Alcatel 4400 Advanced Reflexes User Guide

Alcatel 4400 Advanced Reflexes User Guide
Alcatel 4400
Advanced Reflexes
User Guide
Advanced Reflexes Alcatel User Guide
Alcatel 4400 PABX System
The Alcatel 4400 PABX System provides you with an extensive
range of features that will contribute to better efficiency
around the office. This user guide will help you take full
advantage of these features.
These instructions only refer to Advanced digital telephones.
Should you be using another digital telephone please see the
appropriate digital user guide.
COMPANY TELEPHONE NUMBER
(07) 3864 2111
YOUR EXTENSION NUMBER
________________
INDIAL TO YOUR EXTENSION
________________
EMERGENCY NUMBER
Alcatel User Guide Advanced
5555
Contents
Feature codes ............................................................................................1
Main feature codes..................................................................................1
Feature codes used during a call.......................................................1
General description................................................................................2
The Programmable Keys.......................................................................2
The icons ......................................................................................................3
The Display ................................................................................................4
Display Keys and the Navigator.........................................................4
Additional optional equipment............................................................5
Telephone layout .....................................................................................6
Making a call ..............................................................................................7
Making an External Call ........................................................................7
Redial ...........................................................................................................7
Making an Internal Call .........................................................................7
Calling the QUT Information ...............................................................7
Calling by Name.......................................................................................7
Dialling a Personal Memory Number................................................8
Calling a Speed Dial Number ..............................................................8
Leaving a Call Back Request ...............................................................9
Consulting a Call Back Request .........................................................9
To Wait on an Extension.......................................................................9
Consulting a Waiting Call ...................................................................10
Call Back Last Caller.............................................................................10
Advanced Reflexes Alcatel User Guide
Making an Enquiry Call........................................................................11
Transferring a Call.................................................................................11
Making a Back and Forth (Broker) Enquiry Call ........................12
Making a Conference Call...................................................................12
Receiving a Call......................................................................................12
Call Parking..............................................................................................13
Call Pick Up ..............................................................................................13
Forwarding Calls....................................................................................13
To place an immediate forward on your extension: ............14
To place a forward on busy on your extension: ....................14
To place a forward on no reply on your extension: .............14
To place a forward on busy or no reply on your extension:
..................................................................................................................14
Cancelling Call Forwarding.................................................................14
“Follow Me” Forwarding ......................................................................14
To activate “follow me” forwarding: .........................................15
Cancelling “Follow Me” Forwarding.................................................15
Call Forward on Ringing......................................................................15
Basic functions........................................................................................15
Withdrawing from a Hunting Group ...............................................15
Meet-Me Conference ............................................................................16
Calling STD with a PIN ........................................................................16
Advanced programming features ................................................17
Call Forwarding to an External Number........................................17
To cancel:...................................................................................................17
Substitution .............................................................................................17
Sending DTMF Tones............................................................................17
Alcatel User Guide Advanced
Sending Text Mail..................................................................................18
Reading Text Mail ..................................................................................20
Making an Intercom Intrusion ..........................................................21
Customising your extension ...........................................................21
User Customisation...............................................................................21
Programming the Melody ...................................................................22
Programming the Keys........................................................................22
Personal Memory Keys ........................................................................23
Function Keys..........................................................................................23
Programming the Contrast ................................................................26
Programming the Password...............................................................26
Programming the Associated Number...........................................26
Programming the Intercom List.......................................................27
