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Alcatel OmniPCX Office
Alcatel 4028/4029
User manual
Introduction
Thank you for choosing a telephone from the 4028/4029 range manufactured by Alcatel.
Your 4028 (IP)/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, handsfree),
the convenient alphabetic keypad, to call your parties by name.
How to use this guide
• Actions
Lift the receiver.
Hang up.
• Keypad
2 ab c
5 jkl
3 def
6 mn o
Numeric keypad.
Alphabetic keypad.
2 Specific key on numeric keypad.
• Navigator
Move the navigation key up, down, to the left or to the right.
Smith John
…
To go back one level (press and release) or to return to the welcome page (press and hold) ; during a call, can be used to access the different pages (Menu, Main, etc.) and to return to the telephone screens.
• Display and display keys
Partial view of display.
Display key.
• Audio keys
Speaker,
Handsfree.
Adjustment “reduce”.
Adjustment “increase”.
• Programmable keys and icons
Line key.
• Other fixed keys
Hold and Transfer keys.
Icon corresponding to key.
MENU key.
Voice mail access key.
• Other symbols used
Means that the feature is accessible from the Menu page.
Means that the feature is accessible from the Main page.
Means that the feature is accessible from the Info page.
Means that the feature is subject to programming. If necessary, contact your installer.
These symbols may be supplemented by small icons or text.
3
How
1.
2.
3.
4.
5.
Contents
Toc
Getting to know your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 6
1.1
1.2
1.3
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
3.1
3.2
3.3
3.4
3.5
3.6
Three-way conference with internal and/or external parties (conference) . . . . . . . . . . . p. 14
3.7
3.8
3.9
4.1
4.2
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
6.
7.
8.
9.
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
7.1
7.2
Finding out the cost of an outside call made for an internal user from your terminal . . . p. 27
Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 28
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
8.9
ACD : Agent set / Supervisor station . . . . . . . . . . . . . . . . . . . . . . . . . . . p. 32
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
5
Receiver
Getting to know your telephone
Adjust the tilt of the screen
LED
• Flashing green: incoming call.
• Flashing red: alarm.
end h old transfer r edial
Display and display keys
Contains several lines and pages providing information on calls and the features accessible via the 10 keys associated with the words on the screen.
Forward icon: pressing the key next to this icon allows you to program or change the forward feature.
Receiver connected.
Silent mode enabled.
Appointment programmed.
Telephone locked.
Display keys: pressing a display key activates the feature 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 call, provides access to welcome screens (Menu, Info, ...) and to return to the call icon screens.
Welcome screens
Menu page: contains all features and applications accessible via the keys associated with the words on the screen.
Main 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 features: name, telephone number, number of messages, activation of forwar feature, appointment reminder, etc.
Call display
Incoming call.
Call in progress or outgoing call.
Socket for connecting headphones or a handsfree/speaker unit Alphabetic keypad
Audio keys
END key: to terminate a call.
Handsfree/Speaker Key: to make or answer a call without lifting the receiver.
• Lit in handsfree mode or headset mode (short press).
• Flashing in speaker mode (long press).
Intercom/Mute key:
• During a call: press this key so that your party cannot hear you .
• Terminal idle: press this key so that you can automatically answer a call without lifting the receiver .
To adjust the speaker or receiver volume up or down
Extension unit
An extension unit can be fitted to your telephone. This provides additional keys which can be configured as feature 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.
Call on hold.
6
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.
Feature keys and programmable keys
Guide key: used to obtain information on features of the 'menu' page and to program key of the 'main' page.
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' feature.
Hold:
the call is placed on hold.
Transfer: transfer the call to another number.
1.1
1
Description of the screens
Other
Welcome screens
Menu page Main page Info page
Date
Scroll bar: shows the position on a page
Tue 16 jan 2004
Menu Main
Settings
Appointment
Info
Lock
Time and status icon
Call forwarding icon:
Stationary: no forwarding activated.
Rotating: forwarding activated
- blue: immediate forwarding
- orange: forwarding if busy or absent
Displays the content of the page selected
Main page: contains call line keys (allowing supervision of calls) and programmable call keys. The up-down navigator is used to access all the speed dial keys (apart from those displayed by default).
Tue 16 jan 2004
Menu Main
Line
Info
Anne
Pascal
Info page: contains information on the telephone and the status of its features: name, telephone number, number of messages, activation of forwar feature, appointment reminder, etc.
Tue 16 jan 2004
Menu Main
Name: Anne
Number: 77942
Info
Menu page: contains all features 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 features such as calling back one of the last numbers or intercepting calls.
Lun 16 jan 2004
Menu Main
Settings
Appointment
Info
Lock
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
Call management screen
Date Incoming call icon
Tue 16 jan 2004
Call holding icon
Pop-up display of features accessible while the call is taking place
Description of the screens
Time and status icon
Conference
Call in progress icon
Incoming call presenta-
tion screen. This screen is temporarily displayed when a call arrives and shows the name and/or number of the caller.
