Aastra DIALOG 4422 IP Office SIP User Guide
Dialog 4422 IP Office
SIP Enabled IP Telephone for MX-ONE™
User Guide
Cover Page Graphic
Place the graphic directly on the page, do not care about
putting it in the text flow. Select Graphics > Properties
and make the following settings:
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EN/LZT 103 058 R2A
© Aastra Telecom Sweden AB 2008. All rights reserved.
Table of Contents
Welcome ..........................................................4
Important User Information ...............................6
Description ....................................................... 7
Start the Phone – Log On/Off ......................... 20
Incoming Calls ............................................... 29
Outgoing Calls ............................................... 33
Call List .......................................................... 41
During Calls ....................................................43
Call Forwarding .............................................. 47
Absence Information (optional) ....................... 57
Messages ......................................................59
Group Features .............................................. 64
Other Useful Features ..................................... 66
Settings ..........................................................71
Accessories ...................................................84
Add Microsoft Outlook Contacts ..................... 89
Web Server .................................................... 91
Installation ......................................................98
Troubleshooting ............................................ 106
Glossary ....................................................... 107
Index ............................................................ 108
Tab le of Co nt en ts
3Dialog 4422 IP Office
Welcome
Welcome
Welcome to the user guide for the Dialog 4422 IP Office IP
telephone that conforms to the SIP standard.
This guide describes the available features of the telephone when it
is connected to MX-ONE™.
To find out if the telephone is a SIP enabled telephone, see
sections “Settings” on page 71.
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 4422 IP Office 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.l
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 4422 IP Office4
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 4422 IP Office
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 4422 IP Office6
Description
Conference
Callback
Call Pickup
Transfer
Line/Hold
Call Waiting
Message
Follow me
Settings
Call List
ABC
DEF
GHI
JKL
MNO
PQRS
TUV
WXYZ
Dialog 4422 IP Office
1
3
4
5
6
7
8
9
12
13
14
15
16
17
18
19
20
21
23
2
22
10
11
Description
7Dialog 4422 IP Office
Description
1Display
See section “Display information” on page 14.
2 Settings
Used to enter or leave setting mode. See sections “Settings” on
page 71 and “Menu structure (Settings)” on page 19. This feature
is mandatory and is programmed to this position by default.
Keys 3-11 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 “Programming of function keys” on page 72.
3Follow-me
Indicates an activated Follow-me. Also used to deactivate Followme. See section “Call Forwarding” on page 47.
4Message
Message indication key. When the key lamp is on, it is an indication
that you have a new message. See section “Messages” on
page 59.
5 Call Waiting
Activating Call Waiting for a busy extension. See section ““When
you receive a busy tone” on page 36.
6Call List
Used to access the list of outgoing and incoming calls. When the
key lamp is flashing, there are unanswered incoming calls. See
sections “Redial calls from the Call List” on page 35 and “Call List”
on page 41.
7Conference
Establish a conference. See section “Conference” on page 45.
8Callback
Indicating/activating Callback. “When you receive a busy tone” on
page 36.
Dialog 4422 IP Office8
9Call Pickup
Activating Call Pickup to answer call from another telephone. See
section “Answer calls” on page 29.
10 Transfer
Transfer calls. See section “Transfer” on page 45
11 Line/Hold
Handle calls. Line/Hold is available both for incoming and outgoing
calls.
12 Mute
a) Switch the microphone on or off during a call. See section
“Mute” on page 43.
b) Switch off the ring signal in idle mode or when ringing. See
sections “Mute ring signal” on page 81 and “Silent Ringing” on
page 81.
13 Volume control keys / Navigation keys
a) Adjust the volume. See section “Settings” on page 71.
b) Navigate in setting mode. See section “Settings” on page 71.
c) Navigate the Call List. See section “Redial calls from the Call
List” on page 35.
For a description on how to use the Navigation keys, see section
“Hidden key functions” on page 11.
