User guide
Alcatel 4400 Advanced
REFLEXES
Your Advanced REFLEXES terminal provides simple and quick access to all the
services and functions offered by your Alcatel 4400 system.
This User guide gives:
• a full description of your terminal,
• an alphabetic index of services and functions available,
• a step-by-step guide explaining how to use the services and functions, in
three sections:
• Your calls
• For your convenience
• While you are away
Your Advanced REFLEXES terminal and your Alcatel 4400 system will provide
everything you need from a telephone system.
Note: The availability of some of the functions described in this guide may depend on your system
version or configuration. If in doubt, consult your system manager.
Name: ..............................................
Fax No.: ............................................
e-mail address: ..................................
Tel. No.: ....................................
GSM No.: ...................................
DECT No.:...................................
1
Symbols used in the documentation
The action "Press" is represented by
Display keys are represented by
Displ
User-programmed or fixed (preprogrammed) keys are represented by
All preset or customized function codes are fully explained in the code table included
with this documentation.
Key programming, to customize your own terminal, is described on page 46.
Key programming functions are presented in groups, on pages 47 to 50.
2
System information
Depending on the software release installed on your system (R2 or R3), some of the
preprogrammed keys on your terminal are different. These keys are described in the
"Description of Terminal" chapter, in the paragraph "Programmable keys and icons".
Also, depending on your system configuration and irrespective of the software release
installed, your terminal can be single- line (you have no line keys) or multi-line (you
have at least two line keys).
On a multi-line terminal, the enquiry call function can be configured in one of two
modes:
- single- line (or PABX) mode,
- multi-line (or key system) mode.
This difference notably implies different activation of the enquiry call, broker call and
transfer functions, depending on the selected mode.
Note: For further information concerning your system configuration, consult your system manager.
3
4
DESCRIPTION OF TERMINAL
i
5
Display, display keys and navigator
Display: comprises two lines and several pages.
- Terminal idle:
1st line: information on the status of the terminal; date, time.
2nd line (and also first line for the next four pages): correspondents or functions that
you can programme yourself.
- During a call:
1st line: information about your correspondent and the current conversation
2nd line: functions accessible at the moment.
The green
LED indicates
that messages
have been
received.
Navigator: for transition between
display pages or between display
lines.
6
Display keys: to access
the functions proposed by
the display.
Navigation principle
The navigator is used to scan pages of the directory or functions available, and to
select the display line, which will define the function of the corresponding display key.
If you select the upper line, two indicators will flash to indicate that the line is temporarily
active.
If you press a display key, or after a few seconds delay, the lower line automatically
becomes active again.
Previous
page
Upper line
David
Paul
Active line indicators
Francois Jacques
Guy
Julien
Marie
Paul
Luc
Fred
Corresponding
display key
Lower line
Next
page
Note: Depending on your system configuration, navigator utilisation may be limited to
the keys corresponding to the upper and lower lines.
7
Programmable keys and icons
Depending on the software release installed on your terminal, you have 4 or 5
preprogrammed keys and 19 or 20 keys which can be programmed by yourself or
by your installation technician:
• to call an internal or external number directly
• to access a function.
Multi-line terminals have at least two line keys.
These keys correspond to call or function icons.
Software release R2
Software release R3
ISDN
ISDN
Call icons
Programmable and
preprogrammed keys
8
Function icons
The following icons are associated with the keys:
Call icons
Function icons
Call being made (flashing).
Function active.
Call in progress.
Function requiring action
Call on hold.
Terminal or line busy
Call on common hold.
(supervision).
Preprogrammed keys are:
: temporarily store a number
: access mail services
: automatically redial last number dialled
ISDN
: consult the list of unanswered ISDN calls or make an ISDN call
: intercom: for automatic reply without having to lift the handset
9
Fixing the label on the terminal
A printed label is supplied with the terminal. This should be fixed under the
programmable keys.
 Insert flat "blade" into the slot (1 slot
for each block of keys).
‚ Raise the cover.
ƒ Slide the printed label into position.
„ Replace the cover.
Fixed keys
The fixed keys correspond to the most frequently used functions.
Information: for simple utilisation of the functions
provided by your terminal, to go into
programming mode or to display information
on your terminal.
10
i
Secret: to isolate you
from your correspondent.
Intercom: your terminal
answers an internal call
automatically, without
your having to lift the
receiver.
Loudspeaker
End: to terminate a
call or programming.
increase loudspeaker
or receiver volume.
reduce loudspeaker
or receiver volume.
Hands free: for
hands-free operation.
Alphabetic keypad
The keypad is used for mail service
functions, the "Call by name" function and
for programming.
11
I N D E X
A
Absence : reading messages left in your absence ..........................................
Adjusting receiver volume during a conversation ............................................
Allocating calls to customer account codes ....................................................
Associate number
Calling an associate (your secretary or colleague) .......................................
Changing the associate number.................................................................
Forwarding calls to an associate number....................................................
76
42
57
21
46
60
B
Being called back automatically by an internal correspondent who is busy ........ 26
C
Calling a second person during a conversation ..............................................
Calling an associate (your secretary or colleague) ..........................................
Calling an external "private" number ...........................................................
Calling an ISDN correspondent ....................................................................
Consulting the list of ISDN calls .................................................................
Calling back the last internal caller whose call went unanswered......................
Calling using a programmed key .................................................................
Camping on an internal correspondent who is busy........................................
Changing the associate number ...................................................................
Code (programming your personal code) ......................................................
Conference
Entering a programmed conference ...........................................................
12
20
21
57
36
75
75
29
27
46
44
30
Talking with two other people, internal and/or external, at the same time
(conference call) ...................................................................................... 24
D
Directory
Calling a number from the system directory ................................................
Calling from your personal directory ..........................................................
Programming your personal directory.........................................................
Display (adjust brightness) ...........................................................................
"Do not disturb"........................................................................................
F
Finding out the cost of your last external call .................................................
Forwarding
Cancelling forwarding..............................................................................
Forwarding calls to a recorded message....................................................
Forwarding calls to an associate number....................................................