1.3
Application screen
Events screen
Date Application name
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 features accessible. These features (transfer, conference, etc.) are directly related to the status of the call consulted. For example, the transfer feature 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 Main page.
While the call is in progress, press the Back/Exit key and display the Main 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.
Time and status icon
Application screen
8
2
2.1
Making a call
Using your telephone
Other
2 ab c
5 jkl
3 def
6 mn o
Dial the number for your call
OR
Lift the receiver
Handsfree
2 ab c
5 jkl
3 def
6 mn o
Number required
2 ab c
5 jkl
3 def
6 mno
Number required
OR
OR
OR
Programmable line key
Dial by name
Paul in conversation
You are on a call with the destination number
To make an external call, dial the outside line access code (9) before dialing your party's number. The digit 9 is the default code for an outside line.
For the attendant, dial '0' (by default).
• If the internal or outside number does not reply:
Forced
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
2.2
Answering a call
Lift the receiver
OR
Handsfree
OR
Paul is calling
Press the key next to the
'incoming call' icon
2.3
Using the telephone in 'Hands free' mode
Terminal idle:
Press and release
Call in progress: you are in handsfree mode
Terminate your call
Paul in conversation
You are on a call with the destination number
Press and release
During a call, you can lift the receiver without terminating the call.
9
2.4
2 Using your telephone
• If name is not OK:
Activating the loudspeaker during a call (receiver lifted) - Speaker
FName
OR
Extend search in list the loudspeaker key flashes
Paul in conversation
You are on a call with the destination number
Activate loudspeaker
(long press)
List
Display the list of party names
Select the desired matching name
OR
0
Erase last letter entered
OR
Show next name
OR
Show previous name
The key is no longer lit
OR
Make calls via your programmed call keys
Adjust volume
(9 levels)
Deactivate loudspeaker
(long press)
2.6
Helen press and release the loudspeaker key to switch to handsfree mode (light steady).
Access the
'Main' page
Select the party you want to call from the programmed call keys
Call the selected party
2.5
Calling your party by name (company directory)
2.7
Calling from the common directory
Your terminal has access to a common directory of outside numbers.
proposes a name followed by a corresponding telephone number and sequence number in list
Dial by name
Paul
001/003
First letters of your party’s name
• If name is OK:
2 ab c
5 jkl
3 def
6 mn o
Directory number
OK make the call
2.8
Screening calls using the voice mailbox
This service lets you screen 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 mail filtering' programmed key
Enter your personal code
Same key to stop listening and deactivate the screening
10
2
• When you receive a call:
Paul is screened
Name or number of the caller you hear the message left by your caller
Handsfree to take the call
OR OR
To stop listening only
2.9
Redial
Redialing the last number dialed (redial):
Using your telephone
2.10
Requesting automatic callback if internal number is busy
Internal number is busy
• Cancelling callback request:
×Callback
¤Callback cancellation of callback request acknowledged callback request acknowledged
Automatic callback is not available if the set of your party is free or if you are put on hold when the set is busy.
'Redial' key(short press)
Call back on the last 10 number dialled last number redial
OR
'Redial' key
(long press)
Select the No. from the last ten dialed
Reach the 'Menu' page
Call
Call desired number
Redial
2.11
Answering an internal call in intercom mode
You can answer without lifting the receiver. When you receive an internal call, your telephone rings and you are connected directly in handsfree 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.
• To deactivate - Terminal idle:
The corresponding LED goes out
11
2 Using your telephone
2.12
Sending DTMF signals
Even if your system is not touchtone by default, during a call you sometimes have to send DTMF signals, to a voice server, an automated attendant or a remotely consulted answering machine.
¤DTMF
Paul in conversation
You are on a call with the destination number
To activate
The feature is automatically cancelled when you hang up.
2.13
Mute, so that your party cannot hear you
You can hear your party but he/she cannot hear you:
Paul in conversation
You are on a call with the destination number
Disable microphone
The key is no longer lit
The key lights up
Resume the call
12
3.1
3
During a call
Other
Making a second call during a call
Paul in conversation
You are on a call with the destination number h old menu
Paul main info
10:30
The first call is placed on hold
2 ab c
5 jkl
3 def
6 mn o
OR
2 ab c
5 jkl
3 def
6 mn o
Number of second party
Name of second party
• Other methods for calling a second party
2 ab c
5 jkl
3 de f
6 mno
Dial the number for your call.
Name of second party.
John in conversation
- To access the 'Redial' feature (press and hold).
- Call back on the last 10 number dialled (short press).
Programmable line key.
