Aastra DIALOG 4420 IP Basic Manual
Dialog 4420 IP Basic
SIP Enabled IP Telephone for MX-ONE™
User Guide
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EN/LZT 103 057 R2A
© Aastra Telecom Sweden AB 2008. All rights reserved.
Table of Contents
Welcome ..........................................................4
Important User Information ...............................6
Start the Phone ..............................................13
Incoming Calls ............................................... 14
Outgoing Calls ............................................... 17
During Calls ....................................................25
Call Forwarding .............................................. 29
Absence Information (optional) ....................... 39
Messages ......................................................41
Group Features .............................................. 46
Other Useful Features ..................................... 48
Settings ..........................................................53
Accessories ...................................................55
Web Server .................................................... 56
Installation ......................................................62
Troubleshooting .............................................. 68
Glossary ......................................................... 69
Index .............................................................. 70
Tab le of Co nt en ts
3Dialog 4420 IP Basic
Welcome
Welcome
Welcome to the user guide for the Dialog 4420 IP Basic IP
telephone that conforms to the SIP standard.
This guide describes the available features of the telephone when it
is connected to MX-ONE™.
The functions and features available with this telephone are
designed for easy use in all different telephone handling situations.
The user guide describes the functions and features of the
Dialog 4420 IP Basic 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.
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 4420 IP Basic4
Welcome
Copyright
All rights reserved. No parts of this publication may be reproduced,
stored in retrieval systems, or transmitted in any form or by any
means, electronic, mechanical, photocopying, recording or
otherwise, without prior written permission of the publisher except
in accordance with the following terms.
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.
Aastra is a registered trademark of Aastra Technologies Limited. All
other trademarks mentioned herein are the property of their
respective owners.
Warranty
AASTRA MAKES NO WARRANTY OF ANY KIND WITH REGARD
TO THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE
IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS
FOR A PARTICULAR PURPOSE. Aastra shall not be liable for
errors contained herein nor for incidental or consequential
damages in connection with the furnishing, performance or use of
this material.
Declaration of conformity
Hereby, Aastra Telecom Sweden AB, SE-126 37 Hägersten,
declares that this telephone is in conformity with the essential
requirements and other relevant provisions of the R&TTE
directive 1999/5/EC.
Details to be found at: http://www.aastra.com/sdoc.
5Dialog 4420 IP Basic
Important User Information
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 60950:1-2003.
• Do not make any changes or modifications to equipment without seeking
approval from the party responsible for compliance. Unauthorized
changes or modifications could void the user's authority to operate the
equipment.
• Do not use the telephone to report a gas leak in the vicinity of the leak.
• Do not spill liquid of any kind on the product or use the equipment near
water, for example, near a bathtub, washbowl, and kitchen sink, in a wet
basement or near a swimming pool.
• Do not insert any object into equipment slots that is not part of the
product or auxiliary product.
• Do not 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 4420 IP Basic6
Important User Information
17
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6
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13
7
15
16
17
Conference
Callback
Call Pickup
Transfer
Line/Hold
Call Waiting
Message
Follow-me
Status
ABC
DEF
GHI
JKL
MNO
PQRS
TUV
WXYZ
Dialog 4420 IP Basic
1
2
3
4
5
6
7
8
9
10
11
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19
Description
7Dialog 4420 IP Basic
Important User Information
1 Status
Monitoring the network link. Three different status are indicated:
1 Steady light - Telephone is ready to be used.
2 Flashing slowly - Telephone is not ready to be used.
3 Double flash - Telephone has no network connection.
Keys 2-10 Preprogrammed keys / Function keys
The keys are programmed with the specified default features (see
below). The features can be moved to any other programmable
function key by the system administrator.
The features can also be removed from the keys (by your system
administrator). In this case you can program frequently used
features and phone numbers on the keys.
See section “Web Server” on page 56.
2Follow-me
Indicate activation/deactivation of Follow-me. See section “Call
Forwarding” on page 29.
3Message
Message indication key. When the key lamp is on, it is an indication
that you have a new message. See section “Messages” on
page 41.
4 Call Waiting
Activate Call Waiting towards a busy extension. See section “When
you receive a busy tone” on page 22.
5Conference
Establish a conference. See section “Conference” on page 28.
6Callback
Activating Callback. See section “When you receive a busy tone”
on page 22.
7Call Pickup
Call Pickup is used to answer a call from another telephone. See
section “Answer calls” on page 15.
8Transfer
Transfer calls. See section “Transfer” on page 27.
9Line/Hold
Indicates incoming or outgoing calls. See section “Answer calls” on
page 15.
