Aastra DIALOG 4420 IP Basic Manual

Name: Aastra DIALOG 4420 IP
Brand: Aastra
SKU: 1181253
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Dialog 4420 IP Basic

SIP Enabled IP Telephone for MX-ONE™

User Guide

EN/LZT 103 057 R2A

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

Dialog 4420 IP Basic

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

4	Dialog 4420 IP Basic

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.

Dialog 4420 IP Basic

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.

6	Dialog 4420 IP Basic

Important User Information

Description

	Dialog 4420 IP Basic
5	Conference	Status
6	Callback	Follow-me
7	Call Pickup	Message
8	Transfer	Call Waiting
9	Line/Hold

	11		DEF
		ABC	DEF
		ABC
16	GHI	JKL MNO
	PQRS	TUV	WXYZ
		TUV

1	1
2	2
3	3
4	4
10	7

12	13
14	15
	18
	16

Dialog 4420 IP Basic

Important User Information

1Status

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.

4Call 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.

10Function key

Program frequently used features and phone numbers on the key. See section “Web Server” on page 56.

8	Dialog 4420 IP Basic

Important User Information

11Designation 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.

12Mute

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.

13Volume 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.

14Speaker/Call key

The Speaker/Call key is used for monitoring a connection and as “call” key after entering digits.To activate monitoring during a call. See section “Monitoring” on page 25.

15Clear key

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

16Loudspeaker

17Handset

Supplied with hearing aid feature as standard.

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

Dialog 4420 IP Basic

Important User Information

18Pull-out leaf for easy guide (optional)

See section “Pull-out leaf (optional)” on page 55.

19Power adapter connection

See section “Start the Phone” on page 13.

ÕÔ ÖÔ ÖÔ ÕÔ

Lamp indications

Extinguished lamp

Steady light

Slowly flashing lamp

Rapidly flashing lamp

The feature is not active.

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

The line (or feature) is put on hold.

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.

10	Dialog 4420 IP Basic

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.

Dial tone

Special dial tone

Ring tone or queue tone

Busy tone

Congestion tone

Number unobtainable tone

Call waiting tone or verification tone

Intrusion tone

Conference tone	every 15 seconds (to all parties)
Hold tone
Connection in progress tone

Dialog 4420 IP Basic

Important User Information

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.

Internal ring signal

External ring signal

Recall signal

(Callback reminder)

12	Dialog 4420 IP Basic

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

É # procedure is initiated again.

Press all keys simultaneously for at least one second.

Dialog 4420 IP Basic

Incoming Calls

u z 8

Ô Call Pickup

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.

Lift the handset.

On another extension

You can answer a call to another extension:

Lift the handset and call the ringing extension.

Press.

Busy tone.

Press.

Note: France, press 4; Sweden, press 6

Press to answer.

14	Dialog 4420 IP Basic

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
21 z #	To disable Parallel Ringing temporarily
	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.

Dialog 4420 IP Basic

Incoming Calls

Notes: *2* #

U.K., dial Number .

The Follow-me key cannot be used to disable Parallel

Ringing.

Press.

The Follow-me key lamp is now on.

#21#

To restore Parallel Ringing

Dial and press.

The Follow-me key lamp is off.

Notes: #2#

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.

16	Dialog 4420 IP Basic

Outgoing Calls

u z

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:

Lift the handset and proceed depending on call type:

Internal calls

Dial the extension number.

Press

0 z

d or

External calls

Dial the digit or digits to get an external line.

Dial tone.

Note:0The00particular digit or digits used in your office, e.g. or .

Dial the external number.

Press

Replace the handset or press to end the call.

Dialog 4420 IP Basic

Outgoing Calls

Monitoring

You can monitor the progress of an outgoing call.

With the handset on hook:

Dial the number.

Press

When the other party answers:

Lift the handset.

Press to terminate a monitor call.

SOS calls (Emergency calls)

Note: The number for SOS calls might vary between countries.

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.

18	Dialog 4420 IP Basic

Outgoing Calls

u *0* z # z

***

Individual External Line

To make a call on a specific external line:

Lift the handset.

Dial, enter the Individual External Line number and press.

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.

Lift the handset.

Dial to repeat the stored number.

Note: Finland and Sweden, dial **0

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.

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.

Dialog 4420 IP Basic

Outgoing Calls

u *42#

Ô Callback

Lift the handset.

Dial and wait for a new dial tone.

Press

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:

Press

press.

It can take several seconds before the procedure is executed. A confirmation tone is heard.

Note: France, Finland and Sweden, press 5

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.

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.

20	Dialog 4420 IP Basic

Outgoing Calls

Ô Callback

z # d

Callback if all lines are busy

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

Press

press.

Note: France, Finland and Sweden, press 5

Dial the external number and press.

Press

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.

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.

#37* z #	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.

Dialog 4420 IP Basic

Outgoing Calls

Press.

#37# Cancel all Callbacks

Dial.

Press.

Ô CallWaiting

Activate Call Waiting

If you urgently wish to contact a busy extension or external line, you can notify by a Call Waiting signal.

Press.

press.

Note: France and Finland, press 6; Sweden, press 4

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.

22	Dialog 4420 IP Basic

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