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Title EN/LZT 103 006 R2A Aastra Telecom Sweden AB 2008. All rights reserved.
Table of Contents Table of Contents Welcome... 4 Important User Information... 6 Description... 7 Free Seating... 15 Incoming Calls... 16 Otgoing Calls... 18 Dring Calls... 34 Call Forwarding... 40 Absence Information... 50 Messages... 52 Grop Featres... 55 Other Usefl Featres... 57 Settings... 60 Installation... 67 Trobleshooting... 72 Glossary... 73 Index... 74 3
Welcome Welcome Welcome to the ser gide for the Dialog 4106 Basic and Dialog 4147 Medim. This gide describes the available featres of the telephones when they are connected to MD110 or MX- ONE Telephony Server. The fnctions and featres available with these telephones are designed for easy se in all different telephone handling sitations. The ser gide describes the fnctions and featres of the Dialog 4106 Basic and Dialog 4147 Medim as they are programmed at delivery from the factory. There may be some differences in the way yor phone is programmed. Please conslt yor system administrator if yo need frther information. Some markets se differing codes for some featres. In this gide they are described sing the most common code. The latest version of the ser gide can be downloaded from: http://www.aastra.com 4
Welcome Copyright All rights reserved. No parts of this pblication may be reprodced, stored in retrieval systems, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, withot prior written permission of the pblisher except in accordance with the following terms. If this pblication 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 se and not for redistribtion. No parts of this pblication may be sbject to alteration, modification or commercial se. Aastra will not be liable for any damages arising from se of an illegal modified or altered pblication. 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 conseqential damages in connection with the frnishing, performance or se of this material. Declaration of Conformity Hereby, Aastra Telecom Sweden AB, S-126 37 Hägersten, declares that this telephone is in conformity with the essential reqirements and other relevant provisions of the R&TTE directive 1999/5/EC. Details to be fond at: http://www.aastra.com/sdoc 5
Important User Information Important User Information Safety instrctions Save these instrctions. Read these safety instrctions before se! Note: When sing yor telephone or connected eqipment, the following basic safety precations shold always be followed to redce risk of fire, electrical shock and other personal injry. Follow instrctions in the eqipment's ser gide or other docmentation. Always install eqipment in a location and environment for which it is designed. For mains powered telephones: Only operate with the mains power voltage indicated. If yo are ncertain of the type of power spplied to the bilding, conslt property management or yor local power company. For mains powered telephones: Avoid placing the telephone's power cable where it can be exposed to mechanical pressre as this may damage the cable. If the power spply cord or plg is damaged, disconnect the prodct and contact qalified service personnel. Headsets sed with this eqipment mst comply with EN/IEC 60950-1 and for Astralia AS/NZS 60950: 2000. Do not make any changes or modifications to eqipment withot seeking approval from the party responsible for compliance. Unathorized changes or modifications cold void the ser's athority to operate the eqipment. Do not se the telephone to report a gas leak in the vicinity of the leak. Do not spill liqid of any kind on the prodct or se the eqipment near water, for example, near a bathtb, washbowl, and kitchen sink, in a wet basement or near a swimming pool. Do not insert any object into eqipment slots that is not part of the prodct or axiliary prodct. Do not disassemble the prodct. Contact a qalified service agency when service or repair work is reqired. Do not se a telephone (other than cordless type) dring an electrical storm. Disposal of the prodct Yor prodct shold not be placed in mnicipal waste. Please check local reglations for disposal of electronic prodcts. 6
Description Description Dialog 4106 Basic 10 1 8 7 9 (bottom side) 2 3 6 5 4 7
Description 1 Programmable keys Three keys for storing freqently sed nmbers. Yo can store one nmber per key, see section Dial by a fnction key on page 27. Note: If yo nplg the telephone, stored nmbers will remain for abot 24 hors. 2 Mte / Prog a. Switch microphone on or off. See section Dring Calls on page 34. b. Enter programming mode. See section Settings on page 60. 3 Message Waiting key a. A flashing light indicates a waiting message. See section Messages on page 52. b. Programmable key to store of one freqently sed nmber. See section Dial by a fnction key on page 27 4 Last nmber redial / Pase key a. Redial last dialed nmber. See section Last Nmber Redial on page 21. b. Insert a pase if yo have to wait for dial tone when programming a nmber into the memory. See section Wait for dial tone on page 19. 5 R-key Used for example to make an inqiry, to transfer a call or to establish a conference, see section Dring Calls on page 34. 6 Volme control Adjst the volme. 7 Message Waiting switch Switch Message Waiting indication on or off. Also sed to reverse the polarity in case of crossed line cables. See section Settings on page 60. 8 Lodspeaker (beneath handset) 8
Description 9 Handset Spplied with hearing aid featre as standard. Please note: The handset can attract and trap small metal objects in the earcap region. 10 Designation card Use the DCM (Designation Card Manager) to make and print yor own designation cards. DCM is inclded on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com For more information, please contact yor Aastra Certified Sales Partner. 9
Description Dialog 4147 Medim 12 (pper side) 15 1 2 3 3 13 14 9 10 11 (bottom side) 4 5 8 7 6 10