Forwarding calls to another number...........................................................
Forwarding calls to another number when your line is busy or you are
away (forward on busy or no reply) .........................................................
Forwarding calls when you are busy .........................................................
Forwarding your calls to another number, when you are away from your desk
(Forward on no reply)..............................................................................
Forwarding your calls to your pager .........................................................
Forwarding your calls, from a different terminal...........................................
Selective forwarding ................................................................................
H
31
29
51
45
53
58
66
66
61
60
63
54
62
71
64
68
Hands-free (making or taking a call without lifting the receiver) ........................ 42
13
Hold (putting your caller on hold)................................................................. 24
Hunt groups
Hunt group............................................................................................. 34
Temporarily leaving your hunt group ......................................................... 35
I
Identity
Hiding your caller's identity.......................................................................
Hiding your identity .................................................................................
Identifying the terminal you are on.............................................................
Intercom (receiving an internal call in intercom mode) ......................................
Intrusion into an internal conversation ............................................................
L
Language (choosing a language) .................................................................
Loudspeaker
Adjusting loudspeaker volume during a conversation....................................
Calling a correspondent on his loudspeaker ................................................
Switching on the loudspeaker during a call.................................................
M
Making an external call ..............................................................................
Making an internal call ...............................................................................
Consulting the list of internal calls...............................................................
Making an internal call, using the person's name (Call By Name) .....................
Malicious (reporting malicious calls) ..............................................................
Message
Consulting "call-me" messages .................................................................
Consulting recorded messages ..................................................................
14
56
56
55
33
31
50
42
33
42
18
18
76
19
56
69
69
Leaving a direct voice message.................................................................
Leaving a written message for internal callers..............................................
Reading messages left in your absence ......................................................
Message service
Forwarding calls to a recorded message....................................................
Sending a written message to an internal correspondent ...............................
39
72
74
66
37
O
Operator
Calling the operator................................................................................. 19
P
Padlocking your terminal.............................................................................
Pager
Forwarding your calls to your pager .........................................................
Replying when your pager sounds.............................................................
Parking (an external caller)..........................................................................
Picking up a call on another terminal............................................................
Picking up a lost call ..................................................................................
Programming
Customizing your terminal.........................................................................
Programming a function on the programmable free keys...............................
Programming your personal code..............................................................
Programming a function on the programmable free keys .................................
Programming an appointment reminder.........................................................
Putting on hold
Parking an external caller.........................................................................
Putting a caller on common hold ...............................................................
Putting your caller on hold........................................................................
15
70
71
72
25
28
24
43
46
44
46
52
25
35
24
R
Receiving a call
Receiving a call ......................................................................................
Receiving calls during a conversation. ........................................................
Redialling the last number dialled .................................................................
Reporting malicious calls .............................................................................
Ringer
Adjusting the ringer (tune and volume) .......................................................
Answering a night service bell ..................................................................
S
Saving a number, to call it later...................................................................
Secret
Hiding your caller's identity.......................................................................
Hiding your identity .................................................................................
Switching from one caller to another (broker calls)..........................................
T
21
22
43
56
44
27
55
43
56
25
Transferring a call...................................................................................... 23
16
C A L L S
YOUR
CALLS
17
Making an external call
Lift the receiver or dial the number directly.
For example, press 9, followed by the number you want. The display screen will
show the number you have dialled. The icon relating to the line key will indicate
the status of your call:
Note: 9 is the default code for getting an outside line.
You can consult which code to dial in order to access the function you need or you can use
Conslt
Call
i
Guide mode:
followed by
and
; The display
screen will show the code you are looking for.
Making an internal call
Lift the receiver or dial the number you require or press a programmed key. The
display screen will show the name and number of the person you have called, and
the status of his terminal. If there is no reply, you can choose one of the options
indicated on the display screen. These are:
•
•
•
•
LSInt
CallBk
Text
Voice
to send a message to your correspondent's loudspeaker
to ask him to ring you back
to send a written message
to send voice mail*
18
* Assuming that your system has a voice mail service
Calling the operator
Lift the receiver. Dial (for example) 0.
Note: 0 is the default code for the "Attendant call" function.
Making an internal call, using the person's name (Call By Name)
Type in the first few letters of your correspondent's name, or his initials, or name
and first name, on your alphabetic keypad.
Then, to find the number, press one of the following keys:
•
•
•
Name
Init
Name&F
if you have typed in all or part of the name,
if you have typed the initials
you have typed the surname followed by the first name
Cancel
•
to cancel the operation
The display screen will suggest a name and number. If there are several
possibilities, it will show how many alternatives there are. For example, 02/04
means that the name suggested is the second in a list of four.
19
C A L L S
DECT
•
to call a DECT mobile terminal
Press the display key corresponding to your choice.
You can scroll through the alternatives in a continuous loop.
If the name suggested is not the one you want, you can continue searching:
Next
• to display the next name,
• to display the previous name,
Prev
Call
To make the call,
If the search is fruitless, your display screen will automatically suggest that you
modify your request:
• To modify your request
• To cancel it
Modify
Cancel
Calling a second person during a conversation (enquiry call)
During a conversation with either an internal or an outside caller, you can ring a
second person. There are several ways of doing this. First
Enquir
and then either
enter the number, or the name, or use a directory key.
You will then be put through to the second correspondent, and the first one will
automatically be put on hold.
EnqOff
To cancel the second call and return to the first,
If you press the wrong button, hang up.
Your phone will ring and you will be put through to your first caller.
20
Each terminal may have another line linked to it (an associate) (see "Changing the
associate number").
To call an associate line:
Servic
Conslt
and then
and
i
Next
to access the function group "Associated services"
Apply
Assoc
Apply
; The display screen will indicate "Associate call" followed by the
appropriate code.
Apply
Or:
Assoc
Or:
Dial the code for the "Associate call" function.
Receiving a call
Your terminal rings
The display screen will show the caller's name or number.
To reply, lift the receiver or press the key against the flashing line number.
21
C A L L S
Calling an associate (your secretary or colleague)
Receiving calls during a conversation
During a call you will be informed that an internal or external caller is trying to ring
you by a beep (single-line mode) or by a line key flashing (multi-line mode).
