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

Alcatel 4400

Advanced Reflexes

User Guide

Advanced Reflexes Alcatel User Guide

Alcatel 4400 PABX System

The Alcatel 4400 PABX System provides you with an extensive range of features that will contribute to better efficiency around the office. This user guide will help you take full advantage of these features. These instructions only refer to Advanced digital telephones. Should you be using another digital telephone please see the appropriate digital user guide.

COMPANY TELEPHONE NUMBER

(07) 3864 2111
YOUR EXTENSION NUMBER INDIAL TO YOUR EXTENSION EMERGENCY NUMBER
________________ ________________ 5555
Alcatel User Guide Advanced

Contents

Feature codes....1 Main feature codes....1 Feature codes used during a call..1 General description...2 The Programmable Keys...2 The icons....3 The Display...4 Display Keys and the Navigator..4 Additional optional equipment..5 Telephone layout...6 Making a call....7 Making an External Call..7 Redial....7 Making an Internal Call...7 Calling the QUT Information...7 Calling by Name....7 Dialling a Personal Memory Number..8 Calling a Speed Dial Number..8 Leaving a Call Back Request...9 Consulting a Call Back Request..9 To Wait on an Extension...9 Consulting a Waiting Call..10 Call Back Last Caller....10
Making an Enquiry Call..11 Transferring a Call...11 Making a Back and Forth (Broker) Enquiry Call.12 Making a Conference Call..12 Receiving a Call...12 Call Parking....13 Call Pick Up....13 Forwarding Calls...13 To place an immediate forward on your extension:.14 To place a forward on busy on your extension:..14 To place a forward on no reply on your extension:.14 To place a forward on busy or no reply on your extension:....14 Cancelling Call Forwarding...14 Follow Me Forwarding...14 To activate follow me forwarding:...15 Cancelling Follow Me Forwarding..15 Call Forward on Ringing...15 Basic functions...15 Withdrawing from a Hunting Group..15 Meet-Me Conference...16 Calling STD with a PIN..16 Advanced programming features..17 Call Forwarding to an External Number..17 To cancel:....17 Substitution...17 Sending DTMF Tones...17 Alcatel User Guide Advanced
Sending Text Mail....18 Reading Text Mail....20 Making an Intercom Intrusion...21 Customising your extension...21 User Customisation...21 Programming the Melody..22 Programming the Keys..22 Personal Memory Keys..23 Function Keys...23 Programming the Contrast...26 Programming the Password...26 Programming the Associated Number..26 Programming the Intercom List..27 Checking the Identity of the Extension...27 Consulting the Keys...27 Multiline functions...28 Manager / Secretary Screening..28 Using Multi-Lines...28 Manager Extension...29 Secretary key...29 Screening Keys....30 Screened....30 No Screen...30 Exec Mail....31 Screening Supervision...33 ISDN Key...33 Secretary Extension....33
Manager key....34 Exec Mail Key...34 Screened Calls...35 Absent key....35 Overflow Secretary Extension...36 Manager key...36 Absent secretary key...37 Glossary....39

Feature codes

Main feature codes Function Voice mail access Outside line QUT Information Cancel an automatic call back Call back last internal caller Call park/retrieve Direct call pick up Group call pick up Immediate forward Forward on busy Forward on no reply Forward on busy/no reply Cancel forwarding Follow me forward Cancel follow me forward Withdraw from hunting group Re-enter hunting group Forwarding externally Substitution Change personal code System memory number Answer waiting call Meet me conference Sending DTMF tones Changing associate extension Programming the contrast STD Pin Calling Feature codes used during a call Function Automatic call back Wait on busy extension Conference Default Code ** #99 *81 *7 + EXTN #4 + EXTN *4 *52 *55 *57 *54 *53 *06 *07 *58 *59 *01 #05 #3 #6XXXX #80 #7 ## *08 *97 *00

Default Code 3

General description
Your Alcatel Advanced extension is made up of 5 distinct zones: The Fixed Keys - By using one of these keys you may access the most commonly used functions.

i Mute

To access programming mode or to display information on your extension. Deactivates the microphone while you are on a call. To activate the loudspeaker.

Loudspeaker

Handsfree
To activate hands-free operation of your extension. To terminate a call or programming of your telephone. To increase the volume of the loudspeaker. To reduce the volume of the loudspeaker.