Description 1 Program Store freqently sed nmbers, see section Speed Dialing on page 25. 2 Message Waiting / 2nd a. A flashing light indicates a waiting message. See section Messages on page 52. b. Key for access to secondary key fnctions (these fnctions are stated on the second line of the corresponding key). 3 Programmable keys Eight keys for storing freqently sed nmbers. Yo can store two nmbers per key, see section Speed Dialing on page 25. 4 Mte Switch microphone on or off. See section Dring Calls on page 34. 5 Lodspeaker on/off / Headset key a. Switch lodspeaker on or off. See section Dring Calls on page 34. b. Activate headset. See section Headset on page 65. 6 Last nmber redial / Pase key a. Redial last dialed nmber. See section Last Nmber Redial on page 21. b. Insert a pase if yo have to wait for dial tone. See section Wait for dial tone on page 19. 7 R-key Used for example to make an inqiry, to transfer a call or to establish a conference, see section Dring Calls on page 34. 8 Volme control Adjst the volme. Note: Sometimes it is necessary to change the flash time for the R-key, see section Flash time on page 66. 9 Headset / Lodspeaker switch a. In headset position, the Lodspeaker key activates a connected headset. See section Settings on page 60. b. In lodspeaker position, the Lodspeaker key activates the lodspaker. See section Settings on page 60. 10 Prog On/Off switch Enable or disable the Program key. See section Settings on page 60. 11
Description 11 Message Waiting switch Switch Message Waiting indication on or off. Also sed to reverse the polarity in case of crossed line cables. See section Settings on page 60. 12 Data port Used to connect a modem, PC or other phone eqipment. 13 Lodspeaker (beneath handset) 14 Handset Spplied with hearing aid featre as standard. Please note: The handset can attract and trap small metal objects in the earcap region. 15 Designation card Use the DCM (Designation Card Manager) to make and print yor own designation cards. DCM is inclded on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com For more information, please contact yor Aastra Certified Sales Partner. 12
Description Tones and signals The following different tones and signals are sent from the exchange to yor phone. Dial tone Tone characteristics The tones shown in this section are the most sed tones worldwide. Many markets se a differing tone for one or more sitations. Special dial tone Ringing tone or qee tone every 4 seconds Bsy tone Congestion tone Nmber nobtainable tone Call waiting tone Intrsion tone Conference tone every 15 seconds (to all parties) Verification tone Warning tone, expensive rote 13
Description Internal ring signal Ring signals Three different ring signals inform yo abot the type of the incoming call. The signals shown in this section are the most sed signals worldwide. Many markets se signals that are adapted for the local standards. If yo get a signal that is not described or yo cannot identify, ask yor system administrator. External ring signal Recall signal (Callback reminder) 14
Free Seating Free Seating The Free Seating featre is sed for persons who have an office extension nmber bt no phone set of their own. For example, flexible office workers, persons mostly working otside the office, etc. As a Free Seating ser and working from the office, yo logon to any free phone set that will be temporarily assigned with yor extension nmber and yor system athorities. To log on *11* Dial. z* Enter the athorization code and press. z# Enter yor phone nmber and press. d Replace the handset to finish the procedre. The display shows yor phone nmber. Note: An earlier version of the Free Seating featre ses another procedre: To log on, dial * 1 0 * extension No. #. #11# Dial. d To log off Replace the handset to finish the procedre. Note: An earlier version of the Free Seating featre ses another procedre: To log off, dial # 1 0 #. 15
Incoming Calls Incoming Calls A ring signal indicates an incoming internal or external call. Answer calls z On another extension Yo can answer a call to another extension from any phone in yor office. Lift the handset and call the ringing extension. Yo receive bsy tone. 8 Press. Note: France, press 4; Sweden, press 6 16
Incoming Calls Answer a second call A call waiting tone will inform yo, dring a conversation, that a second call is waiting. Yo have two options. d d d Option 1: Finish the ongoing call: Replace the handset. The new call will be signalled on yor phone. Lift the handset to receive the new call. Option 2: Ask the party yo are speaking with to wait: Press and replace the handset. The waiting call will be signalled on yor phone. Lift the handset to receive the new call. After finishing the new call: Replace the handset. Yor first call will be signalled on yor phone. Lift the handset to receive the first call again. Do not distrb, DND When yo activate DND, calls to yor extension are not shown. Otgoing calls can be made as sal. *27# Dial to activate. Special dial tone. or #27# Dial to deactivate. d Replace the handset to finish activation/deactivation. 17
Otgoing Calls Otgoing Calls z 0z d Make calls How to make internal and external calls. Lift the handset and dial either: An extension nmber to make an internal call. Or: The digit or digits to get an external line and the external nmber. Note: The digit or digits sed for external call access, depend on the configration of the system. Replace the handset to end the call. Notes: Yo can make yor calls more qickly, sing Common Speed Dialing nmbers and by programming yor own Speed Dialing nmbers, see section Speed Dialing on page 25. If yo receive a qee tone when dialing the digit or digits to get an external line (if optional featre Least Cost Roting is sed in the system), keep waiting. Once a line becomes free, yo will receive a dial tone. If a warning tone is heard, the selected line is marked Expensive. 18
Otgoing Calls Wait for dial tone Sometimes it is necessary to wait for a new dial tone after dialing the prefix digit when making an external call. In sch sitations, yo mst store the pase for a new dial tone into the nmber: Press. Manal dial pase control: Yo can control the length of a dial pase manally if yo store the pase after the fifth digit or later. This featre is very sefl, if yo are connected to a PBX that reqires a new dial tone for extension nmbers. Example: Yo want to talk to Steven. Steven s company has the nmber 12345678, and his extension is 1234, so the complete nmber is 12345678-1234. To wait for a new dial tone, yo have to store a pase before the extension nmber. Press. The phone nmber is dialed withot the extension, in this example 12345678. Press when the new dial tone is received. Now the extension nmber is dialed. 19
