppCCCC#d#d#D#D<

When all the notes are entered, the display shows (only last entered 19 positions are shown):

Program Intern #D#DppDDDbAGppppGFG<

Note: The flat A (

##A) is shown a s b A, i.e. b i s u sed to sh ow

both the note b and the flat sign.

Dialog 321386

Dial tone

Audible Signals

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

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..

Special dial tone

Ringing tone or Queue tone every 4th second

Busy tone

Congestion tone

Number unobtainable tone

Call waiting tone

Intrusion tone

Conference tone every 15th second (to all parties)

Verification tone

Warning tone, expensive route

87Dialog 3213

Audible Signals

Internal ringing signal

External ringing signal

Recall signal

(automatic callback reminder)

Ringing signals

Three different ringing 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.

Dialog 321388

Visible Signals

Lamp indications

Visible Signals

)h }h }h )h

Extinguished lamp The function is not active.

Steady light

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

Rapidly flashing lamp An incoming call.

Light with short breaks Ongoing call.

The function is active or supervised line is busy.

89Dialog 3213

Display Information

The display gives you feedback information such as time and date, traffic state and connected telephone numbers. The following displays show examples of the different states your telephone is in.

When an information end with three dots (...), this means that the system is working or waiting for your action. When an information ends with a exclamation mark (!), this means that no further action is possible.

Idle telephone

When your phone is idle, the upper line shows general information. The middle line shows your extension number. The lower line presents lead texts for the soft keys.

14:25 12Feb 2001 2 22 2 Open AcCo AutCo Dir

Dialog 321390

Display Information

Outgoing call

When you make an outgoing call on your telephone, the middle line shows both the traffic state and dialled number.

14:25 12Feb 2001 Cal li ng ... 333 3 CBack Time

If the called party´s telephone is diverted, the middle line shows the diversion information.

14:25 12Feb 2001 33 333 >D i re ct 5 55 55 CBack Time

> is the diversion symbol.

The dialled number (3333) is directly diverted to number 5555.

Incoming call

When you receive an incoming call the middle line flashes the calling party´s extension number.

14:25 12Feb 2001 33333

If a diverting extension is calling, the middle line shows the diversion information. The calling party´s number is flashing.

> is the

diversion symbol.

14:25 12Feb 2001 44444 >Direct 22222

Number 22222 has dialled number 44444 and the call is directly diverted to you.

91Dialog 3213

Display Information

AcCo

AutCo

Call

CBack

Clr

Conf

Cost

CUp

CWait

Date

Del

DND

Down

Exit

Find

Intr

Lock

Mal

Open

Page

Pick

RDial

Space

Start/Stop

Time

Tones

Soft keys

The soft keys are used to access different functions. Depending on which traffic state and category of extension, the available functions change.

The following abbreviations are used for the soft keys:

Account code Authorization code Call the number displayed Callback Reset time measurement Conference (only shown when there is a party put

on hold) Display charging information Group call pick-up Call waiting Show date Delete Do not disturb Scroll down Exit the displayed menu Search Intrusion Lock the telephone Malicious call tracing Show next logged number Unlock the telephone Paging Call pick-up Last number redial Enter a space when writing names Start/Stop time measurement Display time measurement Dialling during a connected call (Push button tones,

DTMF) Scroll up

Dialog 321392

Choice of language (optional)

One of the following languages can be chosen to be used for the display information on your telephone.

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. To be changed locally to other languages.

To choose a language

* 0 8 * Press

( 0 — 9 ) Enter the language code

# X Press

Display Information

93Dialog 3213

Option Unit/Vocabulary

Option unit

The Option unit DBY 410 02 is an optional accessory, to be installed under your telephone set. The following devices can be installed via the Option unit:

• Tape recorder

• Extra bell or busy signal outside your door

• Headset or conference unit

Note: Regarding the headset functions see section “Other useful facilities”.

•Second handset

Note: For people with impaired hearing the Option unit offers the possibility to amplify the receiving volume in the handset and headset.

Vocabulary

Additional lines One or more additional extension numbers can be assigned to

Idle message A message shown in the display when the telephone is idle.

Multiple represented line

Triple access line A collective name for the Access 1, Access 2 and Inquiry lines.

your telephone, these are programmed on free function keys.

This message is programmed by your system administrator.

Your extension number can be represented on a function key on other extensions (two or more).

Access 1 and Access 2 forms your extension number and are available both for incoming and outgoing calls. Inquiry can only be used for outgoing calls.

