User manual ALCATEL 4028

Alcatel OmniPCX Office Alcatel 4028/4029 First User manual How Introduction Thank you for choosing a 4028/4029 telephone manufactured by Alcatel. Your 4028 (IP) or 4029 (digital) 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. 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.20 5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8 5.9 5.10 5.11 5.12 5.13 5.14 5.15 5.16 5.17 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Message notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20 p.20 p.20 p.20 p.21 p.21 p.21 p.21 p.21 p.21 p.22 p.22 p.22 p.22 p.22 p.23 p.23 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Filtering calls using the voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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.10 p.10 p.10 p.10 p.11 p.11 p.11 p.11 p.12 p.12 6. Managing your charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24 6.1 6.2 Charging your calls directly to business accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24 Finding out the cost of an outside call made for an internal user from your terminal . . . p.24 3. During a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13 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). . . . 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.13 p.13 p.13 p.14 p.14 p.14 p.15 p.15 p.15 p.15 7. Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25 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 Initializing your voice mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Customising your voice greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Modifying your personal code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring the telephone ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting the welcome page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Programming an appointment reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Identify the terminal you are on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Broadcasting background music on your loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . Lock / unlock your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Configuring the audio jack of your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Activating/deactivating "forced headset" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25 p.25 p.25 p.25 p.26 p.26 p.26 p.26 p.27 p.27 p.27 p.27 p.27 p.28 p.28 4. Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.16 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 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.16 p.16 p.16 p.16 p.17 p.17 p.17 p.17 p.17 p.18 p.18 p.19 p.19 Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.29 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 orange: 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, a new voice message or a new text message 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 2.2 Receiving a call 2a bc 3d ef 5 jkl 6 o mn OR 2a bc 3d ef o 5 jkl 6 mn OR OR OR Paul is calling dial directly the number for your call lift the receiver number required lift the receiver hands free press the key next to the 'incoming call' icon 2a bc 3d ef 2.3 OR Using the telephone in 'Hands free' mode 5 jkl 6 o mn OR Terminal idle: hands free number required programmed line key correspondent' s name you are in hands free mode Paul in conversation during a conversation 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. press and release Call in progress: terminate your call Paul in conversation For the operator, dial '0' (by default). during a conversation press and release · If the internal or outside number does not reply: During a conversation, you can lift the receiver without terminating the call. Interphon OR ¤Callback OR Text broadcast a message on the loudspeaker of the free terminal request callback to a busy terminal send a written message OR go to next screen 9 2 2.4 Using your telephone · If name is not OK: 1stname Activating the loudspeaker during a conversation (receiver lifted) Loudspeaker OR 0 erase last letter entered OR Paul in conversation the loudspeaker key flashes extend search in list show next name during a conversation activate loudspeaker (long press) OR OR OR The key is no longer lit show previous name return to main menu adjust volume (7 levels) deactivate loudspeaker (long press) 2.6 Make calls via your programmed call keys press and release the loudspeaker key to switch to hands free mode (light steady). 10:30 PERSO Helen 2.5 Calling your correspondent by name (company directory) access the 'Perso' page find the correspondent you want to call from the programmed call keys call the chosen correspondent proposes a name followed by a corresponding telephone number and sequence number in list Dial by name Paul 001/003 2.7 Calling from the common directory first letters of your correspondent's name · If name is OK: OK Your terminal has access to a common directory of outside numbers. 2a bc 3d ef 5 jkl 6 o mn make the call directory number 10 2 2.8 Using your telephone Call back on the last 10 number dialled: Filtering calls using the voice mailbox 10:30 OR This service lets you filter incoming calls to your voice mailbox. When your caller leaves his message you can choose to communicate with him. menu RedialLst · Activating call screening: 2a bc 'Redial' key (long press) reach the 'Menu' page Call 3d ef 5 jkl 6 o mn enter your personal 'voice mailbox password screening' programmed key · When you receive a call: same key to stop listening and deactivate the screening select the No. in the last ten issued call required number 2.10 Paul is screened Requesting automatic callback if internal number is busy you hear the message left by your caller name or number of the caller hands free to take the call internal number busy ¤Callback callback request acknowledged · Cancelling callback request: OR OR to stop listening only ×Callback cancellation of callback request acknowledged 2.9 Redialling 2.11 Answering an internal call in intercom mode Redialling the last number dialled (redial): 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. last number redial · To activate - Terminal idle: 'Redial' key(short press) corresponding LED lights up When your caller hangs up, intercom mode remains active. · To deactivate - Terminal idle: the corresponding LED goes out 11 2 2.12 Using your telephone 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. ¤MFcode Paul in conversation during a conversation to activate The function is automatically cancelled when you hang up. 2.13 Mute, so that your correspondent cannot hear you You can hear your correspondent but he/she cannot hear you: Paul in conversation The key lights up during a conversation disable microphone The key is no longer lit resume the conversation 12 3 3.1 During a conversation Other Making a second call during a conversation 3.2 Answering a second call during a conversation · A second correspondent is trying to call you: New call Paul in conversation 2 c ab jkl 3 de f 5 6 o mn during a conversation number of second correspondent RedialLst Paul in conversation Paul is calling during a conversation Answer call displayed: name or no. of the caller displayed for 3 seconds OR OR SpeedDial John in conversation to call a number in the select the no. in the directory last ten issued if your telephone allows this operation · Other methods for calling a second correspondent: 2a bc the first call is on hold OR Answer John in conversation 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: 3d ef 5 jkl 6 o mn Dial directly the number for your call. Name of second correspondent. - To access the 'Redial' function (short press). - Call back on the last 10 number dialled (press and hold). Programmed line key. John in conversation Paul in conversation OR OR key associated with the 'incoming call' icon · To cancel your second call and recover the first: 3.3 Switching between calls (Broker call) John in conversation Paul in conversation OR OR During a conversation, a second call is on hold. To accept the second call: key associated with the 'incoming call' icon John in conversation Paul in conversation If you make an error, hang up: your telephone will ring and you will recover your first call. key associated with the 'incoming call' icon your first call is placed on hold 13 3 3.4 During a conversation After the conference, to leave your two correspondents talking together: ×Conf Transferring a call Transfer · To transfer your call to another number: 2a Paul in conversation bc 3d ef cancel the conference John in conversation 5 jkl 6 o mn during a no. of the 2nd conversation terminal · If the number receiving the transfer answers: Transfer the first call is on hold 3.6 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. Hold Paul in conversation Paul on hold 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 · Recover the call on hold: your call is placed on hold Transfer between two outside calls is not generally possible (depends on country concerned and system configuration). Paul on hold Paul in conversation 3.5 Three-way conference with internal and/or external correspondents (conference) key associated with the 'incoming call' icon · Common hold (subject to programming): To recover your call on any telephone in your system. During a conversation, a second call is on hold: Hold ¤Confer John in conversation Paul in conversation Paul on hold select the 'conference' function Cancel conference and return to first correspondent (if conference is active): during a conversation Recover the call on hold from any telephone: your call is placed on hold ×Conf Paul in conversation