Otgoing Calls Nmber presentation restriction If yo do not want yor name and nmber to be displayed to the person yo are calling, yo can se the following procedre. Notes: This featre might be blocked for se on yor extension (preprogrammed by yor system administrator). The nmber presentation restriction is only valid for the ongoing call, i.e. the procedre has to be repeated the next time yo want to se it. *42# Dial and wait for a new dial tone. z Dial the nmber. Yor name and nmber is not indicated on the called person s display. Individal External Line To make a call on a specific external line: *0* Dial. z# Dial the individal external line nmber and press. z Dial the digit or digits to get an external line and the external nmber. 20
Otgoing Calls Last Nmber Redial When yo initiate a call (internal or external) the phone atomatically stores all the dialed digits, irrespective of whether the call was sccessfl or not. Stored nmbers can consist of maximm 32 digits. Note: To redial a nmber that incorporates a pase for a new dial tone, yo mst indicate to the telephone where in the nmber it mst pase and wait for the new dial tone. To do this, press the Redial/Pase key at the proper place in the nmber. See section Wait for dial tone on page 19. Press to redial the last dialed nmber. Last External Nmber Redial When yo initiate an external call the system atomatically stores all the dialed digits, irrespective of whether the call was sccessfl or not. Note: To redial a nmber that incorporates a pase for a new dial tone, yo mst indicate to the telephone where in the nmber it mst pase and wait for the new dial tone. To do this, press the Redial/Pase key at the proper place in the nmber. See section Wait for dial tone on page 19. *** Press to redial the last dialed external nmber. Note: Finland and Sweden, dial * * 0 21
Otgoing Calls When yo receive a bsy tone If yo call an extension and receive a bsy tone or get no answer or all external lines are bsy yo can se these methods: d Callback If a called extension is bsy or there is no answer: 6 Press. It can take several seconds before the procedre is exected. Note: France, Finland and Sweden, press 5 Replace the handset to finish the procedre. Yo are called back (recall ring signal) when the ongoing call is finished or the next time a new call is finished. Yo have to answer within eight seconds, otherwise the Callback service is cancelled. Lift the handset when yo are called back. The system calls the extension. Note: Callbacks can be activated on several extensions at the same time. If all external lines are bsy (after dialing the digit or digits to get a line): 6 Press. Note: France, Finland and Sweden, press 5 z# Dial the external nmber and press. d Replace the handset to finish the procedre. When an external line becomes free, yo will be called back (recall ring signal). Yo have to answer within eight seconds, otherwise the Callback service is cancelled. Lift the handset when yo are called back. The system calls the external nmber. Note: Only one Callback can be activated on a bsy external line. 22
Otgoing Calls #37*z Cancel any single Callback Dial and enter the extension nmber. Note: To cancel a single Callback on a specific external line, dial the digit or digits to get a line instead of the extension nmber. #d Press and replace the handset. #37# Dial. d Cancel all Callbacks Replace the handset. Activate Call Waiting If yo rgently wish to contact a bsy extension or external line, yo can notify the extension by a call waiting signal. 5 Press. Note: France and Finland, press 6; Sweden, press 4 Keep the handset off hook. When the called extension or the external line becomes free, it will be called atomatically. Notes: The Call Waiting featre might be blocked for se on yor extension (preprogrammed by yor system administrator). If Call Waiting is not allowed yo will contine to receive a bsy tone. 23
Otgoing Calls Intrsion on a bsy extension Yo can intrde on an ongoing call on a bsy extension. 4 Press. Note: France and Sweden, press 8 Before the Intrsion is exected, a warning tone is sent to the parties in the ongoing call. A three party call is established and a warning tone is heard. Notes: The warning tone might be disabled for yor system. The Intrsion featre might be blocked for se on yor extension (preprogrammed by yor system administrator). If Intrsion is not allowed, yo will contine to receive a bsy tone. *44*z Intrsion on a bsy external line Yo can intrde on an ongoing call on a bsy external line. Dial and enter the individal external line nmber. #z Press and dial the digit or digits to get an external line. Bsy tone. 4 Press. Note: France and Sweden, press 8 Before the Intrsion is exected, a warning tone is sent to the parties in the ongoing call. A three party call is established and a warning tone is heard. Notes: The warning tone might be disabled for yor system. The Intrsion featre might be blocked for se on yor extension (preprogrammed by yor system administrator). If Intrsion is not allowed yo will contine to receive a bsy tone. 24
Otgoing Calls Bypass *60*z If this featre is allowed from yor extension, yo can bypass an; activated Diversion, activated Follow-me or activated Absence information on a specific extension. Dial and enter the extension nmber. # Press and wait for answer. Speed Dialing z Common Speed Dialing nmbers By sing common Speed Dialing nmbers, yo can make calls simply by pressing a few keys. The common Speed Dialing nmbers consist of 1 5 digits and are stored in the exchange (by yor system administrator). Lift the handset and dial the common Speed Dialing nmber. Individal Speed Dialing nmbers Yo can program p to ten freqently sed phone nmbers on the digit keys 0 9 and se them as individal Speed Dialing nmbers (if this featre is allowed). Note: In Finland, p to nine nmbers, keys 1 9. To se: ** (0 9) Dial and press the relevant digit. Note: Finland, dial * * ( 1 9 ); Sweden, dial ( 0 9 ) #. 25