Checking the Identity of the Extension.........................................27
Consulting the Keys..............................................................................27
Multiline functions ................................................................................28
Manager / Secretary Screening....................................................28
Using Multi-Lines ...................................................................................28
Manager Extension................................................................................29
Secretary key......................................................................................29
Screening Keys.......................................................................................30
Screened ...............................................................................................30
No Screen .............................................................................................30
Exec Mail...................................................................................................31
Screening Supervision .........................................................................33
ISDN Key ..................................................................................................33
Secretary Extension .............................................................................33
Advanced Reflexes Alcatel User Guide
Manager key............................................................................................34
Exec Mail Key ..........................................................................................34
Screened Calls ........................................................................................35
Absent key ...............................................................................................35
Overflow Secretary Extension ..........................................................36
Manager key ........................................................................................36
Absent secretary key ...........................................................................37
Glossary ......................................................................................................39
Alcatel User Guide Advanced
Feature codes
Main feature codes
Function
Voice mail access
Outside line
QUT Information
Cancel an automatic call back
Call back last internal caller
Call park/retrieve
Direct call pick up
Group call pick up
Immediate forward
Forward on busy
Forward on no reply
Forward on busy/no reply
Cancel forwarding
“Follow me” forward
Cancel “follow me” forward
Withdraw from hunting group
Re-enter hunting group
Forwarding externally
Substitution
Change personal code
System memory number
Answer waiting call
Meet me conference
Sending DTMF tones
Changing associate extension
Programming the contrast
STD Pin Calling
Feature codes used during a call
Function
Automatic call back
Wait on busy extension
Conference
Advanced Reflexes Alcatel User Guide
Default Code
**
0
99
#99
*81
*7 + EXTN
#4 + EXTN
*4
*52
*55
*57
*54
*53
*06
*07
*58
*59
*01
#05
#3
#6XXXX
#80
#7
##
*08
*97
*00
Default Code
5
6
3
-1-
General description
Your Alcatel Advanced extension is made up of 5 distinct
zones:
The Fixed Keys - By using one of these keys you may access
the most commonly used functions.
i
To access programming mode or to
display information on your extension.
Mute
Deactivates the microphone while you
are on a call.
Loudspeaker
Handsfree
To activate the loudspeaker.
To activate hands-free operation of your
extension.
Release
To terminate a call or programming of
your telephone.
Increase
To increase the volume of the
loudspeaker.
Decrease
To reduce the volume of the
loudspeaker.
The Programmable Keys
Your extension has 19 keys which are programmable either by
you or by your installer. These programmable keys make it
possible to:
• call an internal or external number by pushing a single
button;
• access a function.
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-Alcatel User Guide Advanced
To program the keys on your extension to suit your individual
needs consult the section “customising your extension”.
There are also 5 pre-programmed keys which allow you to
•
•
•
•
•
Temporarily store a number
Access mail services
Automatically redial the last number dialled
Call an ISDN correspondent
Intercom: for automatic reply without having to lift the
handset.
The icons
There is a visual guide called an icon associated with each of
the programmable and function keys. These icons carry
information on:
a call:
• Call in progress
(flashing)
• Conversation in
progress
• Call on hold
or
features:
• Feature inactive
• Feature activated
• Feature needing your
attention
Advanced Reflexes Alcatel User Guide
-3-
legend:
Segment
unlit
Segment flashing
Segment lit
The Display
Your Alcatel Advanced extension has a 2 line display, which
acts as your permanent guide. Each of the two lines on the
display may continue on to two or more pages.
The presence of another page is indicated by the symbol
at the right hand side of the display.
When your extension is idle:
• the first line displays information on the status of your
extension, as well as the time and the date.
• the second line displays information about your caller and
also the functions that you can program yourself.
During a call:
• The first line displays information about your caller and the
current conversation.
• The second line displays the functions that are accessible
at the moment.
When the green LED is lit, it indicates that you have received
new messages.
Display Keys and the Navigator
Display Keys: these are used to select the functions you wish
to activate.
Navigator Key: this key allows you to move between the
display pages or between display lines. It is used to scan the
pages of available functions and to select the display line to
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-Alcatel User Guide Advanced
Formatted
Formatted
Deleted: T
Deleted: o
activate. If you select the upper line, it will flash until you
activate the required action by pressing the corresponding
display key. After a few seconds, the lower line automatically
becomes active again.
Additional optional equipment
Your extension is equipped with an alphabetic keypad, which is
used for mail service functions, the Call By Name function
and for programming on the extension.
Voice guides help you select and carry out functions. Any
feature request is followed by the confirmation voice prompt.
“Your request has been recorded. You may now hang up”. If
the feature is unavailable to your extension you will hear, “The
number dialled is not authorised. Please make enquiries”.
Keys used
9
Key on the dialling
keypad
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.