The new call is placed on hold and the display screen shows the caller's identity
for a few seconds.
If you want to answer the call:
Conslt
On a single-line terminal
On a multi-line terminal press the corresponding line key.
The first call will automatically be placed on hold.
To recover the first call:
Broker
On a single-line terminal,
On a multi-line terminal, press the corresponding line key.
If you hang up without taking the second call, your telephone will automatically ring
again.
If several calls arrive simultaneously, only the last is displayed.
i
To check the identity of callers on hold
and press the flashing line
keys.
i
To cancel this consultation
22
An outside call will be directed to the operator.
CampOn
To cancel this restriction,
The function remains valid until the next selection.
Transferring a call
If you are in the middle of a conversation, and you want to transfer your caller to
another terminal.
Dial the number of the other terminal directly.
Your caller will automatically be placed on hold.
If the other terminal replies,
Transf
You can also transfer the call immediately, without waiting to see if the other line
answers.
Note: It is not usually possible to transfer calls between two outside lines - this will depend on
your national telephone system.
23
C A L L S
Note: You can prevent calls from being placed on hold when your line is busy.
Camp
Putting your caller on hold
You are in communication with an internal or external caller. You want to put that
caller on hold and return to him later on the same terminal.
On a single-line terminal, you need to have a programmed key with the "PPark
call/retrieve" function.
You can put your caller on hold and return to him by pressing this key.
On a multi-line terminal, press the line key corresponding to the communication
taking place. To return to the first caller, repeat the same procedure.
Picking up a lost call
If you should hang up while someone is on hold, the display screen and the icon
relating to the line key
will indicate this and your phone will ring.
To get back to the caller, pick up the receiver or press the line key.
Talking with two other people, internal and/or external, at the same time
(conference call)
When talking to a correspondent, another correspondent is placed on hold.
For a three-way conversation:
Conf
Conf
To cancel the conference,
You will then be left speaking to the first caller.
24
Transf
Note: During a conference, if you hang up or
, the other two speakers will be
left talking to each other (if they are both external lines, it will depend on your national
telephone system).
Switching from one caller to another (broker calls)
If you are in conversation with one caller and have another one on hold, you can
switch back and forth between them.
Broker
In single-line mode,
, you will be talking to the person whose identity
is shown on the left of the display screen.
In multi-line mode, press on one or the other of the line keys relating to your calls.
Parking an external caller
You can park an external caller - that is to say, put him on hold so as to take the
call on a different terminal.
Park
During the call,
and then dial the number of the other terminal.
The call will automatically be placed on hold.
Your caller will hear a "Hold on" tone.
25
C A L L S
The second call will be cut off.
To take your caller on the terminal you wish to divert to:
i
Conslt
then
group "Call pickup services".
Servic
then
to gain access to the function
Apply
Parked
Apply
Or:
Dial the code for the "Call retrieve" function.
Note: If a call is parked for more than a set period of time, it is automatically returned to the
operator.
Being called back automatically by an internal correspondent who is busy
If you call an internal terminal, and all its lines are busy, the display screen and a
busy tone will let you know.
You then have the "automatic call back" option - being called back automatically
when the line is free.
CallBk
; The display screen will show that the call back feature is in progress.
Replace the receiver.
To cancel the request, dial the number a second time, and then hang up.
26
If you call an internal terminal, and all its lines are busy, the display screen and a
busy tone will let you know.
You have the "camp on" option,
CampOn
As soon as the line you are calling is free, your call will be put through right away.
Answering a night service bell
When the operator is away, all internal or external calls to the attendant are offered
generally to all terminals.
Servic
Conslt
i
To answer:
then
and
to gain access to the
function group "Call pick up services".
Apply
GenBel
Apply
Or:
GenBel
Or:
Dial the code for the "Night service answering" function.
27
C A L L S
Camping on an internal correspondent who is busy
Picking up a call on another terminal
i
1.
then
Conslt
Servic
and
IndPic
Apply
Or:
IndPic
Or:
Dial the code for the "Direct call pickup" function.
2. Dial the number of the phone you can hear ringing.
The system can be programmed to protect some terminals from call pickup.
If the phone is in the same pickup group as yours
From your terminal, you can pick up a call ringing on any of the terminals in the
group.
i
Servic
Conslt
then
and
group "Call pickup services".
Apply
28
to gain access to the function
, The display screen will show the "Group call pickup" function,
followed by its code number.
Apply
Or:
GrpPic
Or:
Dial the code for the "Group call pickup" function.
Calling from your personal directory
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.
To make the call, press the display key corresponding to the number you want.
* For how to programme numbers, see page 51.
Calling using a programmed key
Certain programmable keys on your terminal may be allocated to internal or
external correspondents or to functions.
Lift the receiver or press the programmed key of your choice. The call will be made
automatically.
The display screen will show the number being called.
29
C A L L S
GrpPic
Entering a programmed conference
At a prearranged time, you can join in a telephone conference of up to 29 people
including yourself, both internal and external (depends on configuration).
A confidential access code will have been defined in advance by the participants.
The number of digits in this code will be decided by your system administrator.
1.
i
then
“Additional services”.
Conslt
Servic
and
to access the function group
Apply
MeetMe
Apply
Or:
Dial the code for the "Meet me conference" function.
2. Dial the confidential access code.
If you are the first to join the conference you will hear a waiting tone. If not, you
will join the conference and the display screen will show you how many people are
taking part.
If there is no more room in the conference, you will hear the engaged tone.
You can leave the conference at any time by hanging up.
30
You can introduce an internal or external caller to the conference by using the call
transfer facility.
You are on line to a caller.
Dial the code for the "Meet me conference" function, followed the confidential code
for the conference.
Your caller will automatically be put on hold.
Transf
then, if you have a multi-line terminal, press the line key for your first
correspondent.
CfProg
Then, to enter the conference,
To deactivate your terminal,
Back
Calling a number from the system directory
Your terminal has access to a system directory of external numbers, using short
codes. Simply dial the short code.
