OXO408A Operator s User Guide
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Introducing your new handset. Thank you for choosing an Alcatel-Lucent telephone system. The operator handset you have been supplied with is the Alcatel-Lucent 4039 digital handset complete with 40 key add-on module for supervision and one-key call facilities. Operator handset for the OXO408A. The handset is powered from the telephone equipment and only works with an Alcatel-Lucent system. The following guide will describe the functions and use of your handset. Ed.02 Page 3 of 50
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Contents GETTING TO KNOW YOUR HANDSET...7 Specialised Keys...7 Navigation keys...9 Function keys...9 Additional keys...9 HOW TO USE YOUR TELEPHONE...11 Making a call...11 External Calls... 11 Internal calls... 12 Dial by Name... 13 Receiving Calls...14 Releasing a call...14 Transferring Calls...15 Placing a call on hold...16 Announcing a call on hold (broadcast)...17 Retrieving a call on hold...17 Redialling Numbers...18 Redial last number called... 18 To display the last 10 numbers dialled... 18 Multiple calls...19 Second incoming call... 19 Switching between calls... 20 Making a second call...20 3 Party Conference...21 Pick-up calls from ringing sets...22 Add-On Module Icons...22 Voicemail...23 Activating your mailbox... 23 Configure a greeting message... 24 Accessing your messages... 26 Night service voicemail (optional)...29 After Hours Mailbox Setup... 29 Recording a greeting... 30 Accessing the After Hours messages... 31 PROGRAMMING THE SYSTEM...32 Night Switch...32 Night switching the system... 32 Ed.02 Page 5 of 50
Removing Night Switch... 33 Configuring the General Mailbox (Optional)... 34 Accessing the General Mailbox... 36 Operator Session...40 Configuring System Speed Dial numbers...41 Subscriber programming...44 User name programming... 44 Resetting a User s Password... 47 SYSTEM FEATURE CODES...49 Page left intentionally blank Ed.02 Page 6 of 50
Getting to know your handset Tilt to adjust screen LED: Flashes green for incoming call Flashes red for system alarm Handpiece Main display and soft-keys Supervision keys and display Numeric keypad Headset Jack Alpha keyboard Specialised function keys Specialised Keys Release key: to release a call and place set in idle mode Hands-free key: to make or answer calls without lifting the handpiece (or with headset) Glows when set in hands-free mode Long press in idle mode to activate background music through the speaker (button flashes) Intercom/Mute key: During a conversation press key to turn off/on microphone When pressed in idle mode, internal calls will be answered automatically Volume Control keys: used to adjust volume of handpiece, speaker and ringer Message key: press key to access voice and text mails (flashes to indicate new message) Redial key: Short press to redial last number Long press displays list of last 10 dialled numbers Information key: used to gain information about the soft-keys and to programme perso screen soft-keys Ed.02 Page 7 of 50
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Navigation keys OK key: used to confirm choices and actions Left / Right navigator: used to move from screen to screen Up / Down navigator: Used to scroll through the contents of the screen Back / Exit key: In programming /settings mode returns to previous menu In conversation mode toggles between home screen and conversation screen Function keys F1 key: Used to activate / deactivate Night Mode (LED lit when night mode is active). F2 key: Used to access After Hours mailbox when system is running in All Sets Ring mode (LED lit when new messages are present). Additional keys Numerical Keypad: Used for dialling numbers and special feature codes Alpha Keyboard: Used to dial by name and input text characters when required Ed.02 Page 9 of 50
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How to use your telephone Making a call External Calls Lift the handpiece OR Press the hands-free button THEN Press the required Line key on the add-on module OR Dial a system speed dial code (8000 8399) if configured OR Dial 0 from the Numerical Keypad THEN Dial the destination number (eg 96995123) using the Numerical Keypad Ed.02 Page 11 of 50
Internal calls Lift the handpiece OR Press the hands-free key THEN Press the required User key on the add-on module OR Dial the number from the Numerical Keypad (eg 102) Ed.02 Page 12 of 50
