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Alcatel
OmniPCX Office
Alcatel 4018/4019
VoIP
First
How
User manual
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
2 ab c
5 jkl
3 def
6
Lift the receiver.
Hang up.
Line key.
Specific key on numeric keypad.
2
Numeric keypad.
Partial view of display.
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
1.
2.
3.
Using your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7
1.1
Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7
1.2
Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7
1.3
Using the telephone in "Hands free" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7
1.4
Activating the loudspeaker during a conversation (receiver lifted). . . . . . . . . . . . . . . . . . p.7
1.5
Calling your correspondent by name (company directory) . . . . . . . . . . . . . . . . . . . . . . . p.7
1.6
Make a call using the personal phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
1.7
Filtering calls using the voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
1.8
Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
1.9
Make a call-back request to a busy number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
1.10 Answering an internal call in intercom mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
1.11 Sending DTMF signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9
1.12 Mute, so that your correspondent cannot hear you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9
During a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10
2.1
Making a second call during a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10
2.2
Answering a second call during a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10
2.5
Three-way conference with internal and/or external correspondents (conference). . . . p.11
2.6
Placing a call on hold (hold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.7
Placing an outside call on hold (parking) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.8
Intrusion into an internal conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.9
Store a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12
2.10 Adjust audio volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12
Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.1
Receiving supervised call ringing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.2
Answering the general bell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.3
Manager/secretary filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.4
Call pick-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.5
Answering briefly in place of the operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.6
Hunting groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.7
Calling an internal correspondent on his/her pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.8
Answering a call on your pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.9
Calling a correspondent on his/her loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.10 Sending a written message to an internal correspondent . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.11 Send a voice message copy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15
3.12 Sending a recorded message to a number / a distribution list . . . . . . . . . . . . . . . . . . . . . p.16
3.13 Broadcasting a message on the loudspeakers of a station group . . . . . . . . . . . . . . . . . . . p.16
4.
6.
Keep in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.1
Selecting calls to be diverted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.2
Diverting calls to another number (immediate diversion). . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.3
Diverting your calls to your voice message service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.4
When you return, consult recorded messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.5
Activate/disable the personal assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.6
Personal assistant : reaching you with one number only. . . . . . . . . . . . . . . . . . . . . . . . . . p.18
4.7
Diverting calls to your pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.18
4.8
Forwarding your calls from the receiving terminal (“Follow me”) . . . . . . . . . . . . . . . . . . p.18
4.9
Applying a selective diversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.18
4.10 Diverting all group calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.18
4.11 Cancelling all diversions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
4.12 Diverting calls when your line is busy (divert if busy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
4.13 Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
4.14 Leaving a recorded message for internal callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
4.15 Consulting written messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
4.16 Message notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
Managing your charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21
5.1
Charging your calls directly to business accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21
5.2
Finding out the cost of an outside call made for an internal user from your terminal. . . p.21
Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
6.1
Initializing your voice mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
6.2
Customising your voice greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
6.3
Modifying your personal code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
6.4
Configuring the telephone ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
6.5
Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23
6.6
Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23
6.7
Make a call using the personal phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23
6.8
Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23
6.9
Programming an appointment reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
6.10 Identify the terminal you are on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
6.11 Broadcasting background music on your loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
6.12 Lock / unlock your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
6.13 Activating/deactivating "forced headset" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25
Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.26
5
Telephone
Handset
Getting to know your telephone
Alphanumeric keypad
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
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
Navigation
Who am I
Lock
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
Identify the terminal you are on,
Features accessible in conversation:
Hold
Placing a call on hold (hold),
Rediallist
Call back on the last 10 number dialled,
¤MFcode
Lock
Lock / unlock your telephone,
Savetorep
Appointment
Forward
Settings
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.),
Dial by name
Using call by name.
.
Other features can be accessed depending on the configuration of the system.
Dial by name
Sending DTMF signals,
Store the number in the personal phone book,
Call a second correspondent using call by name.
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). 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.
1.1
1
Making a call
Using your telephone
Other
2 ab c
5 jkl
3 def
6 mn o dial directly the number for your call
OR
lift the receiver
2 ab c
5 jkl
3 def
6 mno number required
OR
hands free
(Alcatel 4018 only)
2 ab c
5 jkl
3 def
6 mn o number required
OR
programmed line key conv.
