Alcatel 4034 User
GUIDE
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 4034 digital telephones.
Should you be using another digital telephone please see
the appropriate digital user guide.
Feature codes
Main feature codes
Function
Voice mail access
Outside line
Operator
System memory number
Cancel automatic call back
Call back last caller
Retrieve a parked call
Direct call pick up
Group call pick up
Night service 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
Appointment reminder
Cancel appointment reminder
Withdraw from hunting group
Re-enter hunting group
Padlocking/unlocking an
extension
Meet me conference
Account coded call
Forwarding externally
Moving service
Substitution
Do not disturb
Default Code
**
0
9
*2
*90
*8
*7
#6 + EXTN
*6
*1
*01
*02
*03
*04
*00
*06
*07
#00
#01
#4
*4
*3
Page No.
#7
#2
*01
#05
#02
*05
21
22
23
23
24
24
7
7
9
10
12
16
17
17
17
18
18
18
18
18
19
19
20
20
20
20
21
Note: The feature codes included in this guide are the default codes
for the 4400 system. Occasionally, alternative codes may need to be
used by the system installer.
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Alcatel User Guide 4400/4034
General
description
Your Alcatel 4034 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.
Store/Re
d
Mail
to save a number and redial it
later;
to access the voice and text mail
system;
Redial
to redial the last external
number dialled;
LS-/←
to reduce the volume of the
loudspeaker;
Mute
deactivates the microphone while
on a call.
ISDN
to access ISDN features;
LS/Apply
LS+/→
Handsfre
e
i
to activate the loudspeaker;
to increase the volume of the
loudspeaker;
to activate the hands free
microphone;
to access the programming of the
extension;
to release a call or end
programming;
←
→
to scroll through the screens of
the display.
Alcatel User Guide 4400/4034
2
The programmable keys
Your extension has 19 keys with icons which are
programmable either by you or by the installer.
make it possible to:
They
• call an internal or external number by pushing a
single button;
• access a function.
To program the keys on your extension to suit your
individual needs consult the section “ customising your
extension” .
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
or
features:
• Feature inactive
• Feature activated
• Feature needing your
attention
legend:
Alcatel User Guide 4400/4034
4
The display
Your Alcatel 4034 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 an other page is indicated by the symbol
“ >“ at the right hand side of the display.
The first line displays information on the status of your
extension or on your caller, as well as the time and the
date (when free).
The second line indicates the accessible functions at a
given time. You access the function by pressing the soft
key situated under the prompt.
There are ten soft keys which are linked to the display.
Whilst in conversation, these soft keys may be used to
access the features indicated.
When the extension is free, the soft keys act as
programmable keys (45 in total). They may be used to
memorise personal numbers for speed dialling or to
memorise certain functions (see page 32 “ Programming the
Keys” ).
Additional optional equipment
Your extension is equipped with an alphabetic keypad
which slides beneath the extension. If an external
keypad is preferred, it is available as an optional
extra.
The keypad enables you to use the messaging functions,
call by name and the programming functions.
Add on modules of 20 or 40 keys may be connected to your
extension. The keys on the modules are used in the same
way as the programmable keys.
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6
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
Fixed function
key
Soft key (linked to the
display)
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.
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Telephone layout
Store/Red.
M ail
3
ISD N serv.
Redial
1
LS
LS -
LS +
M ute
H andsfree
2
2
1. The fixed keys
programmable keys
2.
The icons
3.
The
4
09/01/96 12:30
5
Recept
M gr
Jill
Tom
M ike
←→
4.
The display
5.
The soft keys
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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
There are two ways of storing and redialling an internal
or external number:
☞
Number
+
Store/Re
d.
The number will be stored temporarily in the memory.
redial the saved number:
☞
To
Store/Re
d.
Alternatively, to automatically redial the last external
number dialled:
☞
Redia
l
Making an Internal
Call
☞
Extension Number
Calling the Operator
☞
9
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Alcatel User Guide 4400/4034
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
name or initials on the alphabetic keypad.
SMI_
Name
Name&F
Initia
Cancel
If the characters entered correspond to a surname:
☞
Name
If the characters entered correspond to the initials of
the first name and surname:
☞
Initia
If the characters entered correspond 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).
SMITH JOHN
01/03
Next
Call
Prev
218
Cancel
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10
☞
☞
☞
☞
11
Next
to view the next possible name
Call
to call the displayed name
Prev
to view the previous name
Cancel
to cancel the operation and
quit
Alcatel User Guide 4400/4034
Dialling a Personal Memory
Number
To call a number programmed in the personal memory either
press the soft key under the appropriate name if
displayed, or use the scroll key to find the name, then
press the associated soft key. If the number is stored
on a programmable key simply press the key.