Release Increase

Decrease
The Programmable Keys Your extension has 19 keys which are programmable either by you or by your installer. These programmable keys make it possible to: call an internal or external number by pushing a single button; access a function. -2-Alcatel User Guide Advanced
To program the keys on your extension to suit your individual needs consult the section customising your extension. There are also 5 pre-programmed keys which allow you to Temporarily store a number Access mail services Automatically redial the last number dialled Call an ISDN correspondent Intercom: for automatic reply without having to lift the handset.

The icons There is a visual guide called an icon associated with each of the programmable and function keys. These icons carry information on:

a call:

Call in progress (flashing)

Conversation in progress

Call on hold

features:

Feature inactive Feature activated Feature needing your attention

legend:

Segment unlit Segment flashing Segment lit
The Display Your Alcatel Advanced extension has a 2 line display, which acts as your permanent guide. Each of the two lines on the display may continue on to two or more pages. The presence of another page is indicated by the symbol at the right hand side of the display. When your extension is idle: the first line displays information on the status of your extension, as well as the time and the date. the second line displays information about your caller and also the functions that you can program yourself. During a call: The first line displays information about your caller and the current conversation. The second line displays the functions that are accessible at the moment. When the green LED is lit, it indicates that you have received new messages. Display Keys and the Navigator Display Keys: these are used to select the functions you wish to activate. Navigator Key: this key allows you to move between the display pages or between display lines. It is used to scan the pages of available functions and to select the display line to -4-Alcatel User Guide Advanced

Formatted

Deleted: T

Deleted: o

activate. If you select the upper line, it will flash until you activate the required action by pressing the corresponding display key. After a few seconds, the lower line automatically becomes active again. Additional optional equipment Your extension is equipped with an alphabetic keypad, which is used for mail service functions, the Call By Name function and for programming on the extension. Voice guides help you select and carry out functions. Any feature request is followed by the confirmation voice prompt. Your request has been recorded. You may now hang up. If the feature is unavailable to your extension you will hear, The number dialled is not authorised. Please make enquiries. Keys used 9 Key on the dialling keypad Soft key (linked to the display) Fixed function key
Programmable key (may either be a key linked to an icon or a soft key)
Beeps during a conversation Single - operator intruding on a busy extension. Repetitive - another caller attempting to reach you.

Telephone layout

1 09/01/96 12:30
1. The display 4. The fixed keys
2. The soft keys 5. The icons

3. The programmable keys

-Alcatel User Guide Advanced

Making a call

Making an External Call 0 + External Number
Alternatively, instead of 0, you can press a line key for an outside line (if your extension is multiline). Redial To automatically redial the last number dialled:

Redial

Making an Internal Call Extension Number Calling the QUT Information 9 9
Calling by Name This feature allows you to search for the number of an internal user by typing in at least 2 characters of the surname or initials on the alphabetic keypad. Type in the first few letters of the name you are looking for. Then, to find the number, press one of the following keys: If the characters entered corresponds to a surname: Name If the characters entered corresponds to the initials of the first name and surname: Init
If the characters entered corresponds to a surname followed by a first name: Name&F To cancel the operation and quit: Cancel Once the relevant search has been carried out, the display will show the first name found. If more than one possible name matches the characters entered, the display indicates that there are further names (i.e. 01/03). If the name suggested is not the one you want, you can continue searching, using the following keys: Next Call Prev Cancel to view the next possible name to call the displayed name to view the previous name to cancel the operation and quit
Dialling a Personal Memory Number The display screen will show the first few digits of numbers that have been programmed into your directory. To go to the next page, use the Navigator key. To make the call, press the display key corresponding to the number you want. If the number is stored on a programmable key, simply press the key. Calling a Speed Dial Number System speed dial numbers are programmed by your system manager. They are stored in a central memory and are used for abbreviated dialling.
Your system manager will provide you with a list of the numbers available to you.

