Alcatel Advanced Reflexes

Alcatel OmniPCX 4400

ARCHITECTS OF AN INTERNET WORLD

How to use this guide

You have an Alcatel Advanced REFLEXES digital telephone. The large display, a navigator and and alphabetic keypad ensure ease and comfort of use. Actions Off-hook Hang up Description of an action or context Navigator Move the navigation key up, down, right or left Display and display keys Partial view of the display Display key Programmable keys and icons Line or programmable key Icon corresponding to a key Pre-programmed key
Keypad Numeric keypad Alphabetic keypad
Specific key on numeric keypad Loudspeaker Hands free Reduce volume Increase volume

Audio keys

Other fixed keys

Fixed key (eg: MENU)

Other symbols used Alternative to action OR sequence Alternative to action AND/OR sequence Important information
Symbols can be enriched by small icons or text. All the implicit or personalized codes are presented in a table of codes provided with the telephone.
The availability of some of the functions described in this guide may depend on your system version or configuration. If you are in doubt, consult your system supervisor. We suggest that you consult the corresponding user manual for more detailed information on your telephone.

Contents

Your telephone. p. 4 1. Making a call. 1.1 Making a call. 1.2 Answering a call. 1.3 Calling using your personal directory. 1.4 Calling your correspondent by name. 1.5 Redialling the last number dialled (Redial). 1.6 Making a call-back request. Handling several calls. 2.1 Calling a second correspondent (enquiry call). 2.2 Answering a second call. 2.3 Switching between calls (broker call). 2.4 Transferring a call. 2.5 Conversing with two correspondents (3-way conference) Customizing your telephone. 3.1 Programming your personal codel. 3.2 Programming your personal directory. 3.3 Programming a function on an unassigned key. 3.4 Selecting your ringer tune. 3.5 Adjusting the display and icon brightness. 3.6 Selecting the language. While you are away - When you return. 4.1 Forwarding your calls to another number (immediate forward). 4.2 Forwarding your calls to the voice mail. 4.3 Cancelling forwarding on your return. 4.4 Consulting your messages on your return. p. p. p. p. p. p. p. p. p. p. p. p. p. 9
p.10 p. 10 p. 10 p. 11 p. 12 p. 12 p. 12 p.13 p. 13 p. 13 p. 14 p. 14

Your telephone

Navigator for browsing through several pages of the display and selecting a line on it (The bottom line is active implicitly) Light indicates messages received To programme your telephone
Secret to isolate you from your correspondent Interphone so that your telephone answers automatically without you having to off-hook
To end a call or exit from programming
Alphanumeric keypad for calling by name Protected by a flap, raise the flap to expose the keypad
Audio keys Loudspeaker (LS) To share a conversation To reduce the volume of the LS or handset To increase the volume of the LS or handset
Hands free to call or answer without off-hooking
Display and display keys Comprises 2 lines and several pages giving information about your correspondent and proposing functions accessible using the associated display keyscies. Programmable keys and icons These keys are divided into line keys and function keys. Each key has a corresponding icon. Line icons Incoming call (flashing) Call in progress Call on hold Call on common hold Function icons Function active Function requiring action Telephone or line busy (supervision) Certain keys are preprogrammed to temporarily store a number to access the various message services to automatically redial the last number dialled

to consult the list of unanswered ISDN calls or to make an ISDN call
Installing the label on the telephone A printed label is supplied with the telephone to be placed under the programmable keys. Insert a flat-tipped object into the slot (1 slot per block of keys). Raise the key block cover. Slide in your label. Lower the cover.

1. Making a call

1 1. Making a call

Off-hook Hands free Dial

Dial directly
To make an external call, dial the "External call" code. To call the operator, dial the "Operator call" code.

To terminate a call

Hang up

2. Answering a call

Off-hook

Hands free

3. Calling using your personal directory
Display key under selected name Proceed to following pages Selected name
4. Calling your correspondent by name

Name Init. Name&F

Enter the name or initials or the surname and first name of your correspondent Display of first name in list and corresponding number Prev Call
If name is correct Cancel Next name

Previous name

Return to idle
5. Redialling the last number dialled (Redial)

Redail Stored number

0122515163

Dialled number

6. Making a call-back request

CallBk

Your correspondent does not reply or is busy

Making a call

2. Handling several calls
During a conversation, you can perform various operations such as call a second person or transfer the call to another number, etc.
1. Calling a second correspondent (enquiry call)
Enquir The first correspondent is placed on hold