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.
For the operator, dial '0' (by default).
1.2
Receiving a call
OR OR
lift the receiver hands free
(Alcatel 4018 only) press the key for the line that is lit up
1.3
Using the telephone in 'Hands free' mode (Alcatel 4018 only)
Terminal idle: you are in hands free mode press and release
7
Call in progress: conv.
during a conversation press and release
During a conversation, you can lift the receiver without terminating the call.
1.4
Activating the loudspeaker during a conversation (receiver lifted) -
Loudspeaker conv.
during a conversation activate loudspeaker
(long press) the loudspeaker key flashes
OR
adjust volume
(7 levels) deactivate loudspeaker
(long press)
The key is no longer lit
press and release the loudspeaker key to switch to hands free mode (light steady).
1.5
Calling your correspondent by name (company directory)
OK
long press or press first letters of your correspondent’s select the name from the displayed list twice name
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.
1
Using your telephone
1.6
Make a call using the personal phone book press and release
2 ab c
5 jkl
3 def
6 mn o press the programmed key directly (0 to 9)
OR OK
select the contact to call start the call
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.
• Activating call screening:
2 ab c
5 jkl
3 def
6 mn o
'voice mailbox screening'
programmed key enter your personal
• When you receive a call:
password same key to stop listening and deactivate the screening you hear the message left by your caller call name or number of the caller
OR
to take the call
OR
to stop listening only
1.8
Redialling
Redialling the last number dialled (redial):
'Redial' key
(short press)
Call back on the last 10 number dialled: last number redial
'Redial' key
(long press)
OR
Rediallist
OK
select the No. in the last ten issued
OK
start the call
1.9
Make a call-back request to a busy number
the number you are calling is busy
¤Call back
OK
1.10
Answering an internal call in intercom mode (Alcatel 4018 only)
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:
corresponding LED lights up
When your caller hangs up, intercom mode remains active.
8
1
• To deactivate - Terminal idle:
The corresponding LED goes out
Using your telephone
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.
during a conversation
¤MFcode to activate
OK
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:
The key lights up conv.
during a conversation disable microphone
The key is no longer lit resume the conversation
9
2.1
2
During a conversation
Other
Making a second call during a conversation conv.
2 ab c
5 jkl
3 def
6 mn o
OR
during a conversation number of second correspondent call back the last number dialled.
(short press)
•
Other methods for calling a second correspondent
the first call is on hold
Call back on the last 10 number dialled (long press).
Calling from your personal directory (PersSpDial)
(long press or press twice).
OR
Dial by name
OK
Using call by name.
Programmed line key.
• To cancel your second call and recover the first:
conv.
during a conversation key for the line whose light is flashing
If you make an error, hang up: your telephone will ring and you will recover your first call.
2.2
Answering a second call during a conversation
• A second correspondent is trying to call you:
conv.
during a conversation call name or no. of the caller displayed for 3 seconds light flashes
Answer call displayed:
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:
conv.
during a conversation key associated with the
'incoming call' icon
2.3
Switching between calls (Broker call)
During a conversation, a second call is on hold.
To accept the second call:
OR
your first call is placed on hold light flashes
2.4
Transferring a call
• To transfer your call to another number:
conv.
2 ab c
5 jkl
3 def
6 mn o during a conversation no. of the 2nd terminal
• If the number receiving the transfer answers:
the first call is on hold
10
'transfer' programmed key
You can also transfer your call immediately, without waiting for the number to answer, using either of the two methods described above.
Transfer between two outside calls is not generally possible (depends on country concerned and system configuration).
2
During a conversation
• Recover the call on hold:
2.5
Three-way conference with internal and/or external correspondents
(conference)
During a conversation, a second call is on hold: key for the line whose light is flashing conv.
during a conversation
“Conference” programmed key
Cancel the conference and remain with your second correspondent (your first call is placed on hold): conv.
2.7
Placing an outside call on hold (parking)
You can place an outside call on hold and recover the call on another telephone:
“Conference”
programmed key
Hang up on all correspondent:
After the conference, to leave your two correspondents talking together: conv.
during a conversation
• To recover the parked call:
Parkcall
OK
Pickup
OK
Unparkcall
OK
2 ab c
5 jkl
3 def
6 mn o 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)
• Exclusive hold:
During a conversation, you wish to place the call on hold and recover it later, on the same telephone.
