User manual ALCATEL-LUCENT ADVANCED REFLEXES - MANUAL

Alcatel Advanced ReflexesTM Alcatel OmniPCX Office ARCHITECTS OF AN INTERNET WORLD User guide Thank you for choosing one of our Reflexes, range of telephones, and for your confidence in Alcatel Your Alcatel Advanced Reflexes digital telephone offers you all the latest design features, so that it is very easy to use, while providing the most efficient means of communication Your easy-to-use Alcatel Advanced Reflexes telephone offers you: a receiver that is pleasant to use: it fits nicely in the hand with a flexible grip section, communication is even more convenient using the audio keys (loudspeaker, hands free), using the convenient alphabetic keypad, you can call your correspondents by name, transparent magnifying keys for immediate reading of your of your programmed settings (direct calls, functions, etc.). Your ultra-efficient Alcatel Advanced Reflexes telephone offers you: a screen, with keys and a navigator, that displays your correspondent's number or name, and allows easy transition between functions (call transfer, three-way conference), screen-displayed call icons (busy, free, on hold) to help you manage your calls (switching between correspondents), a complete range of connection interface units for data transmission, assisted telephone applications (CTI*) or easy connection of analogue (fax, answering machine) or ISDN terminals (PC with ISDN board, G4 fax). *CTI : Computer Telephone Integration How 2 How to use this guide? You have an Alcatel Advanced Reflexes digital telephone. The large display, navigator and alphabetic keypad will help you use your telephone easily and make optimum use of the many functions offered. How · Actions lift the receiver. hang up. Description of an action or context. · Keypad Numeric keypad. Alphabetic keypad. Specific key on numeric keypad. · Navigator Move the navigation key up, down, to the left or to the right. · Audio keys Loudspeaker. hands free. Adjustment "reduce". · Display and display keys Smith John Adjustment "increase". Partial view of display. Display key. · Other fixed keys Fixed key. MENU key. · Programmable keys and icons line key. Icon corresponding to key. · Other symbols used OR Alternative to action sequence. Key programmed by technician to access Important information. service. These symbols can be supplemented by small icons or text. All default or customized function codes are given in the table of codes in the appended sheet. The features described in this manual and indicated with an asterisk (*) can only be accessed with some software versions. 3 Contents Getting to know your telephone . . . . . . . . . . . p.8 1. Using your telephone . . . . . . . . . . . . . . . . . . . . p.11 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 1.13 1.14 1.15 1.16 1.17 1.18 Making or answering a call without lifting the receiver (hands free) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Making an outside call . . . . . . . . . . . . . . . . . . . . . . . . . . . Making an internal call. . . . . . . . . . . . . . . . . . . . . . . . . . . Calling your correspondent by name (company directory) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calling from your personal directory . . . . . . . . . . . . . . . Calling from the common directory. . . . . . . . . . . . . . . . Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering calls using the voice mailbox. . . . . . . . . . . . . . . Redialling*. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Temporarily storing a number to call again . . . . . . . . . . Requesting automatic callback if internal number is busy Answering an internal call in intercom mode. . . . . . . . . Sending DTMF signals . . . . . . . . . . . . . . . . . . . . . . . . . . . Making an ISDN call . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hiding your identity (ISDN call) . . . . . . . . . . . . . . . . . . . Identifying a malicious call (ISDN call) . . . . . . . . . . . . . . Activating the loudspeaker during a conversation (receiver lifted). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mute, so that your correspondent cannot hear you . . . p.11 p.12 p.12 p.13 p.14 p.14 p.15 p.15 p.16 p.16 p.17 p.17 p.18 p.19 p.20 p.21 p.21 p.22 Toc 4 Contents 2. During your communication . . . . . . . . . . . . . . p.23 Making a second call during a conversation . . . . . . . . . . Answering a second call during a conversation . . . . . . . Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Switching between calls (Broker call) . . . . . . . . . . . . . . . Three-way conference with internal and/or external correspondents (conference) . . . . . . . . . . . . . . . . . . . . . 2.6 Placing a call on hold (hold) . . . . . . . . . . . . . . . . . . . . . . 2.7 Placing an outside call on hold (parking) . . . . . . . . . . . . 2.8 Getting information about camped-on calls . . . . . . . . . . 2.9 Intrusion into an internal conversation . . . . . . . . . . . . . 2.10 Store a number*. . . . . . . . . . . . . . . . . .. . . . . . . . . . . . 