User Guide for Alcatel Telephone The Alcatel 4020 set is equipped with the following elements : 1. Handset 2. Loudspeaker 3. Alphanumeric display 20 characters 4. Information key 5. System programmed key 6. Programmable key associated with a pictogram 7. Voice mail indicator 8. Call transfer key 9. Voice / Text indicator 10. Release key 11. Phonebook key 12. Alphabetical keyboard for call by name only 13. Mute key 14. Numbering keypad (12 keys) 15. Hands free key 1
(A) System Programmed Key for 4020 Line 1 Line 2 FWD Transfer CONF Broker Voice Mail Transfer Redial Save Redial (B) Audio Key Information : to go into programming mode or to display information on your terminal Directory : to access your personal directory. Mute (Secret) : to isolate you from your correspondent Message : to access the various message services Hands-free : you don t need to use the receiver Loudspeaker : to share a conversation End : to terminate a call or programming Transfer : to transfer a call to another terminal (multi-line mode) Reduce loudspeaker Increase loudspeaker 2
Contents Name of Operation Page No. 1. How to handle several calls 4 2. Call Back 4 3. Call by name 4 4. Call Pick-up (a) Group Call Pick-up 4 (b) Direct Call Pick-up 4 5. Call Transfer 5 6. Broker Call 5 7. Call Waiting 5 8. Call Forward (a) All Calls 5 (b) Forward on Busy 6 (c) Forward on No-answer 6 (d) Forward on Busy/No-answer 6 9. Call Park 7 10. Three-way Conference (3 Parties) 7 11. Phone Setting (a) Change password 7 (b) Adjusting the ringing melody 7 (c) Adjusting the loudspeaker volume 7 (d) Adjusting the display brightness 8 (e) Appointment reminder 8 12. Phone Directory (a) Create new phonebook 8 (b) Calling using a phonebook 8 (c) Create a program key 9 (d) Calling using program key 9 (e) Using system speed phonebook 9 13. Voice Mail System 10 3
1. How to handle several calls If Line 1 engaged, the second call comes in Press Line 2 key once Then, the first call is put on hold automatically and Line 1 icon changed from to. When second call is completed, press to cancel the first call on hold The first call will recover automatically Hang up to terminate the call 2. Call Back (The destination Ext. No. is busy) Dial 2 The destination Ext. No. will call back automatically 3. Call by name Open the flap to use the keypad Type the correspondent s name, surname first, on the keypad If the name entered does not contain any spaces, the search is automatically made on the name In all cases: a. Press to correct errors b. Press to run the search, the display proposes the first name found. c. When the required name is displayed, press enter key call the no. Press to end the process 4. Call Pick-up (a) Group Call Pick-up (A telephone in your pick-up group is ringing) Dial 3 (b) Direct Call Pick-up (A telephone not in your pick-up group is ringing) Dial # 3 0 + Ext. No. 4
5. Call Transfer Transfer call to other extension Make a call or receive a call Press Transfer key Dial the other party s extension no. (Press Transfer at anytime) Press key or key to cancel the operation 6. Broker Call Switch call to other extension in one line When you connected one line, press Transfer to hold the line one and dial another Ext. No. directly Another line is connected, press Two lines can be switched. Broker key 7. Call Waiting (camp on busy Ext. No.) Dial 8 if you want to interrupt the Destination Ext. No. on busy line. To pick up the line Press Line 1 or Line 2 to pick the call. 8. Call Forward (a) Forwarding calls to other extension (All Calls) Activate: Press FWD key or Dial * 4 Dial Ext. No. to forward your incoming call to your Destination Ext. No., then Cancel: Press FWD key or Dial * 8 + 5
(b) Forwarding calls to other extension (Forward on Busy) Activate: Dial * 5 Dial Ext. No. to forward your incoming call to your Destination Ext. No., then Cancel: Dial * 8 + (c) Forwarding calls to another no. (Forward on No-answer) Activate: Dial * 6 Dial Ext. No. to forward your incoming call to your Destination Ext. No., then Cancel: Dial * 8 + (d) Forwarding calls to another no. (Forward on Busy/No-answer) Activate: Dial * 7 Dial Ext. No. to forward your incoming call to your Destination Ext. No., then Cancel: Dial * 8 + 6
