Headset See section Headset - Dialog 4223 Professional on page 114. Volume control To adjust the volume. Also space/backspace in writing mode. Clear To disconnect calls or to clear the display in programming. Microphone Optional key panel 17 Dual-Function programmable keys per key panel. Four panels can be connected. Note: Use only optional key panels of type DBY 419 01.
Loudspeaker Handset with hearing aid function Please note: The handset may attract and retain small metal objects in the earcap region.

Dialog 3213 Executive

Display 3x40 characters. See section Display info on page 14. Menu Function keys The functions depend on the traffic state and will be shown on the last line of the display. When you are requested to (see display), press the required key to access the function. 2nd Key for access to secondary key functions (these functions are stated on the second line of the corresponding key). Message / Info a. To send and receive messages. See section Messages on page 62. b. To enter information. See section Absence Information on page 57. Dual-Function programmable keys (A-N) Storing numbers, program functions. See section Settings on page 100. Dual-Function programmable key (C) / Headset key a. Storing numbers and program functions. b. The Headset function is only available with option unit (DBY 410 02) installed. The Headset key is programmed by the system administrator. See section Accessories on page 111. Transfer / Diversion a. Transfer an ongoing call. See section During Calls on page 35. b. Activate/Deactivate diversion. See section Call Forwarding on page 50. Inquiry / Conference a. To make an inquiry to an internal or external party. b. To establish a telephone conference. See section During Calls on page 35. Line 2 / Read & a. Line key 2 for in and outgoing calls. b. Read information. See section Absence Information on page 57. Line 1 / Save/Redial a. Line key 1 for in and outgoing calls. b. Save or redial an external number. See section Outgoing Calls on page 21. Volume control To adjust the volume. Also space/backspace in writing mode.
Mute To switch the microphone on or off. See section During Calls on page 35. Loudspeaker on/off To switch the loudspeaker on or off. See section During Calls on page 35. Clear To disconnect calls or to clear the display in programming. Microphone Optional key panel (A-Q) 17 Dual-Function programmable keys per key panel. Four panels can be connected. Note: If one or two key panels are used, the optional key panel DBY may be used. However, if three or four key panels are used, all optional key panels must be of type DBY 409 02.

Phone keys Dialog 4223 / Dialog 3213
This table gives you an overview of the different key design of the Dialog 4223 Professional and the Dialog 3213 Executive. In this user guide you will only find illustrations of the Dialog 4223 keys. If you are using the Dialog 3213 Executive, please refer to the table below to find out the appropriate key combination. Key Dialog 4223 Dialog 3213

Headset

Loudspeaker
Programmable Function key

X h s m g

Volume

Lamp indications

The key lamps on your telephone indicate with different signals the traffic state of the ongoing call or function. Extinguished lamp Steady light Slowly flashing lamp Rapidly flashing lamp Light with short breaks The function is not active. The function is active. The line (or function) is put on hold. An incoming call or message waiting. Ongoing call.

Display info

The display assists your actions on the phone with step-by-step instructions. When your phone is idle, the upper line shows general information. The mid line shows your name and extension number. The lower line presents lead texts for the menu keys.
12 May 10:35 +15 ANDERSEN ANDREAS directory

200 redial

During an internal call the middle line shows the other partys name, directory number and status.
12 May 10:35 BURNES BOBBY +SPEECH
If you make an internal call to someone who has activated a diversion, the first line shows the name and extension number of the person you called and the middle line shows where the call is diverted.
DAVID CHAMBERS BURNES BOBBY FREE call-back
During an incoming external call the middle line shows the other partys number and status.

12 May 10:35 +save

SPEECH
The provisioning of external calling numbers is network dependent. If it is not provided, the display shows EXTERNAL and the directory number of the external line. Even when it is provided it might happen that callers are suppressing their numbers, in this case the display shows DISPLAY RESTRICTED. If a name is available to the external callers number in your system, it is also shown on the display. (Please contact your system administrator whether the feature Name presentation for external calls is available in your system).

Status information

Status information during internal calls:
BLOCKED BUSY CALLING CONFERENCE CONGEST DISPLAY RESTRICTED FREE FREE L2 INCOMPLETE INTRUSION NOT ALLOWED TO PICK UP FROM COB PARKED PARKED CALL RECALL SPEECH UNAVAILABLE UNKNOWN WAIT & % C! +15^
The called number is blocked. The called extension is busy. Incoming call. Conference. Congestion in the system. ISDN call, Number Secrecy is activated on the called/calling extension. The called extension is free. The called extension is free on Line 2. The number was incomplete. Intrusion. Not allowed to pick-up incoming calls from the Common Bell. The called extension has put a call on hold. A call is put on hold. Recall from an individually call that has been put on hold. Speech mode. The dialled number is unavailable. Number unknown. Camp-on mode. The called extension has Text info stored. The called extension has Voice info stored. Missed calls Indicates outside temperature and tendency (up or down) if your telephone system is equipped with optional temperature sensor.
Tones are audible in the handset. Dial tone
(System ready to accept digits)

Special dial tone

(System ready to accept digits, active diversion on telephone)

Ringing tone

(Ringing signal to called party)
- repeated after 4 s - repeated after 4 s

Special ringing tone

(Ringing signal to Line 2)

Busy tone

(Called party is busy)

Number unobtainable tone

(Called number not accessible or vacant)
Call Waiting tone Blocking tone
(Call cannot be executed due to congestion or called party blocked)

Verification tone

(Verification that ordered function is accessed)

Intrusion tone

(Sent to all parties during Intrusion)

Conference tone

(Sent to all participants in a Conference)

- repeated after 15 s

Signals
Ringing signals are emitted from the phone. Internal ringing signal External ringing signal Automatic Callback signal Note: The tones and ringing signals in this guide refer to the standard system but may vary between countries. - repeated after 4 s - repeated after 4 s

Incoming Calls

Internal calls
A ringing signal and a flashing lamp indicate an incoming call. The display shows the number and the name of the internal caller.

