Alcatel OmniPCX Enterprise Alcatel 4018/4019 First User manual How Introduction Thank you for choosing a telephone from the 4018/4019 range manufactured by Alcatel. Your terminal has a new ergonomic layout for more effective communication. How to use this guide Lift the receiver. Hang up. c Line key. 2 Specific key on numeric keypad. Partial view of display.;. 2ab 3d ef 5 jkl 6 mno Numeric keypad. 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 Programming the programmable keys. Adjustment "reduce". Adjustment "increase". Loudspeaker, hands free. Fixed key. MENU key. Voice mail access key. Move the navigation key up or down. 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. These symbols can be supplemented by small icons or text. 3 How Contents Getting to know your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.6 1. Using your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using the telephone in "Hands free" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Activating the loudspeaker during a conversation (receiver lifted). . . . . . . . . . . . . . . . . . Make a call using the personal phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Make a call-back request to a busy number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering an internal call in intercom mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 p.7 p.7 p.7 p.8 p.8 p.8 p.8 Toc 6. Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modify the password for your phone set. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modify the password for your voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring the telephone ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming your personal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming the programmable keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming an appointment reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Identify the terminal you are on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Lock / unlock your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21 p.21 p.21 p.21 p.22 p.22 p.23 p.23 p.23 p.23 p.24 p.24 2. During a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 second call during a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering a second call during a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Barring the reception of a new call during communication. . . . . . . . . . . . . . . . . . . . . . . . Switching between calls (Broker call). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Three-way conference with internal and/or external correspondents (conference). . . . Placing a call on hold (hold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing an outside call on hold (parking) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Intrusion into an internal conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending DTMF signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mute, so that your correspondent cannot hear you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjust audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Recording the current conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9 p.9 p.9 p.10 p.10 p.10 p.10 p.11 p.11 p.11 p.12 p.12 p.12 Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25 3. Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 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 . . . . . . . . . . . . . . . . . . . . . p.13 p.13 p.13 p.14 p.14 p.14 p.15 p.15 p.15 p.16 4. Keep in touch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17 4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 Diverting calls to another number (immediate diversion). . . . . . . . . . . . . . . . . . . . . . . . . Diverting your calls to your voice message service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When you return, consult recorded messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Forwarding your calls from the receiving terminal ("Follow me") . . . . . . . . . . . . . . . . . . Cancelling all diversions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Diverting calls when your line is busy (divert if busy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Leaving a recorded message for internal callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Consulting written messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17 p.17 p.17 p.18 p.18 p.18 p.18 p.18 p.19 5. Managing your charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20 5.1 5.2 Charging your calls directly to business accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20 Finding out the cost of an outside call made for an internal user from your terminal. . . p.20 5 Getting to know your telephone Telephone Handset Alphanumeric keypad Navigation Who am I Lock Up-down navigator: used to navigate around the home page, through the menus or in a text zone when entering characters. The home page consists of: · Information on the status of the set (set locked, call forward, etc.) · Date and time · Set programming and configuration functions Settings Functions accessible (set in idle position): Who am I Features accessible in conversation: Enquiry Identify the terminal you are on, Calling a second person during a conversation, Sending DTMF signals, Lock Lock / unlock your telephone, Divert your calls to another number. (immediate forwarding, forward to voice mail, forward to bleeper), Configure the set (personal assistant, display, ring tone, voice mail, etc.), Accessing recent calls made and unanswered external calls. Send DTMF Forward Record Recording the current conversation, Barring the reception of a new call during communication. Alcatel 4018 Settings Forbid camp on Events . Other features can be accessed depending on the configuration of the system. Audio keys Hang-up key: to terminate a call. Hands-free/Loudspeaker Key: to make or answer a call without lifting the receiver (Alcatel 4018). · 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. OK OK key: used to validate your choices and options while programming or configuring. Back/Exit key: to return to previous menu (short press) or return to first screen (long press). Function keys and programmable keys To adjust the loudspeaker or handset volume up or down Guide key: Use to obtain information on the pre-programmed keys or to access the set programming or configuration. Phone book key: Access your personal directory. Pre-programmed function keys and programmable key Lit when the function associated with the key is activated. Function keys 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 (short press) · Call back on the last 8 number dialled (long press). 