Otgoing Calls To program or change individal Speed Dialing nmbers: *51* (0 9) Dial and press the selected digit. Note: Finland, dial * 5 1 * ( 1 9 ). *z Press and dial the phone nmber. The digit or digits to get an external line, mst be added before external phone nmbers. #d Press and replace the handset. Note: The programmed nmber may consist of a maximm of 20 digits pls *, which indicates the second dial tone from the pblic network. To erase one programmed nmber: #51* (0 9) Dial and press the selected digit. Note: Finland, dial # 5 1 * ( 1 9 ) #d Press and replace the handset. #51# Dial. d To erase all programmed nmbers: Replace the handset. 26
Otgoing Calls Dial by a fnction key Note: For for the Dialog 4147 phone, make sre that the programming slide switch is set to the Prog On position. See section Enable/Disable Program key on page 64. Head Office î Yo can program and activate directory nmbers (extensions and Common Abbreviated Nmbers) on the programmable keys. On the Dialog 4106 yo can also store one nmber on the Message key. Stored nmbers can consist of maximm 21 digits. Wait for dial tone. Press to make a call (preprogrammed). Note: To dial a nmber that is stored on the second level, press the Message Waiting/2nd key before pressing the preprogrammed key. Program Program a directory nmber on the programmable keys. On the Dialog 4106 Basic phone: The Dialog 4106 has for keys for programming; the three programmable keys and the Message key. Wait for dial tone. Press. î Notes: To store a nmber on the Message key, jst press the key dring the following procedre like a normal programmable key. If yo press an invalid key dring programming, the programming mode will be terminated atomatically and yo will hear a special rejection tone. Press a programmable key. If a nmber is already stored, it will be erased atomatically. If yo wold like to erase a nmber, store a 0 instead of the telephone nmber. 27
Otgoing Calls z Dial the nmber. Yo can se any directory nmber, e.g. a Common Abbreviated Nmber or a colleage s extension nmber. Yo can also store a pase (mltiple pases possible), the R-key featre or any code that contains * or #. To store a nmber that incorporates a wait for a new dial tone, see section Wait for dial tone on page 19. Press. d Replace the handset. Notes: Yo can write the names above the keys on the selfadhesive label. Becase of the special label material, yo can also erase and re-write any key name. Use the DCM (Designation Card Manager) to make and print yor own designation cards. DCM is inclded on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com For more information, please contact yor Aastra Certified Sales Partner. 28
Otgoing Calls î Program î On the Dialog 4147 Medim phone: Wait for dial tone. Press. Press a programmable key. Notes: To store a nmber on the second level, press the Message Waiting/2nd key before pressing the programmable key. If yo press an invalid key dring programming, the programming mode will be terminated atomatically and yo will hear a special rejection tone. z î Program d If a nmber is already stored, it will be erased atomatically. If yo wold like to erase a nmber, store a 0 instead of the telephone nmber. Dial the nmber. Yo can se any directory nmber, e.g. a Common Abbreviated Nmber or a colleage s extension nmber. Yo can also store a pase (mltiple pases possible), the R-key featre or any code that contains * or #. To store a nmber that incorporates a wait for a new dial tone, see section Wait for dial tone on page 19. Press. Replace the handset. Notes: Yo can remove the transparent cover in order to write the names beside the keys. Use the DCM (Designation Card Manager) to make and print yor own designation cards. DCM is inclded on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com For more information, please contact yor Aastra Certified Sales Partner. 29
Otgoing Calls Athority Data privacy Data privacy allows yo to make a call withot any distrbances, i.e. Intrsion. This featre is atomatically cancelled when the call is finished. *41#z To order: Dial and enter the nmber. 30
Otgoing Calls Athorization code, common If yo are athorized to se a common athorization code (1 to 7 digits) yo can temporarily change any phone sed within the exchange to the athority level connected to this code. Yo can se the code for one call only or yo can open the phone to some calls and lock it when leaving the phone. *72* Dial. To se for a single call: z# Enter athorization code and press. Verification tone. z Dial the digit or digits to get an external line and the external nmber. #73* Dial. To open an extension for several calls: z# Enter athorization code and press. Verification tone. *73* Dial. To lock an extension: z# Enter athorization code and press. Verification tone. 31
Otgoing Calls Athorization code, individal If yo are athorized to se an individal athorization code (1 to 7 digits, affiliated to yor own extension) yo can lock yor own extension to a common athority level, e.g. when ot of the office. Yo can also temporarily change any other phone sed within the exchange to the same athority level as yo have on yor own phone. The individal code can be changed from yor own extension. *76* Dial. To lock yor phone: z# Enter athorization code and press. Verification tone. *75* Dial. To make calls with yor athority level when yor phone is locked: z# Enter athorization code and press. Verification tone. z Dial the digit or digits to get an external line and the external nmber. #76* Dial. To open yor phone: z# Enter athorization code and press. Verification tone. 32
Otgoing Calls *75* Dial. To assign yor own athority level to another phone: z* Enter athorization code and press. Verification tone. z# Dial yor own extension nmber and press. Verification tone. z Dial the digit or digits to get an external line and the external nmber. *74* Dial. To change yor individal athorization code: z* Enter old athorization code and press. z# Enter new athorization code and press. Verification tone. 33