External calls

A ringing signal and a flashing lamp indicate an incoming call. If you are connected to a digital trunk line (ISDN), the display shows the number of the external caller and in case of diversion in the public net the display shows the number of the diverted as well as the calling party, see also section ISDN Facilities on page 85. A trunk line is the same as an external line.

Line 1

Answer calls

Lift the handset.

Handsfree
Press without lifting handset. Or: Press without lifting handset. You are connected to the caller via the loudspeaker and microphone. Press to terminate a handsfree call.
To another extension (Call pick-up)

pick-up

You can answer a call to another extension from any phone in your office. Call the ringing extension. You receive busy tone.
12 May 10:35 +15 ANDERSEN ANDREAS camp-on call-back

200 pick-up

BUSY intrusion

Press (see display).

Allow calls on Line 2

Free On 2nd Access

If you also want to receive calls also while speaking you first need to program Free On 2nd Access on a programmable key. See section Settings on page 100. Press to activate / deactivate Free On 2nd Access (pre-programmed). When Free On 2nd Access is active the lamp lights and you can receive calls while speaking.

Answer a second call

Line 2
You are on the phone, when a muted ringing signal and a Line key flashes to indicate a new incoming call: Press the flashing Line key. The first call is put on hold. Note: If you want to see who is calling, first press L2-info (see display). To switch back to the first call: Press the first Line key. The second call is put on hold. You are connected to the first caller.
Press if you want to terminate the ongoing call.

Silent Ringing

This function is useful if you do not want to be disturbed by the ringing of the telephone. Incoming calls will only be indicated on the display and by the flashing Line key. Note: For the Dialog 3213 this function requires the release number R9B or higher, see the underside of your telephone.
In idle mode: Press to mute the ringer for incoming calls.
Save and redial incoming calls
When you receive an incoming external call, you can save the number in order to redial it easily (the number can contain 24 digits maximum). Previously saved number is erased.

Save number

Before you quit the call:

Redial number redial

Press to redial the saved number (see display).

Outgoing Calls

Sometimes you make a call but the person is not available. These functions will help you in your attempts to establish contact with the called party.

Make calls

How to make internal and external calls.

z 0z u d

Enter either a directory number to make an internal call. Or: Enter the digit(s) for external line access and the desired public number. Note: Which digit to press for external line access, depends on the configuration of the system. Lift the handset. Note: You can make your calls faster, using Common Abbreviated Numbers and by programming your own Abbreviated Numbers. Press to end the call.

12 May 10:35 +15 CONFERENCE

Individual Hold

Line 1 Line 1
You have an ongoing conversation, i.e. the Line 1 key is lit. Now you want to put the ongoing call on hold for a short while. Press the Line key. The lamp flashes slowly. Press again to retake the call that has been put on hold.

Common Hold

Press (pre-programmed). The Line key lamp flashes slowly. The call can be picked up on any extension within one minute, if not it will recall on the holding extension. Press to pick-up on own extension. Or: Pick-up on another extension: Enter the extension number that put the call on hold. Press (see display).

Call List

The Call List includes a complete history of recently made calls. It offers access to previously dialed/received, internal/external numbers The Call List provides following options: Indication of the total number of calls (maximum 20) Calling or erasing the listed numbers Scrolling through the list Indication of time and date of the calls Indication of the number of call attempts
In case of any calls in the list the menu key list is activated. Additionally you are notified about missed and unchecked calls with CALLS ! See display below:
12 May 10:35 +15 ANDERSEN ANDREAS directory list

CALLS ! prog

Retrieve calls
To see the first entry in the Call List:
Press (see display). The display shows e.g.:

12 May 10:35 +call next

[<time

1/20 erase

Incoming/outgoing calls are shown as: [<-. incoming call answered !<-. incoming call not answered = missed call [->. outgoing call 1/20 indicates the first of the 20 stored calls in the list. If a name is available to the external callers number in your system, it is shown alternating to the number. (Please contact your system administrator whether the feature name presentation is available in your system) Note: If you do not react within 30 seconds the display reverts to idle state. If you want to leave the function before the time-out, press the Clear key.

next call

Press to scroll through the list (see display). Press to call the selected number (see display). When the call is successful, the number is automatically removed from the Call List. The system automatically adds the digit(s) for external call access. Note: If digit(s) for external call access has not been defined for your Call List, contact your system administrator.

Show date, time and call attempts for the selected call
When you are retrieving calls from your Call List.
Press to see the date and time for the selected call (see display). You will see when the call was dialed/received and how many times the same call was sent/came in.
12 May 10:35 CALL: +May 08:22 12x return
Press to return to the previous display (see display).
Erase calls from the Call List
Press to erase the selected call (see display). The call is erased from the list and the next call is displayed. The display will inform you if there are no more calls in the list. Note: If you do not react within 5 seconds the display reverts to idle state. If you want to leave the function before the time-out, press the Clear key.

Call Metering

When the BusinessPhone Communication Platform is provided with metering information from the public net, the call metering function can be used to check the cost of outgoing calls. The BusinessPhone Communication Platform offers several options to obtain this information.

Cost Indication

During an outgoing external conversation the display shows the actual cost. If you want to deactivate the Cost Indication you have two options: To deactivate the indication of the ongoing call:

cost-off

Press (see display). To toggle between cost indication or no cost indication. The system will only show the call duration in case of an incoming external call or if the public net does not provide the system with metering information. To deactivate the indication for all further calls: Press. Verification tone, the Cost Indication is deactivated. Press. To activate the Cost Indication again for all further calls, repeat the procedure.

Cost of the last call

*46# *45#
After finishing an outgoing external call, you have the possibility to see the cost of the last call. Press. The display shows the cost of the last call. Press to finish the procedure.
Read out your own cost counter
This is useful, when you want to check the accumulated cost of your own counter. Press. The system shows the accumulated cost since the last reset. Press to finish the procedure.
Read out cost counter for others
If you have the authority, you can read out and reset the cost counters for other extensions and trunk lines. If your system is equipped with a printer you can initiate a printout. Press. The system shows the accumulated cost of your own extension since the last reset.
12 May 10:35 +15 OWN COSTS: 50 other check

EUR return

Press (see display). The system requires a Password. Enter the Password. Ask your system administrator for the defined Password.

activate

In case of a typing error, press the Volume Down key to delete the latest entered digit. Press to confirm the Password (see display). Select the type of meter you want to read out.