10 Function key
Program frequently used features and phone numbers on the key.
See section “Web Server” on page 56.
Dialog 4420 IP Basic8
Important User Information
11 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.
12 Mute
Pressing the Mute key during a call prevents the connected party
from hearing you. Pressing the key in idle or ringing state activates
silent ringing. Pressing any key deactivates silent ringing.
a) Switch the microphone on or off during a call. See section
“Mute” on page 25.
b) Switch off the ring signal in idle mode or when ringing. See
sections “Mute ring signal” on page 53 and “Silent Ringing” on
page 54.
13 Volume control keys
The Volume keys control the volume for incoming speech (handset
and loudspeaker) and the ringing volume. The + key increases the
level and the - key decreases the level. Adjust the volume. See
section “Settings” on page 53.
14 Speaker/Call key
The Speaker/Call key is used for monitoring a connection and as
“call” key after entering digits
See section “Monitoring” on page 25.
.To activate monitoring during a call.
15 Clear key
Disconnect calls or exit a feature. Can always be pressed instead of
replacing the handset
16 Loudspeaker
17 Handset
Supplied with hearing aid feature as standard.
Please note: The handset can attract and trap small metal
objects in the earcap region.
9Dialog 4420 IP Basic
Important User Information
18 Pull-out leaf for easy guide (optional)
See section “Pull-out leaf (optional)” on page 55.
19 Power adapter connection
See section “Start the Phone” on page 13.
Lamp indications
Ô
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.
Note: Special lamp indications are used for the Status
lamp, see description of Status lamp on page 8.
The feature is active or the multiple
represented line is busy.
Dialog 4420 IP Basic10
Dial tone
Special dial tone
Ring tone or queue tone
Busy tone
Congestion tone
Number unobtainable tone
Important User Information
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
or verification tone
Intrusion tone
Conference tone every 15 seconds (to all parties)
Hold tone
Connection in progress tone
11Dialog 4420 IP Basic
Important User Information
Internal ring signal
External ring signal
Recall signal
(Callback reminder)
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.
Dialog 4420 IP Basic12
Start the Phone
Start the Phone
Startup procedure
Connect the required cables.
See section “Installation” on page 62.
When the phone is connected to the network, your phone initiates
the startup procedure automatically when connected to the mains.
Note: The phone does not work when a power failure
occurs. After a power failure the phone will restart
automatically.
After a short while the Mute key lamp is lit for a few seconds. The
phone is connecting to the server and software is loading. After a
self test, the phone is ready for log on. The startup procedure
normally takes about one minute. When the phone is ready to be
used the Status lamp is turned on.
Notes:
When the startup procedure is ready and the Status lamp
is extinguished or flashing the phone is not ready to be
used, see section “Troubleshooting” on page 68 to solve
the problem.
The phone is always logged on with a default number. You
cannot log on or off.
Reset the phone
If your phone does not work properly, you can use the following
procedure to reset the phone. After the procedure the startup
procedure is initiated again.
É# Press all keys simultaneously for at least one second.
13Dialog 4420 IP Basic
Incoming Calls
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 15.
Line/Hold
Calls are received on Line/Hold.
u Lift the handset.
On another extension
You can answer a call to another extension:
uz Lift the handset and call the ringing extension.
Press.
Busy tone.
8 Press.
Note: France, press
or
4; Sweden, press 6
Ô Call Pickup Press to answer.
Dialog 4420 IP Basic14
Incoming Calls
Parallel Ringing
Note: This feature is only available in newer versions of the
exchange.
The Parallel Ringing feature makes it possible for an incoming call
to ring several phones simultaneously and for the call to be
answered on any of the phones. The main advantage of this feature
is that you do not risk losing any calls.
The feature requires all the phones involved to be defined in a
Parallel Ringing list, which must be configured and initiated by
your system administrator. Because only calls to a main extension
will be distributed among the phones in the list, this main extension
also needs to be defined.
A call to a specific extension will not be distributed to other phones
in the list, and will only ring that specific extension's phone.
Parallell Ringing can be temporarily disabled by the phone user
using the feature “Internal Follow-me”. See also section “Internal
Follow-me” on page 29.
Note:
If an extension part of a parallel ringing list tries to activate/
deactivate one of the features below, the procedure is only
performed on the main directory number not on the
extensions own number.
- Call diversion for non-generic extension
- Do not disturb
- External Follow-me
- Follow-me
- General Cancellation
- Individual Repeated Distribution or Personal Number
- Message Diversion
To disable Parallel Ringing temporarily
*21*z# Dial, enter the extension number and press.
