User manual ALCATEL-LUCENT 4018 - OMNIPCX OFFICE

Alcatel OmniPCX Office 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. 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 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 1.9 1.10 1.11 1.12 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 a call using the personal phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering calls using the voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Make a call-back request to a busy number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering an internal call in intercom mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Sending DTMF signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mute, so that your correspondent cannot hear you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 p.7 p.7 p.7 p.7 p.8 p.8 p.8 p.8 p.8 p.9 p.9 Toc 4. Keep in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17 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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . When you return, consult recorded messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Diverting calls when your line is busy (divert if busy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Leaving a recorded message for internal callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Consulting written messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Message notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17 p.17 p.17 p.17 p.17 p.18 p.18 p.18 p.18 p.18 p.19 p.19 p.19 p.19 p.20 p.20 2. During a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 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). . . . Placing a call on hold (hold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Placing an outside call on hold (parking) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Intrusion into an internal conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Store a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjust audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10 p.10 p.10 p.10 p.11 p.11 p.11 p.11 p.12 p.12 5. Managing your charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21 5.1 5.2 Charging your calls directly to business accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21 Finding out the cost of an outside call made for an internal user from your terminal . . . p.21 6. Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10 6.11 6.12 6.13 Initializing your voice mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customising your voice greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying your personal code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring the telephone ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Make a call using the personal phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming an appointment reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Identify the terminal you are on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Broadcasting background music on your loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . Lock / unlock your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Activating/deactivating "forced headset" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22 p.22 p.22 p.22 p.23 p.23 p.23 p.23 p.24 p.24 p.24 p.24 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 3.11 3.12 3.13 Receiving supervised call ringing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering the general bell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Manager/secretary filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Call pick-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering briefly in place of the operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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.13 p.13 p.13 p.13 p.13 p.14 p.14 p.14 p.14 p.14 p.15 p.16 p.16 Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.26 5 Getting to know your telephone Telephone Navigation Handset Who am I Lock Alphanumeric keypad Settings 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. Functions accessible (set in idle position): Who am I Features accessible in conversation: Hold Identify the terminal you are on, Placing a call on hold (hold), Rediallist Call back on the last 10 number dialled, ¤MFcode Sending DTMF signals, Store the number in the personal phone book, Call a second correspondent using call by name. Lock Lock / unlock your telephone, Savetorep Appointment Programming an appointment reminder, 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.), Using call by name. Dial by name Forward Settings Dial by name . Other features can be accessed depending on the configuration of the system. OK OK key: used to validate your choices and options while programming or configuring. 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. To adjust the loudspeaker or handset volume up or down Back/Exit key: to return to previous menu (short press) or return to first screen (long press). You can also use this key to correct a character you entered. Function keys and programmable keys Guide key: use to obtain information on the pre-programmed keys or to access the set programming or configuration. Phone book key: phone book key to access your personal phone book (short press) or to make a call by name (long press or press twice). Pre-programmed function keys and programmable key: Lit when the function associated with the key is activated. The 6-key block consists of: two line keys, one 'immediate forwarding or cancel call-forward' key, one 'conference' key, one 'transfer' key, one direct call key to programme. Function keys Messaging key to access various mail services: if the key flashes, a new voice message or a new text message has been received. 'Redial' key : · To access the 'Redial' function (short press) · Call back on the last 10 number dialled (long press). 6 1 1.1 Using your telephone Other Call in progress: Making a call conv. 