Advanced Reflexes Alcatel User Guide
-5-
Telephone layout
1
09/01/96 12:30
2
1
3
5
4
1. The display
2. The soft keys
4. The fixed keys
5. The icons
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3. The
programmable keys
-Alcatel User Guide Advanced
Making a call
Making an External Call
0
+ External Number
Alternatively, instead of 0, you can press a line key for an
outside line (if your extension is multiline).
Redial
To automatically redial the last number dialled:
Redial
Making an Internal Call
Extension Number
Calling the QUT Information
9
9
Calling by Name
This feature allows you to search for the number of an internal
user by typing in at least 2 characters of the surname or
initials on the alphabetic keypad. Type in the first few letters
of the name you are looking for. Then, to find the number,
press one of the following keys:
If the characters entered corresponds to a surname:
Name
If the characters entered corresponds to the initials of the first
name and surname:
Init
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If the characters entered corresponds to a surname followed
by a first name:
Name&F
To cancel the operation and quit:
Cancel
Once the relevant search has been carried out, the display will
show the first name found. If more than one possible name
matches the characters entered, the display indicates that
there are further names (i.e. 01/03).
If the name suggested is not the one you want, you can
continue searching, using the following keys:
Next
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
Dialling a Personal Memory Number
The display screen will show the first few digits of numbers
that have been programmed into your directory.
To go to the next page, use the Navigator key. To make the
call, press the display key corresponding to the number you
want.
If the number is stored on a programmable key, simply press
the key.
Calling a Speed Dial Number
System speed dial numbers are programmed by your system
manager. They are stored in a central memory and are used
for abbreviated dialling.
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-Alcatel User Guide Advanced
Your system manager will provide you with a list of the
numbers available to you.
#
6
+ the speed dial number
Note: When using the system memory to call an external
number, you do not need to dial 0 for an outside line.
Leaving a Call Back Request
If there is no reply when you call, you may ask to be called
back. When you receive no reply:
CallBk
This will activate the Mail key icon and light the LED on the
called extension.
To cancel a call back:
#
9
9
+ the destination extension
number
Consulting a Call Back Request
If someone has left a call back request on your extension in
your absence, the Mail key icon and the LED on your extension
will be flashing.
Mail
CallBk
The first person to be called back will be displayed. To call
them back:
Recall
To Wait on an Extension
If the extension you are calling is busy, you may wait on that
extension until it is free. On receiving the engaged tone:
Waiton
Advanced Reflexes Alcatel User Guide
-9-
The extension called will be informed by an audible beep that
you are waiting. As soon as the line you are calling is free,
your call will be put straight through.
Consulting a Waiting Call
If you are on the phone and a second person is trying to call
you, you will hear a beep. For three seconds, the display
screen will show the caller’s identity.
To take the waiting call:
On a single line terminal
Conslt
On a multi-line terminal: press the line key that is
flashing.
If you wish to return to your initial caller:
On a single line terminal:
Broker
On a multiline terminal: press the key for the
appropriate line.
Call Back Last Caller
Even if the last extension user to call you did not leave a
callback message, it is possible to ring them back. This is very
handy should your phone stop ringing just before you reach it.
Dial the code for “Last caller call back”
#
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1
-Alcatel User Guide Advanced
The last caller’s identity will be displayed.
To directly dial the extension number:
CallBk
Making an Enquiry Call
While you are on a call you may call a second person to make
an enquiry.
Enquir
Dial the second number, either internal or external, required.
Your second call will immediately go through, and your first
caller will automatically be placed on hold.
To cancel the second call and return to the first caller:
EnqOff
Transferring a Call
To transfer a call to another extension, simply dial the number
required, whether it be internal or external. Remember to dial
“0” first for an outside line.
When the extension answers, introduce the caller then:
Transf
If the called party is busy, not answering, or refuses the call:
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.
Advanced Reflexes Alcatel User Guide
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Making a Back and Forth (Broker) Enquiry Call
After you have made an enquiry call, you may talk alternately
with each party.
To alternate between callers:
Broker
On a single line terminal, you will now be talking to the person
whose identity is shown on the left of the display screen.
