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:

• Width: 15,4 cm (Important!)

• Height: 11,2 cm (May be smaller)

• Top: 5,3 cm (Important!)

• Left: -0,3 cm (Important!)

This text should then be hidden.

EN/LZT 103 058 R2A

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 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

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

8 9

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

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

Ring Character

Time & date

Language Display Contrast Log Off Restriction

Option Unit

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.

DHCP

Web address <xxx> IPadd

Mask

D GW

AUTO SW server

SWsrv

Proxy Server

Protocol/SIP

AUTO SIP Server

SIP

SIP Port

Password VLAN for LAN

VLAN for PC

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

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.

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

Ô Call Pickup press to pick up call.

Dialog 4422 IP Office30

+ 81 hidden pages

Aastra DIALOG 4422 IP Office SIP User Guide

Table of Contents

Welcome

Copyright

Warranty

Declaration of conformity

Important User Information

Description

Lamp indications

Tones and signals

Display information

Start the Phone – Log On/Off

Startup procedure

Log on

Log off

Reset the phone

Free Seating

Incoming Calls

Answer calls