Description
14 Speaker/Call key
The Speaker/Call key is used for handsfree connection. By
pressing and holding it down for 4 seconds, the loudspeaker
preset mode is activated.
a) Call key. When all details have been entered, this key is used to
initiate the call.
b) Activate loudspeaker. See section “Headset Preset” on
page 87.
c) Used as select key in setting mode. See section “Settings” on
page 71.
d) Log on to the system. See section “Start the Phone – Log On/
Off” on page 20.
For a description on how to use the Select key and Log on key, see
section “Hidden key functions” on page 11.
15 Headset key
Handle headset calls and activate Headset Preset. See section
“Headset (optional)” on page 85.
16 Clear key
a) Disconnect calls or exit a feature. Can always be pressed instead
of replacing the handset.
b) Exit setting mode. See section “Settings” on page 71.
9Dialog 4422 IP Office
Description
c) Log off from the system. See section “Start the Phone – Log
On/Off” on page 20.
For a description on how to use the Exit key and Log off key, see
section “Hidden key functions” on page 11.
17 Microphone
Used for handsfree conversation.
18 Loudspeaker
19 Handset
Supplied with hearing aid feature as standard.
Please note: The handset can attract and trap small metal
objects in the earcap region.
20 Pull-out leaf for easy guide (optional)
See section “Pull-out leaf (optional)” on page 88.
21 Power adapter connection
See section “Start the Phone – Log On/Off” on page 20.
22 Key panel
With 17 programmable keys. One panel can be connected, see
section “Key panel (optional)” on page 84. The keys can be used
as function keys or Monitoring keys, see section “Programming of
function keys” on page 72.
Use the Designation Card Manager to make and print your own key
panel designation cards, see below.
23 Designation card
Use the DCM (Designation Card Manager) to make and print your
own designation cards. DCM is included on the Enterprise
Telephone Toolbox CD or it can be downloaded from:
http://www.aastra.com
For more information, please contact your Aastra Certified Sales
Partner.
Dialog 4422 IP Office10
Description
Up
Previous
Erase
Down
Next
Change
No
Cancel
Exit
Log Off *
* Keep pressed for at least 1 sec
Yes
Select
Store
Log On
Hidden key functions
The Volume key, Loudspeaker key and Clear key have some
hidden features that are not shown on the keys. Only the standard
symbols are shown (Volume, Loudspeaker and C).
The picture below shows which key to press in each situation:
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.
The feature is active or the multiple
represented line is busy.
11Dialog 4422 IP Office
Description
Dial tone
Special dial tone
Ring tone or queue tone
Busy tone
Congestion tone
Number unobtainable tone
Tones and signals
The following different tones and signals are sent from the
telephone system 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
Dialog 4422 IP Office12
Internal ring signal
External ring signal
Recall signal
(Callback reminder)
Description
Ring signals
Three different ring signals inform you about the type of the
incoming call. The signals shown in this section are the most used
signals worldwide. Many markets use signals that are adapted for
the local standards. If you get a signal that is not described or you
cannot identify, ask your system administrator.
13Dialog 4422 IP Office
Description
Display information
The display gives you feedback information such as time and date,
traffic state and connected phone numbers. The following pages
show examples of information displays from different telephone
states.
Note: All names and numbers presented on the displays in
this user guide are examples.
When an information ends with an exclamation mark (!), this means
that no further action is possible.
Your phone has a graphical display which has approximately 2
rows with 20 characters each. However the number of rows and
characters per row depend on the character size and the font.
You can change the display menu language and the date/time
presentation, see section “Settings” on page 71.
Depending on the traffic state the upper display row shows:
• Time and date
•Traffic state
• Display symbols (except volume level bar)
• Call on hold name or number
Depending on the traffic state the lower display row shows:
• User's name and number
• Calling/Called name and number
• Absence reason
• Volume level bar
During start and log on, when the display shows the Call List, or
when the phone is in setting mode, the display is adapted to fit
each situation.