If you want to disable Parallel Ringing for all phones defined in the
list, follow the procedure for disabling the feature from the phone
with the main extension number and enter the number of the
answering position.
If you want to disable Parallel Ringing for one specific phone in the
list only, follow the procedure for disabling the feature from this
phone and enter its extension number.
15Dialog 4420 IP Basic
Incoming Calls
Notes:
U.K., dial
The Follow-me key cannot be used to disable Parallel
Ringing.
Press.
The Follow-me key lamp is now on.
To restore Parallel Ringing
* 2 * Number #.
#21# Dial and press.
The Follow-me key lamp is off.
Notes:
U.K., dial
If you want to restore Parallel Ringing for all phones defined
in the list, follow the procedure for restoring the feature from
the phone with the main extension number and enter the
number of the answering position.
If you want to restore Parallel Ringing for one specific phone
in the list only, follow the procedure for restoring the feature
from this phone and enter its extension number.
The Follow-me key cannot be used to restore Parallel
Ringing.
# 2 #.
Dialog 4420 IP Basic16
Outgoing Calls
Outgoing Calls
Make calls
Note: You can dial your calls faster by using common
Speed Dialing numbers and by using your own
programmed function keys or preprogrammed Monitoring
keys. See section “Speed Dialing” on page 23.
How to make internal and external calls:
u Lift the handset and proceed depending on call type:
Internal calls
z Dial the extension number.
Press
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.
0or 00.
z Dial the external number.
Press
d or Replace the handset or press to end the call.
17Dialog 4420 IP Basic
Outgoing Calls
Monitoring
You can monitor the progress of an outgoing call.
With the handset on hook:
z Dial the number.
Press
When the other party answers:
u Lift the handset.
Press to terminate a monitor call.
SOS calls (Emergency calls)
Note: The number for SOS calls might vary between
countries.
z Dial the SOS number.
Press
If this feature is enabled it is still possible to make an emergency
call even if the status lamp is lit. If a dialtone is heard it is possible to
make the call.
Dialog 4420 IP Basic18
Outgoing Calls
Individual External Line
To make a call on a specific external line:
u Lift the handset.
*0*z# Dial, enter the Individual External Line number and press.
z Dial the digit or digits to get an external line and the external
number.
Press
Last External Number Redial
When you initiate an external call, the system automatically stores
all the dialed digits, irrespective of whether the call was successful
or not.
u Lift the handset.
*** Dial to repeat the stored number.
Note: Finland and Sweden, dial
Press
The last external number is automatically redialed.
Number Presentation Restriction
If you do not want your name and number to be displayed to the
person you are calling, use the following procedure.
* * 0
Notes:
This feature is only available in newer versions of the
exchange, and it might be blocked for use on your
extension (programmed by your system administrator).
The Number Presentation Restriction is only valid for the
ongoing call, i.e. the procedure has to be repeated the next
time you want to use it.
19Dialog 4420 IP Basic
Outgoing Calls
u Lift the handset.
*42# Dial and wait for a new dial tone.
Press
z Dial the number.
Instead of your name and number, the display on the called phone
shows
Anonymous.
When you receive a busy tone
If you call an extension and receive a busy tone, or get no answer,
or all external lines are busy, you can use any of the following
methods:
Callback
If a called extension is busy:
6 Press
or
Ô Callback press.
It can take several seconds before the procedure is executed.
A confirmation tone is heard.
Note: France, Finland and Sweden, press
d Replace the handset to finish the procedure.
You are called back (recall ring 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. While waiting for
the Callback, you can make and receive calls as usual.
5
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.
Dialog 4420 IP Basic20
Callback if all lines are busy
If all external lines are busy (after dialing the digit or digits to get a
line):
6 Press
or
Ô Callback press.
Outgoing Calls
Note: France, Finland and Sweden, press
z# Dial the external number and press.
Press
d Replace the handset to finish the procedure.
When an external line becomes free, you will be called back (recall
ring signal). You have to answer within eight seconds, otherwise
the Callback service is cancelled. While waiting for the Callback,
you can make and receive calls as usual.
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.
Cancel any single Callback
#37*z# Dial, enter the extension number and press.
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.
5
21Dialog 4420 IP Basic
Outgoing Calls
Press.
#37# Dial.
Press.
5 Press.
Ô CallWaiting press.
Cancel all Callbacks
Activate Call Waiting
If you urgently wish to contact a busy extension or external line, you
can notify by a Call Waiting signal.
or
Note: 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 feature might be blocked for use on
your extension (programmed by your system
administrator). If Call Waiting is not allowed, you will
continue to receive a busy tone.
6; Sweden, press 4
Dialog 4420 IP Basic22
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