2.8
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: your call is placed on hold conv.
during a conversation
Hold
OK
'Intrude on a call'
programmed key
11
2
• Protection against intrusion:
'protection of a call'
programmed key
2 ab c
5 jkl
3 def
6 mn o enter the number
Protection is cancelled when you hang up.
2.9
Store a number
During a call, to save the number onto a call key: conv.
during a conversation
Savetorep
OK
OK
display number enter the name of your correspondent* apply
* enter the name of your correspondent :
2 ab c
5 jkl
3 def
6 mno
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.
#
2 ab c
5 jkl
3 def
6 mno
Enter a digit (keys 0 to 9).
During a conversation
OK
apply select the key to programme (0 to 9)
OK
2.10
Adjust audio volume
During a call, to adjust the volume level of the loudspeaker or receiver: conv.
during a conversation
OR
adjust audio volume
12
3
Sharing
Other
3.1
Receiving supervised call ringing
To receive the special ringing for calls to another number:
3.4
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.
•
If the telephone ringing is in your own pick-up group:
“Supervised call
ringing” programmed key same key to cancel
3.2
Answering the general bell
When the operator is absent, outside calls to the operator are indicated by a general bell. To answer: conv.
during a conversation
Pickup
OK
Generalbell
OK
3.3
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.
• 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.
'group call pick-up'
programmed key
• If the telephone ringing is not in your pick-up group:
Pickup
OK
Set
OK
2 ab c
5 jkl
3 def
6 mn o number of telephone ringing
OR
'telephone call pick-up'
programmed key
2 ab c
5 jkl
3 def
6 mn o number of telephone ringing
The system can be configured to prevent call pick-up on certain telephones.
3.5
Answering briefly in place of the operator
Outside calls to the operator will ring on your telephone and you can answer the call: your telephone will ring at the same time as the switchboard
“Operator help”
programmed key same key to cancel
13
3
• Calls to the switchboard:
calls to the switchboard will ring on your telephone
“Operator help”
programmed key
3.6
Hunting groups
• Hunting group call:
Certain numbers can form a hunting group and can be called by dialling the group number.
2 ab c
5 jkl
3 def
6 mn o no. of group to be called
• Temporary exit from your hunting group:/Return into your group:
2 ab c
5 jkl
3 def
6 mn o your group number
'exit group'
programmed key
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.
3.7
Calling an internal correspondent on his/her pager
The number called does not answer and you know that the person called has a pager: alert your correspondent does not reply
'page' programmed key
Sharing
paging in progress is displayed
Your correspondent can answer from any telephone in the system.
3.8
Answering a call on your pager
A call on your pager can be answered from any telephone within the system.
your pager beeps
'answer page'
programmed key
2 ab c
5 jkl
3 def
6 mn o your group number
3.9
Calling a correspondent on his/her loudspeaker
Your internal correspondent does not answer. If authorised, you can remotely activate your correspondent’s phone: alert your correspondent does not reply
ForcedAnsw
OK
you are connected to the loudspeaker on your correspondent’s phone (if he/she has the hands free function)
3.10
Sending a written message to an internal correspondent
SendTxtMsg
OK
2 ab c
5 jkl
3 def
6 mn o number to be called
14
3
• Predefined message:
OK
select the message to be sent
OR
Language
Gotomessage
OK
change language of message
• Personal message:
OK
2 ab c
5 jkl
3 def
6 mn o enter the no. of the message to be sent
(01 to 27)
OK
apply your choice
OK
send message
Create
OK
create a temporary personal message*
*Create a temporary personal message:
2 ab c
5 jkl
3 def
6 mno
Enter the text: the number pad keys have letters that you can display by successive presses.
Position the cursor in the entry field.
send message
Erase last character entered.
#
2 ab c
5 jkl
3 def
6 mno
Enter a digit (keys 0 to 9).