Intrusion into an internal conversation
If you ring an internal number and find it busy, you may be able to intrude in the
conversation. This only applies if you have authority to do so, and if that terminal
is not "protected".
Intrus
If one of the three participants hangs up, the other two remain in contact.
31
C A L L S
Introducing a caller to the conference
Protecting yourself against intrusion
1.
i
then
“Additional services”.
Conslt
Servic
and
to access the function group
Apply
NoBip
Apply
Or:
NoBip
Or:
Dial the code for the "Protection against beeps" function.
2. Dial the number you wish to call.
This protection ceases to apply once you hang up.
Contacting a correspondent whose calls are being forwarded or blocked
Your correspondent has forwarded his line.
Ovride
However, you still wish to reach him,
To send a text message,
Text
Book
To request callback,
; Your request will only be received by your
correspondent’s terminal, it will not be forwarded.
32
If your internal correspondent does not reply, you may (if you have the authority to
do so) "unhook" his phone by remote control.
LSInt
This connects you directly to his loudspeaker.
If he wants to reply to you, he has to lift the receiver.
Receiving an internal call in intercom mode
You can answer without lifting the handset.
or
(software release R2). The corresponding icon
flashes.
When an internal correspondent, who is in your intercom list, calls you, your
terminal rings and you are directly connected through the loudspeaker.
The caller’s identity is shown on the screen.
When your caller hangs up, your terminal is also deactivated and intercom mode
remains active.
Creating, modifying or consulting your intercom list (max. 10 names)
i
then
Prog
and
IntCom
Follow the prompts given on the screen.
33
C A L L S
Calling a correspondent on his loudspeaker
If the intercom list is blank, any internal call can be received in intercom mode. If
the list contains names, then calls in intercom mode can only be received from the
named persons.
Sending DTMF signals
In the course of a call, you sometimes have to send DTMF signals down the line (for
example, if dealing with a bank service, an automatic attendant or a remotecontrolled answering machine).
MFSend
All digits are then sent in DTMF.
This function ceases to operate when you hang up or when
DTMF
is pressed.
Note: If you know in advance that you are going to have to send DTMF signals, you can
prepare them in advance. Simply programme one key with the number you want to call,
then the code for the "DTMF end to end dialling" function, followed by # and the digits to
be sent. They will automatically be transmitted once the call is put through.
Hunt groups
Some terminals may be grouped together.
Dialling the group number will put you in contact with one of the terminals in the hunt
group.
Note: You can always call a specific terminal by dialling its individual number rather than
the group number.
34
i
then
“Additional services”.
Conslt
Servic
and
to access the function group
Apply
GrpOut
Apply
Or:
GrpOut
Or:
Dial the code for the "Set group exit" function.
You will still carry on receiving all calls addressed to you specifically.
GrpIn
GrpOut or
To return to the group,
(function group "Additional
services") or dial the code for the "Set group entry" function.
Putting a caller on common hold
If you are one of a group, and you are in conversation with a caller on an internal
or external line, you can put him on common hold.
You must have a key programmed with the "Common hold" function.
35
C A L L S
Temporarily leaving your hunt group
You can put your correspondent on common hold (icon
lit up fixed) and then
press this key to retrieve the call.
The fact that he is on hold is indicated to all other members of the group who have
a common hold facility and will be indicated by a flashing
icon.).
Any one of them can then pick up his call by using their common hold key.
Calling an ISDN correspondent
You can have access to ISDN services.
ISDN
then dial the number you want.
The number dialled is shown on the screen, together with:
•
Send
•
Rubout
• SubAdr
to send the call
to delete the last character entered
to complete the number with a subaddress
•
SecID
to activate “secret identity”
•
Back
to return to the previous menu
The ISDN icon remains lit up during the call.
Press
Send
to send the call
36
A four-digit subaddress sometimes has to be added to your correspondent’s
number (for direct access to his fax, P.C., telephone, etc.)
ISDN
Dial your correspondent’s number.
SubAdr
Enter the subaddress on the keypad.
Send
to send.
Sending a written message to an internal correspondent
then
Text
Send
Dial your correspondent’s number. His identity will be shown on the screen.
Apply
The screen proposes a list of messages:
• Fixed
: predefined messages
• Complete : predefined messages to be completed
• Create : messages to be fully composed by you (max. 127 characters)
• Return : return to previous menu
37
C A L L S
Sending a subaddress
Predefined messages are listed below.
To select your message, press the corresponding key.
Apply
To send your message,
The sending of the message is confirmed on the screen, which then proposes a
second message.
Other
To send a message during a call to a free or busy terminal,
Text
The
1.
2.
3.
4.
5.
6.
; gives direct access to the list of messages
six predefined messages are:
Please ring, URGENT
Please ring tomorrow
Meeting on ** / ** at ** : ** (*)
Meeting in room * (*)
Call back on ... (*)
Ring "***" (*)
* Complete these messages using the keypad.
Sending a written message to an ISDN correspondent
To send a written message to an ISDN correspondent, during a call,
38
Text
Your correspondent’s terminal does not answer and you know he has a pager.
To inform him of your call:
Bip
1.
; The screen confirms that he is being paged.
Or:
Dial the code for the “Direct paging call” function.
2. Dial your correspondent’s number.
Your correspondent can then answer from any terminal in the system.
Leaving a direct voice message
To send a voice message, dial your correspondent’s number, followed by
Voice
When your terminal is not in operation:
i
then
“Voice mail services”.
Conslt
Servic
and
to access the function group
Apply
Depos
Apply
Dial your correspondent’s number and leave your message.
39
C A L L S
Calling an internal correspondent on his pager
40
41
C O M F O R T
FOR YOUR
CONVENIENCE
Making or taking a call without lifting the receiver (hands-free)
Dial a number without lifting the receiver.
This puts you automatically into hands-free mode. The loudspeaker volume is briefly
indicated on the screen.
Speak straight towards the front of the phone.
During the conversation, you can lift the receiver and continue without interruption.
To switch back into hands-free mode,
and hang up.