Dring Calls Dring Calls Grop listening (lodspeaking) Note: This featre is only spported for the Dialog 4147 phone. This featre lets other people in yor room listen to yor phone conversation. Yo speak in the handset while the other party s voice is heard on the lodspeaker. Â Dring an ongoing conversation: Press to switch between lodspeaker and handset. When the key lamp is lit, the other party s voice can be heard on the lodspeaker. Note: Yo can adjst the volme, see section Settings on page 60. 34
Dring Calls Monitoring  d Ä Note: This featre is only spported for the Dialog 4147 phone. Yo have an ongoing conversation via the handset. Press to switch the lodspeaker on. Replace the handset. The lodspeaker monitors the call. Note: When the lodspeaker is on, the microphone is atomatically switched off in the handset. Yo can adjst the volme, see section Settings on page 60. Press to end the call. From Monitoring to handset Contine yor conversation via the handset. 35
Dring Calls Mte Yo have an ongoing conversation. Press to switch the microphone on or off. When the lamp lights, the caller will not be able to hear the conversation near to yor phone. Note: Mte key looks slightly different on the Dialog 4147 phone. z Inqiry Yo have an ongoing conversation and yo wold like to make an Inqiry to an internal or external party. Press. Dial tone. The first call is pt on hold. Call the third party. When the other party answers, yo can switch between the calls (Refer back), Transfer the call, create a Conference or end one of the calls. 2 Press to retrn to the first call. Note: Sweden, press R Refer Back 2 Press to Refer back to the other party. The party yo talk to is pt on hold, the other party is connected. Note: Sweden, press R 36
Dring Calls z d Transfer Yo want to transfer an ongoing call. Press. Dial tone. Call the third party. Yo can transfer the call before answer or wait for an answer. Replace the handset. The ongoing call is transferred. Note: If yo have pt more than one call on hold, the last call that was pt on hold will be transferred. If the dialed extension is bsy or Transfer is not allowed, yor phone will ring again. Call Waiting If yo hear the call waiting tone dring an ongoing conversation, another person is trying to contact yo. d To terminate the ongoing call and answer the waiting call: Replace the handset to finish the ongoing call. The waiting call is signalled on yor phone. Lift the handset to answer the new call. Note: The Call Waiting featre might be blocked for se on yor extension (preprogrammed by yor system administrator). 37
Dring Calls Conference With this procedre yo can inclde p to seven parties in a conference. Only the conference leader can admit participants. Dring the conference, a tone will be heard every 15 seconds. Note: The conference tone might be disabled for yor system. z Yo have an ongoing conversation and want to establish a phone conference. Yo will become the conference leader. Press. Call the third party. Wait for answer. d 3 Press to establish a conference. Repeat the procedre to inclde other persons to the conference. Replace the handset to leave the conference. Note: A tone is heard each time a participant enters or leaves the conference. When the conference leader leaves the conference, the conference will contine with the other inclded parties. The conversation is changed back to a normal two party connection when there are only two parties left. 38
Dring Calls Hold d z Yo can temporarily pt the ongoing call on hold. Calls pt on hold can be resmed on yor own or another phone. Press and replace the handset. To resme the call on yor own extension: To resme the call on another extension: Call the extension where the call was pt on hold. 8 Press. Note: France, press 4; Sweden, press 6 39
Call Forwarding Call Forwarding Diversion If yo do not want to be distrbed or will be ot of the office, yo can have all calls to yor extension diverted to a preprogrammed answering position. Dring Diversion yo will hear a special dial tone. Yo can still make calls as sal. Diversion can be made direct, on no answer, on bsy or to another information service facility. Order Direct Diversion from yor own extension The call can be diverted to an individal position or p to three predetermined common answering positions (depending on the type of the incoming call). Preprogrammed by yor system administrator. *21# Dial. d Note: U.K., dial * 2 # Replace the handset. Note: Diversion can also be ordered and cancelled from the answering position, se the same procedre as in section Internal Follow-me on page 43. 40
Call Forwarding #21# Dial. d Cancel Direct Diversion from yor own extension Note: U.K., dial # 2 # Replace the handset. Note: Diversion can also be ordered and cancelled from the answering position, se the same procedre as in section Internal Follow-me on page 43. *211# Dial to order. d Diversion when there is no answer Note: Finland and Norway, dial * 6 1 # Replace the handset. The incoming call is diverted after 3 signals. To cancel: #211# Dial to cancel. d Note: Finland and Norway, dial # 6 1 # Replace the handset. 41
Call Forwarding *212# Dial to order. d Diversion when caller receives a bsy tone Note: Finland and Norway, dial * 6 7 # Replace the handset. To cancel: #212# Dial to cancel. d Note: Finland and Norway, dial # 6 7 # Replace the handset. 42
Call Forwarding Internal Follow-me All calls to yor extension are diverted to another extension of yor choice (within the private network). Dring Follow-me yo will hear a special dial tone. Yo can still make calls as sal. *21*z Order from yor own extension Dial and enter the answering position nmber. Note: U.K., dial * 2 * No. #d Press and replace the handset. #21# Dial. d Cancel from yor own extension Note: U.K., dial # 2 # Replace the handset. *21*z Redirect from answering position If yo are in another room, yo can still answer yor calls by forwarding them to the extension where yo are. Dial and enter yor own extension nmber. Note: U.K., dial * 2 * No. *z Press and enter the Diversion nmber. #d Press and replace the handset. Calls are diverted to the answering position. Note: Internal Follow-me mst be ordered from yor own extension before yo can redirect from answering position. 43