6 1 1.1 Using your telephone Other Making a call 1.3 Using the telephone in 'Hands free' mode (Alcatel 4018 only) Terminal idle: 2a bc 3d ef 5 jkl 6 o mn OR 2a bc 3d ef o 5 jkl 6 mn OR 2a bc 3d ef 5 jkl 6 o mn dial directly the number for your call lift the receiver number required hands free (Alcatel 4018 only) number required you are in hands free mode press and release Call in progress: OR conv. programmed line key during a conversation Helen 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). 1.4 1.2 Activating the loudspeaker during a conversation (receiver lifted) Loudspeaker. Receiving a call Helen OR the loudspeaker key flashes OR lift the receiver hands free (Alcatel 4018 only) press the key for the line that is lit up during a conversation activate loudspeaker (long press) OR The key is no longer lit adjust volume (9 levels) deactivate loudspeaker (long press) press and release the loudspeaker key to switch to hands free mode (light steady). 7 1 1.5 Using your telephone 1.7 Make a call using the personal phone book Make a call-back request to a busy number 2a bc 3d ef 5 jkl 6 o mn OR OK the number you are calling is busy Call back OK press and release press the programmed key directly (0 to 9) select the contact to call start the call 1.8 1.6 Answering an internal call in intercom mode (Alcatel 4018 only) Redialling 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. Redialling the last number dialled (redial) · To activate - Terminal idle: corresponding LED lights up last number redial 'redial' key(short press) Call back on the last 8 number dialled When your caller hangs up, intercom mode remains active. · To deactivate - Terminal idle: OR Events OK Redial list OK the corresponding LED goes out 'redial' key (long press) OK select the no. in the last ten issued start the call 8 2 2.1 During a conversation Other Making a second call during a conversation 2.2 Answering a second call during a conversation · A second correspondent is trying to call you: Helen 2a bc 3 f de o mn 5 jkl 6 OR Send DTMF OK Helen Smith John during a conversation number of second correspondent during a conversation answer call displayed name or no. of the caller displayed for 3 seconds light flashes the first call is on hold the first call is on hold · Other methods for calling a second correspondent Call back on the last 10 number dialled (long press). line key for which icon is flashing · To return to your first caller and end the conversation in progress Calling from your personal directory (PersSpDial) Helen OR Programmed line key. · To cancel your second call and recover the first: during a conversation key for the line whose light is flashing Helen during a conversation key for the line whose light is flashing 2.3 Barring the reception of a new call during communication During communication, you do not want to be called by another caller: If you make an error, hang up: your telephone will ring and you will recover your first call. Forbid camp on OR Allow camp on OK to bar or authorize new calls during communication 9 2 2.4 During a conversation cancel conference and return to first correspondent Switching between calls (Broker call) End conference OK During a conversation, a second call is on hold. To accept the second call: After the conference, to leave your two correspondents talking together: your first call is placed on hold light flashes hang up 2.5 Transferring a call 2.7 · To transfer your call to another number: ef Placing a call on hold (hold) · Exclusive hold: Helen 2a bc 3d During a conversation, you wish to place the call on hold and recover it later, on the same telephone. the first call is on hold 5 jkl 6 o mn during a no. of the 2nd conversation terminal · If the number receiving the transfer answers: Helen your call is placed on hold Call back OK press the key for the line that is lit up (call in progress) · Recover the call on hold: during a conversation OR Reply OK Helen Transfer between two outside calls is not generally possible (depends on country concerned and system configuration). key for the line whose light is flashing during a conversation 2.6 Three-way conference with internal and/or external correspondents (conference) During a conversation, a second call is on hold Helen Conference OK during a conversation 10 2 2.8 During a conversation · Protection against intrusion: Intrusion protection Placing an outside call on hold (parking) Park/retrieve call Settings OK Services OK Consultation OK You can place an outside call on hold and recover the call on another telephone: Helen Park the call OK 2a bc 3d ef 5 jkl 6 o mn Additional services OK Intrusion protect OK Intrusion OK 2a bc 3d ef 5 jkl 6 o mn during a conversation enter the number of the telephone on which you want to resume the conversation Protection is cancelled when you hang up. twice enter the number Your correspondent is parked and hears the hold melody. · To recover the parked call: Park/retrieve call Settings OK Services OK Consultation OK 2.10 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. Call pick up OK Park/retrieve OK Consultation OK Helen Send DTMF OK during a conversation If the parked call is not recovered within a preset time (default value 1 min 30), it is transferred to the operator. to activate The function is automatically cancelled when you hang up;. 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: Intrusion OK 11 2 2.11 During a conversation Mute, so that your correspondent cannot hear you You can hear your correspondent but he/she cannot hear you: Helen The key lights up during a conversation disable microphone The key is no longer lit resume the conversation 2.12 Adjust audio volume During a call, to adjust the volume level of the loudspeaker or receiver: Helen OR during a conversation adjust audio volume 2.13 Recording the current conversation To record the conversation during communication: Record OK to start recording to stop the recording At the start or end of recording, your correspondent hears a beep. 12 3 3.1 Sharing Other Answering the general bell Night service call pick up 3.3 Call pick-up You hear a telephone ringing in an office where no-one can answer. If authorised, you can answer the call on your own telephone. When the operator is absent, outside calls to the operator are indicated by a general bell. To answer: · If the telephone ringing is in your own pick-up group: Group call pick up Settings OK Services OK Consultation OK Settings OK Services OK Consultation OK Call pick up OK