Alcatel OmniPCX Office
Alcatel 4038/4039/4068
User manual
How
Introduction
How to use this guide
Thank you for choosing a telephone from the 4038/4039/4068 range manufactured by Alcatel.
Your Alcatel 4038/4039/4068 digital terminal has a new ergonomic layout for more effective communication.
• Actions
• Keypad
c
2ab
5jkl
3def
Lift the receiver.
Hang up.
Numeric keypad.
Alphabetic keypad.
o
6mn
„
A large graphic screen, in conjunction with various keys and the navigator, allows you to make calls, configure and program
your telephone,
„
„
„
a receiver that is pleasant to use: it fits nicely in the hand with a flexible grip section,
communication is even more convenient using the audio keys (loudspeaker, hands free),
using the convenient alphabetic keypad, you can call your correspondents by name.
Specific key on numeric keypad.
2
• 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
• Audio keys
Loudspeaker,
hands free.
Smith John
Partial view of display.
…
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.
2
How
Contents
Toc
Getting to know your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.6
5.
Keep in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
1.
2.
Description of the screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7
5.1 Selecting calls to be diverted . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
5.2 Diverting calls to another number (immediate diversion). . . . . . . . . . . . . . . . . . . . . . . . . p.19
5.3 Diverting your calls to your voice message service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
5.4 When you return, consult recorded messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
5.5 Activate/disable the personal assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.19
5.6 Personal assistant: reaching you with one number only . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
5.7 Diverting calls to your pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
5.8 Forwarding your calls from the receiving terminal (“Follow me”) . . . . . . . . . . . . . . . . . . p.20
5.9 Applying a selective diversion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
5.10 Diverting all group calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
5.11 Cancelling all diversions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
5.12 Cancelling a specific diversion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.20
5.13 Diverting calls when your line is busy (divert if busy) . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21
5.14 Do not disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21
5.15 Leaving a recorded message for internal callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.21
5.16 Consulting written messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
5.17 Message notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.22
1.1 Welcome screens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.7
1.2 Call management screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
1.3 Application screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.8
Using your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9
2.1 Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9
2.2 Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9
2.3 Using the telephone in "Hands free" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.9
2.4 Activating the loudspeaker during a conversation (receiver lifted). . . . . . . . . . . . . . . . . . p.10
2.5 Calling your correspondent by name (company directory) . . . . . . . . . . . . . . . . . . . . . . . p.10
2.6 Make calls via your programmed call keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10
2.7 Calling from the common directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10
2.8 Filtering calls using the voice mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.10
2.9 Redialling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.10 Requesting automatic callback if internal number is busy . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.11 Answering an internal call in intercom mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.12 Sending DTMF signals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
2.13 Mute, so that your correspondent cannot hear you . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.11
7.
Managing your charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23
6.1 Charging your calls directly to business accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.23
6.2 Finding out the cost of an outside call made for an internal user from your terminal. . . p.23
3.
During a conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12
3.1 Making a second call during a conversation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12
3.2 Answering a second call during a conversation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12
3.3 Switching between calls (Broker call). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.12
3.4 Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.5 Three-way conference with internal and/or external correspondents (conference). . . . p.13
3.6 Placing a call on hold (hold) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.13
3.7 Placing an outside call on hold (parking) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.8 Intrusion into an internal conversation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.9 Store a number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
3.10 Adjust audio volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.14
Programming your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
7.1 Initializing your voice mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
7.2 Customising your voice greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
7.3 Modifying your personal code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
7.4 Configuring the telephone ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.24
7.5 Adjusting screen brightness . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25
7.6 Selecting the welcome page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25
7.7 Selecting language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25
7.8 Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25
7.9 Programming direct call keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.25
7.10 Programming an appointment reminder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.26
7.11 Identify the terminal you are on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.26
7.12 Broadcasting background music on your loudspeaker . . . . . . . . . . . . . . . . . . . . . . . . . . . p.26
7.13 Lock / unlock your telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.26
7.14 Configuring the audio jack of your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.27
7.15 Activating/deactivating "forced headset" mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.27
7.16 Installing a Bluetooth® Wireless Technology headset (matching) . . . . . . . . . . . . . . . . . . p.27
7.17 Using a Bluetooth® Wireless Technology headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.27
7.18 Removing a Bluetooth® Wireless Technology headset . . . . . . . . . . . . . . . . . . . . . . . . . . p.27
4.