Note: If you do not acknowledge the Notification within the pre-programmed time, the connection is cancelled and repeated later (ask the system administrator for the programmed number of Notification attempts).
Program Notification number and time
Press to view the Mailbox. Note: Depending on the configuration, you might be asked for your Password.

administr

12 May 10:35 +15 ADMINISTRATION outcall

outcall number change

Press (see display). Press (see display). Press (see display). Enter the digit(s) for external line access and the desired public number. The number can consist of up to 24 digits. Note: Which digit to press for external line access depends on the configuration of the system.
Press to save the number (see display).
12 May 10:35 +15 OUTCALL NOTIFICATION NOT ACTIVE number time on return

time change

Press (see display). Press (see display). Enter the Notification time. The time is entered in 24h format, e.g. 2030 for half past eight. Values are automatically set to even quarters, i.e. 2013 will be 2015.

immediate

Press if you want immediate Notification (see display). Press to save the Notification time (see display). This step is excluded if you program immediate Notification. Press to finish programming.

administr outcall on

Activate/deactivate the Notification
Press. Press (see display). Press (see display). Press to activate (see display). Or:
Press to deactivate (see display). Note: The Notification number and time must be programmed before you activate the Notification. Press to finish programming.
Check and store received messages
You can check and store your received messages. Received messages are divided into the following three categories: New messages (not heard or read) Heard/Read messages Stored messages
Voice messages can also be forwarded to other Mailbox numbers (Individual or Common), see section Forward a Voice message on page 69. Note: Messages are deleted from the system after a certain time. The time depends upon the category of the message. Please ask your system administrator regarding this.

The Account Numbers can also be used via the DISA function, see section Direct Inward System Access (DISA) on page 94.
Verified or own Account Number
Press. This code cannot be entered during the call. Or: Press (pre-programmed). Enter Account Number and press. Valid digits 0-9.

DTMF Tones

The DTMF function is used to control answering machines or any other telecommunication devices. Make an internal or external call to reach the desired device. When your call is answered you can continue to dial digits which will be sent as DTMF digits (tone signals) to the called device in order to activate the desired functions.

Immediate Answer

It is possible to get automatic hands-free answering on internal calls without pressing the Line key. If you require this facility, please ask your system administrator. Press the Immediate Answer key (pre-programmed). Incoming calls will be indicated by one muted ringing signal, the On/Off lamp lights and the call comes straight in through the loudspeaker. Note: To accept a transferred external call you must first press the Transfer key.

Cancel Immediate Answer

Press the Immediate Answer key (pre-programmed). The lamp extinguishes.

Networking

Networking is the connection of several premises within a company. The connection can be set up via leased lines, public lines, Local Area Network (LAN) or Wide Area Network (WAN). Ask your system administrator about details regarding networking.

IP Calls

IP Calls are internal calls sent via an internal data network (LAN or WAN) and the transfer of data and voice is made on the same line. If you are connected to an internal data network the IP connection is made automatically. To minimize the traffic on the network the speech quality is decreased. If the speech quality is not acceptable you can disconnect the IP Call and switch to a non-IP Call (alternative network). The switch from the IP net to the non-IP net is made during the call, so the call does not have to be disconnected.
If you want to switch to a non-IP net during the call: Press. Press. During the procedure the other party is put on hold. When the procedure is ready you will receive a special ringing tone and the call is resumed in the non-IP net.

12 May 10:35 +15 SPEECH PATH REPLACEMENT
Note: A switch to a non-IP Call can only be performed if the original call is an IP Call, otherwise you will receive a Blocking tone.

Least Cost Routing

Least Cost Routing (LCR) automatically selects the cheapest way to establish the connection to the desired external number. Please ask your system administrator if this function is installed in your system. If the extension has been configured to use LCR, each external call will be analyzed and the cheapest routing will be selected.

Use Least Cost Routing

Enter the digit(s) for external line access and the desired public number. The usual way of making an outgoing external call. Note: Which digit to press for external line access depends on the configuration of the system.
Calling Least Cost Routing
If LCR has been installed in your system, but your extension is not configured to use it automatically, you also have the opportunity to get the cheapest connection by dialling the LCR code before you dial an external number. Enter the LCR code. Please ask your system administrator for the LCR code. Enter the digit(s) for external line access and the desired public number. Note: Which digit to press for external line access depends on the configuration of the system. You can also program the LCR code on a Function key.

Write Text

It is necessary to write text, e.g. when you are typing Absence Information, sending a Text message or searching the integrated telephone directory. Use the keypad to write text, e.g. when you are sending a Text message. You have selected text mode. Select characters by pressing digits repeatedly.
Example: Press a digit 1 time 2 times 3 times 4 times result result result result J K L 5

Note: Key

1 is reserved for national characters.
Press the Volume Up key to enter the character. Moves cursor to next position. Use also for space. Press the Volume Down key as backspace to erase incorrect entry. Example: Enter the first character code, followed by the Volume Up key. This sequence - numbers always followed by the Volume Up key - gives the word IN_. Note: You can also write the following characters: ? -., !: /# * Press repeatedly.

Settings

If you require frequent use of certain functions, you may program them on the Dual-Function keys on the telephone and the key panel. When you want to use the function, just press the key. Notes: The Dual-Function keys allow programmed functions and short numbers to be combined on the same keys. Remove the transparent cover in order to write the name beside the key. Put the name referring to the programmed function in the field above the line to indicate that it is the primary function. If a function is already programmed on the key, this will be displayed when you start programming. Programming of Dial-by-Name keys and Individual Abbreviated Numbers are described in section Abbreviated Numbers and how to program a new diversion address is described in section Call Forwarding.

