Alcatel OmniPCX Enterprise Alcatel 4028/4029 First User manual How Introduction Thank you for choosing a telephone from the 4028/4029 range manufactured by Alcatel. Your 4028 (IP set)/4029 (digital set) terminal has a new ergonomic layout for more effective communication. A large graphic screen, in conjunction with various keys and the navigator, allows you to make calls, configure and program your telephone, 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. How to use this guide · Actions Lift the receiver. Hang up. 2 · Keypad 2ab c 3d ef 5 jkl 6 mno Numeric keypad. Alphabetic keypad. Specific key on numeric keypad. · Navigator Move the navigation key up, down, to the left or to the right. To go back one level (press and release) or to return to the welcome page (press and hold) ; during a conversation, can be used to access the different pages (Menu, Perso, etc.) and to return to the telephone screens. · Display and display keys Smith John · Audio keys Loudspeaker, hands free. Adjustment "reduce". Adjustment "increase". Partial view of display. Display key. ... · Programmable keys and icons Line key. Icon corresponding to key. · Other fixed keys Fixed key. MENU key. Voice mail access key. · Other symbols used Means that the function is accessible from the Menu page. Means that the function is accessible from the Perso page. Means that the function is accessible from the Info page. Means that the function is subject to programming. If necessary, contact your installer. Means that the function can be accessed by pressing a programmed key - see Program the keys for the Perso page or the add-on module. These symbols can be supplemented by small icons or text. 3 How Contents Getting to know your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.6 1. Description of the screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 1.1 1.2 1.3 Welcome screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 Call management screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8 Application screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8 Toc 5. Keep in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 Diverting calls to another number (immediate diversion). . . . . . . . . . . . . . . . . . . . . . . . . Diverting your calls to your voice message service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When you return, consult recorded messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Diverting calls to your pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Forwarding your calls from the receiving terminal ("Follow me") . . . . . . . . . . . . . . . . . . Applying a selective diversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cancelling all diversions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Cancelling a specific diversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Diverting calls when your line is busy (divert if busy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Leaving a recorded message for internal callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Consulting written messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19 p.19 p.19 p.19 p.19 p.20 p.20 p.20 p.20 p.20 p.21 p.21 2. Using your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13 Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the telephone in "Hands free" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Activating the loudspeaker during a conversation (receiver lifted). . . . . . . . . . . . . . . . . . Calling your correspondent by name (company directory) . . . . . . . . . . . . . . . . . . . . . . . Make calls via your programmed call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calling from the common directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Call back the last caller. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Requesting automatic callback if internal number is busy . . . . . . . . . . . . . . . . . . . . . . . . . Answering an internal call in intercom mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending DTMF signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mute, so that your correspondent cannot hear you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9 p.9 p.9 p.9 p.10 p.10 p.10 p.10 p.10 p.10 p.11 p.11 p.11 6. Managing your charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22 6.1 6.2 Charging your calls directly to business accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22 Finding out the cost of an outside call made for an internal user from your terminal . . . p.22 7. Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23 7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 7.10 7.11 7.12 7.13 7.14 7.15 7.16 Initializing your voice mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customising your voice greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modify the password for your phone set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modify the password for your voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting the audio functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting the welcome page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Program the keys for the Perso page or the add-on module . . . . . . . . . . . . . . . . . . . . . . Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming an appointment reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Identify the terminal you are on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Lock / unlock your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring the audio jack of your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modify the associated number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Create, modify or consult your intercom list (max. 10 numbers) . . . . . . . . . . . . . . . . . . p.23 p.23 p.23 p.23 p.24 p.24 p.24 p.25 p.25 p.25 p.25 p.26 p.26 p.26 p.26 p.26 3. During a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 Making a second call during a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering a second call during a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Switching between calls (Broker call). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Three-way conference with internal and/or external correspondents (conference). . . . Talk simultaneously to more than 2 correspondents . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing a call on hold (hold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing an outside call on hold (parking) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Intrusion into an internal conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjust audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12 p.12 p.12 p.12 p.13 p.13 p.13 p.14 p.14 p.14 4. Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 4.11 Answering the general bell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manager/secretary filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Call pick-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Hunting groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calling an internal correspondent on his/her pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering a call on your pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Calling a correspondent on his/her loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending a written message to an internal correspondent . . . . . . . . . . . . . . . . . . . . . . . . . Send a voice message copy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending a recorded message to a number / a distribution list . . . . . . . . . . . . . . . . . . . . . Broadcasting a message on the loudspeakers of a station group . . . . . . . . . . . . . . . . . . . p.15 p.15 p.15 p.16 p.16 p.16 p.17 p.17 p.17 p.17 p.18 Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.27 5 Getting to know your telephone Telephone Display and display keys Contains several lines and pages providing information on calls and the functions accessible via the 6 keys associated with the words on the screen. Transfer icon: pressing the key next to this icon allows you to program or change the transfer function. Headset connected. Silent mode activated. Appointment programmed. Telephone locked. Indicator light Adjust the tilt of the screen Handset · · Flashing green: incoming call. Flashing red: alarm. Display keys: pressing a display key activates the function shown associated with it on the screen. Navigation OK key: used to validate your choices and options while programming or configuring. Left-right navigator: used to move from one page to another. Up-down navigator: used to scroll through the content of a page. Back/Exit key: to return to previous menu (short press) or return to first screen (long press) ; during a conversation, provides access to welcome screens (Menu, Info, ...) and to return to the conversation icon screens. Welcome screens Alcatel 4028 Menu page: contains all functions and applications accessible via the keys associated with the words on the screen. Perso page: contains call line keys (allowing supervision of calls) and programmable call keys. Info page: contains information on the telephone and the status of its functions: name, telephone number, number of messages, activation of transfer function, appointment reminder, etc. Socket for connecting headphones or a Hands-free / Loudspeaker unit Alphabetic keypad Call display Incoming call. Call in progress or outgoing call. Audio keys Hang-up key: to terminate a call. Hands-free/Loudspeaker Key: to make or answer a call without lifting the receiver. · Lit in hands-free mode or headset mode (short press). · Flashing in loudspeaker mode (long press). Intercom/Mute key: · during a conversation: press this key so that your correspondent can no longer hear you. · terminal idle: press this key to answer calls automatically without picking up the receiver. To adjust the loudspeaker or handset volume up or down If you get two calls at the same time, you can switch from one call to the other by pressing the display key associated with each call. Left-right navigator: used to check calls. Call on hold*. Extension unit Function keys and programmable keys Guide key: used to obtain information on functions of the 'menu' page and to program key of the 'perso' page. An extension unit can be fitted to your telephone. This provides additional keys which can be configured as function keys, line keys, call keys etc. To affix labels: push the holding strip of the unit backwards to you and lift it. Install the label under the keypad, in the housing designed for, and place the keypad back into position. Messaging key to access various mail services: if the key flashes orange, a new voice message, a new text message or a call-back request has been received. 'Redial' key: to access the 'Redial' function. 6 Programmable key (F1 and F2 keys): lit when the function associated with the key is activated. 1 1.1 Description of the screens Other Welcome screens Perso page: contains call line keys (allowing supervision of calls) and programmable call keys. The up-down navigator is used to access all the direct call keys (apart from those displayed by default). Direct call keys are programmed or modified via the Information key. Menu page Perso page Info page Time and status icon Date Call forwarding icon Stationary: no forwarding activated. Rotating: forwarding activated Scroll bar: shows the position on a page Displays the content of the page selected Info page: contains information on the telephone and the status of its functions: name, telephone number, number of messages, activation of transfer function, appointment reminder, etc. Menu page: contains all functions and applications accessible via the keys associated with the words on the screen. From this page, it is possible to adjust the ringer volume and screen brightness, program the time of an appointment, lock the terminal, define the default page displayed, configure voice mail, and access telephone functions such as calling back one of the last 10 numbers or intercepting calls. Left-right navigator: used to move from one page to another. Up-down navigator: used to scroll through the content of a page. 7 1 1.2 Description of the screens 1.3 Call management screen Application screen Date Incoming call icon Time and status icon Date Application name Time and status icon Call holding icon Call in progress icon Application screen Events screen Pop-up display of functions accessible while the call is taking place Incoming call presentation screen. This screen is temporarily displayed when a call arrives and shows the name and/or number of the caller. Each tab corresponds to a call, the status of which is symbolized by its icon (in progress, held, arrival of new call). When a call is in progress, use the left-right navigator to look at held or incoming calls. Application screen: displays information relevant to programming or configuring the telephone. Events screen: displays events connected to the programming or configuration operations in progress, confirmation, rejection, error, etc. Use the up-down navigator to display the functions accessible. These functions (transfer, conference, etc.) are directly related to the status of the call consulted. For example, the transfer function will not be available between a call in progress or a held call and an incoming call. Back/Exit key: used to switch from a telephone screen to an application screen. For example, can be used while a call is in progress to look up a number, program an appointment reminder, etc. Calls can also be managed from the Perso page. While the call is in progress, press the Back/Exit key and display the Perso page. Calls in progress or waiting are displayed on the different line keys. It is then possible to converse with the caller of your choice by pressing the key associated with him. 8 2 2.1 Using your telephone Other Making a call 2.3 Using the telephone in 'Hands free' mode Terminal idle: 2 ab c 3 de f 5 jkl 6 o mn OR 2 ab c 3 de f o 5 jkl 6 mn OR dial directly the number for your call bc lift the receiver number required hands free you are in hands free mode Press and release OR terminate your call 2a 3d ef o 5 jkl 6 mn OR Paul Conversation 00:23' Call in progress: number required programmed line key correspondent's name during a conversation Paul Conversation 00:23' To make an external call, dial the outside line access code before dialling your correspondent's number. 