Dial directly Dial

Cancelling the enquiry call
EnqOff You recover the first call
2. Answering a second call
During a call, a second correspondent tries to contact you:

Conslt

Dupond
Line keys whose icon is flashing Single-line terminal
Name of caller is displayed for 3 seconds The first correspondent is placed on hold
3. Switching between calls (broker call)
You are in conversation and another call is on hold. To switch from one call to the other:

Broker

Line key associated with the icon Single-line terminal
The first correspondent is placed on hold

4. Transferring a call

To transfer a call to another terminal during a conversation:

Transf

Number of terminal to receive call Single-line terminal only
5. Conversing with two correspondents (3-way conference)
During a conversation, another call is on hold:

3-way conference

Cancel the conference and recover your first correspondent
End the first conversation

Handling several calls

3. Customizing your telephone
3 1. Programming your personal code

Prog Passwd

The code of your terminal is 0000 by default.

Enter the present code

Enter the new code

Enter the new code again

Each code digit is represented by an asterisk.
2. Programming your personal directory

Prog Keys

Your personal directory can contain up to 45 numbers.

Empty Apply

Select a free display key
Number to programme Apply
Enter name of correspondent (6 characters max.)
3. Programming a function on an unassigned key
The list of programmable functions is given in your user manual.
Unassigned programmable key Servic Enter the code or number to programme Next Select a list of functions Apply Apply
Display key beneath selected function
Customizing your telephone
4. Selecting your ringer tune

Prev Next

Terminal idle:

Select the tune Up

AND/OR

Adjust the volume

5. Adjusting the display and icon brightness

Prog Displ

Adjust the brightness
6. Selecting the language

Prog Lang

Enter personal code if applicable Display of the various possibilities Apply
Display key under selected language
All these functions can also be activated by entering the corresponding code.
1. Forwarding your calls to another number (immediate forward)
Conslt Servic Display of functions of the "Forwarding list" group Apply
Apply Select the type of forwarding

Destination number

2. Forwarding your calls to the voice mail
While you are away - When you return
4. While you are away - When you return
3. Cancelling forwarding on your return

Conslt Servic

Display of functions of the "Forwarding list" group Apply Apply FwdOff

4. Consulting your messages on your return
indicate messages received.
The light and corresponding icon

Call-back requests

2 Msg CallBk
Display of the first person to call back

Messages

Number of callback requests Recall Save Next
Call back Store the message

Proceed to next message

Any call-back request that is not stored is erased when you call back the number, when you proceed to the next request, or when you quit message mode.

Voice messages

2 Msg Voice
Follow the instructions of the voice guide

Number of voice messages

List of internal calls
While you were away the internal calls have been stored (16 calls maximum).

2 Msg No ans

No ans
Display of the number of internal calls Recall Save

Consult the list Next

Automatically call back person who left message Store the message

Display the next message

Callers identity
If you call back a correspondent who does not answer, the message is stored. Any non-stored message is erased when you proceed to the next message or quit message mode.

List of external calls

While you were away, the external calls from ISDN subscribers have been stored (16 calls maximum). The icon associated with
indicates messages received.
Display of number of external calls
ISDN.see List of internal calls

Consult the list

Personal notes

Precautions for use

Caution: never let your telephone come into contact with water. You can nevertheless use a soft moist cloth to clean your telephone. Never use solvents (trichlorethylene, acetone, etc.) as they risk damaging the plastic surfaces of your telephone. Never spray cleaning products on it. If you use your telephone near an electronic source emitting a high level of electromagnetic radiation, you may hear a slightly audible modulation in the earpiece. Conformity: this telephone is designed to be connected to an Alcatel OmniPCX 4400 PABX. It is classed SELV within the meaning assigned by standard NF EN 60950. The CE marking indicates that this product complies with the following EC directives: - 89/336/CEE (electromagnetic compatibility) - 73/23/CEE (low voltage) - 1999/5/CE (R&TTE)

Declaration of conformity We, ALCATEL BUSINESS SYSTEMS 32, avenue Klber 92707 Colombes Cedex - France declare that the following products are deemed to comply with the requirements of Directive 1999/5/CE of the European Parliament and the Council. ALCATEL Advanced Reflexes Any unauthorized modification of the products makes this declaration of conformity null and void. A copy of the original of this declaration of conformity can be obtained by making a written request to: ALCATEL BUSINESS SYSTEMS Technical Services - Customer Care 1, rue du Dr. A. Schweitzer F - 67408 Illkirch - France
For further information, visit our web site www.alcatel.com
Copyright ALCATEL 2001. All rights reserved. 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. ALCATEL - 32, avenue Klber, F-92707 Colombes Cedex R.C. Paris 185 Ref.: 3AK 19524 ENAC Ed. 01