Alternative programming for Automatic Callback, Camp-on, Intrusion
The associated number for using the Automatic Callback, Campon or the Intrusion function may vary from country to country. If you cannot use a code of a function, maybe your exchange system has been programmed with a different associated number. Because this User Guide describes only the default programming, the following table shows the most common settings in some of these countries that are known for a different programming.
Austria, Belgium, Brazil, Denmark, Germany Camp-on Automatic Callback Answer calls, to another extension (Call pick-up) Intrusion 8 4
Handset and loudspeaker volume
Use the volume keys. You can set different volume levels for internal and external calls and for Background Music. During a call, adjust handset listening volume in handset mode. Adjust loudspeaker volume in Monitor mode or during Background Music. Press to change the volume.
For people with impaired hearing, the handset hearing volume level can be extra amplified. To change the level: Press and hold simultaneously until a ring signal is heard. The display shows:

Setting Mode

The Line 1 key lamp indicates the setting of the option unit: ON = amplified volume level. OFF = default volume.
Press to change to amplified volume level, Or: Press to change to default volume,
Press to save setting and exit. Note: A level change also effects a headset connected to the headset outlet.

Ringing signal

By programming, you can adjust ringing type (2 types), ringing volume (10 steps) and ringing character (10 characters).
Press (see display). You can now select ringing type, volume or character.

Ringing type

Select type 1 if you want to set the ringing volume at a constant level, select type 2 if you want gradually increasing volume when the phone rings.

type next

Press (see display). You will hear the selected type. Press to change (see display). Press to finish the procedure. Note: When type 2 is selected, the programming of the ringing volume is not applicable.
Ringing volume volume lower
Press (see display). You will hear the selected volume (0.lowest volume, 9.highest). Press lower or higher to change the level (see display). Press to finish the procedure. Note: This programming is not applicable when you have selected ringing type 2.
Ringing character character next
Press (see display). You will hear the selected character. Press to change (see display). Press to finish the procedure.

Melody programming

If you want a personal melody when your telephone rings, this can be programmed for internal, external or Callback calls. Note: This function requires a certain release number of your telephone (for the Dialog 4223 Professional/Dialog 3213 it is R9B or higher, see the underside of your telephone). If you can enter Melody Mode your telephone supports this function.

Each key panel offers 17 additional keys for storing of your most frequently used telephone numbers and functions, and for supervising extensions. Your telephone can be expanded with up to four key panels. Note: If one or two key panels are used, the optional key panel DBY may be used. However, if three or four key panels are used, all optional key panels must be of type DBY 409 02.

Option unit

The Option unit DBY 420 01/1 is an optional accessory, to be installed on the bottom of your telephone set. The following devices can be installed via the Option unit: Extra bell or busy indication outside your door
To check or set the option unit for extra bell or for busy signal: Press and hold simultaneously until a ring signal is heard. The display shows:

OPTION PROGRAMMING

The Line 2 key lamp indicates the setting of the option unit: Off=Extra bell On=Busy signal lamp Flashing=Combined extra bell & busy lamp.
Press to change to busy signal, Or: Press to change to extra bell & busy signal, Or: Press to change to extra bell. Press to save the setting and exit. Note: If you do not press #, the phone automatically returns to idle about 30 seconds after the last key press.

Dialog 3213

The Option unit DBY is an optional accessory, to be installed on the bottom of your telephone set. The following devices can be installed via the Option unit: Tape recorder Extra bell or busy indication outside your door Enhanced Headset functionality PC Sound Card Second handset Note: For people with impaired hearing the Option unit offers the possibility to amplify the receiving volume in the handset and headset.

Extra handset

Useful for involving a second person in your conversation, for talking or just listening.

Tape recorder

When a recording of the telephone conversation is needed, for evidence purposes, a tape recorder can be connected.
Headset - Dialog 4223 Professional
How to install the headset, see section Installation on page 119. The following headset functions are available.
Activate/Deactivate the headset
Press the Headset key to activate/deactivate. See section Description on page 6. All calls can be handled via the headset.
Press the flashing Line key to answer. Press to terminate a Headset call.
Enter the number. Press to terminate the call.

Headset to handset

Handset to headset

Press the Headset key.

Loudspeaker Paging All members of an extension group are paged, i.e. receive a short, sharp tone on the loudspeaker followed by a Voice message from the sender. See section Group Features on page 80. Mailbox The Mailbox system controls the messages that are left for or sent by you when you are absent. See section Messages on page 62. Message A message can be sent to any extension. This is useful when you receive the busy tone or get no answer. There are three kinds of message: 1. Call Me message. 2. Text message (only to a display phone). 3. Voice message. See section Messages on page 62. Metering Outgoing external calls can be metered on individual call meters or specified Account Numbers. See section Call Metering on page 43. Mute To switch the microphone temporarily off. See section During Calls on page 35. Night Switching Used for directing all incoming calls to one extension (answering position), for example when the office is closed. See section Other Useful Features on page 90. Password A four-digit code needed to e.g. block your extension and retrieve messages from the Mailbox system. You can set your own Password. See section Security on page 77. PBX Private Branch Exchange. Your telephone switching system (e.g. BusinessPhone 250). Pre-defined text Pre-programmed absence information. See section Absence Information on page 57. 131
Third party A third connection (person), which can be included in an ongoing two person conversation. The connection can be internal or external. See section During Calls on page 35. Tie line An external line from the private network.
Transfer During an internal or external ongoing call you can make an inquiry and then transfer the call to another party (internal or external). See sections During Calls on page 35 and Useful Hints on page 118. Trunk line A trunk line is the same as an external line. Can be either digital or analog.
A Abbreviated Numbers 27 Common 28 Individual 29 Absence Information 57 Change 60 Diversion 61 Enter 58 Erase 60 For another extension 60 Free text 59 Pre-defined 58 Voice 59 Accessories 111 Account Number 95 Alternative programming for Automatic Callback, Camp-on, Intrusion 104 Answer an incoming call from an ISDN-line 86 Automatic Callback 23 Automatic Redial 24 B Background Music 92 Block extension 79 Busy extension 26 Bypass blocked extension 78 Bypass call forwarding 27 C Call Forwarding 50 Diversion when caller receives busy tone 50 Diversion when there is no answer 50 Fixed Diversion 51 Follow-me 56 Individual Diversion 53 Call List 40 Call Metering 43 Cost Indication 43 Cost of the last call 44

