Download Alcatel 4029 User manual
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Alcatel OmniPCX Office Alcatel 4028/4029 First User manual How Introduction How to use this guide 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. • Actions • Keypad Lift the receiver. A large graphic screen, in conjunction with various keys and the navigator, allows you to make calls, configure and program 2ab 5 c jkl ef 3d mno 6 Numeric keypad. your telephone, Hang up. Alphabetic keypad. a receiver that is pleasant to use: it fits nicely in the hand with a flexible grip section, 2 communication is even more convenient using the audio keys (loudspeaker, hands free), using the convenient alphabetic keypad, you can call your correspondents by name. 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 Partial view of display. Loudspeaker, hands free. Display key. Adjustment “reduce”. Adjustment “increase”. • Programmable keys and icons • Other fixed keys Line key. Fixed key. Icon corresponding to 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 Toc Getting to know your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.6 1. 1.1 1.2 1.3 2. 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. 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. 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 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 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 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 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 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Managing your charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24 6.1 6.2 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 4. Welcome screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 Call management screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8 Application screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 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 3. 5. Description of the screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7 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 Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.29 5 Getting to know your 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. Telephone Adjust the tilt of the screen Handset Indicator light Transfer icon: pressing the key next to this icon allows you to program or change the transfer function. • • Headset connected. Appointment programmed. Silent mode activated. Telephone locked. 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. Socket for connecting headphones or a Hands-free / Loudspeaker unit 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. Call display Alphabetic keypad Call in progress or outgoing call. Incoming 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). Call on hold*. 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. 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. To adjust the loudspeaker or handset volume up or down Extension unit Left-right navigator: used to check calls. 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 Description of the screens Other Perso page: contains call line keys (allowing supervision of calls) and programmable call keys. The up-down navigator 1.1 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. Welcome screens Menu page Perso page Info page Time and status icon Date Call forwarding icon Stationary: no forwarding activated. Rotating: forwarding activated Info page: contains information on the telephone and the status of its functions: name, telephone number, number of Scroll bar: shows the position on a page messages, activation of transfer function, appointment reminder, etc. Displays the content of the page selected 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 Description of the screens 1 1.2 Call management screen Date Incoming call icon 1.3 Application screen Date Time and status icon Application name Time and status icon Call holding icon Pop-up display of functions accessible while the call is taking place Call in progress icon Application screen Incoming call presentation screen. This screen is temporarily displayed when a call arrives and shows the name and/or number of the caller. Events screen 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. 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. 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 Using your telephone 2 Other Making a call 2.1 5 ef bc 3d jkl 6 2a 5 dial directly the number for your call lift the receiver 3d 6 5 mn o OR OR number required lift the receiver 2.3 ef bc 3d 2a o mn jkl 6 Receiving a call ef bc jkl 2a OR o mn 2.2 OR OR hands free Paul is calling press the key next to the 'incoming call' icon Using the telephone in 'Hands free' mode OR Terminal idle: hands free number required programmed line key correspondent’ s name you are in hands free mode Paul in conversation press and release during a conversation terminate your call Call in progress: 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. 