• To cancel your second call and recover the first:
John in conversation
Paul in conversation
Key associated with the
'incoming call' icon
OR OR
If you make an error, hang up: your telephone will ring and you will recover your first call.
3.2
Answering a second call during a call
• A second party is trying to call you:
Paul in conversation
You are on a call with the destination number
Answer displayed call:
Paul is calling
Name or no. of the caller displayed for 3 seconds
Answer
OR
Line key for which icon is flashing
• To return to your first caller and end the call in progress:
John in conversation
The first call is placed on hold
OR
John in conversation
Paul in conversation
Key associated with the
'incoming call' icon
OR
3.3
Switching between calls (Broker call)
During a call, a second call is put on hold.
To alternate between calls:
John in conversation
Key associated with the 'incoming call' icon
Paul in conversation
Place your first party on hold
13
3
3.4
Transferring a call
• To transfer your call to another number:
Paul
00:23'
You are on a call with the destination number transfer
Press 'Transfer' key
2 ab c
5 jkl
3 def
6 mn o
Dial the number to be called transfer
Press to perform the transfer
Transfer between two outside calls may not be possible, depending on system configuration.
3.5
Transfer a call to the voice mailbox of an absent party
During the call, you want to transfer your party to the voice mailbox of another party.
Paul in conversation
You are on a call with the destination number
3.6
Trf>VMU
2 ab c
5 jkl
3 def
6 mn o
Number of second party
Three-way conference with internal and/or external parties
(conference)
During a call, to establish a three-way conference:
¤Conf
2 ab c
5 jkl
3 def
6 mno
¤Conf
Code for
“Conference”
Number of second party
Press to establish the three-way conference feature
Cancel conference and return to first correspondant (if conference is active) :
×Conf
During a call
Hang up on all correspondant (if conference is active):
OR
After the conference, to leave your two parties talking together:
×Conf Transf
Cancel the conference
3.7
Placing a call on hold (HOLD)
• Private hold:
During a call, you may place the call on hold and recover it later, on the same telephone h old
Paul in conversation
Paul on hold
You are on a call with the destination number
• Press 'Hold' to recover the call on hold: your call is placed on hold h old
Paul on hold
Paul in conversation
• Common hold (subject to programming):
To recover your call on any telephone in your system.
Hold
Paul in conversation
You are on a call with the destination number
Paul on hold
Your call is placed on hold
14
3
Recover the call on hold from any telephone:
Paul in conversation key associated with the 'incoming call' icon
3.8
Parking a call
You can park a call and retrieve it on another extension:
Park
Paul in conversation
You are on a call with the destination number
• To recover the parked call:
PickUp RetPrk
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 (1 min 30 by default), it is either transferred to the attendant or it rings back the extension that parked the call, depending on system configuration.
During a call
3.9
Barge-in/Intrusion into an internal call
Your party’s line is busy. If the number is not “protected” and if authorized, you can intrude into the call:
¤BrgIn ×BrgIn
Same key to exit
• Protection against Barge-in/intrusion:
'Communication
protection' programmed key
2 ab c
5 jkl
3 def
6 mn o
Enter the number desired
Protection is cancelled when you hang up.
3.10
Store a number
During a call, to save the number onto a call key:
»Rep
Paul in conversation
You are on a call with the destination number
----------
Press a call key on the Main page
Enter the name of your party
Confirm
15
3
3.11
Adjust audio volume
During a call, to adjust the volume level of the loudspeaker or receiver:
Paul in conversation
You are on a call with the destination number
OR
Adjust audio volume
During a call
16
4
'Meet me' conference
Other The 'Meet me' function is used to set up a conference with a maximum of 6 persons: the 'master' of the conference (who has the rights for initiating the conference) and the participants (maximum of 5) who meet for the conference.
4.1
Initiate a 'Meet me' conference
In order for the participants to join the conference, you must first decide on a meeting time for the conference and send them the access code.
When the system prompts you to enter a code or password, you are allowed 3 attempts before the system rejects your request.
Lift the receiver
(see Making a call)
2 ab c
5 jkl
3 def
6 mn o enter the 'Meet me' conference activation code
OR
2 ab c
5 jkl
3 def
6 mn o from the outside, dial the 'Meet me' conference activation call number
2 ab c
5 jkl
3 def
6 mn o enter your telephone number
(internal)
2 ab c
5 jkl
3 def
6 mn o
2 ab c
5 jkl
3 def
6 mn o the conference is set-up
Enter your personal code enter the conference access code
Activation code : this code is defined by the administrator during system configuration.
Call number for activating the 'Meet me' conference: this call number is used by the conference master when he wishes to initiate a conference from an external set. This number must have been defined previously by the system administrator.
Password: the default password cannot be used. If necessary, refer to chapter: "Modifying your personal code".
When the conference master on-hooks, all the communications will be cut-off.