Sharing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15
4.1 Receiving supervised call ringing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15
4.2 Answering the general bell . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15
4.3 Manager/secretary filtering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15
4.4 Call pick-up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.15
4.5 Answering briefly in place of the operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.16
4.6 Hunting groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.16
4.7 Calling an internal correspondent on his/her pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.16
4.8 Answering a call on your pager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.16
4.9 Calling a correspondent on his/her loudspeaker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.16
4.10 Sending a written message to an internal correspondent . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.11 Send a voice message copy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.17
4.12 Sending a recorded message to a number / a distribution list . . . . . . . . . . . . . . . . . . . . . p.18
4.13 Broadcasting a message on the loudspeakers of a station group . . . . . . . . . . . . . . . . . . . p.18
Guarantee and clauses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . p.28
4
„
Display and display keys
Getting to know your telephone
Contains several lines and pages providing information on calls and the functions accessible via the 10 keys associated with the words on the
screen.
Telephone
Transfer icon: pressing the key next to this icon allows you to program or change the transfer function.
„
•
•
Indicator light
Flashing green: incoming call.
Flashing red: alarm.
Adjust the tilt of the screen
Headset connected.
Appointment programmed.
Telephone locked.
Handset
Silent mode activated.
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
Menu page: contains all functions and applications accessible via the keys associated with
the words on the screen.
Perso page: contains call line keys (allowing supervision of calls) and programmable call
keys.
Info page: contains information on the telephone and the status of its functions: name, telephone number, number of messages,
activation of transfer function, appointment reminder, etc.
Socket for connecting headphones or a
Hands-free / Loudspeaker unit
Alphabetic keypad
„
Call display
Incoming call.
Call in progress or outgoing call.
„
Audio keys
Hang-up key: to terminate a call.
Hands-free/Loudspeaker Key: to make or answer a call without lifting the receiver.
•
•
Lit in hands-free mode or headset mode (short press).
Flashing in loudspeaker mode (long press).
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 Left-right navigator: used to check calls.
to the other by pressing the display key associated with each call.
To adjust the loudspeaker or handset volume up or down
„
Extension unit
„
Function keys and programmable keys
Guide key: used to obtain information on functions of the 'menu' page and to program key of the 'perso' page.
An extension unit can be fitted to your telephone. This provides additional keys which
Messaging key to access various mail services:
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.
if the key flashes, a new voice message or a new text message has been received.
'Redial' key: to access the 'Redial' function.
Programmable key (F1 and F2 keys):
lit when the function associated with the key is activated.
6
Description of the screens
Other
1
„
Perso page: contains call line keys (allowing supervision of calls) and programmable call keys. The up-down navigator
is used to access all the direct call keys (apart from those displayed by default). Direct call keys are programmed or
modified via the Information key.
Welcome screens
1.1
Menu page
Perso page
Info page
Time and status icon
Date
Call forwarding icon:
Stationary: no forwarding
activated.
Rotating: forwarding
activated
Scroll bar: shows
the position on a
page
„
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.
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
Call management screen
Application screen
1.2
1.3
Date
Incoming call icon
Time and status icon
Date
Application name
Time and
status icon
Call holding icon
Call in progress icon
Application
screen
Incoming call presenta-
tion screen. This screen is
temporarily displayed when a
call arrives and shows the
name and/or number of the
caller.
Events screen
Pop-up display of
functions accessi-
ble while the call is
taking place
„
„
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 pro-
gress 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
Other
2
Making a call
Receiving a call
2.1
2.2
def
OR
OR
o
OR
OR
mn
mno
jkl
Paul
is calling
dial directly
the number
for your call
lift the
receiver
number
required
lift the
receiver
hands free
press the key next to the
'Incoming call' icon
Using the telephone in 'Hands free' mode
2.3
def
OR
OR
o
n
m
jkl
„
Terminal idle:
hands free
number
required
programmed line
key
correspondent’s
name
you are in hands free
mode
Paul
in conversation
press and
release
terminate
your call
during a conversation
„
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
press and release
conversation
• If the internal or outside number does not reply:
During a conversation, you can lift the receiver without terminating the call.