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 broadcast a message on the loudspeaker of the free terminal ¤Callback request callback to a busy terminal OR Text send a written message OR go to next screen 9 Using your telephone 2 • If name is not OK: Activating the loudspeaker during a conversation (receiver lifted) Loudspeaker 2.4 1stname extend search in list the loudspeaker key flashes Paul in conversation during a conversation activate loudspeaker (long press) OR adjust volume (7 levels) deactivate loudspeaker (long press) erase last letter entered OR show next name OR show previous name The key is no longer lit OR 0 OR return to main menu Make calls via your programmed call keys 2.6 press and release the loudspeaker key to switch to hands free mode (light steady). 10:30 Helen PERSO access the 'Perso' page Calling your correspondent by name (company directory) 2.5 proposes a name followed by a corresponding telephone number and sequence number in list Dial by name Paul 001/003 OK Calling from the common directory 2.7 first letters of your correspondent’s name • If name is OK: find the correspondent you want to call from the programmed call keys Your terminal has access to a common directory of outside numbers. bc 3d jkl 6 2a 5 ef o mn directory number make the call 10 call the chosen correspondent Using your telephone 2 Call back on the last 10 number dialled: 2.8 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. 'Redial' key (long press) • Activating call screening: reach the 'Menu' page ef bc 3d jkl 6 2a 5 RedialLst menu Call 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 2.10 call required number Requesting automatic callback if internal number is busy you hear the message left by your caller Paul is screened name or number of the caller hands free to take the call ¤Callback internal number busy callback request acknowledged • Cancelling callback request: OR OR ×Callback to stop listening only 2.9 cancellation of callback request acknowledged 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. • To activate - Terminal idle: last number redial '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 Using your telephone 2 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. ¤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: The key lights up Paul in conversation during a conversation disable microphone The key is no longer lit resume the conversation 12 During a conversation 3 Other Making a second call during a conversation 3.1 3.2 Answering a second call during a conversation • A second correspondent is trying to call you: New call c ab 2 Paul in conversation 5 during a conversation jkl 3 f de o mn 6 Paul in conversation number of second correspondent Paul is calling during a conversation name or no. of the caller displayed for 3 seconds Answer call displayed: RedialLst 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: 5 ef bc 3d jkl 6 2a o mn 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: Dial directly the number for your call. John in conversation Name of second correspondent. OR Paul in conversation key associated with the 'incoming call' icon - To access the 'Redial' function (short press). - Call back on the last 10 number dialled (press and hold). Programmed line key. • To cancel your second call and recover the first: John in conversation Paul in conversation 3.3 OR Switching between calls (Broker call) During a conversation, a second call is on hold. To accept the second call: OR key associated with the 'incoming call' icon John in conversation Paul in conversation key associated with the 'incoming call' icon If you make an error, hang up: your telephone will ring and you will recover your first call. 13 your first call is placed on hold OR During a conversation 3 After the conference, to leave your two correspondents talking together: 3.4 Transferring a call ×Conf Transfer • To transfer your call to another number: 5 ef bc 3d jkl 6 2a Paul in conversation cancel the conference o mn during a no. of the 2nd conversation terminal • If the number receiving the transfer answers: John in conversation 3.6 the first call is on hold 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. Transfer Hold Paul in conversation Paul on hold during a conversation • Recover the call on hold: You can also transfer your call immediately, without waiting for the number to answer, using either of the two methods described above. 