4.2
Join a 'Meet me' conference
Once set-up by the conference master, the participants can join the 'Meet me' conference (5 participants maximum).
Lift the receiver
(see Making a call)
2 ab c
5 jkl
3 def
6 mn o enter the joining code for the 'Meet me' conference
OR
2 ab c
5 jkl
3 def
6 mn o from the outside, dial the 'Meet me' conference joining call number
2 ab c
5 jkl
3 def
6 mn o
You are in conference mode enter the conference access code
Joining code : this code is defined by the administrator during system configuration.
Call number for joining the 'Meet me' conference: this call number allows the participants to join a conference from an external set. This number must have been defined previously by the system administrator.
An audible beep sounds when a participant joins the conference. 2 audible beeps sound when a participant leaves the conference.
You cannot join a conference if the maximum allowed number of participants is already reached.
If the conference has not yet been set up by the conference master you are put on hold until the conference is initiated (5 minutes maximum).
If you cannot directly reach the conference, you have to call first an internal user or an automatic operator. This one dials the call number for joining the 'Meet-me' conference and then transfers your call (10 seconds).
17
5
Sharing
Other
5.1
Receiving supervised call ringing
To receive special ringing for calls to another number:
5.4
Individual pick-up
You hear a telephone ringing in an office where no-one can answer. If authorized, 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
Press the same key to cancel
5.2
Answering a night or a general bell
When the attendant is absent, outside calls to the attendant are indicated by a general bell. To answer:
PickUp GenBel
Reach the
'Menu' page
5.3
Manager/assistant screening
System configuration allows “manager/assistant” groups to be formed, so that the manager’s calls can be directed to one or more secretaries.
• From the manager’s or assistant’s telephone:
Incoming calls are screened by a designated person (assistant, etc.)
Press
“Screening” key
'Group call pick-up' programmed key
• If the telephone ringing is not in your pick-up group:
PickUp IndPic reach the 'Menu' page
2 ab c
5 jkl
3 def
6 mno
Dial the number of the ringing telephone
OR
'set call pick-up' programmed key
2 ab c
5 jkl
3 def
6 mn o
Dial the number of the ringing telephone
The system can be configured to prevent call pick-up on certain telephones.
Press the same key to cancel
Screening is indicated on the manager’s telephone by the icon corresponding to the
“screening” programmed key.
18
5
5.5
Answering briefly in place of the attendant
Outside calls to the attendant will ring on your telephone and you can answer the call: your telephone will ring at the same time as the switchboard
“Attendant
help” programmed key
• Calls to the switchboard:
Press the same key to cancel calls to the switchboard will ring on your telephone
“Attendant help” programmed key
5.6
Hunt groups
• Hunt group call:
Certain numbers can form a hunt group and can be called by dialing the group number.
2 ab c
5 jkl
3 def
6 mn o
No. of group to be called
• Temporary exit from your hunt group:/Return into your group:
2 ab c
5 jkl
3 def
6 mn o your group number 'leave group' programmed key
Belonging to a group does not affect the handling of speed dials. A specific telephone within a group can always be called by using its own number.
Sharing
5.7
Calling an internal party on his/her pager
The number called does not answer and you know that the person called has a pager:
Paul is alerted
Your party does not answer
'Paging' programmed key
Your party can answer from any telephone in the system.
paging in progress is displayed
5.8
Answering a call on your pager
A call on your pager can be answered from any telephone within the system.
your pager beeps
'Answer paging' programmed key
5.9
Calling a party on his/her loudspeaker
Your internal party does not answer. If authorized, you can remotely activate your party’s phone:
Forced
Paul is alerted
Your party does not answer you are connected to the loudspeaker on your party’s phone (if he/ she has the handsfree feature)
2 ab c
5 jkl
3 def
6 mn o
Your group number
19
5
5.10
Sending a written message to an internal party
SendTxt
2 ab c
5 jkl
3 def
6 mn o
Dial the number to be called
OR
Enter the first letters of the last name
• Predefined message:
Text Mail
Call me back
01/27
First message in list
(27)
Select the message to be sent
OR
GoTo
Enter the no. of the message to be sent (01 to 27)
Confirm your choice
Lang
Change language of message
• Personal message:
NewMsg
Confirm your choice
Create a temporary personal message
Confirm your choice
(alphabetic keypad)
• 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 assistant
7 I will call back at _:_ (*)
8 Use paging
9 Please retrieve your fax
10 Please retrieve 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
Sharing
5.11
Sending a copy of a voice message
Voice
2 ab c
5 jkl
3 def
6 mn o
Personal code
Display shows the number of new and old messages
Select message to copy by consecutive presses
Copy
2 ab c
5 jkl
3 def
6 mno
Dial the number to be called
OR
Dial by name
Send Record
OR
Send message
• * To record a comment :
Record a comment*
Voice mail
Ready to record
Record
Voice mail recording
Recording
Stop
Start recording the comment
Listen
End recording
OR
Record
Re-record a comment
Replay comment
OR
Send message
Consult
20
5
5.12
Sending a recorded message to a number/a distribution list
Voice
2 ab c
5 jkl
3 def
6 mn o
Personal code
Send
2 ab c
5 jkl
3 def
6 mn o
Dial party’s
No. or list No.