To answer a call in hands-free mode,
Switching on the loudspeaker during a call
During a call, to activate the loudspeaker,
To switch the loudspeaker off,
Adjusting loudspeaker volume during a conversation
to activate the loudspeaker, then
or
to adjust the
volume (7 volume levels).
The loudspeaker volume level is indicated on the screen for a few seconds.
Adjusting receiver volume during a conversation
or
to adjust the volume (7 volume levels).
The receiver volume level is indicated on the screen for a few seconds.
42
Calling the last number dialled (redial)
screen.
; The number will be dialled straight away, and displayed on the
You can turn off the microphone in the course of a conversation, whether via the
receiver or hands-free.
or
(software release R2).
You will be able to hear the caller, but he cannot hear you, and the corresponding
LED or icon flashes.
To continue the conversation as usual,
or
Customizing your terminal
To help you when making everyday calls, you can select certain functions, build up
a personal directory, and programme the free keys.
i ; The display screen will show you the five
To customize your phone,
main groups of functions you have available:
• Conslt
: to get information on keys that are already programmed and those
that are free, and to activate functions.
• Prog
: to programme and customize your terminal (ringing tones, function
keys, screen, associate line, personal access code, directory)
WhoAmI
•
: to discover the identity of a terminal
43
C O M F O R T
Switching off the microphone (mute)
•
Lang
: to alter the display language
Test
•
: to try out displays and ringing tones.
Press the display key corresponding to one of these groups, and the screen will tell
you what functions are available within it (see detailed list).
In general terms:
Back
• to return to the previous level within a menu
• to return to the main menu
Menu
• to exit from customization mode
Programming your personal code
The default code for your terminal is 0000.
i
To choose or alter your personal code:
then
Prog
Passwd
If necessary, dial your personal code and then
The display screen will prompt you to dial the default code or your old code.
Dial this in, and then dial the new code twice, as instructed by the display screen.
Each digit of the code is indicated by an asterisk.
Adjusting the ringer
You can choose the tune your terminal plays (from among 16 options) and the
volume level.
44
i
and
Prog
Melody
If necessary, dial your personal code
To listen to the various options,
To adjust the volume level,
Prev
+
Next
or
_
or
or
or
Menu
Confirm your choice by pressing
or
programming menu).
You can also alter the ringing tone without lifting the receiver.
to select the tune.
If necessary, dial your personal
code and then
_
+
or
to alter the volume
level.
(to return to the
and
or
Adjusting the display brightness
i
and
Prog
If necessary, dial your personal code and
Displ
The display will indicate the levels of brightness for the display screen, and the icons
(
Level1
to
Level4
).
45
C O M F O R T
. The loudspeaker volume is briefly indicated on the screen.
Press the display key corresponding to the level you want. The chosen brightness
will appear immediately.
Confirm your choice by pressing,
programming menu).
Back
or
(to return to the
Changing the associate number
The associate number can be an extension number, a voice message service
number or a pager number.
To change this number:
Assoc.
i
then
Prog
the screen displays the associate number if it has been programmed
Modify
Dial your own personal code followed by the new associate number.
To confirm
To cancel this number, proceed in the same way, but dialling your own extension
number instead of the associate number.
Programming a function on the programmable free keys
Consult the list of programmable function groups below.
To programme a function on a free key,
If necessary, dial your personal code.
46
i
then
Prog
Keys
Press any key that is not yet programmed.
Dial directly the code or the number to be entered.
Or:
Servic
Apply
Next
Apply
Definition of function groups
When you select a function, its title appears on the display, followed by the code
number allocated to the function. To activate the function, you can type this code
straight onto the keypad. If a function and its code do not appear, it means that this
function is not available on your system.
You can consult and invoke functions without lifting the receiver, using
Conslt
and
Servic
i
,
Group 1: Forwarding services
Immed
: Forward all calls
Busy
: Call forwarding when you are already in communication (call
forwarding on busy)
47
C O M F O R T
until you reach the function group you want, then
Then press the display key corresponding to the function you want to programme.
NoRep
ByNoR
FwdOff
DFwdof
RemFwd
RfwdOf
: Call forwarding after ringing without answer (call forwarding on no
reply)
: Call forwarding on busy/no reply
: Cancel call forwarding
: Cancel follow me
: Call forward programming from any station (follow me)
: Remote forward cancellation from any station
Group 2: Lock/DND
Lock
: Station lock/unlock
DND
: Do not disturb
SecID
: Identity secrecy
DispID
: Display identity
CampOn
: Camp on control
Group 3: Call pickup services
GrpPic
: Call pickup: group
IndPic
: Call pickup: station
GenBel
: Call pickup: unassigned night answer
Parked
: Call park/retrieve
Hold
: Common hold
Group 4: Associate services
Assoc
: Call associate
OvFlw
: Overflow on no answer
48
Busy
NoRep
OvflOf
: Immediate call overflow on busy
: Overflow on no answer and immediate call overflow on busy
: Cancel associated overflow
Group 6: Appointment reminder
Temp
: Set temporary appointment
TempOf
: Cancel appointment reminder
Group 7: Voice mail services
Voice
: Voice mail access
Consult
: Voice mail consultation
Notify
: Notification of voice message arrival
Depos
: Voice mail deposit
Record
: Conversation recording
Group 8: Additional services
NoBip
: Intrusion protection
Project
: Business account code
Substi
: Substitution
GrpOut
: Hunt group: out
49
C O M F O R T
Group 5: Consultation & callbacks
LastCa
: Call back last caller
Charge
: Charging information
Alarm
: Alarm consultation
Grpin
SetOut
MeetMe
Z→UA
SelPli
SelSLi
:
:
:
:
:
:
Hunt group: in
Set out for moving
Meet-me conference
Analogue station behind Reflexes™ set
Main line selection on multinumber station
Secondary line selection on multinumber station
Group 9: Paging services
Paging
: Paging answer
BIP
: Direct call of the paging device
Group 10:
Pulse
MFSend
Alpha
Transparency
: Pulse sending
: MF sending
: Alphapage connection
Choosing a language
To choose the language of the visual display.
i
Lang
and
then, if necessary, dial your personal code.