• The 27 standard messages are shown below:
1 Call me back
2 Call me back tomorrow
3 Call me back at _:_ (*)
4 Call back _____ (*)
5 Call the attendant
6 Call the secretary
7 I will call back at _:_ (*)
8 Use paging
9 Please fetch your fax
10 Please fetch your mail
11 Please cancel your forwarding
12 Visitors are waiting
13 You are expected at reception
15 Meeting on ___ (*)
16 Meeting on ___ at _:_ (*)
17 Out for a while
18 Absent for the rest of the day
19 Absent, back at _:_ (*)
20 Absent, back on ___ at _:_ (*)
21 On vacation, back on ___ (*)
22 External meeting
23 External meeting, back on ___ (*)
24 I am in room nr __ (*)
25 In a meeting - do not disturb
26 At lunch
27 Indisposed
Sharing
14 Meeting at _:_ (*)
3.11
Send a voice message copy
(*) Messages to be completed using numeric keypad
Voice
OK
2 ab c
5 jkl
3 def
6 mn o personal code display number of new and old messages
Consult
OK
Sendcopy select message to copy by consecutive presses
2 ab c
5 jkl
3 def
6 mn o number to be called
#
send message
Add add a correspondent
• * To record a comment:
OK
Record record a comment*
OK
Sendcopy send message
OK
OK
#
end of recording
OR
Record
OK
start recording the comment
Record re-record a comment
OK
recording recording
Listen replay comment
OK
OK send message
OK
15
3
3.12
Sending a recorded message to a number / a distribution list
2 ab c
5 jkl
3 def
6 mn o number to be called
Voice
OK
2 ab c
5 jkl
3 def
6 mn o personal code
Add
OK
other correspondents if necessary
Sendmessage
OK
OR
Record start message recording
OK
recording recording
Stop end of recording;
OK OR
Listen replay message
OK
OR
Record
OK
re-record a message
OK
apply
3.13
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:
2 ab c
5 jkl
3 def
6 mn o number of broadcast group speak, you have 20 seconds
OR
The message will only be broadcast on terminals not in use and which have a loudspeaker.
Sharing
16
4
Keep in touch
Other
4.1
Selecting calls to be diverted
When a diversion is applied, you can select the types of call to be diverted: outside, internal, all.
Forward
OK
select the 'Diversion' function
Ext/Int
OK
select the type of Out/Int call if the type of call is not appropriate
Allcalls all calls
OR
type of call diverted is displayed
Internal
OR
External internal or outside calls
OK
apply the new type of forwarded call is displayed
4.2
Diverting calls to another number (immediate diversion)
The number can be your home, portable or car phone, voice message or an internal extension (operator, etc.).
Forward
OK
select the 'Diversion' function
Immediate
OK
2 ab c
5 jkl
3 def
6 mn o number to be called
OR OK
select the number of your choice diversion is acknowledged
You can make calls, but only the destination number can call you.
17
4.3
Diverting your calls to your voice message service
Forward
OK
select the 'Diversion' function
Immediate»VM
OK
4.4
When you return, consult recorded messages
The light indicates that messages have been received.
diversion is acknowledged
Voice
OK
2 ab c
5 jkl
3 def
6 mn o personal code display number of new and old messages
Consult
OK
display name of sender, with date, time and ranking of message select message
Play listen to message
OK OR
Clear erase message
OK
OR
Call
OK
call back sender of message
OR
Sendcopy
OK
Send a copy of a message
4.5
Activate/disable the personal assistant
Settings
OK
Assistant
OK
Display of personal assistant state (active or not actve)
ON/OFF
OK
On
OK OR
Off
OK
4
4.6
Personal assistant: reaching you with one number only
Settings
InternalNr
OK
Assistant
OK
dial number of a colleague or your secretary
OK
Menu
OK
select type of diversion
ExternalNr
OK
dial an outside line number
MobileNr
OK
dial number of your mobile or DECT
Operator
OK
activate/deactivate transfer to operator
4.7
Diverting calls to your pager
Callers will thus be able to contact you while you are moving around the company:
Forward
OK
select the 'Diversion' function
Topaging
OK
OR
diversion is acknowledged
'divert to pager'
programmed key
Keep in touch
4.8
Forwarding your calls from the receiving terminal (“Follow me”)
You wish to receive your calls in your present location:
Use the “Follow me” function.
OR
Forward
OK
select the 'Diversion' function
'forward calls'
programmed key
Followme
2 ab c
5 jkl
3 def
6 mn o your extension number
4.9
Applying a selective diversion
You can selectively divert calls, according to the caller’s identity:
OK
2 ab c
5 jkl
3 def
6 mn o your extension number diversion is acknowledged diversion is acknowledged
'selective diversion'
programmed key
4.10
Diverting all group calls
You can divert all your group calls to another internal number:
'divert group calls'
programmed key
2 ab c
5 jkl
3 def
6 mn o number receiving diversion diversion is acknowledged
18
4
4.11
Cancelling all diversions press the 'call forward' function key
OR
Forward
OK
select the 'Diversion' function
Cancelfwd.