(00 to 50)
OR
Voice mail
Ready to record
Party’s name or list name (00 to 50)
Record
Add
Other parties if necessary
OR
Voice mail recording
Recording
Listen
Replay message
Start message recording
Stop
OR
End recording
Record
Confirm
Re-record a message Confirm
Confirm
5.13
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
5.14
Modify the automated attendant welcome message remotely
This feature enables a user with the appropriate rights to modify the automated attendant night or day-time message.
2 ab c
5 jkl
3 def
6 mn o
Voice mail call number
2 ab c
5 jkl
3 def
6 mn o
Number of your voice mailbox
9
Access the
'personal options' menu
5
Access the 'welcome messages customization' menu
2 ab c
5 jkl
3 def
6 mn o
Personal code follow the instructions of the voice guide
21
6
Keeping in touch
Other
6.1
Selecting calls to be forwarded
When a forwarding is applied, you can select the types of call to be forwarded: outside, internal, all.
ExtLoc
Select the type of Out/Int call
Forward
Div: Ext/Loc
Type of call forwarded is displayed
Div
Forward internal and outside calls
OR
Div Div
OR
Forward outside calls Forward internal calls
6.2
Diverting calls to another number (immediate forwarding)
The number can be your home, cell or mobile, voice message, or an internal extension (attendant, etc.).
Immed» Redial
2 ab c
5 jkl
3 def
6 mno
Dial the number to be called
OR
PerSpD
OR
Do not disturb activated
You can make calls, but only the destination number can call you.
6.3
Forwarding your calls to your voice message service
Immed»VM
Do not disturb activated
22
6.4
When you return, review your recorded messages
The light indicates that messages have been received.
Voice
Consult Display shows name of sender, with date, time and ranking of message
Play
Listen to message
OR
Select message
Clear
Erase message
OR
Call
Call sender of message
Copy
2 ab c
5 jkl
3 def
6 mn o
Personal code
OR
Display shows the number of new and old messages
Copy
6.5
Activate/deactivate the personal assistant
Assist
Settings
Assistant: OFF
Custo reach the 'Menu' page
On
OR
Off
Settings
Assistant: ON
Confirm
6 Keeping in touch
6.6
Personal assistant: reaching you with one number only
Reach the
'Menu' page
IntNum
Dial number of a colleague or other key individual
Att/Oper
Custo Assist
ExtNum
Dial an outside line number
Menu
Select type of forwarding
Mobile
Dial number of your cell or
PWT/DECT
Activate/deactivate transfer to the attendant
Confirm
6.7
Diverting calls to your pager
Callers will be able to contact you while you are moving around the company:
Page»
OR
'Forward to paging' programmed key
Do not disturb activated
6.8
Forwarding your calls from the receiving terminal (“Follow me”)
You wish to receive your calls in your present location: use the “Follow me” feature.
Follo»
2 ab c
5 jkl
3 def
6 mn o
Your extension number
OR
'Follow-me' programmed key
2 ab c
5 jkl
3 def
6 mn o
Your extension number
Do not disturb activated
6.9
Applying a selective forwarding
You can selectively forward calls, according to the caller’s identity:
Do not disturb activated
'Selective
forwarding' programmed key
6.10
Diverting all group calls
You can forward all your group calls to another internal number:
'Group calls
forwarding' programmed key
2 ab c
5 jkl
3 def
6 mn o
Number receiving forwarding
Do not disturb activated
23
6
6.11
Cancelling all forwardings
Cancl»
OR OR
'Cancel all forwarding' programmed key
6.12
Cancelling a specific forwarding
Program another type of forwarding, if desired programmed key corresponding to type of forwarding
(group or selective)
6.13
Diverting calls when your line is busy (forward if busy)
Callers can be forwarded to another telephone if you are already on the line.
OR
OnBusy»
'forward on busy' programmed key
2 ab c
5 jkl
3 def
6 mno number receiving forwarding
2 ab c
5 jkl
3 def
6 mno number receiving forwarding forwarding is acknowledged
Keeping in touch
6.14
Do not disturb
You can make your terminal temporarily unavailable for all calls.
DND
OR
Do not disturb activated
'DND' programmed key
Callers wishing to contact you will see the 'Do Not Disturb' message displayed on their sets when they try to call.
6.15
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.