On a multi-line terminal, you may set up a back and forth call
by pressing the appropriate line key for each call.
Once the enquiry call has been cancelled, you are back in
conversation with the first caller.
Making a Conference Call
This feature allows three people to be in conversation
simultaneously. Call the first party, and then make an enquiry
call to the second person.
Then, to create the conference between three people:
Conf
To cancel the conference and return to the first caller:
Conf
Receiving a Call
Either lift the handset or take the call in ‘hands free’ mode:
Handsfree
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-Alcatel User Guide Advanced
Call Parking
Call parking allows you to disconnect from an external call and
be reconnected later, either at your own extension or at
another extension.
During the call:
Park
The call will automatically be placed on hold.
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.
Call Pick Up
To pick up a call that is ringing on another extension within
your defined group:
*
4
To pick up a call that is ringing on another extension that is
NOT in your defined group:
#
4
+ extension number that is ringing
Forwarding Calls
If you will be absent from your extension you may redirect
callers to another extension.
Advanced Reflexes Alcatel User Guide
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To place an immediate forward on your
extension:
#
5
2
+ the destination extension
number
To place a forward on busy on your extension:
#
5
5
+ the destination extension
number
To place a forward on no reply on your
extension:
#
5
7
+ the destination extension
number
To place a forward on busy or no reply on your
extension:
#
5
4
+ the destination extension
number
Cancelling Call Forwarding
To cancel all call forwarding:
#
5
3
“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.
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-Alcatel User Guide Advanced
To activate “follow me” forwarding:
#
0
6
the destination extension number + your own extension
number
Cancelling “Follow Me” Forwarding
To cancel “follow me” forwarding from the destination
extension:
#
0
7
To cancel “follow me” forwarding from your own extension:
#
5
3
Call Forward on Ringing
This feature enables you to forward a call while your extension
is ringing (without answering the call).
When the extension rings, without lifting the receiver:
extension number
Note: If your extension is a multi-line extension, use the
programmed key for this purpose.
Basic functions
Withdrawing from a Hunting Group
This feature allows you to withdraw from a hunting group or
automatic call distribution group. To activate the withdrawal:
#
5
8
Advanced Reflexes Alcatel User Guide
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You will still receive calls to your own extension number.
To re-enter the hunting group:
#
5
9
Meet-Me Conference
Up to 29 participants may speak in a telephone
conference. The conference must include 1 internal
participant.
To join in a Meet-Me Conference:
#
7
+ the pre-arranged four digit
code
The pre-arranged four digit code is assigned to the conference
by the conference initiator. You can obtain this code by calling
the Staff IT helpdesk.
If you are the first participant you will hear music until
the other people join in.
To leave the conference, hang up.
You may re-enter at a later time.
To transfer an outside party into the conference, follow
the above procedure then hang up.
Follow the procedure again to transfer yourself in.
Calling STD with a PIN
To call STD with a pin you need to
*
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0
0
Your 6 digit PIN, then the
phone number that you wish
to call
-Alcatel User Guide Advanced
Advanced programming features
These features should only be implemented with the
knowledge of your system administrator.
Call Forwarding to an External Number
#
5
2
5
3
+ the external number preceded
by ‘0’
To cancel:
#
Note: You may only forward to an external number
immediately or on no reply. Check with the system
administrator before activating this feature.
Substitution
This feature allows you to use the features available on your
extension on another extension in the installation. (You
effectively substitute one extension for another).
To activate this feature from any extension in the installation:
#
0
5
+ own extension + personal
code
The extension you are using now functions exactly like your
own extension.
The substitution is cancelled once you hang up.
Sending DTMF Tones
DTMF tones may be sent during a call for using home banking
services or to gain remote access to an answering machine,
etc.
Advanced Reflexes Alcatel User Guide
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Once you have dialled an external number, your display will
appear as follows:
Whilst in conversation:
DTMF
Keys on dialling keypad as
prompted.
To return to normal, hang up or press the release key.
Sending Text Mail
You may send a written message (up to 127 characters) to
another extension with a similar type telephone.