Calling a System Memory Number
System memory 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.
☞
✴
2
+ the memory number
Note: When using the system memory to call an external
number, you do not need to dial 0 for an outside line.
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12
Leaving an Automatic Call
Back
If the extension being called is busy, you may ask to be
called back as soon as they are free. Your display will
appear as follows:
SMITH JOHN
LSInt Book
☞
218 is busy
Intrus
CampOn
Book
As soon as the extension is free you will be called back.
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:
SMITH JOHN
LSInt
☞
218 is alerted
Book
Book
This will activate the Mail key icon and light the LED on
the called extension.
To cancel a call back:
☞
✴
9
0
+ 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.
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☞
☞
Mail
CallB
k
The first person to be called back will be displayed.
call them back:
☞
To
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:
☞
CampOn
The extension called will be informed by an audible beep
that you are waiting.
Consulting a Waiting
Call
While you are in conversation another caller may try to
reach you. If this caller has permission to “ camp on”
(i.e. wait on) your extension, you may consult their
identity without needing to answer the call. The display
will appear as follows:
SMITH JOHN
Enquir
is camped on
CampOn
Conslt
To take the waiting call:
☞
Conslt
If you wish to return to your initial caller:
☞
Broker
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Intrusion on a Busy
Extension
If you are trying to reach an internal extension that is
busy, and you and the called extension have a category of
service allowing intrusion:
☞
Intr
us
If you have permission to intrude, you will be in
conversation with the other two parties.
To cancel an intrusion, hang up.
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.
☞
✴
8
This is very handy should your phone stop ringing just
before you reach it.
The name of the last caller is displayed:
SMITH JOHN
Book
To directly dial the extension number:
☞
15
Book
Alcatel User Guide 4400/4034
Making an Enquiry
Call
While you are on a call you may call a second person to
make an enquiry.
☞
number of 2nd person (this may be an
external number)
To return to the first caller:
☞
EnqOff
Transferring a
Call
To transfer a call to another extension, make an enquiry
call. The display will appear as follows:
SMITH JOHN
218 is alerted
EnqOff
LSInt
Text
Transf
When the extension answers, introduce the caller then:
☞
Transf
If the called party is busy, not answering, or refuses
the call:
☞
EnqOff
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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16
Making a Back and Forth (Broker) Enquiry
Call
During an enquiry call you may talk alternately with each
party. The display will show the following:
SMITH JOHN 218 // EVANS TARA
282
EnqOff
Broker
Conf
Transf
To alternate between callers:
☞
Broker
You may also set up a back and forth call by pressing the
appropriate line key for each call (if multiline).
☞
A
icon illuminates
(caller A in conversation, B on hold)
☞
B
icon illuminates
(caller B in conversation, A on hold)
Once the enquiry call has been cancelled, you are back in
conversation with the first caller.
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Alcatel User Guide 4400/4034
Making a Conference
Call
This feature allows three people to be in conversation
simultaneously. Call the first party, then make an
enquiry call to the second person. The display will show
the following:
SMITH JOHN 218 // EVANS TARA
282
EnqOff
Broker
Conf
Transf
Then, to create the conference between three people:
☞
Conf
EVANS TARA 282 * SMITH 218
Conference
■ Conf
Transf
To cancel the conference and return to the first caller:
☞
Conf
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Receiving a
Call
Either lift the handset or take the call in ‘hands free’
mode:
☞
Handsfr
ee
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.
Your display will show the following:
ISDN
Enquir
CampOn
Park
Trace
MFSend
To park the call:
☞
Park
+ extension where you want to
retrieve the call.
To retrieve a parked call:
☞
✴
7
+ 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.
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Call Pick
Up
To pick up a call that is ringing on another extension:
☞
#
6
+ extension number that is
ringing
To pick up a call that is ringing on another extension
within your defined group:
☞
✴
6
Night Service
Answer
☞
✴
1
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20
Forwarding
Calls
If you will be absent from your extension you may
redirect callers to another extension.
To place an immediate forward on your extension:
☞
✴
0
+ the destination
extension number
1
To place a forward on busy on your extension:
☞
✴
0
+ the destination
extension number
2
To place a forward on no reply on your extension:
☞
✴
0
+ the destination
extension number
3
To place a forward on busy or no reply on your extension:
☞
✴
0
+ the destination
extension number
4
Cancelling Call
Forwarding
To cancel all call forwarding:
☞
21
✴
0
0
Alcatel User Guide 4400/4034
“ 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.