Dial by Name Once the users and the system speed dial numbers have been configured with names (see Programming your system) it is possible to make calls using the Dial by name feature Type the name of the required destination using the Alpha Keyboard Once the name required appears press the OK button OR If there are multiple names starting with the same letters use the scroll Left / Right navigator to find the required name THEN Press the OK button Lift handpiece to talk to your correspondent Ed.02 Page 13 of 50
Receiving Calls When a call is presented to the telephone, Indicates ringing Lift the handpiece OR Press the Hands-free key The display will show that you are in conversation Indicates speaking Releasing a call Replace the handpiece OR Press the release key Ed.02 Page 14 of 50
Transferring Calls To transfer a call to a user Press the User key on the add-on module OR Dial the user number from the Numerical Keypad (eg 102) Replace the handpiece to transfer the call OR Once the user has answered announce the call THEN Replace the handpiece to transfer the call Ed.02 Page 15 of 50
Placing a call on hold While in conversation Press the hold button at the bottom of the add-on module OR Press the hold soft-key on the right hand side of the display The call will be placed on hold against either the trunk or the user key on the add-on module Indicates on hold Ed.02 Page 16 of 50
Announcing a call on hold (broadcast) Once an external call is on hold it can be announced via the speakers of the other digital handsets (similar to paging through a PA system) To make the announcement: Dial then from the Numerical Keypad (The speakers in the idle handsets will activate) Make your announcement (eg Sally please pick-up Line 1 ) THEN Replace the handpiece to end the announcement Retrieving a call on hold To retrieve a call on hold Press the key with the musical note beside it The call will also ring back on the set which placed it on hold after 30 seconds Ed.02 Page 17 of 50
Redialling Numbers It is possible to redial external numbers from your handset Redial last number called To redial the last external number called from your handset Momentarily press the Redial key Short press Lift the handpiece OR and momentarily press the Redial key Short press To display the last 10 numbers dialled To choose from a list of the last 10 external numbers called Press and hold down the Redial key Long press Use the Up/Down navigator keys to scroll through the list THEN Lift the handpiece and press the OK button Ed.02 Page 18 of 50
Multiple calls Your handset is capable of handling multiple calls simultaneously. Second incoming call Once you have a call in conversation a second call can be presented on your display Indicates second call ringing and name or number of calling party To answer the second call Use the Right/Left navigator keys to change screens to the required call THEN Press the Answer soft-key The original call will be placed on hold and you will be connected to the second call. Original call on hold Ed.02 Page 19 of 50
Switching between calls Once you have a call on hold you can switch between the calls Use the Right/Left navigator keys to change screens to the required call THEN Press the Answer soft-key to connect to the selected call (This same procedure can be used to handle several calls simultaneously, simply scroll between the calls and press the answer soft-key to choose the call you want) Making a second call You can make multiple calls from your handset Once the first call is connected Simply make your second call as normal The first call will be placed on hold automatically. Original call on hold You can make several simultaneous calls from your handset (Use the Switching between calls method above, to change between the calls as required) Ed.02 Page 20 of 50
3 Party Conference It is possible to have three parties involved in a conference via the telephone system. Once you have two calls on your set it is possible to activate the conference. (Proceed as per the Second incoming call or Making a second call section of the book.) Once you answer the second call (Or make a second call) Press the Conference soft-key OR Dial 3 from the Numerical Keypad You can cancel a conference at any time Press the conference soft-key You can now handle the calls separately (Conferences can be made with incoming or outgoing calls. You can have internal users and external callers as part of a conference.) Ed.02 Page 21 of 50
Pick-up calls from ringing sets If you hear another set ringing within the office you can perform a call pick-up from your set. When you hear the set ring Dial and then from the Numerical Keypad You will now be connected to the caller. Add-On Module Icons The add-on module can display different icons against buttons for various purposes The icons can be shown against User buttons or Line buttons as described below Flashing box shows that the user has an incoming call appearing on the user s set (This icon is used with User buttons only) Steady box shows that the user is busy or The line is in use Handset icon shows that you are calling the user or You are using the Line Handset icon with sound waves shows that the user is calling you or There is an incoming call on that line A musical note shows that the user is on hold or The Line is on hold Ed.02 Page 22 of 50