Text»
• Predefined message:
Text Mail
Call me back
01/27
First message in list
(27)
Select the message to be sent
OR
GoTo
Enter the no. of the message to be sent (01 to 27)
Lang
Change language of message
Confirm your choice
Confirm your choice
24
6
• Personal message:
Create
Create a temporary personal message
(alphabetic keypad)
Confirm your choice
• 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 assistant
7 I will call back at _:_ (*)
8 Use paging
9 Please retrieve your fax
10 Please retrieve 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
Keeping in touch
6.16
Consulting written messages
The light indicates that messages have been received.
Messaging
Voice mail: 0
Text mails: 2
Number of messages received
ReadTxt
Read+ Displays the rest of the message and the date and time it was left displays the sender's message on the screen
Next message.
Previous message.
Clear
Erase message.
Call
Call sender of message.
SendTxt
Sending a written message to an internal party.
»Rep
Save the sender's number in your directory.
Terminate consultation.
25
6 Keeping in touch
6.17
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.
Custo Notif
Reach the 'Menu' page
• Activate/deactivate message notification:
ON/OFF Change
Press consecutively to
• To pause recording: activate/deactivate
Confirm
Number
2 ab c
5 jkl
3 def
6 mn o
Enter the number desired
Confirm
• Change the time slot: the time slot during which notification is activated can be changed.
Sched
2 ab c
5 jkl
3 def
6 mn o
Change times Confirm
26
7
Managing your charges
Other
7.1
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 mno
'
Project 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 mno
Enter the party’s number
“Business account code during call” programmed key
7.2
Finding out the cost of an outside call made for an internal user from your terminal the call is placed on hold
Paul in conversation
During an internal call
2 ab c
5 jkl
3 def
6 mn o
Outside number called
Programmed key 'Cost
Total Recall'
Transf
Transfer call to your party on hold
• When the internal party who has taken the call on-hooks, you are called back and can:
1. Read information concerning call (cost, duration, number of units...).
OK name of internal user and cost of call
2. Print a charge ticket.
3. Terminate consultation.
OK
27
8.1
8
Programming your telephone
Other
Initializing your voice mailbox
Light flashes
Enter your personal code, then record your name following the voice guide instructions
Your personal code is used to access your voice mailbox and to lock your telephone.
8.2
Customizing your voice greeting
You can replace the greeting message by a personal message.
Custo MlBox Custom
Reach the
'Menu' page
Voice mail
Ready to record
Ready to start recording
Stop
OR
End recording
Record
Pause
To pause recording
OR
Voice mail recording
Recording
Dfault
Press to return to the default message
Confirm
8.3
Modifying your personal code
Your personal code is used to access your voice mailbox and to lock your telephone.
Custo Option Passwd
Reach the
'Menu' page
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)
As long as your voice mailbox has not been initialized, the personal code is 1515.
8.4
Configuring the telephone ringer
28
Custo
Reach the
'Menu' page
T
Choose the tune:
Tune+
Select the melody of your choice (16 tunes)
T
Adjusting the ringer volume:
Level+
Set
Select the level of your choice (12 levels)
Ringing
Confirm your choice
Confirm your choice
8
T
Activate/deactivate silent mode:
Silent On Off
OR
To activate
T
Activate/disable meeting mode (progressive ringing):
To deactivate
Progress.
On
To activate
T
Activate/deactivate discreet ring mode:
OR
Off
Todeactivate
Beeps On
To activate
T
Adjust ringer volume while a call arrives:
OR
Off
To deactivate
Programming your telephone confirm your choice confirm your choice confirm your choice
8.6
Selecting the welcome page
This feature is used to choose the page displayed by default on the telephone.
Custo Option Homepage
Select the default page
Confirm your choice
8.7
Selecting language
Paul is calling
Your telephone rings
Adjusting the ringer volume:
8.5
Adjusting screen brightness
Custo Option
Reach the 'Menu' page
Lang
Select the default page
Confirm your choice
8.8
Programming speed dialing (speed dials) keys (Main page)
Custo Set
Reach the
'Menu' page
Screen Icon
OR increase or reduce the brightness of the screen or keys (of the extension unit) by pressing consecutively on the corresponding keys
Cntrst
Access the Main page using the navigator
Number
Enter the number
2 ab c
5 jkl
3 def
6 mn o
Press a call key on the
Main page
Name
Enter the name
29
8
8.9
Erase a programmed key
Clear
Programming your telephone
• To cancel your reminder request:
Appmnt
Access the Main page using the navigator
Select the key to erase
8.10
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).
Appmnt Change
Change
Reach the
'Menu' page
Select the type of appointment
(temporary or permanent)
8.11
Identifying the terminal you are on
The number of your telephone is displayed on the 'Info' page.
Access the Info page using the navigator.