To activate “ follow me”
0
✴
☞
☞ the destination
extension number
forwarding:
6
extension number
+
your own
Cancelling “ Follow Me”
Forwarding
To cancel “ follow me”
extension:
☞
✴
0
To cancel “ follow me”
extension:
☞
✴
0
forwarding from the destination
7
forwarding from your own
0
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
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22
Appointment Reminder
This feature allows you to programme your extension to
ring at a specified time, as a reminder. To activate the
reminder:
☞
#
0
0
Your
Appointment!
Enter the time at which you wish to be reminded.
screen will confirm:
Your
Your
Appointment!
0900
Rubout
Use
Rubou
t
to modify the time if
incorrect.
At the time of the reminder, your extension will ring.
To confirm that you have received the reminder, lift the
receiver and then hang up.
To cancel an appointment reminder:
☞
#
0
1
Withdrawing from a Hunting Group
This feature allows you to withdraw from a hunting group
or automatic call distribution group. To activate the
withdrawal:
☞
#
4
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24
You will still receive your own calls.
To re-enter the hunting group:
☞
✴
4
Padlocking/Unlocking your
Extension
This prevents an extension from being used to make
external calls without a code being entered:
☞
✴
3
If the feature is accepted, it will be displayed as
follows:
Set is locked
To cancel the lock:
☞
✴
3
+ your personal code
Meet-Me Conference
Up to four participants, including two outside
lines may speak in a telephone conference.
To join in a Meet-Me Conference:
☞
#
7
+ the pre-arranged four
digit code
If you are the first participant you will hear
music until the other people join in.
To leave the conference, hang up.
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Alcatel User Guide 4400/4034
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.
These features should only be implemented with the
knowledge of your system administrator.
Call Forwarding to an External
Number
☞
✴
0
1
0
0
+ the external number
preceded by ‘0’
To cancel:
☞
✴
Note:
You may only forward to an external number
immediately. Check with the system administrator
before activating this feature.
Activating Do Not
Disturb
If you do not wish to be disturbed, this feature prevents
callers (with the exception of the operator) from getting
through to your extension:
☞
✴
0
5
Alcatel User Guide 4400/4034
+ personal code
26
If the feature is accepted, it will be displayed as
follows:
DO NOT DISTURB
To cancel Do Not Disturb:
☞
27
✴
0
5
Alcatel User Guide 4400/4034
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.
Once you have dialled an external number, your display
will appear as follows:
9951 1222
Enquir
DTMF
Record
Park
Whilst in conversation:
☞
DTMF
☞
Keys on dialling keypad as
prompted.
To return to normal, hang up or press the release key.
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Sending Text
Mail
You may send a written message (up to 127 characters) to
another extension with a similar type telephone.
☞
Mail
The display will appear as follows:
0 Msg
Text
☞
☞
Text
0Msg
Voice
☞
Send
Extension number
To confirm the destination:
☞
Appl
y
You will then be asked to select one of the following
three types of message:
FixMs
g
A list of predefined messages;
PrgMs
g
A list of predefined messages which need to
be completed;
MyMsg
This list allows you to type in your own
message, using the
alphabetic keypad.
Once you have selected the list you require:
☞
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Alcatel User Guide 4400/4034
☞
Next
to scroll through
the list
Appl
y
to send the
message
☞
☞
Prev
to see prev.
message
Back
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
☞
Text
Read
SMITH JOHN
11:05
Save
Scroll
Recall
Back
Save
Scrol
l
09/01/96
Answer
will save the message to the memory;
will show the first line of the message and
any further lines it
may continue onto. The date and time of the
message is
displayed first.
Answe
r
will allow you to send a reply directly
back to the sender
of the message.
Recal
l
will directly ring back the sender of the
message;
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Back
will return you to the previous menu;
Next
will display the next message (this will
only be displayed if
there is more than one message to be read).
Note: If you do not save the message after reading it,
the message will automatically be deleted.
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Alcatel User Guide 4400/4034
Leaving an Absent Text
Message
If you are away from your extension, you may leave a
message which will be sent to the display of the calling
extension.
☞
☞
Mail
☞
Text
Text➧
You will then be asked to select one of the following
three lists of messages:
FixMs
g
predefined messages;
PrgMs
g
preprogrammed messages which need to be
completed;
MyMsg
This list allows you to type in your own
message, using the
alphabetic keypad.