Dialog 4422 IP Office14
Description
12:24am28-09
R Torres 4177
15:02 am 28-09 1:08
R Torres 4177
12 09 2008
12 Sep 2008
Display symbols
Traffic status is indicated by the following symbols on the display:
Volume level bar.
Indicates the ring signal volume in idle or ringing mode, or in
speech mode, the loudspeaker or earpiece volume. See section
“Settings” on page 71.
Security.
Indicates that the ongoing call is secure between the A and B
party. The media (speech) and the signalling are encrypted.
The following symbols can be shown in other display menus.
Examples of the Call List menu:
New missed call Incoming call
Example of the Date Format menu:
or New missed call(s).
Indicates new missed and not checked incoming call(s). The
number beside the symbol indicates how many times this caller has
tried to call you.
or Missed call(s).
Indicates missed but checked incoming call(s). The number beside
the symbol indicates how many times this caller has tried to call
you.
Incoming call.
Indicates an answered incoming call.
Outgoing call.
Indicates an outgoing call.
Bar indicator.
Indicates the shown part of the total list and where it is positioned
in the total list.
15Dialog 4422 IP Office
Description
12 09 2008
12:24 12 Sep 2008
J Smith 3232
1 Missed
J Smith 3232
FollowmeTo 3333
J Smith 3232
Selection frame.
Indicates the subject to be called or selected in the list.
Setting indicators.
Filled symbol indicates the current setting in the shown list.
Idle phone (idle mode)
When your phone is in idle mode, the display shows the time and
date information on the first row, and your name and extension
number on the second row. In the example below, the extension
number for JSmith is 3232.
Unanswered phone calls are indicated on the idle phone display.
An activated Follow-me is also indicated on the idle phone display.
Smith (3232) has activated a Follow-me to 3333.
Dialog 4422 IP Office16
Description
Calling
A Andersson 3345
Busy
A Andersson 3345
Outgoing call
When you make an outgoing call on your phone, the display shows
the traffic information and the dialed name (if available) and
number.
When the dialed number is busy, the display will look like this.
17Dialog 4422 IP Office
Description
Incoming
3345 A Andersson
Incoming call
When you receive an incoming call, the display shows the calling
party’s name (if available) and number. The name and number are
flashing. If the number for an external call is not available, the
display shows
External instead of the number.
Dialog 4422 IP Office18
Description
Information
Programmable Keys
2
Ring Character
Time & date
Language
Display Contrast
Log Off Restriction
4
Option Unit
3
Hearing Level
Network
Time Format
Date Format
Display menus
Keypad Characters
Explanations
1) Only shown if there are no function keys that can be programmed.
2) Only shown if there are one or more function keys that can be programmed.
3) Only available if option unit is connected.
4) Only available to your system administrator.
Press the key to program
Enter new character (0-9):
Standard
Increased
LAN access ctrl.
4
DHCP
4
Web address <xxx>
IPadd
4
Mask
4
D GW
4
AUTO SW server
4
SWsrv
4
Proxy Server
4
Protocol/SIP
4
AUTO SIP Server
4
SIP
4
SIP Port
4
Password
VLAN for LAN
4
VLAN for PC
4
Extra Bell
Busy Signal
Combined Bell/Busy
Press the Speaker/Call key to check
Menu structure (Settings)
Menu structure for each of the menus that can be selected when
the Settings key has been pressed. When you are navigating the
menus, a selected menu is marked with a black frame. Use the
Speaker key, the Volume keys and the Clear key to navigate in the
menus, see section “Hidden key functions” on page 11.
19Dialog 4422 IP Office
Start the Phone – Log On/Off
Start the Phone – Log On/Off
Startup procedure
All the system settings for your IP phone must be set by the system
administrator before you can use the phone.
Connect the required cables.
See section “Installation” on page 98.