2.1 2.2 2.3 2.4 2.5 p.23 p.24 p.25 p.26 p.26 p.27 p.28 p.29 p.30 p.30 3. Sharing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.31 Receiving supervised call ringing . . . . . . . . . . . . . . . . . . . Answering a general bell . . . . . . . . . . . . . . . . . . . . . . . . . Filtering calls for "manager/secretary" groups . . . . . . . . Call pick-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering briefly in place of the operator. . . . . . . . . . . Monitoring calls to other terminals . . . . . . . . . . . . . . . . Hunting groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calling an internal correspondent on his/her pager. . . . Calling a correspondent on his/her loudspeaker . . . . . . Sending a written message to an internal correspondent Sending a written message to an ISDN correspondent . Send a voice message copy . . . . . . . . . . . . . . . . . . . . . . . Sending a recorded message to a number / a distribution list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.14 Broadcasting a message on the loudspeakers of a station group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3.15 Answering a call on your pager . . . . . . . . . . . . . . . . . . . 3.16 Allocating an outside line . . . . . . . . . . . . . . . . . . . . . . . . 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 3.12 3.13 p.31 p.31 p.32 p.33 p.34 p.34 p.35 p.36 p.36 p.37 p.39 p.39 p.41 p.42 p.42 p.43 5 Contents 4. Keep in touch . . . . . . . . . . . . . . . . . . . . . . . . . . . p.44 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 4.12 4.13 4.14 4.15 4.16 Selecting calls to be diverted . . . . . . . . . . . . . . . . . . . . . Diverting calls to another number (immediate diversion) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Diverting your calls to your voice message service . . . . Activate/disable the personal assistant . . . . . . . . . . . . . . Personal assistant : reaching you with one number only Diverting calls to your pager . . . . . . . . . . . . . . . . . . . . . Forwarding your calls from the receiving terminal ("Follow me") . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Applying a selective diversion . . . . . . . . . . . . . . . . . . . . . Diverting all group calls. . . . . . . . . . . . . . . . . . . . . . . . . . Cancelling all diversions . . . . . . . . . . . . . . . . . . . . . . . . . Cancelling a specific diversion. . . . . . . . . . . . . . . . . . . . . Diverting calls when your line is busy (divert if busy) . . Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When you return, consult recorded messages . . . . . . . Leaving a recorded message for internal callers . . . . . . Consulting written messages . . . . . . . . . . . . . . . . . . . . . p.44 p.44 p.45 p.45 p.45 p.46 p.47 p.48 p.48 p.49 p.49 p.50 p.50 p.51 p.52 p.53 5. Managing your charges . . . . . . . . . . . . . . . . . . . p.54 5.1 5.2 5.3 Charging your calls directly to business accounts . . . . . p.54 Finding out the cost of an outside call made for an internal user from your terminal . . . . . . . . . . . . . . . . . . . . . . p.55 Charging the cost of an outside call to your company . p.55 6 Contents 6. Your telephone fits your needs . . . . . . . . . . . . p.56 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6.11 6.12 Initializing your voice mailbox. . . . . . . . . . . . . . . . . . . . . Customising your voice greeting . . . . . . . . . . . . . . . . . . Modifying your personal code . . . . . . . . . . . . . . . . . . . . Selecting ringer tune and adjusting volume . . . . . . . . . . Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming direct call keys . . . . . . . . . . . . . . . . . . . . . Programming your personal directory . . . . . . . . . . . . . . Programming an appointment reminder . . . . . . . . . . . . Identify the terminal you are on . . . . . . . . . . . . . . . . . . . Broadcasting background music on your loudspeaker. . Locking your terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . p.56 p.56 p.57 p.57 p.58 p.58 p.59 p.60 p.61 p.62 p.62 p.62 Guarantee and clauses . . . . . . . . . . . . . . . . . . . p.63 7 Getting to know your telephone Navigator Lets you browse through several pages of the display and select a line (the bottom line is implicitly active). Top line Previous page Bottom line Next page Guide key This key lets you: · obtain information about the telephone · program the keys Light indicating messages received. Mute key so that your correspondent can no longer hear you. Hang-up key To terminate a call or programming. Audio keys Loudspeaker: to share a conversation to reduce to increase loudspeaker loudspeaker or receiver or receiver volume volume Hands free: to make or answer a call without lifting the receiver Alphabetic keypad Protected by a flap, used for call by name, message service and programming. You have a self-adhesive 'Memo' label to stick inside the flap. 8 Display and display keys Displays 2 lines and several pages giving information on your correspondent and the functions available through the keys associated with the lines of the display screen. Divert your calls to another StoreN Divert Call required number. number. Lock Prohibit outside calls. Make an appointment. Pick up a call to another number. Read+ Display more information if required. Customize your terminal. Programme company data. Appmnt Custo PickUp Operat Programmable keys and icons To make a call, activate a service or manage your calls. Icons are associated with each of these keys: Line icons: Incoming call (flashing). Call in progress. Call on hold. Call on common hold. Function icons: Function active. Function requiring action. Terminal or line busy. Preprogrammed function keys: Divert your calls to another terminal. Access the various mail services. Access your personal directory. Transfer call to another terminal. Make an ISDN call. 9 Installing the programmable key label A printed label is supplied with the terminal. This should be installed beneath the programmable keys. How 1. 