The display screen will offer you several possibilities.
For example:
F : French - GB : English - D : German - SP : Spanish - P : Portuguese - NL: Dutch
- DK : Danish - I : Italian - A : Austrian.
Press the key of your choice.
50
Apply
To confirm your choice,
To return to the menu and choose another language,
To return to the main menu,
Cancel
Menu
1.
i
then
Prog
2. Tap in your personal number
Keys
3.
4. Press a display key that has not been programmed.
5. Tap in the number to be programmed (if it is an external number, dial 9 first).
6.
Apply
; The display screen will prompt you to enter the name that
corresponds to this number.
7. On the alphanumeric keypad, enter your correspondent’s name (max.
6 characters).
8.
Apply
9.
51
C O M F O R T
Programming your personal directory
Note: If the key selected is programmed already, this programme can be deleted or
amended.
RubOut
To delete the last letter typed
Servic
To programme a function
Number
To amend a number
Name
To change the name associated with the number
Erase
To delete both name and number
Return
To return to the "choice of key" menu
Programming an appointment reminder
i
1.
Next
then
Conslt
and
Servic
to gain access to the function group "Appointment reminder".
Apply
Temp
Apply
Or:
Temp
52
Or:
Dial the code for the "Wake-up/appointment reminder" function.
2. Enter the time of the appointment: two digits for the hour, two for the minutes.
RubOut
4.
; At the prearranged time your phone will ring. The display screen
will indicate that this is an appointment call.
5. Lift the receiver and replace it to acknowledge the call.
Note: If you do not respond the first time, the system will ring you again. After the second
attempt the call will be abandoned.
If your terminal is being forwarded to another, the appointment call will not follow.
To cancel the appointment call, follow the same procedure as when you set it up, using
Temp
or TempOf or the code for the "Cancel wake-up/appointment reminder" function.
"Do not disturb"
You can make your terminal temporarily inaccessible to all incoming calls (except
from the operator).
1.
i
then
Conslt
Servic
and
group "Lock/DND".
53
to gain access to the function
C O M F O R T
enables you to correct mistakes
3. Enter the number of the terminal that is to be rung. If this is your own terminal,
enter nothing.
Apply
DND
Apply
Or:
DND
Or:
Dial the code for the "Do not disturb" function.
2. Then, when prompted, enter your personal code.
3. Wait 2 seconds or
. Your display will indicate "Do not disturb".
To cancel this, follow the same procedure as when you set it up.
Forwarding calls when you are busy
i
1.
then
Conslt
Servic
and
group "Forwarding services".
Apply
Busy
Apply
Or:
Busy
54
to gain access to the function
Or:
Dial the code for the "Immediate forward on busy" function.
2. Then follow the prompts to enter the number to which calls are to be forwarded.
The display screen will acknowledge the forwarding (associate line, recorded
mailbox or other line).
3.
i
then
WhoAmI
The display screen will show the surname, first name and number of this terminal.
Saving a number, to call it later
The other person (internal or external) does not reply. Before hanging up,
The number you dialled will be stored.
To ring it again later,
This number will remain in memory until it is used again, or until replaced by
another one.
To clear the number from memory,
then
55
C O M F O R T
Identifying the terminal you are on
Hiding your identity
Your terminal has access to ISDN facilities.
When you call an internal number, or an outside line that also subscribes to ISDN,
your own number is automatically transmitted.
You have the option of hiding your identity before you call.
ISDN
then
Secrt
Then dial the number you want (without typing the code for an outside line).
To cancel this confidentiality,
ISDN
then
Secrt
Hiding your caller's identity
Whether your phone is being used or is idle, you can hide the identity of your
DispId
correspondents on your terminal,
To cancel this function,
DispId
Reporting malicious calls
If you answer a call and find it is malicious, you can report it,
Trace
If the call came from an internal terminal, the fact will be reported to the system
administrator. If the call came from an outside line, it will be reported to the
telephone company. The "Malicious call" facility remains available for a few
moments even if the person hangs up immediately.
56
Calling an external "private" number
Even though private use of the phone may be restricted, you can make "private"
calls by identifying them as such. They will be charged separately.
Lift the receiver. Dial the code for the "Private call" function, followed by the PIN
code then, if necessary, your personal code. Dial the number you want to call.
Allocating calls to customer account codes
Outside calls can be given reference numbers, linking their cost to your customer
accounts.
1.
i
Servic
Conslt
then
and
group "Additional services".
to gain access to the function
Apply
Prject
Apply
Or:
Prject
Or:
Dial the code for the "Business account code" function.
57
C O M F O R T
Note: Private calls cannot be transferred to a different terminal.
2. Dial the appropriate account number.
3. Enter the phone number you are dialling.
Note: Prject can also be used for incoming calls.
Finding out the cost of your last external call
i
Servic
Conslt
then
and
group "Consultation & Callbacks".
to gain access to the function
Apply
Charge
Apply
Or:
Charge
Or:
Dial the code for the "Charging meter readout" function.
The display screen will show you the length and the number of units or the cost of
your last outside call, and also the total number of charge units or the total cost
since the meters were last reset.
58
A B S E N C E
WHILE YOU
ARE AWAY
59
Forwarding calls to another number
The other number may be your home phone, a portable, a car phone, or else a
different terminal such as the operator or your associate line.
1.
i
Conslt
then
"Forwarding services".
Servic
and
for access to the function group
Apply
Immed
; the display shows the "Immediate forward" function followed by
its code.
Apply
Or:
Immed
Or:
Dial the code for the "Immediate forward" function.
2. Then dial the number of the phone that is to receive the forwarded calls. If it is
an external number, first type the code for an outside line (e.g. 9).
The display screen will show that the forwarding has been accepted
(Programme recorded).
3. After two seconds, or pressing
; your phone will return to normal
mode, and the display screen will show that calls are being forwarded, and
to which number
Note: You can continue to make outgoing calls, but only the forwarded number will be able
to call you.
60
Forwarding calls to an associate number
The associated number can be another extension number, the voice mail service
number or the paging function number.