Voicemail Activating your mailbox Your Message key will be flashing when your system is installed. Press the Message key to setup your mailbox Lift the handpiece to listen to guides and record the name You will be prompted to setup your personal code (this code is used to access your voicemails so keep it safe). Enter a four digit code using the Numerical Keypad Press the OK key to confirm You will then be asked to record your name. (This is used by the system to identify your mailbox to callers unless you have a greeting configured) Press the OK key to confirm Replace handpiece to finish Your mailbox is ready for use. Ed.02 Page 23 of 50
Configure a greeting message To configure a greeting announcement, to be played to callers leaving a message in your mailbox Press the Left Navigator key to move to the Menu screen Press the Settings soft-key The Settings menu will display Press the Mailbox soft-key The Mailbox screen will display the Greeting being used. Press the Pers. Message soft-key Lift the handpiece for recording Ed.02 Page 24 of 50
The display will show ready to record and the Record soft-key. When you are ready press the Record soft-key to begin recording During the recording you can Stop the recording, Pause the recording or re-record from the beginning by pressing the available soft-keys as shown. When you Press the Stop soft-key you will be given the chance to listen to (or rerecord) your message. Press the OK button to Confirm the recording. Press the Release key OR Replace the handpiece to finish Your greeting message is now active. Ed.02 Page 25 of 50
Accessing your messages Once your mailbox is activated the Message key will flash to indicate new messages To access your messages Press the Message key You will now see the Messaging screen displayed The screen shows the number of voicemails in your mailbox, the General Mailbox (described later) and the number of text messages you have received. To access the voicemails press the Voice soft-key You will be asked for your personal code Your password is hidden as you enter it. Ed.02 Page 26 of 50
If your password is correct you will then see the voicemail message screen To see the list of messages Press the Consult soft-key To choose the message you require Use the Up/Down navigator keys THEN Press the OK key to see the details Ed.02 Page 27 of 50
To listen to the message Use the speaker OR Lift the handpiece Press the Play soft-key To delete the message Press the Clear soft-key To call the person who left the message Press the Call soft-key To choose the next message Use the Left/Right navigator keys When you are finished Replace the handpiece OR Press the Release key Ed.02 Page 28 of 50
Night service voicemail (optional) If your system is configured to have all calls arrive on the Operator set only, use the General Mailbox option in the Programming the system section of this guide. If your system is configured for incoming calls to ring on all user sets, then follow this procedure: After Hours Mailbox Setup To setup the After Hours Mailbox Press the F2 key You will be prompted to setup a personal code (this code is used to access the after hours voice mailbox so make sure all users know it). Enter a four digit code using the Numerical Keypad Press the OK key to confirm You will then be asked to record the name used for the after hours mailbox. Lift handpiece to record the name (This is used by the system to identify the mailbox to callers, unless a greeting is configured) Press the OK key to confirm When all is done Press the Release key. Replace the handpiece OR Ed.02 Page 29 of 50
Recording a greeting To record a greeting for the after hours mailbox you need to access the voicemail system. Lift the handpiece To access the voicemail system Dial 500 from the Numerical keypad When the voicemail system answers and asks for the Mailbox number Dial 200 from the Numerical Keypad You will then be asked for the After Hours Mailbox four digit password that you created on the previous page. You will be given a list of options, Dial 9 to choose the personal options You will then be given another list of choices Dial 1 to modify the mailbox You will be given a list of options you can choose Dial 1 to configure the personal greeting Follow the voice guides and press # when you have completed the recording You will have the option of listening to the greeting, re-recording the greeting or you can Press # to keep the greeting. Press the Release key OR Replace the handpiece to return the set to idle mode The After Hours mailbox is now setup Ed.02 Page 30 of 50