2. 3. 4. Insert a flat " blade " into the slot (1 slot per key block). Raise the cover. Slide the printed label into position. Replace the cover. 10 1 1.1 Using your telephone Other Making or answering a call without lifting the receiver (hands free) OR OR line key (internal or external) number required Helen OR you are in hands free mode your correspondent's name terminate your call During a conversation, you can lift the receiver without terminating the call. during a conversation 11 1 1.2 Making an outside call · Making a call: OR 0155667000 number required "Outside line" key tells you the status of your call 9 is the default code for an outside line. 1.3 Making an internal call OR OR internal number required default code for "Operator call" function line key name and number of person called 12 1 ¤Intru OR ¤Cback OR Text broadcast a message on the loudspeaker of the free terminal OR request callback to a busy terminal send a written message NbSave go to next screen store number to call again 1.4 Calling your correspondent by name (company directory) Smith John first letters of your correspondent's name proposes a name followed by a corresponding telephone number and sequence number in list · If name is OK Send make the call 13 Using your telephone · If the internal or outside number does not reply: 1 · If name is not OK: FName OR Rubout OR Next extend search in list erase last letter entered show next name Prev OR Exit OR show previous name return to main menu 1.5 Calling from your personal directory shows first ten names already entered in directory* Helen OR calling the selected correspondent access other correspondents * To enter your numbers see 'Programming your personal directory'. 1.6 Calling from the common directory Your terminal has access to a common directory of outside numbers. directory number 14 1 1.7 Receiving a call correspondent's name or number your telephone rings Smith John · To answer: OR OR 1.8 Filtering calls using the voice mailbox This service lets you filter incoming calls to your voice mailbox. When your caller leaves his message you can choose to communicate with him. · Activating call screening : programmed key 'Voice mailbox screening' enter your personal code 15 Using your telephone 1 · When you receive a call : 0155667000 name or number of the caller OR you hear the message left by your caller hands free to take the call OR OR to stop listening only Other same key to stop listening and deactivate the screening 1.9 Redialling* Redial Next OR Prev Call call required number select the "Redial" function select the No. in the last ten issued 1.10 Temporarily storing a number to call again NbSave the number called does not reply record number dialled number remains stored until another number is recorded · Redialling the stored number: StoreN 0155667000 call number stored 16 1 1.11 Requesting automatic callback if internal number is busy internal number busy ¤Cback callback request acknowledged · Cancelling callback request: ×Cback 1.12 Answering an internal call in intercom mode You can answer without lifting the receiver. When you receive an internal call, your telephone rings and you are connected directly in hands free mode. The screen shows the caller's identity. corresponding LED lights up When your caller hangs up, intercom mode remains active.. 17 Using your telephone 1 1.13 Sending DTMF signals During a conversation you sometimes have to send DTMF signals, such as with a voice server, an automatic attendant or a remotely consulted answering machine. during a conversation ¤DTMF ×DTMF to activate to disable The function is automatically cancelled when you hang up. 18 1 1.14 Making an ISDN call screen shows number dialled number called Send OR Rubout OR Exit send call erase last character return to initial screen * SubAdr OR Secret OR access ISDN services add a subaddress keep your identity secret Text OR send a written message * Sending a subaddress You may have to add a four-digit subaddress to the number called (to obtain a fax, PC or telephone, etc.). SubAdr OK Send enter subaddress on keypad 19 Using your telephone 1 1.15 Hiding your identity (ISDN call) When you call an internal or an outside ISDN number, your number is automatically sent. You can hide your identity before sending your call. Secret number called hidden identity status is shown Choice OK Send your identity remains hidden from your correspondent function is disabled at end of call · You can hide your identity for all calls: hidden identity remains active while key icon is lit up "Secret" programmed key · To cancel hidden identity function: "Secret" programmed key 20 1 1.16 Identifying a malicious call (ISDN call) When you receive a call, you can ask the network operator to record informations about your communication (correspondents' numbers, date and time of call, subaddress, etc.). during a conversation Mcid service request acknowledged Using this service requires to take out a subscription to the network operator. 