+ the speed dial number

Note: When using the system memory to call an external number, you do not need to dial 0 for an outside line. Leaving a Call Back Request If there is no reply when you call, you may ask to be called back. When you receive no reply: CallBk This will activate the Mail key icon and light the LED on the called extension. To cancel a call back:

+ the destination extension number
Consulting a Call Back Request If someone has left a call back request on your extension in your absence, the Mail key icon and the LED on your extension will be flashing. Mail

CallBk

The first person to be called back will be displayed. To call them back: Recall
To Wait on an Extension If the extension you are calling is busy, you may wait on that extension until it is free. On receiving the engaged tone: Waiton Advanced Reflexes Alcatel User Guide -9-
The extension called will be informed by an audible beep that you are waiting. As soon as the line you are calling is free, your call will be put straight through. Consulting a Waiting Call If you are on the phone and a second person is trying to call you, you will hear a beep. For three seconds, the display screen will show the callers identity. To take the waiting call: On a single line terminal Conslt On a multi-line terminal: press the line key that is flashing. If you wish to return to your initial caller: On a single line terminal: Broker On a multiline terminal: press the key for the appropriate line. Call Back Last Caller Even if the last extension user to call you did not leave a callback message, it is possible to ring them back. This is very handy should your phone stop ringing just before you reach it. Dial the code for Last caller call back

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The last callers identity will be displayed. To directly dial the extension number: CallBk Making an Enquiry Call While you are on a call you may call a second person to make an enquiry.

Enquir

Dial the second number, either internal or external, required. Your second call will immediately go through, and your first caller will automatically be placed on hold. To cancel the second call and return to the first caller:

EnqOff

Transferring a Call To transfer a call to another extension, simply dial the number required, whether it be internal or external. Remember to dial 0 first for an outside line. When the extension answers, introduce the caller then:

Transf

If the called party is busy, not answering, or refuses the call:
You are reconnected to the original caller. Note: Depending on system configuration you may be able to transfer calls to an external number or mobile phone.

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Making a Back and Forth (Broker) Enquiry Call After you have made an enquiry call, you may talk alternately with each party. To alternate between callers:

Broker

On a single line terminal, you will now be talking to the person whose identity is shown on the left of the display screen. On a multi-line terminal, you may set up a back and forth call by pressing the appropriate line key for each call. Once the enquiry call has been cancelled, you are back in conversation with the first caller. Making a Conference Call This feature allows three people to be in conversation simultaneously. Call the first party, and then make an enquiry call to the second person. Then, to create the conference between three people:
To cancel the conference and return to the first caller:
Receiving a Call Either lift the handset or take the call in hands free mode:

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Call Parking Call parking allows you to disconnect from an external call and be reconnected later, either at your own extension or at another extension. During the call:
The call will automatically be placed on hold. To retrieve a parked call:
+ extension where call is parked
If the call is not retrieved within a set time (normally two minutes) it will revert to the switchboard. Note: If you are parking the call on the extension you are using there is no need to dial an extension number. Call Pick Up To pick up a call that is ringing on another extension within your defined group:
To pick up a call that is ringing on another extension that is NOT in your defined group:
+ extension number that is ringing

Forwarding Calls

If you will be absent from your extension you may redirect callers to another extension.

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To place an immediate forward on your extension: #
To place a forward on busy on your extension: #
To place a forward on no reply on your extension: #
To place a forward on busy or no reply on your extension: #
Cancelling Call Forwarding To cancel all call forwarding:
Follow Me Forwarding If you are not at your own extension you can forward your calls to your current extension. Any extension on the same system can be used to activate forwarding. - 14 -Alcatel User Guide Advanced
To activate follow me forwarding:

the destination extension number + your own extension number Cancelling Follow Me Forwarding To cancel follow me forwarding from the destination extension:
To cancel follow me forwarding from your own extension:
Call Forward on Ringing This feature enables you to forward a call while your extension is ringing (without answering the call). When the extension rings, without lifting the receiver: extension number Note: If your extension is a multi-line extension, use the programmed key for this purpose.

Basic functions

Withdrawing from a Hunting Group This feature allows you to withdraw from a hunting group or automatic call distribution group. To activate the withdrawal: # 5 8

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You will still receive calls to your own extension number. To re-enter the hunting group:
Meet-Me Conference Up to 29 participants may speak in a telephone conference. The conference must include 1 internal participant. To join in a Meet-Me Conference: # 7 + the pre-arranged four digit code
The pre-arranged four digit code is assigned to the conference by the conference initiator. You can obtain this code by calling the Staff IT helpdesk. If you are the first participant you will hear music until the other people join in. To leave the conference, hang up. You may re-enter at a later time. To transfer an outside party into the conference, follow the above procedure then hang up. Follow the procedure again to transfer yourself in. Calling STD with a PIN To call STD with a pin you need to
Your 6 digit PIN, then the phone number that you wish to call

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Advanced programming features
These features should only be implemented with the knowledge of your system administrator. Call Forwarding to an External Number

To cancel:

+ the external number preceded by 0
Note: You may only forward to an external number immediately or on no reply. Check with the system administrator before activating this feature. Substitution This feature allows you to use the features available on your extension on another extension in the installation. (You effectively substitute one extension for another). To activate this feature from any extension in the installation: # + own extension + personal code
The extension you are using now functions exactly like your own extension. The substitution is cancelled once you hang up. Sending DTMF Tones DTMF tones may be sent during a call for using home banking services or to gain remote access to an answering machine, etc.