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 during a conversation press and release dial directly the number for your call lift the receiver number required hands free (Alcatel 4018 only) number required During a conversation, you can lift the receiver without terminating the call. OR conv. 1.4 programmed line key during a conversation Activating the loudspeaker during a conversation (receiver lifted) Loudspeaker 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. conv. the loudspeaker key flashes during a conversation For the operator, dial '0' (by default). OR activate loudspeaker (long press) The key is no longer lit 1.2 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 lift the receiver hands free (Alcatel 4018 only) press the key for the line that is lit up 1.5 Calling your correspondent by name (company directory) 1.3 Using the telephone in 'Hands free' mode (Alcatel 4018 only) OK Terminal idle: you are in hands free mode long press or press twice first letters of your correspondent's name select the name from the displayed list You enter your contact's name in predictive text mode. In this mode, enter each letter of the name by pressing only once on the key with this letter. press and release 7 1 1.6 Using your telephone 1.8 Make a call using the personal phone book Redialling Redialling the last number dialled (redial): 2 c ab 3 de f 5 jkl 6 o mn OR OK press and release press the programmed key directly (0 to 9) select the contact to start the call call last number redial 'Redial' key (short press) Call back on the last 10 number dialled: 1.7 Filtering calls using the voice mailbox (Alcatel 4018 only) This service lets you filter incoming calls to your voice mailbox. When your caller leaves his message you can choose to communicate with him. OR Rediallist OK OK · Activating call screening: c ab f de o mn 'Redial' key (long press) select the No. in the last ten issued start the call 2 3 5 jkl 6 enter your personal 'voice mailbox password screening' programmed key · When you receive a call: same key to stop listening and deactivate the screening 1.9 Make a call-back request to a busy number call you hear the message left by your caller the number you are calling is busy ¤Call back OK name or number of the caller 1.10 OR Answering an internal call in intercom mode (Alcatel 4018 only) OR 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. to take the call to stop listening only · To activate - Terminal idle: corresponding LED lights up When your caller hangs up, intercom mode remains active. 8 1 · To deactivate - Terminal idle: Using your telephone The corresponding LED goes out 1.11 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. conv. ¤MFcode OK during a conversation to activate The function is automatically cancelled when you hang up. 1.12 Mute, so that your correspondent cannot hear you You can hear your correspondent but he/she cannot hear you: conv. The key lights up during a conversation disable microphone The key is no longer lit resume the conversation 9 2 2.1 During a conversation Other Answer call displayed: Making a second call during a conversation the first call is on hold conv. 2a bc 3d ef 5 jkl 6 o mn OR the first call is on hold call back the last number of number dialled. second (short press) correspondent · Other methods for calling a second correspondent during a conversation Call back on the last 10 number dialled (long press). Calling from your personal directory (PersSpDial) (long press or press twice). line key for which icon is flashing · To return to your first caller and end the conversation in progress: conv. OR during a conversation key associated with the 'incoming call' icon 2.3 OR Switching between calls (Broker call) Dial by name OK Using call by name. During a conversation, a second call is on hold. To accept the second call: Programmed line key. · To cancel your second call and recover the first: your first call is placed on hold conv. light flashes key for the line whose light is flashing during a conversation 2.4 Transferring a call · To transfer your call to another number: bc If you make an error, hang up: your telephone will ring and you will recover your first call. conv. 2a 3d ef 5 jkl 6 o mn the first call is on hold 2.2 Answering a second call during a conversation during a no. of the 2nd conversation terminal · If the number receiving the transfer answers: · A second correspondent is trying to call you: conv. call 'transfer' programmed key light flashes You can also transfer your call immediately, without waiting for the number to answer, using either of the two methods described above. during a conversation name or no. of the caller displayed for 3 seconds Transfer between two outside calls is not generally possible (depends on country concerned and system configuration). 10 2 2.5 During a conversation · Recover the call on hold: Three-way conference with internal and/or external correspondents (conference) conv. During a conversation, a second call is on hold: conv. key for the line whose light is flashing "Conference" programmed key during a conversation 2.7 Placing an outside call on hold (parking) Cancel the conference and remain with your second correspondent (your first call is placed on hold): You can place an outside call on hold and recover the call on another telephone: conv. Parkcall OK "Conference" programmed key Hang up on all correspondent: during a conversation · To recover the parked call: 2a bc Pickup OK Unparkcall OK 3d ef 5 jkl 6 o mn After the conference, to leave your two correspondents talking together: 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. cancel the conference 'transfer' programmed key 2.6 Placing a call on hold (hold) 2.8 · Exclusive hold: Intrusion into an internal conversation During a conversation, you wish to place the call on hold and recover it later, on the same telephone. Your correspondent's line is busy. If the number is not "protected" and if authorised, you can intrude into the call: conv. Hold OK your call is placed on hold during a conversation 'Intrude on a call' programmed key 11 2 · Protection against intrusion: 2a bc During a conversation 3d ef 2.10 Adjust audio volume 5 jkl 6 o mn During a call, to adjust the volume level of the loudspeaker or receiver: 'protection of a call' programmed key enter the number conv. OR Protection is cancelled when you hang up. during a conversation 2.9 adjust audio volume Store a number During a call, to save the number onto a call key: conv. Savetorep OK OK during a conversation select the key to programme (0 to 9) OK display number OK enter the name of your correspondent* apply apply * enter the name of your correspondent : 2a bc 3d ef o 5 jkl 6 mn Enter the text: the number pad keys have letters that you can display by successive presses. Position the cursor in the entry field. Erase last character entered. # 2a bc 3d ef o 5 jkl 6 mn Enter a digit (keys 0 to 9). 12 3 3.1 Sharing Other Receiving supervised call ringing 3.4