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 3.5 Paul in conversation key associated with the 'incoming call' icon • Common hold (subject to programming): Three-way conference with internal and/or external correspondents (conference) To recover your call on any telephone in your system. During a conversation, a second call is on hold: Hold Paul in conversation ¤Confer John in conversation Paul on hold during a conversation select the 'conference' function your call is placed on hold Recover the call on hold from any telephone: Cancel conference and return to first correspondent (if conference is active): Paul in conversation ×Conf key associated with the 'incoming call' icon Hang up on all correspondent (if conference is active): 14 During a conversation 3 3.7 Placing an outside call on hold (parking) 3.9 You can place an outside call on hold and recover the call on another telephone: Store a number During a call, to save the number onto a call key: Park SaveToRep Paul in conversation Paul in conversation during a conversation • To recover the parked call: during a conversation ---------- Pickup Unpark 5 ef bc 3d jkl 6 2a o mn press a call key on the Perso page number of telephone from which call was parked 3.10 If the parked call is not recovered within a preset time (default value 1 min 30), it is transferred to the operator. 3.8 during a conversation ×Intrus same key to exit • Protection against intrusion: 5 'protection of a call' programmed key ef bc 3d jkl 6 Adjust audio volume Paul in conversation Your correspondent’s line is busy. If the number is not “protected” and if authorised, you can intrude into the call: 2a apply During a call, to adjust the volume level of the loudspeaker or receiver: Intrusion into an internal conversation ¤Intrus enter the name of your correspondent o mn enter the number Protection is cancelled when you hang up. 15 OR Adjust audio volume Sharing 4 Other Receiving supervised call ringing 4.1 Call pick-up 4.4 To receive the special ringing for calls to another number: You hear a telephone ringing in an office where no-one can answer. If authorised, you can answer the call on your own telephone. • If the telephone ringing is in your own pick-up group: “Supervised call ringing” programmed key same key to cancel 'group call pick-up' programmed key • If the telephone ringing is not in your pick-up group: Answering the general bell 4.2 10:30 Pickup menu Set 5 When the operator is absent, outside calls to the operator are indicated by a general bell. To answer: 10:30 Pickup menu reach the 'Menu' page GenBell reach the 'Menu' page 5 4.3 'telephone call pick-up' programmed key Manager/secretary filtering System configuration allows “manager/secretary” groups to be formed, so that the manager’s calls can be directed to one or more secretaries. 3d 6 mn o number of telephone ringing ef bc 3d jkl 6 2a OR ef bc jkl 2a o mn number of telephone ringing The system can be configured to prevent call pick-up on certain telephones. • 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. 16 Sharing 4 4.5 Answering briefly in place of the operator Outside calls to the operator will ring on your telephone and you can answer the call: The number called does not answer and you know that the person called has a pager: your telephone will ring at the same time as the switchboard Paul is alerted same key to cancel “Operator help” programmed key • Calls to the switchboard: Calling an internal correspondent on his/her pager 4.7 your correspondent does not reply 'page' programmed key paging in progress is displayed calls to the switchboard will ring on your telephone “Operator help” programmed key Your correspondent can answer from any telephone in the system. 4.6 Hunting groups • Hunting group call: Answering a call on your pager 4.8 Certain numbers can form a hunting group and can be called by dialling the group number. A call on your pager can be answered from any telephone within the system. 2a 5 bc jkl ef 3d o mn 6 5 'answer page' programmed key bc 3d jkl 6 2a 5 'exit group' programmed key bc 3d jkl 6 2a your pager beeps no. of group to be called • Temporary exit from your hunting group/Return into your group: ef o mn your group number ef o mn 4.9 your group number Calling a correspondent on his/her loudspeaker Your internal correspondent does not answer. If authorised, you can remotely activate your correspondent’s phone: Belonging to a group does not affect the management of direct calls. A specific telephone within a group can always be called by using its own number. Interphon Paul is alerted your correspondent does not reply you are connected to the loudspeaker on your correspondent’s phone (if he/she has the hands free function) 17 Sharing 4 4.10 Sending a written message to an internal correspondent Text bc 3d jkl 6 2a 5 Send a voice message copy 4.11 ef Voice OR o mn 5 number to be called enter the first letters of the name ef bc 3d jkl 6 2a display number of new and old messages o mn personal code • Predefined message: Sendcopy 5 Text Mail Call me back 01/27 Gotomsg OR first message in list (27) select the message to be sent enter the no. of the message to be sent (01 to 27) Sendmsg OR Language send message change language of message • Personal message: 3d 6 ef mn o OR number to be called select message to copy by consecutive presses apply your choice bc jkl 2a Record record a comment* apply your choice • * To record a comment: Voice mail Ready to record Create Voice mail recording Record start recording the comment apply your choice create a