If you have already defined an associate number (see "Changing the associate
number"), you can forward your calls to this number in the following ways:
i
Next
then
Conslt
Servic
and
to gain access to the list of functions "Associate services".
Apply
Busy
NoRep
OvflOf
to forward if you fail to reply within a set time.
for immediate forwarding when your terminal is engaged.
for a combination of both the above.
to cancel this function.
Note : any of these functions can be invoked by dialling the appropriate code (overflow) or
by pressing the corresponding programmed key.
61
A B S E N C E
OvFlw
Forwarding your calls to another number, when you are away from your
desk (Forward on no reply)
1.
i
Conslt
Servic
then
and
group "Forwarding services".
to gain access to the function
Apply
NoRep
Apply
Or:
NoRep
Or:
Dial the code for the "Forward on no reply" function.
2. Then, following the prompts, dial the number to which calls are to be
forwarded. The display screen will acknowledge the forwarding.
3.
; Calls will be forwarded if your terminal does not reply within a
certain time. This depends on the configuration; the default is 15 seconds.
Note: If your system permits, you may be able to forward calls to an outside number.
62
Forwarding calls to a another number when your line is busy or you are
away (forward on busy or no reply)
i
1.
then
Conslt
Servic
and
to gain access to the function
group "Forwarding services".
Apply
ByNoR
Apply
Or:
ByNoR
Or:
Dial the code for the "Forward on no reply" function.
3.
Note: If your system permits, you may be able to forward calls to an outside number.
63
A B S E N C E
2. Then, following the prompts, dial the number to which calls are to be
forwarded. The display screen will acknowledge the forwarding.
Forwarding your calls, from a different terminal
Forwarding your calls from the terminal you are on (Follow me)
If you are temporarily in another room, and would like your calls to be forwarded
to you. From the terminal you are on:
i
1.
then
Conslt
Servic
and
to gain access to the function
group "Forwarding services".
Apply
RemFwd
Apply
Or:
RemFwd
Or:
Dial the code for the "Remote forward" function.
2. Then, following the instructions, dial your own terminal number.
3.
64
Forwarding calls from any other terminal within the company
You wish to forward calls from one terminal to another, from any terminal within
the company:
i
1.
then
Conslt
Servic
and
to gain access to the function
group "Forwarding services".
Apply
RemFwd
Apply
Or:
RemFwd
2. Then, following the instructions, dial the number of the terminal receiving the
forwarding, followed by the number of the terminal being forwarded.
3.
65
A B S E N C E
Or:
Dial the code for the "Remote forward" function.
Forwarding calls to a recorded message
1.
Conslt
i
then
"Forwarding services".
Servic
and
to access the function group
Apply
Select type of forwarding.
Apply
Or:
Press the programmed key for the type of forwarding required.
Or:
Dial the code for the corresponding function.
2. Dial the number of your recorded message service.
After 2 seconds, or by pressing
your terminal returns to normal.
Cancelling forwarding
From your own terminal
i
Conslt
then
"Forwarding services".
and
Servic
Apply
FwdOff
66
to gain access to the list of functions
Apply
Or:
FwdOff
if the forwarding was activated using this key
Or:
Dial the code for the "Forward cancellation" function
After two seconds, or by pressing
incoming calls once more.
your terminal becomes accessible to
From the internal terminal that is receiving your forwarding
1.
i
Conslt
Servic
then
and
"Forwarding services".
to access the function group
Apply
Apply
Or:
Dial the code for the "Cancel follow me" function.
2. Dial the number of the terminal that is being forwarded.
67
A B S E N C E
DFwdof
From any other terminal within the company
1.
i
Servic
Conslt
then
and
functions "Forwarding services".
to gain access to the list of
Apply
RFwdOf
Apply
Or:
RFwdOf
Or:
Dial the code for the "Cancel remote forward" function
2. Dial the number of the terminal being forwarded.
Note: Whenever you programme new forwarding, it cancels any previous forwards.
Selective forwarding
In multi-line mode, you can have a main number and one or more secondary
numbers. Calls to your main number, and those to your secondary numbers, can
be forwarded to different terminals.
68
1.
i
then
"Forwarding services".
Conslt
Servic
and
to access the function group
Apply
Select type of forwarding.
Apply
The display then proposes forwarding of your main number, your
secondary numbers or all your numbers.
Select the appropriate option.
Apply
2. Dial the number that is to receive the forwarding.
3.
Consulting recorded messages
then
Voice
and follow the voice guide instructions.
Consulting "call-me" messages
The icon
waiting.
together with a green LED indicate that you have messages
69
A B S E N C E
together with a green LED indicate that you have messages waiting.
CallBk
and you will see the first person to be called back.
To call them,
CallBk
Save
To store their message in memory,
To go to the next message,
Next
Note: You can protect access to your messages by using your personal code.
Padlocking your terminal
This facility allows you to prevent any calls being made from your terminal, or any
changes being made to its programming.
1.
i
then
group "Lock/DND".
Conslt
Servic
and
Apply
Lock
Apply
Or:
Lock
70
to gain access to the function
Or:
Dial the code for the "Padlock" function.
To unlock your terminal, follow the same procedure as for padlocking it. Then,
following the prompts, dial your personal code.
Forwarding your calls to your pager
This enables people to page you if you are somewhere in the building.
1.
i
Servic
Conslt
then
and
group "Forwarding services".
to gain access to the function
Apply
Immed
Apply
Immed
Or:
Dial the code for the "Immediate forward" function.
2. Dial the paging number.
The display screen will acknowledge receipt.
71
A B S E N C E
Or:
Replying when your pager sounds
If you are away from your office but still in the building, and your pager bleeps, you
can reply to it from any company phone.
i
1.
then
Conslt
Servic
and
to gain access to the function
group "Paging services".
Apply
Paging
Apply
Or:
Paging
Or:
Dial the code for the "Paging reply" function.
2. Dial your own terminal number. You will be put through to the person who
paged you.
Leaving a written message for internal callers
You can leave an absent message (called "Apology") on your terminal. This will
be shown on the display screen of anyone who rings you.