Interphony
¤Call back
Text
OR
OR
broadcast a message on
the loudspeaker of the
free terminal
request callback to a
busy terminal
send a written
message
OR
go to next screen
9
Using your telephone
2
Activating the loudspeaker during a conversation (receiver lifted) -
Loudspeaker
2.4
Make calls via your programmed call keys
2.6
10:30
Helen
the loudspeaker key flashes
PERSO
Paul
in conversation
during a
conversation
activate loudspeaker
(long press)
access the
'Perso' page
find the correspondent
you want to call from
the programmed call
keys
call the chosen
correspondent
OR
The key is no longer lit
adjust volume
(7 levels)
deactivate
loudspeaker
(long press)
Calling from the common directory
2.7
Your terminal has access to a common directory of outside numbers.
def
press and release the loudspeaker key to switch to hands free mode (light steady).
o
n
m
5jkl
directory
number
Calling your correspondent by name (company directory)
2.5
Filtering calls using the voice mailbox
2.8
Dial by name
proposes a name followed by a corresponding
telephone number and sequence number in list
Paul
001/003
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 :
first letters of your
correspondent’s name
• If name is OK:
def
2
o
n
m
5jkl
OK
'Voice mailbox
screening'
enteryourpersonal
password
same key to stop listening and
deactivate the screening
make the call
programmed key
• When you receive a call :
• If name is not OK:
you hear the message left by your
caller
1stname
OR
OR
0
Paul
is screened
name or number of
the caller
hands free to take
the call
extend search in
list
erase last letter
entered
show next name
OR
OR
OR
OR
to stop listening only
show previous
name
return to main menu
10
Using your telephone
2
When your caller hangs up, intercom mode remains active.
Redialling
2.9
• To deactivate - Terminal idle:
„
Redialling the last number dialled (redial):
The corresponding LED goes out
last number redial
'redial' key
(short press)
Sending DTMF signals
2.12
„
Call back on the last 10 number dialled:
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.
10:30
Rediallist
OR
menu
¤MFcode
Paul
'redial' key
(long press)
reach the 'Menu'
page
in conversation
during a
to activate
conversation
Call
The function is automatically cancelled when you hang up.
select the No. in the
last ten issued
call required number
Requesting automatic callback if internal number is busy
Mute, so that your correspondent cannot hear you
2.10
2.13
You can hear your correspondent but he/she cannot hear you:
¤Callback
internal number busy
callback request acknowledged
The key lights up
Paul
in conversation
• Cancelling callback request:
during a
disable microphone
conversation
×Callback
cancellation of callback request
acknowledged
The key is no longer lit
resume the
conversation
Answering an internal call in intercom mode
2.11
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
11
During a conversation
Other
3
Making a second call during a conversation
Answering a second call during a conversation
3.1
3.2
• A second correspondent is trying to call you:
def
New call
no
m
jkl
Paul
in conversation
Paul
in conversation
Paul
is calling
during a
conversation
number of
second
during a
conversation
name or no. of the caller
displayed for 3 seconds
correspondent
„
Answer call displayed
Rediallist
Indiv.rep.
OR
OR
John
in conversation
Answer
select the no. in the
last ten issued if your
telephone allows this
operation
to call a number in the
directory
the first call is on hold
OR
John
in conversation
line key for which
icon is flashing
the first call is on hold
• Other methods for calling a second correspondent
• To return to your first caller and end the conversation in progress
ef
d
Dial directly the number for your call.
mno
5jkl
OR
OR
John
Paul
Name of second correspondent.
in conversation
in conversation
key associated with the
- To access the 'Redial' function (short press).
- Call back on the last 10 number dialled (press and hold).
'Incoming call' icon
Programmed line key.
Switching between calls (Broker call)
3.3
• To cancel your second call and recover the first:
During a conversation, a second call is on hold.
To accept the second call:
OR
OR
John
Paul
in conversation
in conversation
key associated with the
'incoming call' icon
John
in conversation
Paul
in conversation
key associated
with the
'Incoming call'
icon
your first call is placed on
hold
If you make an error, hang up: your telephone will ring and you will recover your first
call.
12
During a conversation
3
„
After the conference, to leave your two correspondents talking together:
Transferring a call
3.4
×Conference
Transfer
• To transfer your call to another number:
cancel the
conference
def
o
mn
jkl
Paul
John
in conversation
in conversation
Placing a call on hold (hold)
3.6
during a
conversation
no. of the 2nd
terminal
the first call is on hold
• Exclusive hold:
• If the number receiving the transfer answers:
During a conversation, you wish to place the call on hold and recover it later, on the same telephone.
Transfer
Hold
Paul
Paul
in conversation
on hold
during a
conversation
your call is placed on hold
You can also transfer your call immediately, without waiting for the number to answer, using either of the two methods described
above.