D4 mode information

The Dialog 4223 Professional phone can be connected to the exchange in two different modes (user interfaces), either D3 mode, or D4 mode. There is one user guide for each mode. To find out the mode for your telephone, check the right hand side of the second row of the display (see picture), when the telephone is in idle mode: No extension number is shown (i.e. blank) - your telephone is using D4 mode = This is the correct guide. Extension number is shown - your telephone is using D3 mode = This is not the correct guide, download the user guide from: http://www.aastra.com
Brown James Absence 2222 11:06 Account Authority 28 Aug 2008 more.
Note: This user guide is not valid for the Dialog 4223 Professional in D3 mode. Dialog 4223 Professional/Dialog 4225 Vision 9

Dialog 4225 Vision

Display See section Display information on page 16. Display menu keys The key functions depend on the traffic state. When you are requested (see display), press the required key to access the feature. Navigation key left Navigate one step to the left in the top menu. See section Display information on page 16. Home Return to home position (idle mode), when you are navigating the top menu. See section Display information on page 16. Navigation key right Navigate one step to the right in the top menu. See section Display information on page 16.
Callback Indicating/activating Callback. See section When you receive a busy tone on page 40. The feature can be removed or moved to another programmable function key by your system administrator. Diversion (Follow-me) Indicating/activating and deactivating Diversion (Follow-me). See section Call Forwarding on page 62. The feature can be removed or moved to another programmable function key by your system administrator. Programmable function keys Program numbers or features. See section Programming of function keys on page 98. Note: The key marked with a b is also used to program a melody, see section Melody Ringing on page 109.
Pull-out leaf for easy guide (optional) See section Pull-out leaf (optional) on page 121. Key panel With 17 programmable keys. Up to four panels can be connected. See section Key panel on page 117. Use the Designation Card Manager to make and print your own key panel designation cards, see below. 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.

ShowDate

Menu structure Dialog 4223 Professional
Menu structure for each of the menus that can be selected from the idle menu. When you are navigating the menus, a selected menu is marked with a black frame. Idle display menu keys n Missed* CallList PhoneBook more.
Call List Unanswered calls Outgoing calls Incoming calls
Absence Account Authority Lock/Open LogOn/Off Timer Redial Program
Select Profile Direct Diversion to nnnn** Follow Me Absence reason External Follow Me Do not Disturb Div on no answer to nnnn** Div on busy to nnnn** Program mode key: RingChar: Programming of function keys*** Display Contrast Melody Programming Firmware Indication Headset Preset Local Test Mode Option Unit Settings Set Hearing Level
Explanations * Only shown when there are missed calls. n = Number of missed calls. ** Current number is shown. *** Text is not shown on the display.

PhoneSet Hide/ShowMenu

Menu structure Dialog 4225 Vision
Menu structure for each of the menus that can be selected from the idle menu. When you are navigating the menus, a selected menu is marked with a black frame. Top menu Program PhoneSet CallList PhoneBook Messages

Programming of keys

Display Contrast Melody Programming Firmware Indication Headset Preset Local Test Mode Option Unit Settings Set Hearing Level

Central Directory

Message Waiting
Program mode key: RingChar: Programming of function keys***
Call List Unanswered calls Outgoing calls Incoming calls Idle display menu keys n Missed* Absence Account more.
Explanations * Only shown when there are missed calls. n = Number of missed calls. ** Current number is shown. *** Text is not shown on the display. Home. Return to home position, when navigating the top menu.
Select Profile Direct Diversion to nnnn** Follow Me Absence reason External Follow Me Do not Disturb Div on no answer to nnnn** Div on busy to nnnn**
Authority Lock/Open LogOn/Off Timer Redial Hide/ShowMenu
Display language (optional)
One of the following languages can be selected to display information on your phone. Digit 09 = the language code: 0 English 1 French 2 German 3 Spanish 4 Italian 5__________ 6 _________ 7 _________ 8 _________ 9 _________ Note: By default 5-9 are programmed for English. These can be changed locally to other languages.

*08* (09) #

To select a language: Dial. Enter the language code. Press.

Free Seating

The Free Seating feature is used for persons who have an office extension number but no phone set of their own. For example, flexible office workers, persons mostly working outside the office, etc. As a Free Seating user and working from the office, you logon to any free phone set that will be temporarily assigned with your extension number and your system authorities.

** ( ) *51* ( ) *z #

To use: Dial and press the relevant digit. Note: Finland, dial
* * ( ); Sweden, dial ( ) #. * * ( ).
To program and alter individual Speed Dialing numbers: Dial and press the selected digit. Note: Finland, dial
Press and dial the phone number.
Press. Note: The programmed number may consist of a maximum of 20 digits plus , which indicates the second dial tone from the public network.

#51* ( ) # #51#

To erase one programmed number: Dial and press the selected digit. Note: Finland, dial Press.

#51*(19)

To erase all programmed numbers: Dial. Press.

Dial by a function key

Both features and phone numbers can be programmed on a function key. To program a key, see section Programming of function keys on page 98. Press the function key. This function key is programmed by you.

Head office

Dial by Phonebook
By use of the Integrated Telephone Directory you can search for a name, group, operator, etc. via your display and then call the desired person or group by use of a menu function key below the display. On the Dialog 4223 Professional:

PhoneBook

Press to enter the Phonebook (see display). Continue with any of the Phonebook options.

Select

On the Dialog 4225 Vision: Select PhoneBook in the top menu (see display). Press (see display). Continue with any of the Phonebook options.