Once you have selected the list you require, to scroll
through the list to find the applicable message:
☞
Next
To confirm your absent text message:
☞
Appl
y
Your display will now show a permanent reminder of the
absent message:
→Apology
11:05
09/01/96
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32
To cancel your absence text message:
☞
☞
33
Mail
Txt>O
f
☞
☞
Text
Deac
t
Alcatel User Guide 4400/4034
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.
The following message will appear on your display:
SMITH JOHN
LSInt
Text
☞
is ringing
Book
LSIn
t
You will now be able to make an announcement over the
loudspeaker of the required extension.
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34
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
i
To access programming, press
then the
the key
soft key
Your display will show the following:
Programming mode
Melody
Passwd
Keys
Assoc
Prog
.
Programming mode
Displ
<
>
Intcom
Menu
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 at any time
by pressing
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Alcatel User Guide 4400/4034
Programming the Melody
☞
☞
i
☞
Prog
Melody
Or choose the desired tune as follows:
☞
LS
(successively)
To adjust the sound level:
☞
LS+
or
LS-
To apply your programming:
☞
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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:
Personal Memory Keys
You programme personal memory keys with your own choice
of numbers for direct dialling.
To enter programming mode:
☞
i
☞
Prog
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.
☞
Appl
y
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.
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Alcatel User Guide 4400/4034
Function Keys
To enter programming mode:
☞
i
☞
Prog
Then to begin programming the keys:
☞
Keys
Select the key to be programmed.
☞
Serv
ce
You will now have access to 7 groups of functions.
display will appear as follows:
Apply
Back
The
Forwarding services
Next
To scroll through the groups of functions:
☞
Next
Once you have found the appropriate group:
☞
Appl
y
Select the desired function from this group and:
☞
Appl
y
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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.
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:
39
call back last caller;
charging information;
access to voice mail.
Alcatel User Guide 4400/4034
Group 6 - Appointment reminder:
Temp:
TempOf:
set temporary appointment;
cancel appointment reminder.
Group 7 - Diverse services:
Nobip:
Prject:
Substi:
Grpln:
GrpOut:
Pulse:
MFSend:
SetOut:
Alpha:
intrusion protection;
business account code;
substitution;
hunting group - in;
hunting group - out;
pulse sending;
sending DTMF tones;
extension out of service;
Alphapage connection.
Note: These functions may also be consulted and
activated on a free extension by pressing the following
keys:
☞
☞
i
☞
Consl
t
Servic
e
When you select a function using this method, the name of
the function is displayed as well as its feature code.
As an alternative, this feature code may be dialled
directly on the keypad to activate the function.
Programming the Contrast
☞
☞
i
☞
Prog
Disp
l
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40
To adjust the contrast on your display, choose from the
four available levels.
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Programming the Password
☞
☞
i
☞
Prog
Passw
d
Then enter your current password (the default value is
0000).
The display will ask you to enter your new password.
will then be asked to enter it for a second time for
verification.
You
If the new password has been accepted, the display will
confirm that the change has been made.
Should you forget your personal code please contact the
system administrator.
Programming the Associated Number
☞
☞
i
☞
Prog
Assoc
Your screen will show the name and number of your current
associate extension.
To change the current associate extension:
☞
Modify
Enter your password.
(The default value is 0000.)
Then enter the number of the extension you wish as your
new associate extension.
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Programming the Intercom
List
☞
☞
☞
☞
i
←
→
Prog
Intco
m
The intercom list is a list of up to ten users who may
access your extension in intercom mode. To modify this
list:
☞
Add
Your display will ask you to enter the number you wish to
add to the list.
Enter the number and exit programming.
Checking the Identity of the
Extension
To check an extension’s number and user:
☞
i
☞
WhoAmI
The user’s name appears on screen.
To view the extension number:
☞
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Alcatel User Guide 4400/4034
Programming the Language
☞
☞
☞
i
←
→
Lang
You may now alter the language of the display by pressing
the soft key for one of the following options:
GB
for English;
F
for French;
D
for German;
SP
P
for Spanish;
for Portuguese;
NL
for Dutch;
DK
for Danish;
I
for Italian;
A
for Austrian.
Consulting the
Keys
To display what has already been programmed on a key:
i
Consu
lt
Keys
Testing the
Extension
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This test makes it possible to check the functioning of
the display, the icons, the LED’s and the ringing of the
extension.