• Recover the call on hold:
Transfer between two outside calls is not generally possible (depends on country
concerned and system configuration).
Paul
on hold
Paul
in conversation
key associated with the
Three-way conference with internal and/or external correspondents
(conference)
'Incoming call' icon
3.5
• Common hold: (subject to programming)
To recover your call on any telephone in your system.
„
During a conversation, a second call is on hold:
Hold
Paul
Paul
in conversation
on hold
¤Conference
John
in conversation
during a
your call is placed on hold
conversation
Recover the call on hold from any telephone:
select the 'conference'
function
„
„
Cancel conference and return to first correspondent (if conference is active):
Paul
in conversation
×Conference
key associated with
the 'incoming call'
icon
Hang up on all correspondent (if conference is active):
13
During a conversation
3
Placing an outside call on hold (parking)
Store a number
3.7
3.9
You can place an outside call on hold and recover the call on another telephone:
During a call, to save the number onto a call key:
Parkcall
Savetorep
Paul
Paul
in conversation
in conversation
during a
during a
conversation
conversation
• To recover the parked call:
----------
def
Pickup
Unparkcall
o
mn
jkl
press a call key on
the Perso page
enter the name of
your
correspondent
apply
number of
telephone from
which call was
parked
Adjust audio volume
3.10
If the parked call is not recovered within a preset time (default value 1 min 30), it is
transferred to the operator.
During a call, to adjust the volume level of the loudspeaker or receiver:
OR
Paul
Intrusion into an internal conversation
3.8
in conversation
during a
conversation
adjust audio volume
Your correspondent’s line is busy. If the number is not “protected” and if authorised, you can intrude into the call:
¤Intrusion
×Intrusion
same key to exit
• Protection against intrusion:
def
o
mn
5jkl
'Protection of a
enter the number
call' programmed key
Protection is cancelled when you hang up.
14
Sharing
Other
4
Receiving supervised call ringing
Call pick-up
4.1
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
def
Pickup
Set
menu
mno
5jkl
When the operator is absent, outside calls to the operator are indicated by a general bell. To answer:
reach the 'Menu'
page
number of
telephone
ringing
10:30
Pickup
Generalbell
menu
reach the 'Menu'
page
def
2
OR
o
n
m
5jkl
'Telephone call
number of
Manager/secretary filtering
pick-up'
programmed key
telephone ringing
4.3
System configuration allows “manager/secretary” groups to be formed, so that the manager’s calls can be directed to one or more
secretaries.
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.
15
Sharing
4
Answering briefly in place of the operator
Calling an internal correspondent on his/her pager
4.5
4.7
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
“Operator
help”
programmed key
same key to
cancel
your
correspondent
does not reply
'Page' programmed
key
• Calls to the switchboard:
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.
Hunting groups
4.6
• 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.
def
o
n
m
5jkl
def
2
your pager beeps
o
no. of group to be called
mn
5jkl
• Temporary exit from your hunting group / Return into your group:
'Answer page'
programmed key
your group
number
def
o
mn
5jkl
Calling a correspondent on his/her loudspeaker
4.9
'Exit group'
programmed key
your group number
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.
Interphony
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)
16
Sharing
4
Sending a written message to an internal correspondent
Send a voice message copy
4.10
4.11
def
def
Text
Voice
Consult
display number of new and
old messages
OR
o
o
mn
mn
jkl
5jkl
number to be
called
enter the first letters of
the name
personal code
• Predefined message
def
mno
Sendcopy
2
OR
5jkl
Text Mail
Gotomessage
Call me back
01/27
OR
selectmessageto
copy by
number to be
called
correspondent’s
name
first message in list
(27)
select the
message to be
sent
enter the no. of
the message to be
sent (01 to 27)
apply your choice
consecutive
presses
Sendmessage
Record
OR
Language
send message
record a comment*
change language of
message
• Personal message
apply your choice
apply your choice
• * To record a comment:
Voice mail
Voice mail
recording
Record
Ready to record
Create
start recording the comment
recording
create a temporary
personal message
(alphabetic keypad)
Stop
Listen
• The 27 standard messages are shown below:
end of recording
replay comment
1
2
3
4
5
6
7
8
9
Call me back
15 Meeting on ___ (*)
16 Meeting on ___ at _:_ (*)
17 Out for a while
Call me back tomorrow
Call me back at _:_ (*)
Call back _____ (*)
Call the attendant
Call the secretary
I will call back at _:_ (*)
Use paging
Record
OR
OR
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
re-record a comment
send message
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 _:_ (*)
27 Indisposed
(*) Messages to be completed using numeric keypad
17
Sharing
4
Sending a recorded message to a number / a distribution list
4.12
def
Voice
Sendmessage
o
mn
jkl
personal code
def
Add
OR
o
mn
jkl
correspondent’s
no. or list no.