Call Forwarding #21*z Cancel from answering position Dial and enter yor own extension nmber. Note: U.K., dial # 2 * No. #d Press and replace the handset. External Follow-me If external Follow-me is allowed, yo can have all calls to yor extension diverted to an external nmber of yor choice. A special dial tone will be heard. Yo can still make calls as sal. *22#z Order Dial and enter the digit or digits to get an external line and enter the external nmber. #d Press and replace the handset. Cancel #22# Dial. d Replace the handset. 44
Call Forwarding Personal Nmber With this featre yo can be reached on yor normal office phone nmber even if yo are in another room, ot of the office, or at home, etc. Depending on the fnctionality of yor office exchange, yo can have either one individal single search profile or yo can choose between five individal search profiles. A search profile can be designed to fit the sitation, i.e. in the office, traveling, at home, etc. Both internal or external phone nmbers can be sed in a profile. Yor search profile is programmed or modified by yor system administrator. See section To design and order yor search profiles on page 46. When the featre is activated, incoming calls are transferred to yor selected phones or to back-p services in the order yo choose. If an answering position in the profile is bsy, the call can be transferred to another predefined position in the profile. Yo can handle the profiles from yor own office phone. How to do this is described here (an operator can also assist yo). Yo can also se any of the Personal Assistant applications, if available. Contact yor system administrator for more information. 45
Call Forwarding *10* Dial. To activate or change to another profile from yor office phone (1 5) Press the search profile digit. #d Press and replace the handset. Note: When another party is inclded in the activated profile, a colleage or an operator, etc., always remember to inform them abot yor absence. If yo have a Voice Mail application that is inclded in the activated profile, always pdate yor greeting with Absence Information. #10# Dial. d To cancel from yor office phone Replace the handset. To design and order yor search profiles The search profiles are installed or changed by yor system administrator. In order to set p yor profiles, copy the setting form, fill in yor new or changed profiles and give it to yor system administrator. Note: If a profile handling application is connected to yor system, yo can edit profiles via yor Intranet. See separate instrctions for the application. 46
Call Forwarding Important notes when designing yor search profiles: Avoid ring times longer than 45 seconds for yor profiles. Usally the caller hangs p after 3-6 ring signals. If yo need a longer ring time, the maximm time is 60 sec. Consider the time yo need to react and answer on each answering position in yor profile. Yo might need p to 15 seconds to react and answer a call on a desk or cordless phone and 20 25 seconds for a mobile phone. There mst be an answering position at the end of every profile (Voice Mail or operator/secretary). If not, calls might end p nanswered. Consider what shold happen while yo are bsy on a phone. The available options are: Diversion to Voice Mail (if available) Diversion to the operator If an answering machine, a fax or other answering device is sed as an early answering position, it might interrpt the searching. Disconnect the answering device, or design the ring times so they do not affect the searching. If yor system admits jst one single personal profile, design the profile only with yor 2 3 most freqently sed positions. If yo add more nmbers, there is a risk that the caller hangs p before a latter position is called. If yor system admits 1 5 personal profiles, design the different profiles to fit yor most freqently sed positions. Make sre yo se as few answering positions as possible for each profile. Profile examples: In office At home Traveling Absent/not reachable 47
Call Forwarding Example: How to fill in yor setting form for search profiles: Profile 1 In office Search order Type of telephone or Answering position* Telephone nmber 1 Desk 1234 10 2 Cordless 5234 15 3 Voice Mail Ring time (seconds) * Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, etc. Profile 2 At home Search order Type of telephone or Answering position* Telephone nmber 1 External 222222 20 2 Mobile 0706666666 25 3 Voice Mail Ring time (seconds) 48
Call Forwarding Setting form for search profiles Name: Department: Telephone No: Accont: Profile 1... Search order 1 2 3 4 Type of telephone or Answering position* Telephone nmber Ring time (seconds) * Examples: Desk, Cordless, Mobile, External, Voice Mail, Operator, etc. Profile 2... Search order 1 2 3 4 Type of telephone or Answering position* Telephone nmber Ring time (seconds) Profile 3... Search order 1 2 3 4 Profile 4... Search order 1 2 3 4 Profile 5... Search order 1 2 3 4 Type of telephone or Answering position* Type of telephone or Answering position* Type of telephone or Answering position* Telephone nmber Telephone nmber Telephone nmber Ring time (seconds) Ring time (seconds) Ring time (seconds) 49
Absence Information Absence Information The absence information is sed to inform callers why yo are absent and when yo will retrn. If yo are athorized, yo can also enter absence information for another extension from yor own extension. Order Example: Back on September 15 (=0915). *23* Dial. (0 9) Enter the absence code. Note: The absence codes consist of one digit which depends on the system connected to the exchange. Contact yor system administrator regarding the available absence codes. *0915 Press and enter the date (MMDD) or time (HHMM) of yor retrn. Notes: If no retrn time or date is needed, this step can be skipped. The order in which the date is stated is system dependent. #d Press and replace the handset. 50