Accessing the After Hours messages If there is a message left in the After Hours mailbox then the F2 key LED will flash To access the mailbox Press the F2 key You will then need to dial the After Hours Mailbox password. The password is hidden as you enter it. If the password is correct you will then see the voicemail message screen To see the list of messages use the same method as accessing your own mailbox. Ed.02 Page 31 of 50
Programming the system Night Switch Night switching the system To night switch the system to allow callers to leave messages Press the F1 key You will be prompted for the Operator password The Operator password is help1954 Type the help using the Alpha Keyboard The use the Numerical Keypad to enter the 1954 The system is now in restricted mode (Night Switched) Note: padlock showing restricted mode Ed.02 Page 32 of 50
Removing Night Switch If the system is Night Switched (Restricted Mode) the F1 key LED will flash To return to Day mode (Normal Mode) Press the F1 key You will be prompted for the Operator password The Operator password is help1954 Type the help using the Alpha Keyboard The use the Numerical Keypad to enter the 1954 The system is now in Normal mode (Day Switched) Note: padlock removed Ed.02 Page 33 of 50
Configuring the General Mailbox (Optional) If your system is configured to have all calls arrive on the operator set only, you will be using the General Mailbox for after-hours messages In order to record a greeting message for this mailbox follow this procedure: Press the Left Navigator key to move to the Menu screen Press the Operator soft-key Enter the operator password help1954 (as described in the Night switching Section in this guide.) Press the Expert soft-key Use the Down navigator to scroll down the soft-keys Ed.02 Page 34 of 50
Press the Voice mail soft-key Now press the Gen mailbox soft-key The screen will display the current state of the greeting To record a new greeting Press the Record soft-key The display will show the time available for the recording (Max 30 seconds) Press the Record soft-key to begin recording. When finished press the Stop soft-key You can listen to the greeting or re-record it If recording is acceptable confirm by pressing the OK button The General mailbox is ready to accept calls Ed.02 Page 35 of 50
Accessing the General Mailbox When messages have been left in the General Mailbox the message key on your set will flash. To access your messages Press the Message key You will now see the Messaging screen displayed The screen shows the number of voicemails in your mailbox, the General Mailbox (described later) and the number of text messages you have received. To access the voicemails press the Gen. Mailbox soft-key You will be prompted for the Operator password Enter the operator password help1954 (as described in the Night switching Section in this guide.) Ed.02 Page 36 of 50
To see the list of messages Press the Consult soft-key To choose the message you require Use the Up/Down navigator keys THEN Press the OK key to see the details To listen to the message Use the speaker OR Lift the handpiece Press the Play soft-key Ed.02 Page 37 of 50
To delete the message Press the Clear soft-key To send a copy of the message to another user s mailbox Press the Send Copy soft-key You will be prompted to enter the mailbox number of the required user (mailbox number = user extension) Dial the number of the user, you wish to send the message to, using the Numerical Keypad You can add more users to receive this message or clear the users you have selected. Once you have the required users selected Press the OK button to send the message Ed.02 Page 38 of 50
You will be asked if you want to record a comment. (This is played to the recipient before the voicemail) If you do not wish to record a comment Press the Send message soft-key You will be returned to the message screen. (As you have only sent a copy, you must Clear the message to erase it from the General Mailbox.) To delete the message Press the Clear soft-key Process any other messages using the same method. When all messages have been dealt with Press the Release key OR Replace the handpiece to return the set to idle mode Ed.02 Page 39 of 50