(00 to 50)
correspondent’s name
or list name (00 to 50)
other correspondents
if necessary
apply
Voice mail
Record
start message recording
Stop
Ready to record
Voice mail
recording
recording
Listen
end of recording
apply
Record
OR
OR
replay message
re-record a message
apply
Broadcasting a message on the loudspeakers of a station group
4.13
A message not requiring an answer can be broadcast on the loudspeakers within your broadcast group:
def
speak, you have 20 seconds
OR
o
mn
5jkl
number of
broadcast
group
The message will only be broadcast on terminals not in use and which have a
loudspeaker.
18
Keep in touch
Other
5
Selecting calls to be diverted
Diverting your calls to your voice message service
5.1
5.3
When a diversion is applied, you can select the types of call to be diverted: outside, internal, all.
Immediate»VM
diversion is acknowledged
Forward
Ext/Int
Div: Ext/Loc
select the type of Out/Int call
type of call diverted
is displayed
When you return, consult recorded messages
5.4
Perso Assist:OFF
Div: Ext / Loc
Choice
OR
The light indicates that messages have been received.
if the type of call is
not appropriate
all calls
def
Voice
display number of new and old messages
o
mn
5jkl
Perso Assist:OFF
Div: Local
Perso Assist:OFF
Div: External
personal code
OR
Consult
display name of sender, with date, time and
ranking of message
internal or outside calls
apply
select message
Diverting calls to another number (immediate diversion)
5.2
Play
Clear
Call
OR
OR
The number can be your home, portable or car phone, voice message or an internal extension (operator, etc.).
listen to message
erase message
call back sender of
message
def
Immediate
Rediallist
OR
mno
jkl
number to be
called
Sendcopy
OR
copy message
Indiv.rep.
diversion is acknowledged
OR
Activate/disable the personal assistant
5.5
You can make calls, but only the destination number can call you.
Settings
10:30
Settings
Assistant
Assistant : OFF
menu
reach the 'Menu'
page
Settings
Assistant : ON
ON/OFF
Choice
apply
19
Keep in touch
5
Personal assistant: reaching you with one number only
5.6
Applying a selective diversion
5.9
You can selectively divert calls, according to the caller’s identity:
10:30
Settings
Assistant
Menu
menu
diversion is acknowledged
reach the 'Menu'
page
select type of
diversion
'Selective
diversion'
programmed key
InternalNr
ExternalNr
MobileNr
dial number of a colleague
or your secretary
dial an outside line number
dialnumberofyourmobile
or DECT
Diverting all group calls
5.10
You can divert all your group calls to another internal number:
Operator
def
2
diversion is acknowledged
o
n
m
activate/deactivatetransfer
to operator
apply
5jkl
'Divert group
calls' programmed
key
number receiving
diversion
Diverting calls to your pager
5.7
Callers will thus be able to contact you while you are moving around the company:
Cancelling all diversions
5.11
Topaging
OR
diversion is acknowledged
Cancelfwd.
programme another type of
diversion
OR
OR
'Divert to pager'
programmed key
'Cancel all diversions'
programmed key
Forwarding your calls from the receiving terminal (“Follow me”)
5.8
Cancelling a specific diversion
5.12
You wish to receive your calls in your present location:
Use the “Follow me” function.
def
programmed key corresponding to type of diversion
(group or selective)
Followme
o
mn
5jkl
your extension
number
def
2
diversion is acknowledged
OR
o
mn
5jkl
'Forward calls'
programmed key
your extension
number
20
Keep in touch
5
Diverting calls when your line is busy (divert if busy)
Leaving a recorded message for internal callers
5.13
5.15
Callers can be diverted to another telephone if you are already on the line.