1.17 Activating the loudspeaker during a conversation (receiver lifted) during a conversation activate loudspeaker OR adjust volume (7 levels) deactivate loudspeaker 21 Using your telephone 1 1.18 Mute, so that your correspondent cannot hear you You can hear your correspondent but he/she cannot hear you: during a conversation disable microphone corresponding LED lights up resume the conversation 22 2 2.1 During your communication Other Making a second call during a conversation OR during a conversation OR number of second correspondent name of second correspondent line key Helen OR first call is placed on hold · To cancel your second call and recover the first: line key for which icon is flashing If you make an error, hang up: your telephone will ring and you will recover your first call. 23 2 2.2 Answering a second call during a conversation · A second correspondent is trying to call you: during a conversation Smith John caller's name or number flashing for 3 seconds first call is placed on hold line key for which icon is flashing · To recover your first call: line key corresponding to icon If you hang up without answering the second call, your telephone will ring. 24 2 2.3 Transferring a call · To transfer your call to another number: during a conversation first call is placed on hold number required · If the number receiving the transfer answers: Transf OR OR if allowed by system configuration You can also transfer your call immediately, without waiting for the number to answer, using either of the two methods described above. Transfer between two outside calls is not generally possible (depends on country concerned and system configuration). 25 During your communication 2 2.4 Switching between calls (Broker call) During a conversation, a second call is on hold. To recover the second call: your first call is placed on hold line key corresponding to icon 2.5 Three-way conference with internal and/or external correspondents (conference) During a conversation, another call is on hold: ¤Conf ×Conf 3-way conference cancel conference and return to first correspondent hang up on all correspondents After the conference, to leave your two correspondents talking together: ¤Conf Transf 26 2 2.6 Placing a call on hold (hold) · Exclusive hold: During a conversation, you wish to place the call on hold and recover it later, on the same telephone. your call is placed on hold line key · Recover the call on hold: line key corresponding to icon · Common hold: To recover your call on any telephone in your system. Hold your call is placed on hold · Recover the call on hold from any telephone: line key corresponding to icon 27 During your communication 2 2.7 Placing an outside call on hold (parking) You can place an outside call on hold and recover the call on another telephone: during a conversation Park OR "Parking" function code · To recover the parked call: PickUp RetPrk number of telephone from which call was parked OR "Retrieve parked call" function code number of telephone from which call was parked If the parked call is not recovered within a preset time (default value 1 min 30), it is transferred to the operator. 28 2 2.8 Getting information about camped-on calls · Another call is received: during a conversation, you hear a beep beep the call is automatically placed on hold Smith John identity shown briefly · Check identity of callers on hold: Queue Next OR Prev last call received check other calls Answer answer call displayed 29 During your communication 2 2.9 Intrusion into an internal conversation Your correspondent's line is busy. If the number is not "protected" and if authorised, you can intrude into the call: ¤Intru ×Intru same key to deactivate · Protection against intrusion: OR "Protect a call" programmed key or function code your correspondent's number Protection is cancelled when you hang up. 2.10 Store a number* To store the displayed number in the personal directory while a communication is in progress: »Rep ...... select a record in the enter the name of directory your correspondent OK apply (twice) 30 3 3.1 Sharing Other Receiving supervised call ringing To receive the special ringing for calls to another number: "Supervised call ringing" programmed key same key to cancel 3.2 Answering a general bell When the operator is absent, outside calls to the operator are indicated by a general bell. To answer: PickUp GenBel OR OR "Answer general bell" programmed key or function code 31 3 3.3 Filtering calls for 'manager/secretary' groups System configuration allows "manager/secretary" groups to be formed, so that the manager's calls can be directed to one or more secretaries. · From the manager's or secretary's telephone: incoming calls are filtered by a chosen person (secretary, etc.) "Filter" programmed key same key to cancel Filtering is indicated on the manager's telephone by the icon corresponding to the "filtering" programmed key.