Absence Information Cancel #23# Dial. d Replace the handset. The programmed information is erased. *230* Dial. Order for another extension z* Dial the extension nmber and press. (0 9) Enter the absence code. *0915 Press and enter the date or time of the other person's retrn. #d Press and replace the handset. #230* Dial. Cancel for another extension z# Dial the extension nmber and press. Note: If the special dial tone is received, the athorization code for the other extension is reqired. Add the code and press # before replacing the handset. d Replace the handset. 51
Messages Messages Manal Message Waiting (MMW) If the called extension does not answer, yo can send a message waiting signal to that extension (if this featre is allowed). Received messages are indicated with a flashing Message Waiting key. Answer A call is initiated to the extension that reqested Message Waiting. #31# Dial. d Cancel MMW at yor own extension Replace the handset. Order MMW to another extension *31* Dial. z Dial the extension nmber. #d Press and replace the handset. 52
Messages #31* Dial. z Cancel MMW to another extension Dial the extension nmber. #d Press and replace the handset. 53
Messages Voice Mail (optional) Yo may be connected to a Voice Mail application, contact yor system administrator for more information and see separate instrctions for the application. The Voice Mail application allows yo to leave a voice message to the caller when yo are nable to answer calls, e.g. when ot of office, in a meeting, etc. The caller can then leave a message in yor mailbox. When back in yor office, yo can enter yor mailbox and listen to the messages received. If yo se the Personal Nmber featre, it is recommended to program Voice Mail as the last answering position for all search profiles. 54
Grop Featres Grop Featres Grop Call-pick-p People working in a team can have their phones programmed by their system administrator to form Call-pick-p grops. In a Call-pick-p grop, any member can answer any individal call to grop members. 8 Press to answer. Notes: One Call-pick-p grop can serve as an alternative to another grop. Calls to the alternative grop can only be answered when there are no calls to yor own grop. Finland and Sweden, press 0 55
Grop Featres Grop Hnting *21*z As a member of a grop of extensions that is called by a common nmber, yo can temporarily leave the grop. Dial and enter yor own extension nmber. Note: U.K., dial * 2 * No. #d Press and replace the handset. #21# Dial. d To re-enter the grop Note: U.K., dial # 2 # Replace the handset. If yo are athorized, yo can divert all calls to a grop, to another extension or to another grop: *24* Dial. z* Dial the nmber of the grop to be diverted and press. z Dial the extension nmber of the new anwering position. #d Press and replace the handset. z To cancel the Diversion: #24* Dial. Dial the nmber of the grop that has been diverted. #d Press and replace the handset. 56
Other Usefl Featres Other Usefl Featres Accont code This featre is sed to charge a call to an accont nmber or to prevent nathorised calls from yor phone. The accont code can have 1 to 15 digits. *61* Dial. Note: Finland and Norway, dial * 7 1 * z# Dial the accont code and press. Dial tone. z Dial the digit or digits to get an external line and the external nmber. d *61* Dial. Ongoing external call When sed to charge a call it is also possible to connect an ongoing external call to an accont code. Dring the call: Press and replace the handset to pt the call on hold. Note: Finland and Norway, dial * 7 1 * z# Dial the accont code and press. Dial tone. Lift the handset to resme the call pt on hold. 57
Other Usefl Featres General Deactivation The following featres can be simltaneosly cancelled: Callback (all Callbacks are cancelled). Diversion/Internal and External Follow-me. Manal Message Waiting/Message Diversion. Do not distrb. Order #001# Dial. d Replace the handset. Night Service When the exchange is in Night Service mode, all yor incoming calls to the operator are transferred to a selected extension or grop 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. Individal Night Service Selected external calls to the operator are transferred to one specific extension. Answer the call in the normal way. 58
Other Usefl Featres Hot line Ask yor system administrator if yo reqire this featre. Delayed Hot line When the handset of the delayed Hot line phone is lifted or when the Line key is pressed, a Call Dration timer is started. If no digit is pressed before time ot, a call is atomatically generated to a specific extension or external line. If a digit is pressed before Time ot the phone works as an ordinary phone. Direct Hot line The same featre as described above, bt no delay. Only Hot line calls can be placed from this line. To be sed 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, dring which only preprogrammed extensions are permitted to make calls. 59
Settings Settings The Dialog 4106 and Dialog 4147 phones are eqipped with a cople of setting options, yo can for instance set and adjst a personal volme and ring signal. Handset, headset and lodspeaker volme ì There are two separate volme settings, one for the lodspeaker and one for the handset/headset. Use the Volme keys to adjst the volme of the handset/headset or lodspeaker dring a call. Adjst the handset listening volme when the handset is off hook. Adjst the headset listening volme when the headset is activated. Adjst the lodspeaker volme when dial tone is heard via the lodspeaker. Press to change the volme. 60
Settings Programming the ring signal By programming, yo can adjst the ring character and ring volme. To change the ring character and volme, yo have to enter the programming mode. Press. # Press. z Programming the ring character and ring volme for the Dialog 4106 Basic The ring character can be adjsted with three different characters, each with another three volme levels. Wait for the dial tone. Select and enter digit from the table below. Digit (character) Ring character - Repetition rate Ring volme 1 1 time Soft 2 1 time Medim 3 1 time Lod 4 4 times Soft 5 4 times Medim 6 (defalt) 4 times Lod 7 10 times Soft 8 10 times Medim 9 10 times Lod 0 None Off Notes: Defalt setting is digit 6. If yo choose 0, the ring signal will be trned off ntil the next time yo go off hook. Please note also that yo will not hear the ring signal dring programming. Press. The selected ring character is stored. d Replace the handset to finish the procedre. 61