Alcatel 4635 User Guide

Using the Advanced Reflexes Set
The functionality described in this user guide is subject to change without notice. 3BA 19583 USAA Ed. 02

Contents

INTRODUCTION. SYMBOLS USED IN THIS GUIDE. LINKING TO THE MAILBOX. OPENING YOUR MAILBOX. GENERAL TIPS. REVIEWING MESSAGES. 6.1 Reviewing voice messages. 6.2 Reviewing FAX messages. 6.2.1 Printing a FAX. 6.2.2 Setting up FAX printing. SENDING VOICE MAIL MESSAGES. PERSONAL OPTIONS. 8.1 Passwords. 8.2 Greetings. 8.3 New Message Notification schedule. Note: This Guide is written for the Advanced Reflexes 4035. 13
Alcatel Internetworking 2000. All rights reserved

INTRODUCTION

This user guide is designed to familiarize you with the A4635 Voice and Fax Messaging Services. Models include the A4635H and A4635J. The difference between the two models is that the A4635H can support Fax Messaging. This user guide concentrates on the most important features to be used on the Advanced Reflexes 4035 telephone. In addition to voice prompts, this telephone is equipped with display and softkeys to guide you through the menus. For additional information, refer to the Alcatel 4635H/J Voice mail system management manual.
SYMBOLS USED IN THIS GUIDE
The icons on the left hand side of each description box have the following meanings.
Press or dial Listen Enter Password Soft Key Record Message waiting Open the mailbox
This icon will draw your attention to warnings.

LINKING TO THE MAILBOX

Callers can reach your mailbox when there is a link to it. Two primary kinds of links are: Associated number or Forwarding number (see your System Administrator for codes specific to your installation). We recommend using the associated number feature, because it is your default link to your mailbox. This ensures that the caller is connected to your mailbox if you do not answer. B To activate the associated number feature: Enter the associated Feature code number feature code followed by the Access code of the extension number to mailbox system which you are forwarding. B To activate forwarding, dial the corresponding feature code:
Forwarding immediately Forwarding on busy Forwarding on no answer Forwarding on busy or no answer Feature code Access code of the mailbox system Enter the feature code for forward ing followed by the extension number to which you are forwarding.
When you activate a forwarding feature to another telephone, your previously activated forwarding to the mailbox will be deactivated unless you are us ing the associated number feature.
B To cancel forwarding: Feature code Enter the feature code to cancel.

OPENING YOUR MAILBOX

B Telephone set with dedicated mailbox key: 1) If messages are waiting, the message waiting indicator will flash. 2) Press the message key on your set. 3) You will see the number of messages in your mailbox on the display. Press the Voice softkey.
Enter your Voice Mail password and confirm it with.
This basic procedure 'open your mailbox' is represented by the following symbol. Now you are in your mailbox. The main menu (Advanced Reflexes only) shows you which messages you have in your mailbox, for example:
Voice: 5 New 3 old Fax: 0 new 2 old Exit Review Send ChkRep PrsOpt>

GENERAL TIPS

Here are a few general tips to help you use the system effectively. After you have entered your mailbox, you may: B Press if you need help, more explanation, or want more options. (If you don't press anything, the system will repeat the previous options to help you.) Press while in your mailbox to reach an attendant if one is available. B Press whenever you want to cancel a previous entry or exit a menu. When you exit a menu, in most cases you return to a previous menu. For instance, in the Administrative Options menu takes you back to the Personal Options menu; one more returns you to the Main Menu. Pressing while at the Main Menu disconnects you from the system. to confirm your entry. For instance, press B Press when you have finished recording your personal greeting, or press when you enter a destination mailbox number. B New subscribers automatically hear the Standard Prompts selection which offers only the Review and Send prompts from the Main Menu. As soon as you are comfortable with the basics, you will probably want to use Extended Prompts to hear prompts for all options or later to hear Rapid Prompts. B When a message is erased, you cannot get it back. B Saved messages are "archived" for the time specified by your System Administrator. B The voice prompts give numeric keypad options, while the advanced display from the Voice mail menu shows soft key options. 6

REVIEWING MESSAGES

This option allows you to listen to messages, send copies of them to someone else, reply to and receive your messages at other locations.