You can leave a message on your terminal which will be displayed on the screen of the terminal calling you.
def
Onbusy
Textanswer
diversion is acknowledged
mno
jkl
number
receiving
diversion
• Predefined message:
Text Mail
Gotomessage
Call me back
01/27
OR
def
OR
mno
jkl
first message in list
(27)
select the
message to be
sent
enter the no. of
the message to be
sent (01 to 27)
apply your choice
'Divert if busy'
programmed key
number
receiving
diversion
Language
Do not disturb
5.14
change language of
apply your choice
message
You can make your terminal temporarily unavailable for all calls.
• Personal message:
DoNotDisturb
OR
diversion is acknowledged
Create
'Do not disturb'
programmed key
create a temporary
personal message
(alphabetic keypad)
apply your choice
Callers wishing to contact you will see the 'Do Not Disturb' message displayed on their
sets when they try to call.
• The 27 standard messages are shown below:
1
2
3
4
5
6
7
8
9
Call me back
15 Meeting on ___ (*)
16 Meeting on ___ at _:_ (*)
17 Out for a while
Call me back tomorrow
Call me back at _:_ (*)
Call back _____ (*)
Call the attendant
Call the secretary
I will call back at _:_ (*)
Use paging
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
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 _:_ (*)
27 Indisposed
(*) Messages to be completed using numeric keypad
21
Keep in touch
5
Consulting written messages
Message notification
5.16
5.17
The light indicates that messages have been received.
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.
Messaging
Text
displays the sender's
message on the screen
Voice mail: 0
10:30
Text mails: 2
Settings
Notification
menu
number of
messages
received
reach the 'Menu'
page
• Activate/deactivate message notification
Readmore
Displays the rest of the message and
the date and time it was left
ON/OFF
Choice
press consecutively to
activate/deactivate
• To pause recording
apply
Next message.
Previous message.
def
Number
o
n
m
5jkl
Clear
enter the number
apply
Erase message.
• Change the time slot
The time slot during which notification is activated can be changed.
Call
Call back sender of message.
def
Schedule
o
n
m
5jkl
Sendmessage
Savetorep
Sending a written message to an internal correspondent.
Save the sender's number in your directory.
Terminate consultation.
change times
apply
22
Managing your charges
Other
6
• At the end of the call, you are called back and you can:
1. Read information concerning call (cost, duration, number of units...).
Charging your calls directly to business accounts
6.1
OK
name of internal user and cost of
call
You can charge the cost of your outside calls to business account numbers.
def
def
2. Print a charge ticket.
3. Terminate consultation.
o
o
mn
jkl
mn
5jkl
Print
OK
“Business
account code”
programmed key
enter the number
of the terminal to
receive the
password for this
internal telephone
enter number for
correspondent
message
• Adding or changing a business code during a call:
“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
programmed key 'Meter
Total Recall'
def
Transfer
o
mn
5jkl
outside
number
called
transfer call to your
correspondent on hold
23
Programming your telephone
Other
7
def
def
o
o
mn
mn
5jkl
5jkl
Initializing your voice mailbox
7.1
old code
(4 digits)
new code
(4 digits)
enter your personal code then record
your name according to voice guide
instructions
light flashes
As long as your voice mailbox has not been initialized, personal code is 1515.
Your personal code is used to access your voice mailbox and to lock your telephone.
Configuring the telephone ringer
7.4
10:30
Settings
My Phone
Ringing
Customising your voice greeting
7.2
menu
You can replace the greeting message by a personal message
reach the 'Menu'
page
10:30
Settings
Mailbox
Persmessage
T
T
Choose the tune.
menu
reach the 'Menu'
page
Melody
Voice mail
Ready to record
Voice mail
Record
select the melody of your
choice (16 tunes)
apply your choice
recording
to start recording
recording
Adjusting the ringer volume.
Stop
Pause
Default
OR
OR
Volume
end of recording
to pause recording
to return to the default
message
apply
select the volume of your choice
(12 levels)
apply your choice
T
T
Activate/deactivate silent mode.
Modifying your personal code
7.3
Your personal code is used to access your voice mailbox and to lock your telephone.
Silent
On
Off
10:30
Settings
My options
Password
to activate
to deactivate
apply your choice
menu
Activate/disable meeting mode (progressive ringing).
reach the 'Menu'
page
Progressive
On
Off
to activate
to deactivate
apply your choice
24
Programming your telephone
7
T Activate/deactivate discreet ring mode.
