OXO408A Executive User Guide
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Introducing your new handset. Thank you for choosing an Alcatel-Lucent telephone system. The executive handset you have been supplied with is the Alcatel-Lucent 4029 digital handset complete with 10 key add-on module for supervision and one-key trunk seizure facilities. Executive 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 32
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Contents GETTING TO KNOW YOUR HANDSET...6 Specialised Keys...6 Navigation keys...8 Function keys...8 Additional keys...8 HOW TO USE YOUR TELEPHONE...10 Making a call...10 External Calls... 10 Internal calls... 11 Dial by Name... 12 Receiving Calls...13 Releasing a call...13 Transferring Calls...14 Placing a call on hold...15 Announcing a call on hold (broadcast)...16 Redialling Numbers...17 Redial last number called... 17 To display the last 10 numbers dialled... 17 Multiple calls...18 Second incoming call... 18 Switching between calls... 19 Making a second call...19 3 Party Conference...20 Pick-up calls from ringing sets...21 Add-On Module Icons...21 Voicemail...22 Activating your mailbox... 22 Configure a greeting message... 23 Accessing your messages... 25 Night service voicemail (optional)...28 After Hours Mailbox Setup... 28 Recording a greeting... 29 Accessing the After Hours messages... 30 SYSTEM FEATURE CODES...31 Page left intentionally blank Ed.02 Page 5 of 32
Getting to know your handset Tilt to adjust screen LED: Flashes green for incoming call Handpiece Main display and soft-keys Numeric keypad Supervision keys and display 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 6 of 32
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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 Not used for executive Sets 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 8 of 32
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How to use your telephone Making a call External Calls Lift the handpiece OR Press the hands-free button THEN Dial a system speed dial code (8000 8399) if configured OR Press the required Line key on the add-on module OR Dial 0 from the Numerical Keypad THEN Dial the destination number (eg 96995123) using the Numerical Keypad Ed.02 Page 10 of 32
Internal calls Lift the handpiece OR Press the hands-free key THEN Dial the number from the Numerical Keypad (eg 102) OR Dial 9 from the Numerical Keypad to call the Operator Ed.02 Page 11 of 32
Dial by Name Once the users and the system speed dial numbers have been configured with names it is possible to make calls using the Dial by name feature (The configuration of names is performed by the Operator) Type the surname 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 To select that name Lift handpiece to talk to your correspondent Ed.02 Page 12 of 32
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 13 of 32
Transferring Calls To transfer a call to a user 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 14 of 32
Placing an external 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 the trunk key on the add-on module Indicates on hold e To retrieve the call simply press the required key. Ed.02 Page 15 of 32
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) e 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 Ed.02 Page 16 of 32
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 17 of 32
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 18 of 32
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 19 of 32
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 Confer 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 20 of 32
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 Steady box shows that the line is in use Handset icon shows that you are using the Line Handset icon with sound waves shows that There is an incoming call on that line A musical note shows that the Line is on hold Ed.02 Page 21 of 32
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 22 of 32
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 Perso. msg soft-key Lift the handpiece for recording Ed.02 Page 23 of 32
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 or Pause the recording by pressing the available soft-keys as shown. By pressing the Down navigator button you can access the record soft-key which allows you to re-record the greeting from the beginning 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 24 of 32
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 25 of 32
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 26 of 32
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 Press the Down navigator key to display other options 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 27 of 32
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 28 of 32
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 29 of 32
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 30 of 32
System Feature Codes Feature Name Dialled Code Users 100-107 Immediate Forward Forward on Busy *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 System Speed Dials * 8000-8399 * Requires configuration by the Operator Ed.02 Page 31 of 32
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NE001 - AOM #1 NE002 - AOM #1 NE003 - AOM #1 NE004 - AOM #1 Line1 Line1 Line1 Line1 Line2 Line2 Line2 Line2 Line3 Line3 Line3 Line3 Line4 Line4 Line4 Line4 Hold Hold Hold Hold NE005 - AOM #1 NE006 - AOM #1 NE007 - AOM #1 NE008 - AOM #1 Line1 Line1 Line1 Line1 Line2 Line2 Line2 Line2 Line3 Line3 Line3 Line3 Line4 Line4 Line4 Line4 Hold Hold Hold Hold
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