temporary personal message (alphabetic keypad) • The 27 standard messages are shown below: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Call me back Call me back tomorrow Call me back at _:_ (*) Call back _____ (*) Call the attendant Call the secretary I will call back at _:_ (*) Use paging Please fetch your fax Please fetch your mail Please cancel your forwarding Visitors are waiting You are expected at reception Meeting at _:_ (*) correspondent’s name 15 16 17 18 19 20 21 22 23 24 25 26 27 (*) Stop Meeting on ___ (*) Meeting on ___ at _:_ (*) Out for a while Absent for the rest of the day Absent, back at _:_ (*) Absent, back on ___ at _:_ (*) On vacation, back on ___ (*) External meeting External meeting, back on ___ (*) I am in room nr __ (*) In a meeting - do not disturb At lunch Indisposed Messages to be completed using numeric keypad Listen end of recording OR Record re-record a comment 18 replay comment OR send message recording Consult Sharing 4 Sending a recorded message to a number / a distribution list 4.12 Voice 5 ef bc 3d jkl 6 2a Sendmsg o mn personal code 5 ef bc 3d jkl 6 2a Add OR o mn correspondent’s name or list name (00 to 50) correspondent’ s no. or list no. (00 to 50) Voice mail Ready to record other correspondents if necessary apply Record start message recording Voice mail recording Stop recording OR end of recording Listen OR replay message 4.13 apply Record re-record a message apply Broadcasting a message on the loudspeakers of a station group A message not requiring an answer can be broadcast on the loudspeakers within your broadcast group: 5 ef bc 3d jkl 6 2a o mn speak, you have 20 seconds OR number of broadcast group The message will only be broadcast on terminals not in use and which have a loudspeaker. 19 Keep in touch 5 Other Selecting calls to be diverted 5.1 Diverting your calls to your voice message service 5.3 When a diversion is applied, you can select the types of call to be diverted: outside, internal, all. Immed»VM diversion is acknowledged Forward Div: Ext/Loc Ext/int select the type of Out/Int call type of call diverted is displayed When you return, consult recorded messages 5.4 Perso Assist:OFF Choice OR Div: Ext / Loc The light indicates that messages have been received. all calls if the type of call is not appropriate Voice 5 Perso Assist:OFF Div: Local display name of sender, with date, time and ranking of message select message Play The number can be your home, portable or car phone, voice message or an internal extension (operator, etc.). ef bc 3d jkl 6 2a 5 mn o OR SpeedDial OR listen to message RedialLst number to be called OR display number of new and old messages o mn Consult apply Diverting calls to another number (immediate diversion) Immediat 6 Div: External internal or outside calls 5.2 3d personal code Perso Assist:OFF OR ef bc jkl 2a OR Sendcopy copy message diversion is acknowledged You can make calls, but only the destination number can call you. 20 Clear erase message OR Call call back sender of message Keep in touch 5 Activate/disable the personal assistant 5.5 10:30 Settings menu 5.8 You wish to receive your calls in your present location: Use the “Follow me” function. Settings Assistant : OFF Assistant Forwarding your calls from the receiving terminal (“Follow me”) Follow-me reach the 'Menu' page ON/OFF 5 bc 5 'forward calls' programmed key Personal assistant: reaching you with one number only 5.9 10:30 Settings menu Assistant 2a OR apply 5.6 3d 6 o mn your extension number Settings Assistant : ON Choice ef bc jkl 2a jkl ef 3d o mn diversion is acknowledged 6 your extension number Applying a selective diversion Menu You can selectively divert calls, according to the caller’s identity: select type of diversion reach the 'Menu' page diversion is acknowledged InternNr ExternNr dial an outside line number dial number of a colleague or your secretary MobileNr 'selective diversion' programmed key dial number of your mobile or DECT 5.10 Operator Diverting all group calls You can divert all your group calls to another internal number: activate/deactivate transfer to operator apply 5 5.7 'divert group calls' programmed key Diverting calls to your pager Callers will thus be able to contact you while you are moving around the company: Topaging bc 3d jkl 6 2a diversion is acknowledged OR 'divert to pager' programmed key 21 ef o mn number receiving diversion diversion is acknowledged Keep in touch 5 5.11 Cancelling all diversions 5.14 Do not disturb You can make your terminal temporarily unavailable for all calls. Cancfwd OR programme another type of diversion OR DND 'cancel all diversions' programmed key 5.12 diversion is acknowledged OR 'do not disturb' programmed key Cancelling a specific diversion Callers wishing to contact you will see the 'Do Not Disturb' message displayed on their sets when they try to call. programmed key corresponding to type of diversion (group or selective) 5.15 5.13 Leaving a recorded message for internal callers You can leave a message on your terminal