Mail
Text
Send
Extension number
To confirm the destination:
Apply
You will then be asked to select one of the following three
types of message:
FixMsg
A list of predefined messages;
PrgMsg
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.
If necessary, type in your message and then press:
Valid
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-Alcatel User Guide Advanced
Advanced Reflexes Alcatel User Guide
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Once you have selected the list you require:
Next
to scroll through
the list
Prev
to see prev.
message
Valid
to send the
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
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
will save the message to the memory;
Scroll
will show the first line of the message and any
further lines
it may continue onto.
Back
To go back to the previous menu.
Next
To go to the next message.
Recall
To call the person who sent the message.
Answe
r
To reply to the message in writing
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-Alcatel User Guide Advanced
Note: If you do not save the message after reading it, the
message will automatically be deleted.
Making an Intercom Intrusion
If there is no reply on an internal extension, provided you
have permission, you may make an intrusion on that
extension via the intercom.
LSInt
You will now be able to make an announcement over the
loudspeaker of the required extension.
Customising your extension
By customising your Alcatel 4400 extension you may adapt
specific functions to suit your daily needs. Programming the keys
allows you to access some of the functions directly without the
need to enter feature codes.
User Customisation
To customise your phone, use the Guide mode
To access programming, press the
key
i
The display screen will show you the five main groups of
functions you have available:
•
Conslt
•
Prog
•
•
•
Who Am I
Lang
Test
To get information on keys that are
already programmed and those that are
free, and to activate functions.
To programme and customise you
phone (ringing tones, function keys,
screen, associate, personal code and
directory).
To discover the identity of the terminal.
To alter the display language
To check all icons and LED’s are
Advanced Reflexes Alcatel User Guide
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functioning
You will then have access to the following options:
Melody:
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.
Keys:
Displ:
Passwd:
Assoc:
Intcom:
You may exit programming by pressing the release key.
Programming the Melody
+
i
Prog
Melody
Or choose the desired tune as follows:
(successively)
To adjust the sound level:
or
To apply your programming:
Programming the Keys
You may select one of the 45 available soft keys or one of the
programmable keys with an icon. These keys may be
programmed for two different purposes:
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-Alcatel User Guide Advanced
Personal Memory Keys
You programme personal memory keys with your own choice
of numbers for direct dialling.
To enter programming mode:
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.
Apply
If you have programmed one of the soft keys, after you have
applied the number, you will need to give the key a name and
apply it.
Function Keys
To enter programming mode:
i
Prog
Then to begin programming the keys:
Keys
Select the key to be programmed.
Servc
e
You will now have access to 7 groups of functions.
Advanced Reflexes Alcatel User Guide
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To scroll through the groups of functions:
Next
Once you have found the appropriate group:
Apply
Select the desired function from this group and:
Apply
The following lists provide details of the features available.
Group 1 - Forwarding services:
Immed⎜:
Busy⎜:
NoRep⎜:
ByNoR⎜:
FwdOff⎜:
DFwdof:
RemFwd⎜:
RFwdOf:
Unconditional call forwarding;
Call forwarding on busy;
Call forwarding on no reply;
call forwarding on busy/ no reply;
cancel call forwarding;
cancel follow me (from destination);
call forwarding from any extension;
cancel remote forwarding from any extension.
Group 2 - Extn DND & Padlock:
Padlock:
DND:
VoiGui:
extension padlock / unlock;
do not disturb;
voice guide.
Group 3 - Call pick up:
Paging:
GrpPic:
IndPic:
Record:
GenBel:
Parked:
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paging answer;
call pick-up (group);
call pick-up (individual);
call recording;
call pick-up - unassigned night answer;
call park / retrieve.
-Alcatel User Guide Advanced
Group 4 - Associate services:
Assoc:
OvFlow:
OvFlOf:
call associate extension;
overflow to associate;
cancel associated overflow.
Group 5 - Consultation & Callback:
Last ca:
Charge:
V Mail:
call back last caller;
charging information;
access to voice mail.
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
Conslt
Service
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.
Advanced Reflexes Alcatel User Guide
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Programming the Contrast
i
Prog
Displ
To adjust the contrast on your display, choose from the four
available levels.