Phonebook options:

Delete Space Find Exit
Press to delete the last entered character (see display). Press to enter a space (see display). Press to search using the entered characters (see display). Press to return to the previous menu (see display). Use the key pad to enter the characters of the name. The characters are shown above the keys. Example: Select characters by pressing digits repeatedly. The cursor is moved automatically when you stop pressing.
Press a digit. 1 time result A 2 times result B 3 times result C When the desired character is shown on the display, wait for the cursor to move to the next place. The name must be entered as follows: Family name - Space - Name. It is not necessary to enter all the characters, just as many to get as close as possible to the requested name when you start to search. Note: If you want to specify the person's first name, you must enter the full family name before you can enter a space.

Example:

To search for Bob Smith: Press for S Press for M Press for I The display shows:
Brown James 2222 11:06 Space PhoneSet CallList Find 28 Aug 2008 Exit PhoneBook Messages 11:Aug 2008 Brown James 2222

Delete Program

Delete Space
Press to find (see display). If SMI was sufficient to find Bob Smith, the display shows:

Smith Bob 3333 Smith John 3434 Call Up Down more. PhoneBook Messages
Program PhoneSet CallList Sanders Anne 1234 Smith Bob 3333 Smith John 3434 Swanson Kate 3654 Call Up
If SMI gives a name close to Bob Smith, e.g. Ann Smith, scroll down until you find the requested name.
Call Up Down more. Details Exit Back Return
Press to call the framed number (see display). Press to scroll up through the name list (see display). Press to scroll down through the name list (see display). Press to show more options (see display). Press to show additional directory information (if available) for the framed name (see display). Press to exit the PhoneBook menu (see display). Press to go back and enter a new name (see display). Press to return to the previous menu key options (see display). The display will inform you if no name matches your search and show the name alphabetically preceding the name you entered.

Data privacy

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

u *41# z

To order: Lift the handset. Dial and enter the number.
Authorization Code, common
If you are authorized to use a common Authorization Code (1 to 7 digits) you can temporarily change any phone used within the exchange to the authority level connected to this code. You can use the code for one call only or you can open the phone until you lock it when leaving the phone. To use for a single call:
Press (see display). If Authority is not shown, press more. until it appears. Enter Authorization Code and press (see display). Verification tone. Note: You can also dial and press.

Open Enter

* *, enter the code
Dial the digit or digits to get an external line and the external number. To open an extension for several calls: Press (see display). If Open is not shown, press more. until it appears. Enter Authorization Code and press (see display). Verification tone. Note: You can also dial and press.

# *, enter the code

To lock an extension:

Lock Enter

Press (see display). If Lock is not shown, press more. until it appears. Enter Authorization Code and press (see display). Verification tone. Note: You can also dial and press.

Press to activate the Call Duration feature (see display). If Timer is not shown, press more. until it appears. The display shows:

11:06 00:00

Start Program Clear PhoneSet CallList

ShowDate Exit

Start Clear
PhoneBook Messages 11:06 00:00 Brown James 0012345678 2222
Key functions that are available during call duration mode:
Start Clear ShowDate Exit Stop ShowTimer
Press to start the timer (see display). The elapsed time is shown. Press to clear the timer (see display). Press to show date (see display). Press to exit the Call Duration feature (see display). Press to stop the timer (see display). Press to show the measured time (see display).

Automatic Timer

The timer automatically starts when the called person answers, and automatically stops when the call is finished. Both outgoing and incoming calls are measured. If you make inquiries, conferences, or put calls on hold, etc. during the call, the timer is not stopped. I.e. the time measured is the total time from when the first called person answers, until the call to the last connected person is finished. Note: The timer shows the elapsed time from the last call until a new call has been answered. If you need to keep a record of your calls, always write down the time at once when a call has been finished.
Press to show the Call Duration feature (see display). If Timer is not shown, press more. until it appears. The display shows:

Program

PhoneSet

ShowDate Exit ShowTimer

Press to show date (see display). Press to exit the Call Duration feature (see display). Press to show the measured time (see display).

Call Forwarding

Diversion
If you do not want to be disturbed or will be out of the office, you can have all calls to your extension diverted to a preprogrammed answering position. During Diversion you will hear a special dial tone and the Diversion lamp indicates that your Triple Access Line is diverted. You can still make calls as usual. Diversion can be made direct, on no answer, on busy or to another information service facility. Note: If your phone is programmed with Multiple Directory Diversion and Do Not Disturb (ask your system administrator), Diversion is ordered and cancelled simultaneously on all lines.

reason

When a return time or date is requested: Enter the date (MMDD) or time (HHMM) of your return. (Example shows Back on September 15). Note: The order in which the date is stated is system dependent. Press (see display). The display shows the selected absence reason, the time or date of return, and diversion information. Note: You can also use the following procedure to order: dial , enter the absence code (0-9), enter time or date of return (if requested), press and press the Clear key. The absence code is system dependent. Contact your system administrator regarding the available absence codes.

Cancel NoDiversion

*230* z* (09) *0915 # #230* z#
Order for another extension
Dial. Dial the extension number and press. Enter the absence code. Press and enter the date or time of the other person's return. Press. The display on the other person's extension shows the reason for absence and, if entered, time or date of return.
Cancel for another extension
Dial. Dial the extension number and press. Note: If the special dial tone is received, the Authorization Code for the other extension is required. Add the code and press before pressing the Clear key.

Press.

Messages
Manual Message Waiting (MMW)
If the called extension does not answer you can initiate a message waiting indication on that extension (if this feature is allowed). If there is a message waiting, the Message key lamp is on and you will hear a special dial tone after lifting the handset.

Message

Answer
Press. Note: The function key is preprogrammed by your system administrator. A call is initiated to the extension that requested Message Waiting.
Checking the party that requested MMW
Dialog 4223 Professional:

Program Select

Press (see display). If Program is not shown, press more. until it appears. Press (see display). Press. Note: The function key is preprogrammed by your system administrator. The number that requested Message Waiting is shown in the display.
Press to finish the procedure (see display).
Dialog 4225 Vision: Select Program in the top menu (see display). Press to select Programming Press. Note: The function key is preprogrammed by your system administrator. The number that requested Message Waiting is shown in the display.

z z # z z z # z z

If you are asked to enter your security code: Enter your security code. Code at delivery = your extension number. From another phone: Dial the number to the Voice Mail system. If you are asked to enter your security code (if the phone you are using has a mailbox of its own): Press. Dial your mailbox number. (normally your office extension number) Enter your security code (if required).
To access someone elses mailbox
Dial the number to the Voice Mail system. If you are asked to enter your security code (if the phone you are using has a mailbox of its own): Press. Dial the mailbox number. (normally the office extension number of the other person) Enter the security code of the other person (if required).