Dialog 321394

Installation

Install stand and adapt telephone

Press to decrease angle Pull to increase angle

Installation

Tiltable display

Adjustable angle

95Dialog 3213

Installation

Install cables

1Cable to handset 2 Cable to exchange 3 Space for personal directory list(optional) 4 Wallmounting screw holes

Wall mounting handset hook

Dialog 321396

Install keypanel

1 Remove the small plastic plate, marked DSS, i.e. with a

screwdriver and connect the cable 2 Attach key-panel unit 3 Secure with screws 4 Install stand

Installation

97Dialog 3213

Index

Abbreviated numbers 45 Absence information 43 Account code 54 Additional directory number 59 Alarm extension 58 Alarm paging 69 Answer calls 9 Audible signals 87 Authority 70 Authorization code, common 73 Authorization code, individual 74 Automatic callback 21

Busy extension or external line 21 Bypass diversion 30

Call forwarding 25 Call metering 50 Call pick-up group 52 Call waiting 23 Charging information 50 Choice of language 93 Common abbreviated numbers 45 Common bell group 52 Conference 18

Data communication 59 Data privacy 70 Description 4 Dial by a function key 49 Dial-by-name 47 Dialling during a connected call 20 DISA 63 Display information 90

Diversion 25 Do not disturb, DND 71 DTMF signals 20 During calls 15

Conference 18 Conversation via the handset 16 DTMF signals 20 Handsfree conversation 16 Handsfree to loudspeaking 15 Hold 19 Inquiry 16 Loudspeaking to handsfree 15 Microphone on or off 16 Send caller´s identity code 20 Tran sf er 17

Emergency state 58 External follow-me 30

Free seating 7 Functions and required data 77

General cancellation 56 Group do not disturb 72 Group facilities 52 Group hunting 53 Group listening (loudspeaking) 15

Handset and loudspeaker volume 80 Handset to handsfree 16 Handsfree to handset 16 Headset 60 Hot line 58

Dialog 321398

Index

Immediate speech connection 55 Incoming calls 9

Answer a second call 11 Handsfree 9 On Access 9 On another extension 10

On any other line key 9 Individual abbreviated numbers 45 Information 43 Inquiry 16 Installation 95 Integrated voice mail 40 Internal follow-me 28 Internal messages 37 Intrusion on a busy extension 23

Language 93

Mailbox 42 Make calls 12 Malicious call tracing 60 Manual message waiting (MMW) 37 Melody ringing 82 Message waiting 39 Messages 37 Multiple represented directory number 59 Mute 16 Mute ringing signal 81

Name and number log 64 Night service 56

On hold 19 Option unit 94 Other useful facilities 54 Outgoing calls 12

External calls 12

Handsfree 13

Individual external line 13

Internal calls 12

Last external number redial 14

Save external number 14

Paging 65

Alarm paging 69 Paging receivers with a display 67 Paging receivers with voice message 68 Paging receivers without a display and

paging via lamp signals 66 Personal number 31 Programming and adjustments 76 Programming of functions 76 Programming of ringing signal tone character 80 Programming of ringing signals 79 Put a call on hold 19

Redial number 14 Refer back 17 Ringing signal volume 80 Ringing signals 88

Send caller identity code at transfer 20 Setting form for search profiles 36 Short numbers 45 Silent ringing 81

Timer 51 Tone characteristics 87 Tran sf er 17

Visible signals 89 Vocabul ary 94 Voice mail 40 Volume 80

When you receive a busy tone 21

Call waiting 23

Intrusion 23

99Dialog 3213

Ericsson is shaping the future of Mobile and Broadband Internet communications through its continuous technology leadership. Providing innovative solutions in more than 140 countries, Ericsson is helping to create the most powerful communication companies in the world.

EN/LZT 103 24 R1A

Printed on chlorine free paper.

Aastra Dialog 3213 User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Welcome

Table of Contents

Description

Free Seating (optional)

To log on

To log off

Incoming Calls

Answer calls

Answer a second call during an ongoing call

Outgoing Calls

Make calls

Individual external line

Last external number redial

Save external number

During Calls

Group listening (loudspeaking)

From handset to handsfree

From handsfree to handset

Mute

Inquiry

Transfer

Conference

On hold

Send caller identity code at transfer

Dialling during a connected call

When You Receive a Busy Tone

Busy extension or external line

Call Forwarding

Diversion

Internal follow-me

External follow-me

Bypass diversion

Personal number (optional)

Setting form for search profiles

Internal Messages

Manual message waiting (MMW)

Message waiting (optional)

Voice Mail

Integrated voice mail (optional)

Information

Absence information (optional)

Abbreviated Numbers

Common abbreviated numbers

Individual abbreviated numbers

Dial-by-name (optional)

Dial by a function key

Call Metering

Charging information

Timer

Group Facilities

Call pick-up group

Common bell group

Group hunting

Other Useful Facilities

Account code (optional)

Immediate speech connection

General cancellation

Night service

Hot line

Alarm extension

Emergency state

Data communication

Additional directory number

Multiple represented directory number

Malicious call tracing

Headset

Direct Inward System Access (DISA) (optional)

Name and number log (optional)

Paging (optional)

Paging receivers without a display and paging via lamp signals

Paging receivers with a display

Paging receivers with voice message

Alarm paging

Authority

Data privacy

Do not disturb, DND