Reach the
'Menu' page
Select the type of appointment (temporary or permanent)
2 ab c
5 jkl
3 def
6 mn o
Enter time of appointment
Confirm the appointment time
• At the programmed time, your telephone rings:
Clear
8.12
Broadcasting background music on your loudspeaker
You can broadcast background music on the loudspeaker of your telephone (depending on configuration): when telephone is not in use, background music is played
(Long press)
Press the same key to cancel
(Long press)
If you are on call, the display flashes and an audio tone is generated. After unanswered calls, a temporary request is cancelled but a permanent request remains in memory.
If your calls are forwarded to another terminal, the forwarding is not applied to the reminder call.
The music stops when a call is made or received and starts again when you hang up.
30
8.13
Lock / unlock your telephone
Reach the
'Menu' page
Lock
2 ab c
5 jkl
3 def
6 mn o
Depending the displayed informations, enter your password or confirm your telephone is locked/unlocked
8 Programming your telephone
8.14
Configuring the audio jack of your telephone
By default, the audio jack of your telephone can be used to connect a headset, handsfree kit or loudspeaker.
Custo Set Jack reach the 'Menu' page
Headset
OR
Handsfree
OR
StSpeaker
8.15
Activating/deactivating 'forced headset' mode
'Forced headset' mode must be activated as soon as a headset is installed instead of the receiver.
Custo Set Headst
Reach the
'Menu' page
On Off
OR
Activating/deactivating 'forced headset' mode
31
9
ACD : Agent set / Supervisor station
Other
9.1
Agent set
A call centre solution allows optimum distribution of calls to agents according to their availability and skills.
9.2
Open an agent session (login) - Agent set
Select the ACD application
2 ab c
5 jkl
3 def
6 mn o
Depending the displayed informations, enter your password or confirm
Login
Select the agent and validate
ACD application welcome screen display
9.3
ACD application welcome screen - Agent set status of the queues name of the agent set
135
Onduty
Menu
T.Abs
Logout
Passwd
ACD
A2
[01]
On
12:55
Info
Offduty
Groups
• [01] means: 1 call waiting (Alcatel 4028/4029 - Alcatel 4008/4018/4019).
9.4
The four operating statuses of the agent set
An agent's availability is determined by the operating status (of which there are 4), that the agent can change at any time. These statuses are:
• In service, the agent is ready to receive calls.
• Withdrawn , the agent has withdrawn from the ACD application.
• Additional task, the agent is performing a task concerning a call and is not taking other calls.
• Temporarily absent, the agent has taken a break and is not taking calls.
The agent can change the operating status directly by entering codes (on all sets), by pressing the function keys on the set (Alcatel
4028/4029 and Alcatel 4038/4039/4068 sets), or using the 'Agent Assistant' agent software on PC (if available).
9.5
Changing the operating status of the set - Agent set
• Changing using codes (all sets)
The operating status change codes are defined when the system is configured. Contact the system administrator to obtain these codes.
Codes Statuses in service withdrawn enter the feature code to activate additional task temporarily absent
A melody is played: activation accepted, the change of status has been carried out
OR
A 'buzzer' type alarm sounds: activation refused, the set is probably not taken into account by the call centre; you should contact your administrator
• Change by function keys (Alcatel 4028/4029 and Alcatel 4038/4039/4068)
Press the function key of the status to be activated. Information relative to the selected status is displayed on the screen. If a refusal message is displayed, contact the system administrator.
9.6
Modifying your personal code - Agent set
Password
2 ab c
5 jkl
3 def
6 mno
New code (4 digits)
32
9 ACD : Agent set / Supervisor station
9.7
Integrating another group/leaving a group - Agent set
9.9
Supervisor station
A supervisor can review the messages left in the voice mailboxes of the call centre groups (maximum 8 groups) using the function keys on an Alcatel 4028/4029 or Alcatel 4038/4039/4068 set.
A supervisor can also perform the agent function from the same set.
Groups
Press the key of the group (1 to 8) to integrate (box empty) and/orpress the key of the group to leave (box full)
9.8
Agent set - Close the agent session (logout)
Logout
9.10
Supervising group mailboxes - Supervisor station
• Consulting the messages:
When a message is left in a group mailbox, the voice mail present indicator associated with the supervision key flashes.
follow the instructions of the voice guide
Press the supervision key
When a mailbox is reviewed by a supervisor, the other supervisors cannot access it.
• Supervision keys for group mailboxes and positioning on the sets:
Access the 'Main' page
33
Compliance
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 confirm 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.
The ear piece and microphone area of the handset may attract metallic objects that may be dangerous for the ear.
The wording is not contractual and may be subject to change. Some features of your telephone are controlled by a software key and the configuration of the unit.
Declaration of compliance
EC countries: we, Alcatel Business Systems, declare that the Alcatel 4028 and 4029 products comply with the essential demands 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.