9 is the default code for an outside line. during a conversation press and release During a conversation, you can lift the receiver without terminating the call. For the operator, dial '0' (by default). · If the internal or outside number does not reply: LS announce 2.4 Text mail Activating the loudspeaker during a conversation (receiver lifted) Loudspeaker. OR Call back OR broadcast a message on the loudspeaker of the free terminal Text mail request callback to a busy terminal send a written message Paul Conversation 00:23' the loudspeaker key flashes during a conversation OR activate loudspeaker (long press) OR OR the key is no longer lit send a voice message go to next screen 2.2 Receiving a call adjust volume (7 levels) deactivate loudspeaker (long press) press and release the loudspeaker key to switch to hands free mode (light steady). OR OR Paul is calling lift the receiver hands free press the key next to the 'incoming call' icon 9 2 2.5 Using your telephone 2.8 Calling your correspondent by name (company directory) Redialling 10:30 OR menu Redial enter the name or initials or the surname and first name of your correspondent select the type of search you want (last name, last name and first name* or initials*) 'Redial' key reach the 'Menu' page Display of all the correspondents meeting the search criteria last number redial 2.9 OR Call back the last caller (whose call was not answered) caller Callback last OR display the previous and next names press the key associated with the correspondent to call modify the search 10:30 menu No reply Last caller : *Name must be entered in format name/space/first name. reach the 'Menu' page call back the last caller 2.6 Make calls via your programmed call keys 2.10 Requesting automatic callback if internal number is busy 10:30 PERSO Helen internal number busy Call back callback request acknowledged access the 'Perso' page find the correspondent you want to call from the programmed call keys call the chosen correspondent 2.7 Calling from the common directory Your terminal has access to a common directory of outside numbers. 2a bc 3d ef 5 jkl 6 o mn directory number 10 2 2.11 Using your telephone 2.13 Answering an internal call in intercom mode Mute, so that your correspondent cannot hear you 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. You can hear your correspondent but he/she cannot hear you: · To activate - Terminal idle: Paul Conversation 00:23' The key lights up corresponding LED lights up during a conversation disable microphone When your caller hangs up, intercom mode remains active. The key is no longer lit · To deactivate - Terminal idle: resume the conversation the corresponding LED goes out 2.12 Sending DTMF signals During a conversation you sometimes have to send DTMF signals, such as with a voice server, an automated attendant or a remotely consulted answering machine. Paul Conversation 00:23' * OR Send DTMF during a conversation to activate The function is automatically cancelled when you hang up. 11 3 3.1 During a conversation Other Answer call displayed: Making a second call during a conversation OR Take call John Conversation 00:23 Enquiry call Paul Conversation 00:23' 2a bc 3d ef 5 jkl 6 o mn John Conversation 00:23 number of second correspondent · Other methods for calling a second correspondent 2a bc during a conversation the first call is on hold the first call is on hold line key for which icon is flashing · To return to your first caller and end the conversation in progress: John Conversation 00:23 Paul In conversation OR OR 3d ef 5 jkl 6 o mn Dial directly the number for your call. Name of second correspondent. - To access the 'Redial' function (press and hold). - Call back on the last 10 number dialled (short press). Programmed line key. key associated with the 'incoming call' icon 3.3 Switching between calls (Broker call) During a conversation, a second call is on hold. To accept the second call: · To cancel your second call and recover the first: Enquiry off John Conversation 00:23 OR John Conversation 00:23 Paul Conversation 00:23' Paul Conversation 00:52 key associated with the 'incoming call' icon your first call is placed on hold If you make an error, hang up: your telephone will ring and you will recover your first call. 3.4 Transferring a call · To transfer your call to another number: 3.2 Answering a second call during a conversation 2a bc 3d ef · A second correspondent is trying to call you: Paul Conversation 00:23' 5 jkl 6 o mn John Conversation 00:23 during a conversation Paul Conversation 00:23' Paul is calling Calling a second person during a conversation the first call is on hold during a conversation name or no. of the caller displayed for 3 seconds 12 3 · If the number receiving the transfer answers: Call back During a conversation 3.6 Talk simultaneously to more than 2 correspondents You are in a conference call with 2 correspondents. To add another correspondent to the conference: You can also transfer your call immediately, without waiting for the number to answer, using either of the two methods described above. Paul John 00:23 Add 2a bc 3d ef o 5 jkl 6 mn OR Transfer between two outside calls is not generally possible (depends on country concerned and system configuration). correspondent's name or number Insert Conference Number of participants: 3.5 Three-way conference with internal and/or external correspondents (conference) During a conversation, a second call is on hold: 3.7 Conference John Conversation 00:23 Placing a call on hold (hold) Paul John 00:23 · Exclusive hold: select the 'conference' function Cancel conference and return to first correspondent (if conference is active): During a conversation, you wish to place the call on hold and recover it later, on the same telephone. Put on hold Paul Conversation 00:23' Paul On hold End conference during a conversation · Recover the call on hold: your call is placed on hold Hang up on all correspondent (if conference is active): End conference OR Paul On hold Paul Conversation 00:23' After the conference, to leave your two correspondents talking together: key associated with the 'incoming call' icon Call back OR 13 3 · Common hold: To recover your call on any telephone in your system. During a conversation Call pick up services Hold Park/retrieve call Paul Conversation 00:23' during a conversation Recover the call on hold from any telephone: your call is placed on hold If the parked call is not recovered within a preset time (default value 1 min 30), it is transferred to the operator. Paul Conversation 00:23' 3.9