☞
i
☞
Test
Multiline
functions
Multiline operation is an optional feature of the 4400
system. It means that you have more than one line on
your extension. Several of the programmable keys may be
used as line keys, to make and receive calls.
One option allows you to have more than one number which
may be used to call your extension. Alternatively, your
extension may have one number but several lines.
Whether your extension is programmed with one or a
combination of the above options, you are able to deal
with several calls at the same time.
Manager / Secretary Screening
One of the major features of multiline operation is
manager / secretary screening. Manager / secretary
screening is the specific configuration of at least two
multiline extensions.
This feature allows a secretary to screen some or all of
a manager’s calls.
Manager / secretary screening may only be defined by your
system administrator. For further advice on how your
extension has been set up contact this person.
Using MultiLines
To hold a call:
☞
the appropriate line key.
To reconnect to the caller:
☞
45
the same line key.
Alcatel User Guide 4400/4034
To answer another line:
the flashing
☞
line key.
The first call is automatically held.
first call:
☞
To return to the
the appropriate line key.
If a call is completed:
☞
then the line key of the call you
are reconnecting to.
Multiline functions
(cont.)
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
icon
unlit
• Secretary calling
flashin
g
• Secretary busy
li
t
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• Official secretary absent,
li
t
overflow secretary present.
• Official secretary absent,
there is no
overflow secretary, or official secretary
and overflow secretary absent.
flashi
ng
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:
☞
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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 preprogrammed 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:
Here is Mr SMITH
Busy
Wait
Absent
Back
Enter
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;
I’ll call again later;
Tell them to call back;
I’ll take the call;
I am coming;
Please cancel;
Tell them to wait;
Please deal with it.
Note: This mail function is only available between two
4034 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
it indicates that
lit i.e.
there is data
in the ISDN directory. This may have been an unanswered
ISDN call to your
extension. By
No Answ it is possible to view the
pressing
last ISDN calls
received.
☞
☞
☞
☞
51
Recall
will call them
Save
will save them for
recall later
Next
will view the next
Back
returns to the main
menu.
Alcatel User Guide 4400/4034
By
Secrt
you may elect to send your number to the
➙
pressing
distant
party. By pressing the same key
Secrt
which will
it changes to
inhibit
transmission of your identity.
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52
Secretary
Extension
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
icon
unlit
• Manager calling
flashi
ng
• Manager busy
li
t
• The manager has activated
screening
li
t
If you are working with several managers, you will need
to allocate a different key to each manager.
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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:
Here is Mr SMITH
Apply
Next
Apply:
Next:
Erase:
Erase
to send the chosen message;
to scroll through the list of possible
messages;
to erase the last character entered.
To exit mail mode:
☞
Note: This mail function is only available between two
4034 extensions.
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Screened Calls
If your manager has activated a screening key, you will
receive certain calls. A call initially destined for
your manager which arrives at your extension will be
shown as follows:
3: 1142
TOM
IAN
EXEC
RECEP
calls
MGR
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:
☞
Manager
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.
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Absent key
This key allows you to advise the manager of your
absence.
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 manager’s calls arrive directly at the
Manager extension.
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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.
The icon associated to this key allows the secretary to
supervise the status of the Manager extension.
• Overflow function not
activated
icon
unlit
• Official secretary absent,
overflow
activated, manager station free/ringing
li
t
• Manager calling
flashin
g
• Manager busy
li
t
• The manager has activated
screening
lit
If you are working with several managers, a different key
will need to be allocated to each manager.
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Alcatel User Guide 4400/4034
If the “ overflow secretary” feature is not activated,
the Manager key may be used to call the Manager directly
(as a personal memory key).
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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.
(flashing)
When you activate or deactivate the Absent key, to
confirm your action:
☞
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Glossary
Account code
A specified code which may be entered when making an
external call, so that calls may be charged to certain
projects or clients.
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.
Call parking
If you answer a call on someone else’s 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.
Glossary
(cont.)
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.
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Intrusion
If an extension or line is busy you may be authorised to
intrude on that extension, in order to contact the person
urgently.
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.
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Glossary
(cont.)
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.
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Notes
The information contained in this Guide was complete and
accurate at the time of printing. The product covered by
this Guide comprises a range of components; accordingly,
some information may not be applicable to a particular
situation.
Subject to all applicable laws and regulations Alcatel
Australia
Limited
reserves
the
right
to
change
specifications of any product contained in this Guide
without incurring any liability whatsoever.
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