which will be displayed on the screen of the terminal calling you. Diverting calls when your line is busy (divert if busy) Textansw Callers can be diverted to another telephone if you are already on the line. Onbusy 5 ef bc 3d jkl 6 2a diversion is acknowledged o mn • Predefined message: number receiving diversion Text Mail Call me back 01/27 bc 2a OR 5 'divert if busy' programmed key jkl first message in list (27) ef 3d o mn 6 number receiving diversion Gotomsg OR select the message to be sent enter the no. of the message to be sent (01 to 27) Language change language of message • Personal message: apply your choice Create create a temporary personal message (alphabetic keypad) 22 apply your choice apply your choice Keep in touch 5 • The 27 standard messages are shown below: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 Call me back Call me back tomorrow Call me back at _:_ (*) Call back _____ (*) Call the attendant Call the secretary I will call back at _:_ (*) Use paging Please fetch your fax Please fetch your mail Please cancel your forwarding Visitors are waiting You are expected at reception Meeting at _:_ (*) 15 16 17 18 19 20 21 22 23 24 25 26 27 (*) Meeting on ___ (*) Meeting on ___ at _:_ (*) Out for a while Absent for the rest of the day Absent, back at _:_ (*) Absent, back on ___ at _:_ (*) On vacation, back on ___ (*) External meeting External meeting, back on ___ (*) I am in room nr __ (*) In a meeting - do not disturb At lunch Indisposed Messages to be completed using numeric keypad Message notification 5.17 A message is left in your mailbox but you are not at your desk. You can configure your telephone so that you receive notification of the message on another telephone. 10:30 menu Notify reach the 'Menu' page • Activate/deactivate message notification: ON/OFF 5.16 Settings Choice Consulting written messages press consecutively to activate/deactivate • to pause recording The light indicates that messages have been received. Messaging Voice mail: 0 Text mails: 2 Text displays the sender's message on the screen Number number of messages received Readmore Sending a written message to an internal correspondent. SaveToRep Save the sender's number in your directory. bc 3d 6 apply ef o mn change times Previous message. Sendmsg o mn jkl 2a 5 Call back sender of message. 6 The time slot during which notification is activated can be changed. Next message. Call 3d enter the number • Change the time slot: Schedule Erase message. ef bc jkl 2a 5 Displays the rest of the message and the date and time it was left Clear apply Terminate consultation. 23 apply Managing your charges 6 • At the end of the call, you are called back and you can: Other 1. Read information concerning call (cost, duration, number of units...). Charging your calls directly to business accounts 6.1 OK You can charge the cost of your outside calls to business account numbers. 5 ef bc 3d jkl 6 2a o mn password for this enter the number internal telephone of the terminal to receive the message • Adding or changing a business code during a call: “Business account code” programmed key 5 ef bc 3d jkl 6 2a 2. Print a charge ticket. o mn Print enter number for correspondent “Business account code during call” programmed key Finding out the cost of an outside call made for an internal user from your terminal 6.2 the call is placed on hold Paul in conversation during an internal conversation 5 ef bc 3d jkl 6 2a programmed key 'Meter Total Recall' Transfer o mn outside number called name of internal user and cost of call transfer call to your correspondent on hold 24 3. Terminate consultation. OK Programming your telephone 7 Other Initializing your voice mailbox 7.1 Modifying your personal code 7.3 Your personal code is used to access your voice mailbox and to lock your telephone. enter your personal code then record your name according to voice guide instructions light flashes 10:30 Settings menu My options Password reach the 'Menu' page Your personal code is used to access your voice mailbox and to lock your telephone. 5 3d 6 bc 3d jkl 6 2a o mn 5 old code (4 digits) Customising your voice greeting 7.2 ef bc jkl 2a ef o mn new code (4 digits) You can replace the greeting message by a personal message. As long as your voice mailbox has not been initialized, personal code is 1515. 