To handle the mailbox

Recorded information on the line tells you the number of new and stored messages. If you have too many messages stored, you will first be asked to delete saved messages. Recorded instructions ask you to press different digits in order to listen to callers messages, record your own greetings, change your password or exit your mailbox, etc. The following diagram gives an overview of the mailbox system and the digits to be used.

Group features

Group Call-pick-up
People working in a team can have their phones programmed by their system administrator to form Call Pick-up groups. In a Call Pick-up group, any member can answer any individual call to group members.

GrpPickUp

Press to answer (see display). If GrpPickUp is not shown, press more. until it appears. Notes: You can also press
One Call Pick-up group can serve as an alternative to another group. Calls to the alternative group can only be answered when there are no calls to your own group. Finland and Sweden, press

Common Bell Group

Calls are signalled on a common bell.
Finland and Sweden, press

Group Hunting

An internal Group Hunting number is a common directory number for a group of extensions. Calls to the group will be indicated at a free extension in the group. When you leave the group temporarily, you make your phone unavailable for incoming calls.

*21* z # #21#

To leave the group temporarily

To re-enter the group

Dial. Note: U.K., dial Press.

*24* z* z # #24* z #

If you are authorized you can divert all calls to your group, to another extension or group: Dial. Dial the number of the group to be diverted and press. Dial the extension number of the new anwering position. Press.

General Deactivation

The following features can be simultaneously cancelled: Callback (all Callbacks are cancelled). Diversion/Internal and External Follow-me. Manual Message Waiting/Message Diversion. Do Not Disturb.

#001#

Night Service
When the exchange is in Night Service mode, all your incoming calls to the operator are transferred to a selected extension or group of extensions. The exchange has three different Night Service modes:

Common Night Service

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

Individual Night Service

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

Universal Night Service

All incoming calls to the operator are transferred to a universal signalling device, e.g. the common bell. Answer the call as descibed in section Common Bell Group on page 85.

Hot Line

This feature is programmed by your system administrator.

Delayed Hot Line

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

Direct Hot Line

The same feature as described above, but without a delay. Only Hot Line calls can be placed from this line. To be used e.g. as alarm phone, door phone etc.

Emergency mode

In the event of an emergency the operator can set the exchange into Emergency mode, during which only preprogrammed extensions are permitted to make calls. If your extension is not assigned with this category and you try to make a call, you will not receive a dial tone.
Additional Directory Number
You can be assigned (preprogrammed by your system administrator) one or more Additional Directory Numbers (lines) on free function keys. To answer, make calls and use features on the additional directory lines, use the same procedure as for the Triple Access Line, unless you have other instructions. However, you have to press the additional Line key after lifting the handset. Example:

Additional line

To make a call on an additional directory line: Lift the handset. Press. Note: The function key is preprogrammed by your system administrator. Dial the extension number.
Multiple Represented Directory Number
Your extension number can be programmed on a dedicated key on other system telephones, i.e. your number is represented on these phones. Other extension numbers can of course also be represented on your phone. Note: This feature has to be programmed by your system administrator.

Incoming calls

Incoming calls can be answered (indicated with a flashing key lamp, calling party information and/or ring signal) on all phones where the number is represented.

Outgoing calls

The dedicated key can be used to call the programmed extension. How outgoing calls are handled depends on the programming of the phone, please contact your system administrator regarding this.

Malicious Call Tracing

If you are disturbed by bothersome or malicious external incoming calls, you can request number tracing from the network provider. You can invoke tracing during or after an ongoing conversation. The external line can be held for a limited period of time.
During an ongoing conversation:

TraceMalC

Press (see display). If TraceMalC is not shown, press more. until it appears. Note: You can also press Mal. Call Tracing (The function key is preprogrammed by your system administrator). The system acknowledges with different tones whether the tracing request was accepted or rejected.
DISA = Direct Inward System Access
If you are assigned to use this feature and you are working externally, you can call your office and get access to an external line in order to make business calls. The business call will be charged your office extension number or an account number. You will be charged just for the call to the office. The external phone must be of push button type provided with pound key ( ) and star key ( ) or a mobile phone adapted for dial tone pulses (DTMF). After a completed DISA call you must hang up before a new DISA call can be made. There are different procedures depending on the type of Authorization Code, or when an Account Code is used.
z *72* z# z z *75* z* z# z
With common Authorization Code
Call the DISA feature at your office. Dial tone. Dial. Dial the Authorization Code and press. Dial tone. Dial the external number.
With individual Authorization Code
Call the DISA feature at your office. Dial tone. Dial. Dial the Authorization Code and press. Dial your own extension number and press. Dial tone. Dial the external number.

Call list

With this feature, calls to and from your phone will be logged. By use of the display menu keys below the display, you can browse the Call list, make calls to numbers in the list and delete numbers from the list. You can choose to browse in the complete list of all calls, or in specific lists of unanswered, outgoing and incoming calls. When new unanswered calls have been stored in the list, n Missed is shown in the display (n = number of missed calls). Your phone must be idle and unlocked to be able to browse the Call list.

Press to change the volume. The handset and loudspeaker volume level is stored.
Lift the handset and press.
Extra amplification of the handset/headset hearing volume level
For people with impaired hearing, the handset hearing volume level can be extra amplified. To adjust the level: Note: A level change also effects a headset connected to the headset outlet.
PhoneSet Select Down or Up Select
Press (see display). If PhoneSet is not shown, press more. until it appears. Press (see display). Press to frame Set

Hearing Level

Press (see display). A tone signal is heard, and the display shows the current setting. The Line 1 key lamp also indicates the current setting; key lamp off=standard level, key lamp on=increased level. Press to adjust the volume level (see display). The display shows the new setting. The Line 1 key lamp also indicates the new setting as described above. Press to finish setting (see display). When extra amplification has been selected, the Line 1 key lamp turns off.