4.12
Diverting calls when your line is busy (divert if busy)
Callers can be diverted to another telephone if you are already on the line.
OK
Forward
OK
select the 'Diversion' function
Onbusy
OK
2 ab c
5 jkl
3 def
6 mn o number receiving diversion diversion is acknowledged
4.13
Do not disturb
You can make your terminal temporarily unavailable for all calls.
Forward
OK
select the 'Diversion' function
DoNotDisturb
OK
diversion is acknowledged
Callers wishing to contact you will see the 'Do Not Disturb' message displayed on their sets when they try to call.
Keep in touch
4.14
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.
Forward
OK
select the 'Diversion' function
• Predefined message:
OK
select the message to be sent
OR
Language
Text
Gotomessage
OK
change language of message
• Personal message:
OK
OK
2 ab c
5 jkl
3 def
6 mn o enter the no. of the message to be sent
(01 to 27)
OK
apply your choice
OK
send message
Gotomessage
OK
create a temporary personal message*
*Create a temporary personal message:
2 ab c
5 jkl
3 def
6 mno
Enter the text: the number pad keys have letters that you can display by successive presses.
Position the cursor in the entry field.
send message
Erase last character entered.
#
2 ab c
5 jkl
3 def
6 mno
Enter a digit (keys 0 to 9).
19
4
• The 27 standard messages are shown below:
1 Call me back
2 Call me back tomorrow
3 Call me back at _:_ (*)
4 Call back _____ (*)
5 Call the attendant
6 Call the secretary
7 I will call back at _:_ (*)
8 Use paging
9 Please fetch your fax
10 Please fetch your mail
11 Please cancel your forwarding
12 Visitors are waiting
13 You are expected at reception
14 Meeting at _:_ (*)
15 Meeting on ___ (*)
16 Meeting on ___ at _:_ (*)
17 Out for a while
18 Absent for the rest of the day
19 Absent, back at _:_ (*)
20 Absent, back on ___ at _:_ (*)
21 On vacation, back on ___ (*)
22 External meeting
23 External meeting, back on ___ (*)
24 I am in room nr __ (*)
25 In a meeting - do not disturb
26 At lunch
27 Indisposed
(*) Messages to be completed using numeric keypad
Keep in touch
During consultation of a message, pressing the 'i' key provides access to the following functions ( ):
Clear
Call
Sendmessage
Savetorep
Erase message.
Call back sender of message.
Sending a written message to an internal correspondent.
Save the sender's number in your directory.
Terminate consultation.
4.15
Consulting written messages
The light indicates that messages have been received.
number of messages received
Text
OK
4.16
Message notification
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.
Settings
OK
Notification
OK
display name of sender, with date, time and ranking of message
During the display of the information:
OK
Call back the message sender (the message is erased automatically after the call).
Next message.
• Activate/deactivate message notification:
ON/OFF
OK
On
OR
Off
OK
Previous message.
•
Enter the number of the set where the notification is to be received:
Number
OK
2 ab c
5 jkl
3 def
6 mno enter the number
• Change the time slot:
The time slot during which notification is activated can be changed.
OK
apply
Schedule
OK
2 ab c
5 jkl
3 def
6 mno change times
OK
apply
20
5
Managing your charges
Other
5.1
Charging your calls directly to business accounts
You can charge the cost of your outside calls to business account numbers.
2 ab c
5 jkl
3 def
6 mn o
“Business account code”
programmed key enter the number of the terminal to receive the message password for this internal telephone
• Adding or changing a business code during a call:
2 ab c
5 jkl
3 def
6 mn o enter number for correspondent
“Business account code during call” programmed key
5.2
Finding out the cost of an outside call made for an internal user from your terminal conv.