Reviewing voice messages

B The message waiting indicator shows that a new message has arrived. The message waiting Message is waiting indicator LED flashes. Message Open your mailbox waiting indication can also be specific NewMsg New Messages dialtone, voice prompt, etc. Listen to the messages Open your mailbox. Playback controls
<< < || > >>
Or press for start of Message Back 10 Sec. Pause/Restart Forward 10 Sec.
Press NewMsg and listen to the new messages (only appears if there are new messages).
Use the playback controls while lis Or Press for tening to your mes sages. End of Message When a message ends, use the op tions shown at the left. After you have finished with the current message, if there is more than one message, the next message plays.

Options

Exit Erase Call Reply Save Replay SendCp
Return main menu Delete the message Call the sender Reply to message Save the message Repeat the message Send a copy
B Reviewing all messages (new and old): Message is waiting Open your mailbox

Review

The message waiting indicator is active. Open your mailbox. Press Review , then and listen Voice to all messages, including those you have previously reviewed but skipped.
Review Listen to the messages

Reviewing FAX messages

FAX capability is an option only available on the A4635H. B The mailbox informs the subscriber that a new FAX message has arrived. Open your mailbox
Review FAX messages Listen to unopened FAX message(s)
You hear the number of FAX messages unopened.
6.2.1 Printing a FAX Review FAX message

PrtFax

Print FAX Primary destination

Primry

For an alternate destination press Altern and enter the FAX destination number.
6.2.2 Setting up Fax printing Open your mailbox

PrsOpt

Personal options Administrative options FAX options Establish or update Enter number

FaxOpt Primry

Select FAX options and type in the number of your primary destination FAX machine. To print all of your FAXes automatically, press AutoPr to set the Auto print ON.

Press #

SENDING VOICE MAIL MESSAGES
B You can send a message directly to the mailbox of another voice mail subscriber. Open your mailbox 2Send Send Record message

Use play-back controls

End Enter destination number
When you are recording the message you can use the playback controls: 1 to stop recording and play the recorded message. * to re-record the message. Enter a mailbox number or a distribution list or press Name to spell the name.

Delivery options 2Privat

Urgent 2

Dial by name 1

GHI ABC
Private Urgent Message confirmation Future delivery

Confrm

2Future
Note: Voice mail Dial by name uses the number keypad. In Dial by name the letters are represented by the number keys indicated above.

PERSONAL OPTIONS

Passwords
B Your password is numeric and was entered the first time the mailbox was opened. It can be changed using this option. Open your mailbox

PersOpt 2

Personal options Administrative options General Password Personal Enter password

2Admin 2Generl

Passwd 2 My
Your password prevents others from accessing your mailbox and listening to your messages.
Note: Your password for voice mail is separate from your telephone system station password.
For enhanced mailbox security, change your password regularly.

Greetings

B A standard greeting is provided in new mailboxes. Your greeting can be changed using this option. Your personal Open your mailbox greeting is played to anyone calling Personal options or being trans ferred to your mail Greetings box. You can record two Personal greeting different greetings. Press Away to re cord a greeting that tells callers you Select greeting type are away from your phone (ring no answer). 2Stndrd or PersGr Press Busy to re Record greeting cord a greeting End that tells callers you are on the phone (busy). Record personal greeting

P 2rsOpt

2Greetg 2PersGr 2PersGr

Standard greeting

PrsOpt Greetg
Personal options Greetings Personal greeting Standard greeting Indicate in the greeting where you are and when you will reply to the message. Please change your greeting as required.

PersGr

Stndrd
New Message Notification schedule
B You may have the system call you at defined time intervals, at a designated telephone number when new messages are delivered to you. Open your mailbox 2
Personal options Notification options 1st. schedule Enter telephone number

CallMe 2 Sched1 2

The system al lows you to set two permanent schedules and one temporary schedule.
Enter start and end of Press # to period where you accept confirm each calls during weekdays entry. Press 1 Enter start and end of to continue or 2 period where you accept to change. calls during weekends Here, we de scribe the stan 2 dard options. Follow the Immed 2 instructions giv en by the system Immediate notification Immed 2 carefully to take for non urgent messages advantage of the full set of Confirm Accept 2 or press 2 to hear your schedule fea schedule again tures. B The system offers you the option of activating or deactivating the Notification Call and your Message Waiting Indicator.
Select type of message Notification for all messages Immediate notification for urgent messages

2PrsOpt 2Notify

Ocl 2 On
Personal options Notification ON/OFF
OclOff Notification call ON/OFF 2
MW M 2 On 2 W Off Message waiting indicator ON/OFF

Important Mailboxes

Personal Distribution lists

System Distribution list

Personal Notes