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Once you have dialled an external number, your display will appear as follows: Whilst in conversation:

DTMF Keys on dialling keypad as prompted.
To return to normal, hang up or press the release key. Sending Text Mail You may send a written message (up to 127 characters) to another extension with a similar type telephone. Mail Text Extension number To confirm the destination: Apply You will then be asked to select one of the following three types of message: FixMsg PrgMsg A list of predefined messages; A list of predefined messages which need to be completed; This list allows you to type in your own message, using the alphabetic keypad.
If necessary, type in your message and then press: Valid - 18 -Alcatel User Guide Advanced

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Once you have selected the list you require: Next to scroll through the list to send the message Prev to see prev. message to return
Reading Text Mail If you have been sent text mail, the LED on the extension lights up and flashes in green. The presence of mail is also indicated by the icon next to the Mail key. To read your messages: Mail Read The first line will give you the persons name and the date and time of the message. The second line gives you a set of options: Save Scroll will save the message to the memory; will show the first line of the message and any further lines it may continue onto. To go back to the previous menu. To go to the next message. To call the person who sent the message. To reply to the message in writing Text

Back Next Recall Answe r

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Note: If you do not save the message after reading it, the message will automatically be deleted. Making an Intercom Intrusion If there is no reply on an internal extension, provided you have permission, you may make an intrusion on that extension via the intercom. LSInt You will now be able to make an announcement over the loudspeaker of the required extension.
Customising your extension
By customising your Alcatel 4400 extension you may adapt specific functions to suit your daily needs. Programming the keys allows you to access some of the functions directly without the need to enter feature codes. User Customisation To customise your phone, use the Guide mode To access programming, press the key
The display screen will show you the five main groups of functions you have available: Conslt Prog To get information on keys that are already programmed and those that are free, and to activate functions. To programme and customise you phone (ringing tones, function keys, screen, associate, personal code and directory). To discover the identity of the terminal. To alter the display language To check all icons and LEDs are - 21 -

Who Am I Lang Test

functioning You will then have access to the following options: Melody: Keys: Displ: Passwd: Assoc: Intcom: to select the ringing tone and volume of the extension; to programme the keys; to adjust the level of contrast of the display; to programme the four digit personal password for your extension. (The default code is 0000); to programme the associated number; to programme the intercom list of name (up to ten users) who may access your extension in intercom mode when the mute/Int key is activated.
You may exit programming by pressing the release key. Programming the Melody

Melody

Or choose the desired tune as follows: (successively) To adjust the sound level: or To apply your programming:
Programming the Keys You may select one of the 45 available soft keys or one of the programmable keys with an icon. These keys may be programmed for two different purposes: - 22 -Alcatel User Guide Advanced
Personal Memory Keys You programme personal memory keys with your own choice of numbers for direct dialling. To enter programming mode:
Then, to programme keys as part of your personal memory: Keys Select the key to be programmed. Enter the number to be memorised. Note: For external numbers, remember to enter the line number e.g. 0 as well as the destination number. Apply If you have programmed one of the soft keys, after you have applied the number, you will need to give the key a name and apply it. Function Keys To enter programming mode:
Then to begin programming the keys: Keys Select the key to be programmed. Servc e
You will now have access to 7 groups of functions.

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To scroll through the groups of functions: Next Once you have found the appropriate group: Apply Select the desired function from this group and: Apply The following lists provide details of the features available. Group 1 - Forwarding services: Immed: Busy: NoRep: ByNoR: FwdOff: DFwdof: RemFwd: RFwdOf: Unconditional call forwarding; Call forwarding on busy; Call forwarding on no reply; call forwarding on busy/ no reply; cancel call forwarding; cancel follow me (from destination); call forwarding from any extension; cancel remote forwarding from any extension.
Group 2 - Extn DND & Padlock: Padlock: DND: VoiGui: extension padlock / unlock; do not disturb; voice guide.
Group 3 - Call pick up: Paging: GrpPic: IndPic: Record: GenBel: Parked: paging answer; call pick-up (group); call pick-up (individual); call recording; call pick-up - unassigned night answer; call park / retrieve.