Selecting language
7.7
Beeps
On
Off
to activate
to deactivate
apply your choice
10:30
Settings
My options
menu
T Adjust ringer volume while a call arrives.
reach the 'Menu'
page
Paul
is calling
Language
Choice
your telephone
rings
adjusting the ringer
volume
select the language of your
choice
apply your choice
Adjusting screen brightness Alcatel 4038/4039
7.5
Programming direct call keys (Perso page:)
7.8
10:30
Settings
My Phone
Contrast
menu
Name
reach the 'Menu'
page
press a call key on the
Perso page
enter the name
Screen
Keys
OR
def
Number
2
o
mn
increase or reduce the brightness of the screen
or keys (of the extension unit) by pressing
consecutively on the corresponding keys
5jkl
enter the number
Programming direct call keys (F1 and F2 keys)
7.9
Selecting the welcome page
7.6
This function is used to choose the page displayed by default on the telephone.
Name
10:30
Settings
My options
Homepage
menu
pressaprogrammable
key (F1 or F2)
enter the name
def
Number
Choice
2
o
6mn
5jkl
enter the number
select the default page
(consecutive presses)
apply your choice
25
Programming your telephone
7
Programming an appointment reminder
Identify the terminal you are on
7.10
7.11
You can define the time of a temporary reminder (one in 24 hours) or a permanent reminder (every day at the same time).
The number of your telephone is displayed on the 'Info' page.
10:30
Access the Info page using the navigator.
Appointment
Choice
menu
reach the 'Menu'
page
select the type of
appointment (temporary
or permanent)
Broadcasting background music on your loudspeaker
7.12
def
You can broadcast background music on the loudspeaker of your telephone (depending on configuration):
o
mn
jkl
enter time of
appointment
apply the
appointment
time
when telephone is not in use,
background music is played
(Long press)
• At the programmed time, your telephone rings:
same key to cancel (Long
press)
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.
The music stops when a call is made or received and starts again when you hang up.
If your calls are diverted to another terminal, the diversion is not applied to the
reminder call.
Lock / unlock your telephone
7.13
• To cancel your reminder request:
10:30
Appointment
Choice
Clear
menu
10:30
def
Lock
your telephone is
locked/unlocked
o
menu
mn
5jkl
reach the 'Menu'
page
select the type of
appointment
(temporary or
permanent)
reach the 'Menu'
depending the displayed
informations, enter your
password or confirm
page
26
Programming your telephone
7
acknowledgement message
and display of the headset
icon on the terminal screen
def
mno
5jkl
Configuring the audio jack of your telephone
7.14
apply your choice
enter the PIN
code of the
headset *
By default, the audio jack of your telephone can be used to connect a headset, hands free kit or loudspeaker.
10:30
Settings
My Phone
Jack
menu
* Refer to the user documentation supplied with the headset.
reach the 'Menu'
page
Using a Bluetooth® Wireless Technology headset - Alcatel 4068
7.17
Headset
Handsfree
Loudspeaker
OR
OR
Refer to the user documentation supplied with the headset.
Removing a Bluetooth® Wireless Technology headset
- Alcatel 4068
7.18
Activating/deactivating 'forced headset' mode
7.15
10:30
'Forced headset' mode must be activated as soon as a headset is installed instead of the receiver.
Settings
My Phone
Bluetooth
menu
10:30
Settings
My Phone
ForcedHead
reach the 'Menu'
page
menu
reach the 'Menu'
page
Mydevices
display of the different equipment
matched
On
Off
select the equipment
to be removed
OR
activating/deactivating 'forced headset' mode
Delete
message acknowledging the
equipment has been removed
Installing a Bluetooth® Wireless Technology headset (matching)
- Alcatel 4068
7.16
apply your choice
Before a Bluetooth® headset can be used, it must be correctly matched to the terminal. Before performing the matching
operation, the headset must be in detectable mode*.
10:30
Settings
My Phone
Bluetooth
menu
reach the 'Menu'
page
Searches for Bluetooth® equipment;
wait until the type of equipment
detected and the address is displayed
Adddevices
select the relevant
equipment
27
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 4038/4039/
4068 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 4068
This apparatus makes use of a frequency spectrum, which use is not harmonized
throughout the countries of the EC. The frequency spectrum may be shared with other
applications and its operation is subject to the following two conditions: (1) this device may
not cause harmful interference, and (2) this device must accept any interference received,
including interference that may cause undesired operation. The device is designed and
manufactured not to exceed the emission limits for exposure to radio frequency energy in
SAR (Specific Absorption Rate) set by the concerned countries (Federal Communications
Commission for the United-States).
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. 2004. All rights reserved.
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