Note: Depending on the settings in your network and
telephone system, the start up procedure may be different
from phone to phone. Check the display on your phone and
read the required sections in this chapter to continue with
the start up procedure.
When the phone is connected to the network, your phone
automatically initiates the startup procedure when connected to
the mains.
Notes:
The phone does not work when a power failure occurs.
After a power failure the phone will automatically restart.
After a power failure the Call List is cleared.
When the telephone is starting up (booting) a connected PC
will loose it’s network connection for about 10 seconds.
Dialog 4422 IP Office20
Start the Phone – Log On/Off
LAN access control
Enter user ID:
LAN access control (network authentication)
Your telephone might require a network authentication to gain
access to the network. In this case you must enter a valid user
identity and PIN or password.
Note: The user identity and password used for the network
authentication is not the same user identity and password
you use to log on. The password is obtained from, and can
only be changed by the system administrator.
z Enter your user identity.
(The Minus key is used to remove a wrong entry.)
Press.
z Enter your PIN or password.
(The Minus key is used to remove a wrong entry.)
Note: The password can be entered with letters or
numbers, see section “Entering letters and numbers” on
page 27.
The PIN is the same as the Individual Authorization Code.
Only digits can be used as PIN. The PIN must be four digits
or more.
Press.
If your user identity and password are accepted, the phone
continues with the startup procedure.
Note: If your user identity and password are not accepted,
contact your system administrator.
21Dialog 4422 IP Office
Start the Phone – Log On/Off
Use administrator mode
to change IP settings (x)
Continued startup procedure
The display shows:
The x indicates a timer counting down from 5 seconds. If no key is
pressed during this time, “no change” is selected automatically.
Notes:
You can speed up the procedure by pressing the Speaker
key.
The administrator mode is used to change the IP settings in
your phone. This mode is reserved for your system
administrator.
The display now indicates that the phone is connecting to the
server and the software is loading. This takes about 1 minute. After
a self test, the phone is ready for use or ready for log on. To log on,
see section “Log on” on page 24.
Dialog 4422 IP Office22
Start the Phone – Log On/Off
A new application version
is available, update? (x)
Update software
If new software has to be loaded into your phone, the display is
showing this. When new application software is available, the
following display is shown:
The x indicates a timer counting down from 60 seconds. If no key
is pressed during this time, “Yes” is selected automatically.
Note: You can speed up the procedure by pressing the
Speaker key.
Press to update the software (=Yes).
The software is loaded from the server. This takes about
60 seconds. The phone is then ready for use or ready for log on. To
log on, see section “Log on” on page 24.
Note: It is important that you do not disconnect the power
to the phone while the new software is being downloaded
and saved. If a power failure occurs, the software must be
downloaded again.
If you want to continue to use the previously stored setting:
Press to use the current version of the software (=No).
23Dialog 4422 IP Office
Start the Phone – Log On/Off
User not logged on!
Enter password:
Log on
If your phone requires a log on, there are three log on options:
1 You are allowed to log on and log off the phone. This is the most
common option.
2 The telephone is always logged on with a default number. You
cannot log on or off. This option can be used for phones in
conference rooms, receptions and so on.
3 The telephone is always logged on, with a default number, as in
option 2, but you can log on with your own extension number
and get your personal categories. This option can be used in a
Free Seating environment. See also section “Free Seating” on
page 28.
Option 1
The log on menu is displayed:
The extension number that was used for the last log on is
automatically shown.
If the displayed number is your number:
Press to log on.
Dialog 4422 IP Office24
Start the Phone – Log On/Off
12:24 12 Sep 2008
J Smith 3232
User not logged on!
Enter password:
If the displayed number is not yours (the telephone has been
logged on by another person):
z Dial your extension number.
The displayed number is automatically erased when you start
dialing. The display shows your entered digits. (The Minus key is
used to remove a wrong entry.)
Press to log on.
If a PIN or password is not required, the display shows your name
and extension number, and the phone is ready for use.