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Group 4 - Associate services: Assoc: OvFlow: OvFlOf: call associate extension; overflow to associate; cancel associated overflow.
Group 5 - Consultation & Callback: Last ca: Charge: V Mail: call back last caller; charging information; access to voice mail.

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If a call is completed: then the line key of the call you are reconnecting to.
Manager Extension In addition to the standard features available on your Alcatel 4400 extension, you will have extra keys programmed specifically for manager/secretary working :

Secretary key

This key allows you to make or take a direct call to your secretary. The icon associated with this key allows the manager to supervise the status of the Secretary extension at all times. Free station/ringing Secretary calling Secretary busy Official secretary absent, overflow secretary present. Official secretary absent, there is no overflow secretary, or official secretary and overflow secretary absent. icon unlit flashing lit lit

flashing

If you are working with several secretaries, you will need to allocate a different key to each secretary.

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Screening Keys These keys allow you to use a screening feature on your incoming calls. Each of the keys is linked to a list (or table) of numbers. Note: The screening tables are defined by the system manager.

Screened

The SCREENED table allows only callers listed in the table to directly call the Manager extension.

No Screen

The UNSCREENED table directs the callers listed in the table to the Secretary extension. All other callers may call the Manager extension directly. Note: You may have several of each screening key, but you may not activate a SCREENED and an UNSCREENED table simultaneously. The icons associated with the screen keys signal as follows: Feature activated Feature activated but secretary and overflow secretary absent.

(flashing)

When you activate or deactivate a screening key, to confirm your action:
If the secretary is absent, screening is cancelled and the calls are received directly at the Manager extension.

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If you work with several secretaries, after selecting the screening key, press the appropriate Secretary key. To confirm your selection:
Exec Mail This feature allows your secretary to send a short mail message directly onto your display. A message may be sent when your extension is free or when you are in conversation. You do not need to be interrupted during a call and if your extension is free, you do not need to lift the receiver. The soft keys will allow you to send back a pre-programmed message. If you receive a message, the text of the message appears on the top line of the display. The bottom line offers you 5 possible replies: Busy Wait Absent Enter Back The choice of replies will be taken from the following list: Busy: Wait: Absent: Enter: ICaBk: HeCaBk: I Take: Coming: Cancel: Moment: Back: I am busy; One moment please; I am absent; Tell them to come in; Ill call again later; Tell them to call back; Ill take the call; I am coming; Please cancel; Tell them to wait; Please deal with it.

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Note: This mail function is only available between two 4035 extensions.

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Screening Supervision If your extension has a Supervision key, you may supervise the call being screened once it rings on the Secretary extension. When a screened call arrives on the Secretary extension, it is signalled on your display and by the icon for the Supervision key. During the ringing phase you may pick up the call by pressing the relevant Supervision key. ISDN Key This key allows direct seizure of an ISDN line giving access to ISDN complementary features, for example; calling line identification. When the icons are lit it indicates that there is i.e. data in the ISDN directory. This may have been an unanswered ISDN call to your extension. By pressing No Answ it is possible to view the last ISDN calls received. Recall Save will call them will save them for recall later will view the next returns to the main menu.

Next Back

By pressing Secrt you may elect to send your number to the distant party. By pressing the same key it changes to Secrt which will inhibit transmission of your identity. Secretary Extension

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In addition to the standard features available on your Alcatel 4400 extension, you will have certain extra keys at your disposal: Manager key This key allows you to make a direct call to (or to receive a call from) your manager. When you press the Manager key your call is signalled on the Secretary key of the Manager extension. The icon associated to this key allows the secretary to supervise the status of the Manager extension. Station free/ringing Manager calling Manager busy The manager has activated screening If you are working with several managers, you will need to allocate a different key to each manager. Exec Mail Key This feature allows you to send a message (which is predefined or to be completed) directly onto the display of the Manager extension. The Manager extension may be free or busy when you activate the Exec Mail key. You will be presented with the following options: Apply: Next: Erase: to send the chosen message; to scroll through the list of possible messages; to erase the last character entered. icon unlit flashing lit lit

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To exit mail mode:
Note: This mail function is only available between two 4035 extensions. Screened Calls If your manager has activated a screening key, you will receive certain calls. Your display will show that the call has been forwarded from your managers extension. Your manager may take up the call at this point by pressing the Supervision key. If your manager does not intervene, you may automatically place the caller on hold and call the manager extension: Manage r If your manager accepts the call: Transf or (line key signalling the waiting call) If your manager does not wish to take the call, hang up and then: (line key signalling the waiting call) You are now back in conversation with the caller. Absent key This key allows you to advise the manager of your absence.

