Alcatel 4635 Owner Manual

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Alcatel 4635 Owner Manual | Manualzz

Alcatel 4635

User Guide

The functionality described in this user guide is subject to change without notice.

3BA 19583 USAA Ed. 02

Using the Advanced Reflexes Set

Contents

1

2

3

INTRODUCTION . . . . . . . . . . . . . . . . . . . . . .

SYMBOLS USED IN THIS GUIDE

LINKING TO THE MAILBOX

4 OPENING YOUR MAILBOX

5GENERAL TIPS

6

. . . . . . .

. . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . .

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 . . . . . . .

7 SENDING VOICE MAIL MESSAGES . . . . . 10

8 PERSONAL OPTIONS

8.1 Passwords

. . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . .

8.2 Greetings . . . . . . . . . . . . . . . . . . . . . . . . . .

8.3 New Message Notification schedule . . .

11

11

12

13

5

6

9

9

7

7

9

3

3

4

Note: This Guide is written for the Advanced

Reflexes 4035.

 Alcatel Internetworking 2000. All rights reserved

1

2

1 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.

2 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.

3

4

3 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:

Feature code

Access code of the mailbox system

Enter the associated number feature code followed by the extension number to 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 forwardĆ 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 usĆ ing the associated number feature.

B To cancel forwarding:

Feature code

Enter the feature code to cancel.

4 OPENING YOUR MAILBOX

B Telephone set with dedicated mailbox key:

1 3

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.

2

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:

Exit Review Send

Fax:

ChkRep PrsOpt>

Menu

5

5 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.

B Press to confirm your entry. For instance, 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

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.

6.1 Reviewing voice messages

B The message waiting indicator shows that a new

message has arrived.

NewMsg

Message is waiting

Open your mailbox

New Messages

Listen to the messages

The message waiting indicator LED flashes. Message waiting indication can also be specific dialtone, voice prompt, etc.

Open your mailbox.

Playback controls

<<

<

Press NewMsg and listen to the new messages (only appears if there are new messages).

||

1 1 start of Message

Back 10 Sec.

Pause/Restart

>

>>

Forward 10 Sec.

3 3

End of Message

Use the playback controls while lisĆ tening to your mesĆ sages.

Options

Exit

Erase

Return main menu

Delete the message

Call

Reply

Save

Replay

SendCp

Call the sender

Reply to message

Save the message

Repeat the message

Send a copy

When a message ends, use the opĆ tions shown at the left.

After you have finished with the current message, if there is more than one message, the next message plays.

7

B Reviewing all messages (new and old):

Message is waiting

Open your mailbox

The message waiting indicator is active.

Open your mailbox.

Review Review

Listen to the messages

Press Review , then

Voice and listen to all messages, including those you have previously reviewed but skipped.

8

6.2 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.

Review

Fax

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

PrtFax

Primry

Review FAX message

Print FAX

Primary destination

For an alternate destination press

Altern and enter the FAX destination number.

6.2.2 Setting up Fax printing

PrsOpt

Admin

FaxOpt

Primry

Open your mailbox

Personal options

Administrative options

FAX options

Establish or update

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.

Enter number

# Press #

9

7 SENDING VOICE MAIL MESSAGES

B You can send a message directly to the mailbox of another voice mail subscriber.

2 Send

Open your mailbox

Send

When you are recording the message you can use the playback controls:

2 End

Send

Record message

Use play-back controls

End

Enter destination number

Send

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.

2

Delivery options

Privat

Private

2 Urgent Urgent

2 Confrm

2 Future

Message confirmation

Future delivery

Dial by name

1

PQRS

7

ABC

2

TUV

8

DEF

WXYZ

9

0

#

#

3

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

10

8 PERSONAL OPTIONS

8.1 Passwords

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

2 PersOpt

2

2

2

2

Admin

Generl

Passwd

#

My

Open your mailbox

Personal options

Administrative options

General

Your password prevents others from accessing your mailbox and listening to your messages.

Password

Personal

Enter password

Press #

Note: Your password for voice mail is separate from your telephone system station password.

!

For enhanced mailbox security, change your password regularly.

11

8.2 Greetings

B A standard greeting is provided in new mailboxes.

Your greeting can be changed using this option.

2

2

Greetg

PersGr

Open your mailbox

Personal options

Greetings

Personal greeting

Your personal greeting is played to anyone calling or being transĆ ferred to your mailĆ box.

You can record two different greetings.

2

2

PersGr

End

Record personal greeting

Select greeting type

Away cord a greeting that tells callers you are away from your phone (ring no answer).

PersGr

Record greeting

End

Busy cord a greeting that tells callers you are on the phone

(busy).

Standard greeting

PrsOpt Personal options

Greetg Greetings

PersGr

Personal greeting

Stndrd

Standard greeting

!

Indicate in the greeting where you are and when you will reply to the message.

Please change your greeting as required.

12

8.3 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.

2 PrsOpt

Open your mailbox

Personal options

Notification options

1st. schedule

The system alĆ lows you to set two permanent schedules and one temporary schedule.

Enter telephone number

Enter start and end of period where you accept calls during weekdays

Enter start and end of period where you accept calls during weekends

# confirm each entry. Press to continue or to change.

1

2

2 All

Select type of message

Notification for all messages

Immediate notification for urgent messages

Immediate notification for non urgent messages

Confirm or press 2 to hear your schedule again

Here, we deĆ scribe the stanĆ dard options.

Follow the instructions givĆ en by the system carefully to take advantage of the full set of schedule feaĆ tures.

B The system offers you the option of activating or deactivating the Notification Call and your

Message Waiting Indicator.

2 PrsOpt

Personal options

2

2

Notify

Ocl On 2

Notification ON/OFF

OclOff

Notification call ON/OFF

Message waiting indicator ON/OFF

13

14

Important Mailboxes

Personal Distribution lists

System Distribution list

Personal Notes

15

16

Alcatel 4635

User Guide

The functionality described in this user guide is subject to change without notice.

3BA 19583 USAA Ed. 02

Using the Advanced Reflexes Set

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