Information relative to the environment
This symbol indicates that at the end of its life, this product should be subject to special collection and disposal in member countries of the European Union, as well as in Norway and Switzerland. By ensuring this product is disposed of correctly, you will help to conserve natural resources and help prevent potential negative consequences to the environment and human health which could otherwise be caused by inappropriate disposal of this product. For further details about recycling this product, please contact the supplier who sold you the product.
Operating conditions
Operating temperature range: -5°C /45°C.
Acoustic shock protection
The acoustic level of the signal generated by the handset earpiece is less than 136 dBspl for a transient signal and less than 125 dBA for a continuous signal.
Directive 2003/10/EC specifying the risks inherent in noise at work
The ring contributes towards overall daily noise; at its maximum setting, the level is
105 dBA at
60 cm from terminal. To reduce the level, the following is recommended:
- reduce the setting (9 levels of 5 dB)
- program a progressive ring.
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. 2006. All rights reserved.
34
MU19005USA C-O600ed01-1207
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Table of contents
- 3 Introduction
- 3 How to use this guide
- 7 Welcome screens
- 8 Call management screen
- 8 Application screen
- 9 Making a call
- 9 Answering a call
- 9 Using the telephone in 'Hands free' mode
- 10 Activating the loudspeaker during a call (receiver lifted) - Speaker
- 10 Calling your party by name (company directory)
- 10 Make calls via your programmed call keys
- 10 Calling from the common directory
- 10 Screening calls using the voice mailbox
- 11 Redial
- 11 Requesting automatic callback if internal number is busy
- 11 Answering an internal call in intercom mode
- 12 Sending DTMF signals
- 12 Mute, so that your party cannot hear you
- 13 Making a second call during a call
- 13 Answering a second call during a call
- 13 Switching between calls (Broker call)
- 14 Transferring a call
- 14 Transfer a call to the voice mailbox of an absent party
- 14 Three-way conference with internal and/or external parties (conference)
- 14 Placing a call on hold (HOLD)
- 15 Parking a call
- 15 Barge-in/Intrusion into an internal call
- 15 Store a number
- 16 Adjust audio volume
- 17 Initiate a 'Meet me' conference
- 17 Join a 'Meet me' conference
- 18 Receiving supervised call ringing
- 18 Answering a night or a general bell
- 18 Manager/assistant screening
- 18 Individual pick-up
- 19 Answering briefly in place of the attendant
- 19 Hunt groups
- 19 Calling an internal party on his/her pager
- 19 Answering a call on your pager
- 19 Calling a party on his/her loudspeaker
- 20 Sending a written message to an internal party
- 20 Sending a copy of a voice message
- 21 Sending a recorded message to a number/a distribution list
- 21 Broadcasting a message on the loudspeakers of a station group
- 21 Modify the automated attendant welcome message remotely
- 22 Selecting calls to be forwarded
- 22 Diverting calls to another number (immediate forwarding)
- 22 Forwarding your calls to your voice message service
- 22 When you return, review your recorded messages
- 22 Activate/deactivate the personal assistant
- 23 Personal assistant: reaching you with one number only
- 23 Diverting calls to your pager
- 23 Forwarding your calls from the receiving terminal (“Follow me”)
- 23 Applying a selective forwarding
- 23 Diverting all group calls
- 24 Cancelling all forwardings
- 24 Cancelling a specific forwarding
- 24 Diverting calls when your line is busy (forward if busy)
- 24 Do not disturb
- 24 Leaving a recorded message for internal callers;
- 25 Consulting written messages
- 26 Message notification
- 27 Charging your calls directly to business accounts
- 27 Finding out the cost of an outside call made for an internal user from your terminal
- 28 Initializing your voice mailbox
- 28 Customizing your voice greeting
- 28 Modifying your personal code
- 28 Configuring the telephone ringer
- 29 Adjusting screen brightness
- 29 Selecting the welcome page
- 29 Selecting language
- 29 Programming speed dialing (speed dials) keys (Main page)
- 30 Erase a programmed key
- 30 Programming an appointment reminder
- 30 Identifying the terminal you are on
- 30 Broadcasting background music on your loudspeaker
- 30 Lock / unlock your telephone
- 31 Configuring the audio jack of your telephone
- 31 Activating/deactivating 'forced headset' mode
- 32 Agent set
- 32 Open an agent session (login) - Agent set
- 32 ACD application welcome screen - Agent set
- 32 The four operating statuses of the agent set
- 32 Changing the operating status of the set - Agent set
- 32 Modifying your personal code - Agent set
- 33 Integrating another group/leaving a group - Agent set
- 33 Agent set - Close the agent session (logout)
- 33 Supervisor station
- 33 Supervising group mailboxes - Supervisor station