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The icon associated with the Absent key signal as follows: Manager has activated screening You have activated your Absent key (flashing) When you activate or deactivate the Absent key, to confirm your action:
If there is an Overflow secretary extension, when the secretary is absent, the calls will be received at that extension. If there is no Overflow secretary extension, screening is cancelled and the managers calls arrive directly at the Manager extension. Overflow Secretary Extension In manager/secretary configuration there may be an overflow secretary. When the Absent key is activated on the Secretary extension, the overflow secretary acts as official secretary.

Manager key

This key allows you to make a direct call to (or to receive a call from) your manager when the overflow secretary feature has been activated. When you press the Manager key your call is signalled on the Secretary key of the Manager extension.

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The icon associated to this key allows the secretary to supervise the status of the Manager extension. Overflow function not activated Official secretary absent, overflow activated, manager station free/ringing Manager calling icon unlit lit

flashing lit lit

Manager busy The manager has activated screening If you are working with several managers, a different key will need to be allocated to each manager. If the overflow secretary feature is not activated, the Manager key may be used to call the Manager directly (as a personal memory key). Absent secretary key
This key allows you to indicate your absence to your manager. The icons associated with this key signal as follows: Manager has activated screening You have activated your Absent secretary key.
When you activate or deactivate the Absent key, to confirm your action:

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Glossary

Associated extension If your extension is linked to another extension on the system, this extension is known as your associated extension. Back and forth If you have two calls in progress on your extension you may shuttle between the two, talking to each one, without the other being able to hear. Broker Call A function which allows you to hold two calls at once, switching from one to the other. Call parking If you answer a call on someone elses extension, you may park the call, so that you may return to your own extension and retrieve the call from there. Call pick up To answer a call that is ringing on another extension. Call back You may book a request for a busy or unanswered extension to call you back. Category of service Each extension on the system is given its own class of service (COS). Your COS determines the system features you are allowed to use, and what types of outside calls you can make. For example, you may be allowed to make any type of call, including international, or you may be restricted to local calls only. Charge counters The charging counters on your extension indicate the cost or the number of units used during your last call, as well as the total amount of time or units used since your counter was last reset.

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Conference call This allows three callers to carry out a conversation together. DTMF Dual Tone Multi Frequency - a method of sending signals over a telephone link. Each digit dialled represents a combination of tones. Enquiry call During a call you may call a second person. As soon as you dial the second number, the first call is automatically put on hold. When you have finished your enquiry call you may return to your initial call. Feature codes Most of the programmable features may be activated by dialling a specific number (see page 1). Follow me forwarding When you are away from your own extension, follow me forwarding allows you to receive your calls at your current extension. This feature is activated at the destination extension. Forwarding Redirecting calls to another destination. Hold You may place a call on hold in order to carry out another function or to prevent the caller from hearing you. Hunting group A group of extensions which are linked by a code number. When this number is dialled the system hunts for a free extension within the group. Any extension within a group may answer a group call by entering a feature code. Intrusion If an extension or line is busy you may be authorised to intrude on that extension, in order to contact the person urgently. - 40 -Alcatel User Guide Advanced
Line Key A key which access to a telephone line Multiline operation This optional feature allows you to have several lines on your extension. You may therefore deal with several calls at the same time. Paging If you dial an extension and receive no response, it may be possible to contact the user via a pager. Personal code A code which is used when accessing advanced features. Redial To call again the last external number dialled. Substitution When you are away from your own extension, substitution allows you to use your current extension as if it were your own. You effectively substitute one extension and its features for another. This feature is deactivated once you replace the handset. System memory numbers A list of numbers which are programmed in a central memory by the installer or operator. They are used for abbreviated dialling. Transfer To send a call from your extension to another. Wait on If the extension you called is busy you may wait on that extension. The extension will be informed that you are waiting by an audible tone.