If a PIN or password is required the display shows:
Notes:
The last setting used (by previous user) remains until
changed. The request to enter a password can be
changed, contact your system administrator.
The password is obtained from, and can only be changed
by the system administrator.
The PIN is the same as the Individual Authorization Code.
Only digits can be used as PIN. The PIN must be four digits
or more.
z Enter your PIN or password.
(The Minus key is used to remove a wrong entry.)
Press to log on.
The display shows your name and extension number, and the
phone is ready for use.
25Dialog 4422 IP Office
Start the Phone – Log On/Off
12:24 12 Sep 2008
Conference room 3000
12:24 12 Sep 2008
Conference room 3000
Option 2
The following idle mode menu is displayed, and the phone is ready
for use.
Note: It is not possible to log off, when a phone has been
programmed according to this option.
Option 3
The phone is logged on with the default number. You can log on
with your own extension number and get your personal categories.
Press to log on.
Press and hold the key for at least one second.
The text Change user? is displayed.
Press to confirm.
Press to log on.
If a PIN or password is not required, the display shows your name
and extension number, and the phone is ready for use.
If a PIN or password is required:
z Enter your PIN or password.
(The Minus key is used to remove a wrong entry.)
The display shows your name and extension number, and the
phone is ready for use.
Note: During the night, the phone is automatically logged
off, and then logged on again with the default number.
Dialog 4422 IP Office26
Start the Phone – Log On/Off
wxyz9
Entering letters and numbers
You can see the most common letters above each key on the
phone. To get the letter A press key 2 once, for B press key 2
twice, to get C press key 2 three times, and so on.
Note: If the word to enter contains a digit, the digit can be
created by pressing the digit key for more than 1 second.
By default, the first character you enter is written in upper case,
and the rest of the word is written in lower case. Every new word
starts with an upper case character (that is after a space has been
entered). However, you can force the phone to enter all characters
as upper case only, or lower case only, see below.
* Press to switch between upper and lower case.
All entered characters are entered as upper or lower case. This is
only valid for the characters A-Z.
ì
Press (-) to correct a wrong entry.
A square is shown around the available characters. If you for
example press
display:
Press 9
A new character (w, x, y, z or 9) is selected each time you press the
key.
9, the following character options are shown on the
27Dialog 4422 IP Office
Start the Phone – Log On/Off
12:24 12 Sep 2008
Conference room 3000
Log off
Press to log off.
Press and hold the key for at least one second.
The text Log off? is displayed.
Press to confirm (within four seconds).
• If your phone has been programmed according to option 1, the
log on menu is displayed.
• If your phone has been programmed according to option 3, the
following idle mode menu is displayed.
Note: If your phone has been programmed according to
option 2, it is not possible to log off.
Reset the phone
If your phone does not work properly, you can use the following
procedure to reset the phone. This procedure will also clear the
Call List. After the procedure you must log on again to use the
phone.
É# Press all three keys simultaneously for at least one second to
reset the phone.
Free Seating
As you can log on to any IP phone in the network by using your
extension number, every IP phone automatically works as a free
seating telephone within the network. See also option 3 in section
“Log on” on page 24.
Note: Using the Free Seating feature by entering
* 1 1 * Authorization Code * extension No. #, is not
applicable.
Dialog 4422 IP Office28
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 31.
On Line/Hold
You will receive calls on Line/Hold.
u Lift the handset.
Incoming Calls
Handsfree
ÖÔ Line/Hold Press the flashing Line/Hold key.
Press to terminate a handsfree call.
29Dialog 4422 IP Office
Incoming Calls
Busy
A Andersson 3345
On another extension
You can answer a call to another extension:
uz Lift the handset and call the ringing extension.
Busy tone.
Press.
8 Press.
Note: France, press 4; Sweden, press 6
or
Ô Call Pickup press to pick up call.
Dialog 4422 IP Office30
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