Programming the Password
i
Prog
Passwd
Then enter your current password (the default value is 0000).
The display will ask you to enter your new password. You will
then be asked to enter it for a second time for verification.
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.)
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-Alcatel User Guide Advanced
Then enter the number of the extension you wish as your new
associate extension.
Programming the Intercom List
i
Prog
Intcom
← →
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:
← →
Consulting the Keys
To display what has already been programmed on a key:
i
Consult
Keys
Advanced Reflexes Alcatel User Guide
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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 Multi-Lines
To hold a call:
the appropriate line key.
To reconnect to the caller:
the same line key.
To answer another line:
the flashing line key.
The first call is automatically held. To return to the first call:
the appropriate line key.
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-Alcatel User Guide Advanced
If a call is completed:
then the line key of the call you are
reconnecting to.
Manager Extension
In addition to the standard features available on your Alcatel
4400 extension, you will have extra keys programmed
specifically for manager/secretary working :
Secretary key
This key allows you to make or take a direct call to your
secretary.
The icon associated with this key allows the manager to
supervise the status of the Secretary extension at all times.
• Free station/ringing
icon unlit
• Secretary calling
flashing
• Secretary busy
lit
• Official secretary absent,
overflow secretary present.
lit
Official secretary absent, there is
no
overflow secretary, or official
secretary and overflow secretary
absent.
flashing
If you are working with several secretaries, you will need to
allocate a different key to each secretary.
Advanced Reflexes Alcatel User Guide
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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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-Alcatel User Guide Advanced
If you work with several secretaries, after selecting the
screening key, press the appropriate Secretary key. To
confirm your selection:
Exec Mail
This feature allows your secretary to send a short mail
message directly onto your display. A message may be sent
when your extension is free or when you are in conversation.
You do not need to be interrupted during a call and if your
extension is free, you do not need to lift the receiver.
The soft keys will allow you to send back a pre-programmed
message.
If you receive a message, the text of the message appears on
the top line of the display.
The bottom line offers you 5 possible replies:
• Busy
• Wait
• Absent
• Enter
• Back
The choice of replies will be taken from the following list:
Busy:
Wait:
Absent:
Enter:
ICaBk:
HeCaBk:
I Take:
Coming:
Cancel:
Moment:
Back:
I am busy;
One moment please;
I am absent;
Tell them to come in;
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.
Advanced Reflexes Alcatel User Guide
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Note: This mail function is only available between two 4035
extensions.
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-Alcatel User Guide Advanced
Screening Supervision
If your extension has a Supervision key, you may supervise
the call being screened once it rings on the Secretary
extension.
When a screened call arrives on the Secretary extension, it is
signalled on your display and by the icon for the Supervision
key.
During the ringing phase you may pick up the call by pressing
the relevant Supervision key.
ISDN Key
This key allows direct seizure of an ISDN line giving access to
ISDN complementary features, for example; calling line
identification.
When the icons are lit
it indicates that there is
i.e.
data
in the ISDN directory. This may have been an unanswered ISDN
call to your extension. By pressing No Answ it is possible to
view the last ISDN calls received.
Recall
will call them
Save
will save them for recall
later
Next
will view the next
Back
returns to the main
menu.
By pressing Secrt
you may elect to send your number
to the distant party. By pressing the same key it changes to
Secrt which will inhibit transmission of your identity.
Secretary Extension
Advanced Reflexes Alcatel User Guide
- 33 -
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
flashing
• Manager busy
lit
• The manager has activated
screening
lit
If you are working with several managers, you will need to
allocate a different key to each manager.
Exec Mail Key
This feature allows you to send a message (which is
predefined or to be completed) directly onto the display of the
Manager extension.
The Manager extension may be free or busy when you activate
the Exec Mail key. You will be presented with the following
options:
Apply:
Next:
Erase:
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to send the chosen message;
to scroll through the list of possible messages;
to erase the last character entered.
-Alcatel User Guide Advanced
To exit mail mode:
Note: This mail function is only available between two 4035
extensions.
Screened Calls
If your manager has activated a screening key, you will
receive certain calls. Your display will show that the call has
been forwarded from your managers extension.