Settings Programming the ring character and ring volme for the Dialog 4147 Medim The ring character can be adjsted with five different characters and three different volme levels. Program ring character: Wait for the dial tone. î Program Press. 7 Press. z Select and enter digit from the table below. Yo can hear the chosen character. Ring character - Digit (character) Repetition rate 0 1 time 1 2 times 2 4 times 3 6 times 4 10 times î Program d Press. The selected ring character is stored. Replace the handset to finish the procedre. Note: Defalt setting is digit 0. 62
Settings Program ring volme: Wait for the dial tone. î Program Press. 6 Press. z Enter digit from the table below. Yo can hear the chosen volme. Digit (character) Ring volme 1 Soft 2 Medim 3 Lod î Program d Press. The selected ring volme is stored. Replace the handset to finish the procedre. Note: Defalt setting is digit 3. Switch off/on ring signal: Wait for the dial tone. î Program Press. 9 Press. î Program 0 or1 Press. 0=Off and 1=On. Defalt setting is digit 1. d Press. Replace the handset to finish the procedre. 63
Settings Hearing aid compatibility Since yor telephone has a bilt-in indctive copler for the hardof-hearing, anyone so desiring can se the telecoil in his/her hearing aid while telephoning. To do so, simply switch the hearing aid in the T position. Message Waiting indication Yor incoming messages can be indicated by a rapidly flashing Message key. It is possible that the line leads to the phone cold be twisted after installation (the Message Waiting LED will be on when there is no Message Waiting signal and will go off when there is a Message Waiting signal). To solve this problem there are three possible settings for the Message Waiting indication: STD This setting shold be sed when no Message Waiting indication is reqired. This is also the defalt setting pon delivery. MW+. Use this position when Message Waiting indication is reqired and the line cabling is straight. MW-. Use this position when Message Waiting indication is reqired and the line cabling is twisted. On the bottom side of yor phone: Slide the switch to the reqired position. Enable/Disable Program key Note: This featre is only spported for the Dialog 4147 phone. It is possible to enable or disable programming of the fnction keys sing a switch. When the switch is set in the Off position, no programming is possible (i.e. the memory content is locked). On the bottom side of yor phone: Slide the switch to the reqired position. 64
Settings Headset Note: This featre is only spported for the Dialog 4147 phone. To install the Headset, see section Installation on page 67. Yo can adjst the volme of the headset, see section Handset, headset and lodspeaker volme on page 60. Headset calls are handled via the Lodspeaker/Headset key. To enable the Headset fnctionality, yo have to change the Lodspeaker/Headset switch into the Headset position. On the bottom side of yor phone: Slide the switch to the reqired position. The following headset featres are available: Â ÄÂ Answer calls Press to answer. Press to end the call. Â z ÄÂ Make calls With the handset on hook. Press. Dial the nmber. Press to end the call. 65
Settings Flash time Note: This featre is only spported for the Dialog 4147 phone. Some systems reqire a different flash time for the R-key. Yo can set two different flash times (timed breaks). To find ot if yo have to change the flash time, proceed as follows: z Make a call sing any of the services that reqire R. If yo cannot se the service, yo need to change the flash time. Change flash time: Wait for the dial tone. î Program Press. 2 Press. î Program 0 or1 Press. 0=100 ms and 1=600 ms. Defalt setting is digit 0. d Press. Replace the handset to finish the procedre. 66
Installation Installation Install cables Handset cable to the left Handset cable to the right Yo can pt the cable to the handset in the notch nderneath the telephone. The cable to the exchange has to be plgged into LINE and the handset cable has to be plgged into HANDSET. Note: The headset and the data port connections are for se with the Dialog 4147 phone only. For headset servicing and replacement, contact yor local service centre or retailer shop. To change cables: Use a screwdriver to nlock the stop, and remove the cable. 67
Installation Install stands and adapt telephone Position high Position low Press to fasten stand Release to remove stand 68
Installation Install card Note: This section only applies to the Dialog 4147 phone. Use the Designation Card Manager to make and print yor own designation cards. DCM is inclded on the Enterprise Telephone Toolbox CD or it can be downloaded from: http://www.aastra.com For more information, please contact yor Aastra Certified Sales Partner. 69
Installation Wall monting The phone can be wall monted withot sing a special console. Usefl for instance in conference rooms or pblic areas. 1 Use a screwdriver to remove the handset hook. 2 Trn the hook pside down and insert. 3 Use a screwdriver to remove the two plastic covers. 4 Drill wall holes according to measrements given here. 5 Place screws according to measrements and mont the phone. 70
Installation Placing the telephone Do not place yor telephone on sensitive srfaces. Use a non-slippery pad to protect yor frnitre from possible damage. Do not place yor telephone near sorces of extreme heat, e.g. near the radiator. Make sre that the line cable isn t creased. Cleaning the telephone Use a slightly moistened (not wet) soft cloth or an anti-static cloth and wipe off the telephone careflly. Do not se rogh cloth, solvents or aggressive cleaning flids. Any damages of the telephone, that are cased by non-observance of these instrctions, are not part of the liability given by the manfactrer. 71