Operator Session In order to programme some features into the system you need to access the Operator session interface To access the Operator session Press the Left Navigator key to move to the Menu screen Press the Operator soft-key Enter the operator password help1954 (as described in the Night switching Section in this guide.) You are now in Operator System Programming mode. To exit Press the Release key Ed.02 Page 40 of 50
Configuring System Speed Dial numbers The system can contain 400 Speed Dial numbers that are available to all users. (Dial 8000 to 8399 to use the required Speed dial number) System speed dial numbers contain the code for an outside line and the directory number of the required party. The system speed dial numbers can be given a name which can be used in the Dial by Name feature. (See the Using your handset section of this guide) To configure the Speed dial numbers Enter an Operator Session as described in this guide Press the Speed dial soft-key The screen will display the first speed dial prefix and whether it has a previous configuration If it is a Free Entry it does not contain any previous programming Press the New soft-key to configure this prefix Ed.02 Page 41 of 50
Type in the Name to give to this Speed dial entry (used for dial by name) (NOTE: the Name field is for the Surname of the destination. This is the field used when dialling by name.) To type the Name use the Alpha Keyboard Shift Backspace When finished Press the Down navigator key to step into the 1 st Name field. Type in the First Name using the Alpha Keyboard Press the OK key to continue Ed.02 Page 42 of 50
The screen will change to allow the number to be configured Enter the required number (without the external access code, i.e. no leading 0) using the Numerical Keypad (for example 96991234 or 0369715500) Press the OK button to save the information Continue making or changing entries as required. When finished Press the Release key Ed.02 Page 43 of 50
Subscriber programming There are a couple of user options which can be programmed by the operator. The first is programming user names against their sets. The other is how to reset the user password if they have forgotten it (used for personal voicemail access) User name programming Enter an Operator Session as described in this guide Press the Subscriber soft-key Dial the user number (destination) using the Numerical keypad Once you enter a valid number the display will show the existing information Ed.02 Page 44 of 50
To configure the user s name Press the Name soft-key Type in the Name of the User (used for dial by name) (NOTE: the Name field is for the Surname of the destination. This is the field used when dialling by name.) To type the Name use the Alpha Keyboard (example Fields) Shift Backspace When finished Press the Down navigator key to step into the 1 st Name field. Type in the First Name using the Alpha Keyboard (example Sally) Press the OK key to continue Ed.02 Page 45 of 50
The display will now show the name as well as the set number and language for the display. To select another user set Press the Back/Exit button Dial the next user number (destination) using the Numerical keypad Repeat the procedure for configuring the name as required. When finished Press the Release key Ed.02 Page 46 of 50
Resetting a User s Password Once a user has configured their voicemail box, it may become necessary to reset the password that the user created. (Forgotten, user leaves company, etc) To do this Enter an Operator Session as described in this guide Press the Subscriber soft-key Dial the user number (destination) using the Numerical keypad Once you enter a valid number the display will show the existing information To reset the user password Press the Pwd reset soft-key Ed.02 Page 47 of 50
The display will show that the reset has been accepted. To finish Press the Release key The user s Message key will now be flashing. The user needs to re-create a password by pressing the message key and following the voice guides. Ed.02 Page 48 of 50
System Feature Codes Immediate Forward Forward on Busy Feature Name Dialled Code *01 + Dest *02 + Dest Cancel Forwarding/Cancel DND *00 Do Not Disturb (DND) *05 Call Pick-up (Ringing Set) *6 Operator Call 9 External Call 0 Broadcast (Speaker announcement) #* Programming Mode (Phone settings/mailbox) #88 Dial DTMF tones (example: Telephone banking) ## 3 Party Conference activation 3 Call back on busy User 5 Ed.02 Page 49 of 50
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NE001 - AOM #1 NE001 - AOM #1 NE002 - AOM #1 NE002 - AOM #1 Line1 Line2 Line1 Line2 Line3 Line4 Line3 Line4 Hold Hold NE003 - AOM #1 NE003 - AOM #1 NE004 - AOM #1 NE004 - AOM #1 Line1 Line2 Line1 Line2 Line3 Line4 Line3 Line4 Hold Hold
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