72
then
Text
NoRep
The display screen will offer you a choice of messages.
Select your message as described in the chapter Your Calls, paragraph "Sending
a written message to an internal correspondent".
Your display screen will record that an apology message is in operation.
Your callers will be informed on their screens, and can read the message by using
"Scroll".
To cancel the message:
then
NoRep
and
Text
Cancel
A B S E N C E
Prewritten apology messages:
1. In a meeting - do not disturb
2. Out at a meeting
3. Please call the operator
4. Back in a minute
5. Call me tomorrow
6. Ring *** (*)
7. In a meeting, room ** (*)
8. Away, back on **/** (*)
73
9. On holiday till **/** (*)
10. Away, back at **/** (*)
(*) Complete these messages using the keypad.
Reading messages left in your absence
The icon relating to
you have messages waiting.
and a green LED on your terminal will tell you that
; The display will tell you how many messages are waiting.
Text
Read
and
The first line will give you the person's name, and the date and time of the message.
The second line gives you a set of options:
• Save
: To store received messages in memory
• Scroll : To display the messages
• Return : To go back to the previous menu
• Next
: To go on to the next message
• Book
: To call the author of the message
• TxtRep : To reply to the message in writing (see previous paragraph)
Note: Any message you do not store will be deleted once you go on to the next message,
or once you leave Message mode.
74
Calling back the last internal caller whose call went unanswered
You can call the last internal caller back, even without knowing who it was.
Lift the receiver.
1.
i
Servic
Conslt
then
and
group "Consultation & Callbacks".
to gain access to the function
Apply
LastCa
Apply
Or:
LastCa
Or:
Dial the code for the "Last caller call back" function.
2.
Book
Consulting the list of ISDN calls
When you are away, any calls from ISDN lines will be recorded, up to a maximum
of 16.
75
A B S E N C E
The last caller's identity will be displayed.
The icon relating to
ISDN
ISDN
shows if there are messages waiting.
; The display screen will show how many calls have been made.
To consult the list,
NonRep
The first line will give you the person's name, and the date and time of the message.
The second line gives you a set of options:
• Save: To store received messages in memory
....see section “Reading messages left in your absence”.
Consulting the list of internal calls
When you are away, internal calls will be recorded (up to 10).
The
icon indicates that messages are waiting.
the screen indicates the number of calls received.
To consult the list,
NonRep
The first line will give you the person's number, and the date and time of the call.
The second line proposes:
• Save: To store in memory
....see section “Reading messages left in your absence“.
76
GLOSSARY
ALPHAPAGE CONNECTION
Connection to the Alphapage message service.
BROKER CALL
A function which allows you to hold two conversations at once, switching from one to
the other
CALL TRANSFER
A facility which allows you to pass a call to another user within your company.
CONFERENCE
This facility allows you to switch from talking to two callers alternately, to talking with
both at once.
DECT
A European standard: Digital Enhanced Cordless Telecommunication. DECT terminal: a
cordless phone (Alcatel 4074 or similar) which meets this standard.
DTMF DIALLING
During a call, you may need to send DTMF codes, also called multifrequency codes.
These are needed, for example, when using a bank service, an automatic attendant,
or a remote-operated answering machine. Numbers you dial are transmitted on the
outside line in the form of audible frequencies.
77
FILTER
A facility offered to a manager/secretary pair, allowing calls to the manager to be
intercepted by one or more secretaries.
HOLD
A facility which allows you to keep a caller waiting while you perform a second
operation, and then pick up the call again on the same terminal.
HUNT GROUP
A set of terminals which all have the same number in the phone book. A caller to this
number will get whichever of the terminals in the group is free.
INTERCOM
A service which allows you to use your phone as an intercom to receive internal calls.
The loudspeaker is switched on automatically.
INTRUSION
A facility which allows you to interrupt a call between two other people (at least one
of whom is internal).
ISDN
Integrated Services Digital Network.
LINE KEY
A key which gives access to a telephone line.
78
MANAGER/SECRETARY
The range of special services such as filtering, forwarding, etc., between a manager's
terminal and his secretary's.
MULTI-LINE TERMINAL
A phone which has at least two lines (at least two line keys).
NIGHT SERVICE BELL
A service often used after hours, which enables anyone to answer incoming calls.
PARKING
This service allows you to put a call on hold, and then pick it up again on any
compatible terminal in the company.
PERSONAL CODE
This code acts as a password to control access to programming functions and for
padlocking your terminal (0000 default).
PERSONAL DIRECTORY
A directory containing the phone numbers particular to the user of one terminal.
PROGRAMMED CONFERENCE
At a prearranged time, you can take part in a telephone conference involving up to
29 internal and external callers.
79
SINGLE-LINE TERMINAL
A phone which has one line available to it (no line keys).
SUB-ADDRESS
To contact your correspondent's fax, PC or phone, you may need to add a four-digit
"sub-address" to his number.
SYSTEM DIRECTORY
A directory containing all the abbreviated numbers available to all users within the
company.
UNASSIGNED NIGHT CALLS
This facility enables you to answer incoming calls when the switchboard is not attended
(General bell).
80
81
Precautions for use:
Caution, never bring your telephone set in contact with water. To clean your set
however, you may use a damp cloth.
Never use solvents (trichlorethylene, acetone, ...) which may damage the plastic
surfaces of your telephone set. Never spray cleaning products on your set.
If the terminal is used close to a strong source of electromagnetic radiation, slight
modulation may be audible in the earphone.
Conformity: this terminal has been designed to be connected behind an Alcatel 4400
PABX. It comes in the SELV (Safety Extra Low Voltage) rank and conforms to the
standard EN 60950.
The CE mark indicates that this product conforms to the following Council Directives:
• 89/336/CEE (concerning electro-magnetic compatibility)
• 73/23/CEE (concerning electrical safety)
© Alcatel 1998
3AK 19520 ENAA Ed.02 - Printed by HBD IMPRIMEURS PARIS
Alcatel Business Systems reserves the right to modify without notice the characteristics of its products in order to
bring technical improvements or to respect new regulations.
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