2 ab c
5 jkl
3 def
6 mn o outside number called programmed key
'Meter Total
Recall'
Transfer
OK OR
the call is placed on hold transfer call to your correspondent on hold
• At the end of the call, you are called back and you can:
1. Read information concerning call (cost, duration, number of units...).
OK
OK
name of internal user and cost of call
2. Print a charge ticket.
OK
3. Terminate consultation.
OK
OK
21
6.1
6
Programming your telephone
Other
Initializing your voice mailbox light flashes enter your personal code then record your name according to voice guide instructions
Your personal code is used to access your voice mailbox and to lock your telephone.
6.2
Customising your voice greeting
You can replace the greeting message by a personal message
Settings
OK
Mailbox
OK
Persmessage
OK
recording recording
During consultation of a message, pressing the 'i' key provides access to the following functions: ( )
Stop
To stop the recording.
Pause
Record
To pause recording.
To record the message again.
6.3
Modifying your personal code
Your personal code is used to access your voice mailbox and to lock your telephone.
Settings
OK
My options
OK
Password
OK
2 ab c
5 jkl
3 def
6 mn o old code
(4 digits)
2 ab c
5 jkl
3 def
6 mn o new code
(4 digits)
OK
display requests confirmation of new password
As long as your voice mailbox has not been initialized, personal code is 1515.
6.4
Configuring the telephone ringer
22
Settings
OK
My phone
OK
Ringing
T
Choose the tune:
Melody
T
Adjusting the ringer volume:
OK
select the melody of your choice (16 tunes)
OK
apply your choice
OK
Volume
OK
select the volume of your choice
(12 levels)
OK
apply your choice
6
T
Activate/disable meeting mode (progressive ringing):
Progressive
OK
T
Activate/deactivate discreet ring mode:
On to activate
OR
Off to deactivate
OK
apply your choice
Beeps
OK
T
Adjust ringer volume while a call arrives:
On to activate
OR
Off to deactivate
OK
apply your choice call your telephone rings
6.5
OR
adjusting the ringer volume
Adjusting screen brightness
Settings
OK
My phone
OK
Contrast
Programming your telephone
OK
Language
6.7
OK
Select the language of your choice
OK
apply your choice
Make a call using the personal phone book
OK
2 ab c
5 jkl
3 def
6 mno enter the name*
OK
press and release
* Enter the name :
2 ab c
5 jkl
3 def
6 mno
Enter the text: the number pad keys have letters that you can display by successive presses.
2 ab c
5 jkl
3 def
6 mn o enter the number
OK
Position the cursor in the entry field.
Erase last character entered.
#
2 ab c
5 jkl
3 def
6 mno
Enter a digit (keys 0 to 9).
6.8
Programming direct call keys
OR
adjusting screen brightness
6.6
Selecting language one direct call key to programme
2 ab c
5 jkl
3 def
6 mn o
Enter the number
Settings My options
OK OK
23
6
Programming your telephone
6.9
Programming an appointment reminder
You can define the time of a temporary reminder (one in 24 hours) or a permanent reminder (every day at the same time).
• Program a temporary reminder call:
Appointment
OK
2 ab c
5 jkl
3 def
6 mn o enter time of appointment
• Program a permanent reminder call:
OK
apply the appointment time
Appointment
OK
Choice
OK
2 ab c
5 jkl
3 def
6 mn o enter time of appointment
OK
apply the appointment time
• At the programmed time, your telephone rings:
OK
6.10
Identify the terminal you are on
OR
Who am I
OK
press twice
6.11
Broadcasting background music on your loudspeaker
You can broadcast background music on the loudspeaker of your telephone (depending on configuration):
OK
when telephone is not in use, background music is played
(long press) same key to cancel (long press)
The music stops when a call is made or received and starts again when you hang up.
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.
•
To cancel your temporary reminder call request:
Appointment
OK
move to the end of the line
• To cancel your permanent reminder call request:
enter the reminder time
OK
Appointment
OK OK
move to the end of the line enter the reminder time
OK
6.12
Lock / unlock your telephone
Lock
OK
2 ab c
5 jkl
3 def
6 mn o enter your personal password your telephone is locked/unlocked
24
6
Programming your telephone
6.13
Activating/deactivating 'forced headset' mode
'Forced headset' mode must be activated as soon as a headset is installed instead of the receiver;.
Settings
OK
My phone
OK
ForcedHead
OK
On
OR
Off activating/deactivating 'forced headset' mode
OK
25
Guarantee and clauses
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 4018 or 4019 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.
MU19002BSAA-O400ed01-1105
26
VoIP
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