9. Call Park you can park a call in order to retrieve the call at a different terminal. Activate: Press Transfer + 2 1 + Own Ext. No. or stationed Ext. No. Retrieve: Own Extension : Dial 2 1 Other Extension : Dial 2 1 + Own Ext. No. or stationed Ext. No. 10. Three-way Conference (3 Parties) Make a call or receive a call Press Transfer key Dial the other party s Ext. No. or press 9 + External No. After second line is connected, press CONF key 11. Phone Setting (a) Change password Dial # 7 + old password + enter new password twice + (Default password is User s Extension No.) (b) Adjusting the ringing melody (Remark : You can choose the ringing tone of your phone.) Press key Press key to select and confirm the tone Press key to end the process (c) Adjusting the loudspeaker volume Press loudspeaker key to hear the tone Press key to increase the volume level or Press key to decrease the volume level Press key to end the process 7
(d) Adjusting the display brightness Dial # 2 7 Press key to show lowest brightness or Press key to show highest brightness Press key to end the process (e) Appointment reminder Dial # 5 + Time (hh + mm) (format: 24 hours) 12. Phone Directory (a) Create new phonebook (Remark : The new phonebook will over-write the existing phonebook, max 12 memories of each phone set) Press key Press key Press 2 key Press key Press 2 key Dial the internal or external number you want to store (If external no., dial 9 first) Press key Press key Select a key on phone( 0 to 9, * or # ) for one memory Press to end the process (b) Calling using a phonebook Press key and then press the key on the keypad where you have programmed the number 8
(c) Create a program key Press key Press key Press 2 key Press key Press 1 key Dial the program code or internal Ext. No. or External No. you want to store (If external no., dial 9 first) Press key Select a program key for one memory Program keys System program keys Press to end the process (d) Calling using program key Certain you have programmed the telephone no. on the program key Press the program key of your choice The call will be made automatically The display screen will show the number being called Hang up after conversation (e) Using System Speed Phonebook (Remark : Code programmed already by Admin. Dept Max 100 memories.) Dial 1 Dial the pre-set code. After seconds, line will connect automatically. 9
Voice Mail System 4635 10
(I) FIRST TIME VOICE MAIL USERS If you are a first time voice mail user, the following section describes steps of personalizing your own voicemail. (a) Activate the voice mail system Step 1 : Press #1 to connecting the voice mail system, enter the temporary password (default password : your extension no. ) Step 2 : Set up your personalized password (at least 4-digit numbers) Step 3 : Record your name Say your name, then press # To confirm your recording and activate, press # To re-record your name, press * Step 4 : Record your personal greetings : Select : 1 System Default Standard Greeting 2 Record your Personal Greeting After recording, press # To confirm your greeting, press # Re-record your greeting, press * Step 5 : After finish all above steps, please hang up (b) Forward your extension to voice mail system To activate the function on your own phone set by dialling the Call forwarding Code + Voice Mail Ext. No. 38499 List of forwarding codes :- *4 + VM.Ext. No. 38499 - All call forward to Voice mail *5 + VM Ext. no. 38499 - Forward busy to Voice mail *6 + VM Ext. No. 38499 - Forward no Answer to Voice Mail *7 + VM Ext. No. 38499 - Forward no answer / busy to Voice Mail 11
(II) HOW TO RETRIEVE VOICE MAIL (Remark : On your phone set, the Green voice mail indicator is turn on left message to the voice mailbox) to indicate someone have (a) Via your own phone to retrieve the message Press Voice Mail key or dial #1 After connected to your voice messages mailbox, enter your personal password Press # key to confirm your entry of password The system will automatically playback the new message (b) Via other phone to retrieve the message (i) Internal Dial Voice Mail Ext. No. : 38499 After connected the voice messages mailbox Press * + your Ext. No., and enter your password Press # key to confirm your entry of password The system will automatically playback the new message (ii) External Dial Voice Mail Telephone No. : 3943 8499 After connected the voice messages mailbox, Press * + your Ext. No., and enter your password Press # key to confirm your entry of password The system will automatically playback the new message 12