Your manager may take up the call at this point by pressing
the Supervision key.
If your manager does not intervene, you may automatically
place the caller on hold and call the manager extension:
Manage
r
If your manager accepts the call:
Transf
or
(line key signalling the waiting call)
If your manager does not wish to take the call, hang up and
then:
(line key signalling the waiting call)
You are now back in conversation with the caller.
Absent key
This key allows you to advise the manager of your absence.
Advanced Reflexes Alcatel User Guide
- 35 -
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.
Overflow Secretary Extension
In manager/secretary configuration there may be an “overflow
secretary”. When the Absent key is activated on the Secretary
extension, the “overflow secretary” acts as official secretary.
Manager key
This key allows you to make a direct call to (or to receive a
call from) your manager when the “overflow secretary” feature
has been activated.
When you press the Manager key your call is signalled on the
Secretary key of the Manager extension.
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-Alcatel User Guide Advanced
The icon associated to this key allows the secretary to
supervise the status of the Manager extension.
icon unlit
• Overflow function not activated
lit
• Official secretary absent, overflow
activated, manager station free/ringing
• Manager calling
flashing
• Manager busy
lit
• The manager has activated
screening
lit
If you are working with several managers, a different key will
need to be allocated to each manager.
If the “overflow secretary” feature is not activated, the
Manager key may be used to call the Manager directly (as a
personal memory key).
Absent secretary key
This key allows you to indicate your absence to your manager.
The icons associated with this key signal as follows:
• Manager has activated
screening
• You have activated your
Absent
secretary key.
(flashing)
When you activate or deactivate the Absent key, to confirm
your action:
Advanced Reflexes Alcatel User Guide
- 37 -
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-Alcatel User Guide Advanced
Glossary
Associated extension
If your extension is linked to another extension on the system,
this extension is known as your associated extension.
Back and forth
If you have two calls in progress on your extension you may
‘shuttle’ between the two, talking to each one, without the
other being able to hear.
Broker Call
A function which allows you to hold two calls at once,
switching from one to the other.
Call parking
If you answer a call on someone 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.
Advanced Reflexes Alcatel User Guide
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Conference call
This allows three callers to carry out a conversation together.
DTMF
Dual Tone Multi Frequency - a method of sending signals over
a telephone link. Each digit dialled represents a combination
of tones.
Enquiry call
During a call you may call a second person. As soon as you
dial the second number, the first call is automatically put on
hold. When you have finished your enquiry call you may
return to your initial call.
Feature codes
Most of the programmable features may be activated by
dialling a specific number (see page 1).
“Follow me” forwarding
When you are away from your own extension, “follow me”
forwarding allows you to receive your calls at your current
extension. This feature is activated at the destination
extension.
Forwarding
Redirecting calls to another destination.
Hold
You may place a call on hold in order to carry out another
function or to prevent the caller from hearing you.
Hunting group
A group of extensions which are linked by a code number.
When this number is dialled the system ‘hunts’ for a free
extension within the group. Any extension within a group may
answer a group call by entering a feature code.
Intrusion
If an extension or line is busy you may be authorised to
intrude on that extension, in order to contact the person
urgently.
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-Alcatel User Guide Advanced
Line Key
A key which access to a telephone line
Multiline operation
This optional feature allows you to have several lines on your
extension. You may therefore deal with several calls at the
same time.
Paging
If you dial an extension and receive no response, it may be
possible to contact the user via a pager.
Personal code
A code which is used when accessing advanced features.
Redial
To call again the last external number dialled.
Substitution
When you are away from your own extension, substitution
allows you to use your current extension as if it were your
own. You effectively substitute one extension and its features
for another. This feature is deactivated once you replace the
handset.
System memory numbers
A list of numbers which are programmed in a central memory
by the installer or operator. They are used for abbreviated
dialling.
Transfer
To send a call from your extension to another.
Wait on
If the extension you called is busy you may “wait on” that
extension. The extension will be informed that you are
waiting by an audible tone.
Advanced Reflexes Alcatel User Guide
- 41 -
Notes
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-Alcatel User Guide Advanced
Advanced Reflexes Alcatel User Guide
- 43 -
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