Change

Dialog 4225 Vision: Select PhoneSet in the top menu (see display). Press to frame Set
Press (see display). A tone signal is heard, and the display shows the current setting. The Line 1 key lamp also indicates the current setting; key lamp off=standard level, key lamp on=increased level. Press to change the volume level (see display). The display shows the new setting. The Line 1 key lamp also indicates the new setting as described above. Press to finish setting (see display). When extra amplification has been selected, the Line 1 key lamp turns off.

Ring signal volume

Use the Volume keys to adjust the ring signal volume when the phone is in idle mode or ringing. Adjusted volume is stored. Press to adjust the volume.

Mute ring signal

You can suppress the ring signal for an incoming call. Press to suppress the ring signal. The ring signal is switched off for the current call, and your phone is automatically set to Silent Ringing (see below).

Silent Ringing

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

When the phone is in idle mode, or when ringing: Press to switch off the ring signal. The Mute key lamp and the Ringer off symbol are switched on to indicate Silent Ringing. The ring signal will automatically be switched on the next time you Lift the handset or press any key.

Melody Ringing

If you want to replace the ring signal with personal melodies when your phone rings, you can program one melody to signal an internal call, a second melody for an external call and a third melody to signal a Callback call. Dialog 4223 Professional:
Press (see display). If PhoneSet is not shown, press more. until it appears. Press (see display). Press to frame Melody Press (see display). Continue with section Melody mode.

Programming

Dialog 4225 Vision: Select PhoneSet in the top menu (see display). Press to frame Melody Press (see display). Continue with section Melody mode.

Melody mode

The display shows Melody Mode and if there is a stored and activated melody for internal calls (Line 1), external calls (Line 2) or Callback calls (Inquiry), the corresponding key lamp is switched on. In melody mode you can: Program new melodies Edit or delete stored melodies Activate or deactivate stored melodies
Press if you want to exit melody mode (see display). Note: If you do not press any key within 30 seconds, melody mode is automatically cancelled.
Program a new melody, edit or delete a current melody Program
Press (see display). The display shows Program Melody. The upper most function key lamp (for Dialog 4225 the upper most key to the left) is also switched on, indicating Program mode.

Line 2

< or >
Press the key for the requested type of call: If there is a current melody, the melody is played and the last 19 notes or signs are displayed. Press for internal calls, or press for external calls, or press for Callback calls.
To edit the current melody: Press to move the cursor to the right of the position to be edited (see display). Press to erase the note to the left of the cursor. Keep pressed to erase all the notes. To enter a new melody or notes, see section To enter notes on page 113.

Installation

Install cables
Handset cable to the left Handset cable to the right
You can put the cable to the handset into the notch underneath the telephone. The cable to the exchange has to be plugged into LINE and the handset cable has to be plugged into HANDSET.

Change cables

To remove a cable, use a screwdriver to unlock the stop.
Install stands and adapt telephone
Position high Position low

Press to fasten stand

Release to remove stand
Tiltable display Adjustable angle

Install 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 4223 Professional:

Install key panels

Fasten the connector in the bottom of the hole using a finger or a blunt tool. Make sure the connector fits before pressing it down.
Press where the arrows are pointing, until you hear a Click sound. Install the stands as shown in the picture in section Stand positioning. Notes: All key panels must be of type DBY 419 01.
Stand positioning (1-4 key panels)
Use the DCM (Designation Card Manager) to make and print your own key panel 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.
Install pull-out leaf (optional)
Remove the protective film from the guiding rails. Attach the guiding rails to the bottom of the phone, observing the direction of the cut corner.
Insert the pull-out leaf.

Wall mounting

The phone can be wall mounted without using a special console. Useful for instance in conference rooms or public areas.
Use a screwdriver to remove the handset hook. Turn the hook upside down and insert.
Use a screwdriver to remove the two plastic covers. Drill wall holes according to measurements given here.
Place screws according to measurements and mount the phone.

M Mailbox 84 Make calls 35 Malicious Call Tracing 94 Manual Message Waiting (MMW) 79 Melody Ringing 109 Message Waiting 81 Messages 79 Manual Message Waiting (MMW) 79 Message Waiting 81 Voice Mail 82 Multiple Represented Directory Number 94 Mute 53 Mute ring signal 108 N Night Service 91 Number Presentation Restriction 36 O Option unit 122 Other useful features 89 Outgoing calls 35 Authority 49 Bypass 43 Call Waiting 42 Callback 40 External calls 35 Handsfree 36 Individual External Line 37 Internal calls 35 Intrusion 42 Last External Number Redial 39 Number Presentation Restriction 36 Redial calls from the Call list 37 Save external number 39 Speed Dialing 44 When you receive a busy tone 40 P Parallel Ringing 33 Personal Number 69 Programming of function keys 98 Programming of ring signal tone character 104 Programming of ring signals 102 Pull-out leaf 121 Put a call on hold 56 R Redial calls from the Call list 37
Redial number 39 Refer Back 54 Ring signal volume 108 Ring signals 15 S Safety instructions 6 Save external number 39 Send Caller Identity Code at transfer 57 Setting form for search profiles 75 Settings 98 Display backlight 116 Display contrast 115 Features and required data 100 Handset and loudspeaker volume 105 Melody Ringing 109 Mute ring signal 108 Programming of function keys 98 Programming of ring signal tone character 104 Programming of ring signals 102
Ring signal volume 108 Silent Ringing 108 Short numbers 44 Silent Ringing 108 Speed Dialing 44 T Timer 60 Tones and signals 14 Transfer 54 Troubleshooting 132 V Voice Mail 82 Volume 105 W Warranty 5 Welcome 4 When you receive a busy tone 40
Subject to alteration without prior notice. For questions regarding the product, please contact your Aastra Certified Sales Partner. Also visit us on http://www.aastra.com
Aastra Telecom Sweden AB 2008. All rights reserved. EN/LZT R6A