10:30 Settings menu Mailbox Persomsg reach the 'Menu' page Configuring the telephone ringer 7.4 Voice mail Ready to record Voice mail recording Record 10:30 Settings menu to start recording Stop end of recording OR My Phone Ringing recording Pause to pause recording OR reach the 'Menu' page Default T Choose the tune: to return to the default message apply Melody Select the melody of your choice (16 tunes) apply your choice T Adjusting the ringer volume: Volume select the volume of your choice (12 levels) 25 apply your choice Programming your telephone 7 T Activate/deactivate silent mode: Selecting the welcome page 7.6 Silent On Off This function is used to choose the page displayed by default on the telephone. to activate to deactivate apply your choice 10:30 T Activate/disable meeting mode (progressive ringing): Progress. Settings menu On My options Homepage Off Choice to activate to deactivate apply your choice T Activate/deactivate discreet ring mode: Beeps select the default page (consecutive presses) On Off Selecting language 7.7 to activate to deactivate apply your choice apply your choice T Adjust ringer volume while a call arrives: 10:30 Settings menu My options reach the 'Menu' page Paul is calling your telephone rings adjusting the ringer volume Language select the language of your choice Adjusting screen brightness 7.5 10:30 Settings menu Choice My Phone 7.8 Contrast Programming direct call keys (Perso page:) reach the 'Menu' page Screen apply your choice Name OR Keys press a call key on the Perso page increase or reduce the brightness of the screen or keys (of the extension unit) by pressing consecutively on the corresponding keys Number 5 enter the number 26 ef bc 3d jkl 6 2a o mn enter the name Programming your telephone 7 • To cancel your reminder request: Programming direct call keys (F1 and F2 keys) 7.9 10:30 Appointmt menu reach the 'Menu' page Name press a programmable key (F1 or F2) bc 2a 5 jkl Clear select the type of appointment (temporary or permanent) enter the name Identify the terminal you are on 7.11 Number Choice ef 3d o mn 6 The number of your telephone is displayed on the 'Info' page. enter the number Access the Info page using the navigator. Programming an appointment reminder 7.10 You can define the time of a temporary reminder (one in 24 hours) or a permanent reminder (every day at the same time). 10:30 Appointmt menu reach the 'Menu' page Broadcasting background music on your loudspeaker 7.12 Choice You can broadcast background music on the loudspeaker of your telephone (depending on configuration): select the type of appointment (temporary or permanent) when telephone is not in use, background music is played (Long press) 5 ef bc 3d jkl 6 2a o mn same key to cancel (Long press) enter time of appointment apply the appointment time • At the programmed time, your telephone rings: The music stops when a call is made or received and starts again when you hang up. Lock / unlock your telephone 7.13 If you are in conversation, the display flashes and an audio tone is generated. After three calls without reply, a temporary request is cancelled but a permanent request remains in memory. If your calls are diverted to another terminal, the diversion is not applied to the reminder call. 10:30 menu reach the 'Menu' page 27 Lock bc 3d jkl 6 2a 5 ef o mn depending the displayed informations, enter your password or confirm your telephone is locked/unlocked Programming your telephone 7 Configuring the audio jack of your telephone 7.14 By default, the audio jack of your telephone can be used to connect a headset, hands free kit or loudspeaker. 10:30 Settings menu My Phone Jack reach the 'Menu' page Headset Handsfree OR OR Ldspeaker Activating/deactivating 'forced headset' mode 7.15 'Forced headset' mode must be activated as soon as a headset is installed instead of the receiver. 10:30 Settings menu My Phone FcedHead reach the 'Menu' page On OR Off activating/deactivating 'forced headset' mode 28 Guarantee and clauses howtoc Independently of the legal warranty that covers this appliance, it is guaranteed for 1 year, parts and labour, counting from the date indicated on your invoice. The invoice will be demanded if making a claim under the warranty. The warranty does not however apply in the following cases: in the event of use that does not comply with the instructions given in this user’s manual, faults or damage caused by natural wear, damage resulting from a cause external to the appliance (e.g. impact, fall, exposure to dampness, etc.), noncompliant installation or modifications or repairs carried out by people who are not approved by the manufacturer or retailer. Warning: never place your telephone in contact with water. To clean your telephone, you may however use a damp soft cloth. Never use solvents (trichlorethylene, acetone, etc.) which may damage the plastic parts of your telephone. Never spray it with cleaning products. Earpiece may retain magnetic objects. The wording is not contractual and may be subject to change. Some functions of your telephone are controlled by a software key and the configuration of the unit. Declaration of compliance EC: We, Alcatel Business Systems, hereby declare that we assume the Alcatel 4028/4029 product to be compliant with the essential requirements of Directive 1999/5/CE of the European Parliament and Council. A copy of the original of this declaration of compliance can be obtained from your installer. Alcatel Business Systems, in keeping with its policy of constant product improvement for the customer, reserves the right to modify product specifications without prior notice. Copyright © Alcatel Business Systems. 2005. All rights reserved. MU19003BSAA-O400ed01-0705 29