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.
Contents Feature codes ............................................................................................1 Main feature codes..................................................................................1 Feature codes used during a call.......................................................1 General description................................................................................2 The Programmable Keys.......................................................................
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............................
Sending Text Mail..................................................................................18 Reading Text Mail ..................................................................................20 Making an Intercom Intrusion ..........................................................21 Customising your extension ...........................................................21 User Customisation...............................................................................21 Programming the Melody .....
Manager key............................................................................................34 Exec Mail Key ..........................................................................................34 Screened Calls ........................................................................................35 Absent key ...............................................................................................35 Overflow Secretary Extension .......................................................
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 conf
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.
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.
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.
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.
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 -6- 3.
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.
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).
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.
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.
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.
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.
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.
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 y
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).
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.
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.
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.
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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.
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.
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.
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.
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 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.
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.
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.
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.
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.
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.
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.
Note: This mail function is only available between two 4035 extensions.
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.
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.
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.
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.
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.
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Glossary Associated extension If your extension is linked to another extension on the system, this extension is known as your associated extension. Back and forth If you have two calls in progress on your extension you may ‘shuttle’ between the two, talking to each one, without the other being able to hear. Broker Call A function which allows you to hold two calls at once, switching from one to the other.
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.
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.
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