Alcatel Lucent Answering Machine Alcatel 4400 User Manual

Alcatel 4400  
Advanced Reflexes  
User Guide  
Adva nc ed Reflexes Alc a tel User G uide  
 
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  
Adva nc ed Reflexes Alc a tel User G uide  
 
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  
Alc a tel User G uide Adva nc ed  
 
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  
Adva nc ed Reflexes Alc a tel User G uide  
 
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  
Alc a tel User G uide Adva nc ed  
 
Feature codes  
Main feature codes  
Function  
Default Code  
Voice mail access  
Outside line  
**  
0
QUT Information  
9 9  
Cancel an automatic call back  
Call back last internal caller  
Call park/retrieve  
Direct call pick up  
Group call pick up  
#99  
*81  
*7 + EXTN  
#4 + EXTN  
*4  
Immediate forward  
*52  
Forward on busy  
*55  
Forward on no reply  
Forward on busy/no reply  
Cancel forwarding  
*57  
*54  
*53  
“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  
*06  
*07  
*58  
*59  
*01  
#05  
#3  
#6XXXX  
#80  
#7  
##  
*08  
*97  
*00  
Feature codes used during a call  
Function  
Default Code  
Automatic call back  
Wait on busy extension  
Conference  
5
6
3
Advanced Reflexes Alcatel User Guide  
- 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.  
- 2 -  
-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  
Segment flashing  
Segment lit  
unlit  
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.  
Formatted  
Formatted  
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.  
Deleted: T  
Deleted: o  
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  
- 4 -  
-Alcatel User Guide Advanced  
 
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  
Programmable key  
Soft key (linked to the  
display)  
(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  
5. The icons  
3. The  
programmable keys  
4. The fixed keys  
- 6 -  
-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  
Advanced Reflexes Alcatel User Guide  
- 7 -  
 
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  
Call  
to view the next possible name  
to call the displayed name  
Prev  
to view the previous name  
to cancel the operation and quit  
Cancel  
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.  
- 8 -  
-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.  
CallBk  
Mail  
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”  
8
1
#
- 10 -  
-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  
- 11 -  
 
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  
- 12 -  
-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  
- 13 -  
 
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.  
- 14 -  
-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  
- 15 -  
 
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  
0
0 Your 6 digit PIN, then the  
phone number that you wish  
to call  
*
- 16 -  
-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
+ the external number preceded  
by ‘0’  
#
To cancel:  
5
3
#
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  
- 17 -  
 
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  
Send  
Text  
Extension number  
To confirm the destination:  
Apply  
You will then be asked to select one of the following three  
types of message:  
FixMsg  
PrgMsg  
A list of predefined messages;  
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  
- 18 -  
-Alcatel User Guide Advanced  
 
Advanced Reflexes Alcatel User Guide  
- 19 -  
 
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  
Next  
To go back to the previous menu.  
To go to the next message.  
Recall  
To call the person who sent the message.  
To reply to the message in writing  
Answe  
r
- 20 -  
-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  
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  
Who Am I  
Lang  
Test  
Advanced Reflexes Alcatel User Guide  
- 21 -  
 
functioning  
You will then have access to the following options:  
Melody:  
to select the ringing tone and volume of the  
extension;  
Keys:  
Displ:  
Passwd:  
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.  
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:  
- 22 -  
-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:  
Prog  
i
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:  
Prog  
i
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  
- 23 -  
 
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:  
Unconditional call forwarding;  
Call forwarding on busy;  
NoRep:  
ByNoR:  
FwdOff:  
DFwdof:  
RemFwd:  
RFwdOf:  
Call forwarding on no reply;  
call forwarding on busy/ no reply;  
cancel call forwarding;  
cancel follow me (from destination);  
call forwarding from any extension;  
cancel remote forwarding from any extension.  
Group 2 - Extn DND & Padlock:  
Padlock:  
DND:  
VoiGui:  
extension padlock / unlock;  
do not disturb;  
voice guide.  
Group 3 - Call pick up:  
Paging:  
GrpPic:  
IndPic:  
Record:  
GenBel:  
Parked:  
paging answer;  
call pick-up (group);  
call pick-up (individual);  
call recording;  
call pick-up - unassigned night answer;  
call park / retrieve.  
- 24 -  
-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:  
intrusion protection;  
business account code;  
substitution;  
hunting group - in;  
hunting group - out;  
pulse sending;  
MFSend:  
SetOut:  
Alpha:  
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:  
Conslt  
i
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  
- 25 -  
 
Programming the Contrast  
Prog  
i
Displ  
To adjust the contrast on your display, choose from the four  
available levels.  
Programming the Password  
Prog  
i
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  
Prog  
i
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.)  
- 26 -  
-Alcatel User Guide Advanced  
 
Then enter the number of the extension you wish as your new  
associate extension.  
Programming the Intercom List  
Prog  
i
← →  
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:  
WhoAmI  
i
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  
- 27 -  
 
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.  
- 28 -  
-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  
Secretary calling  
Secretary busy  
icon unlit  
flashing  
lit  
Official secretary absent,  
lit  
overflow secretary present.  
Official secretary absent, there is  
no  
flashing  
overflow secretary, or official  
secretary and overflow secretary  
absent.  
If you are working with several secretaries, you will need to  
allocate a different key to each secretary.  
Advanced Reflexes Alcatel User Guide  
- 29 -  
 
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.  
- 30 -  
-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  
- 31 -  
 
Note: This mail function is only available between two 4035  
extensions.  
- 32 -  
-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  
i.e.  
it indicates that there is  
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  
Save  
will call them  
will save them for recall  
later  
Next  
Back  
will view the next  
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  
Manager calling  
Manager busy  
icon unlit  
flashing  
lit  
lit  
The manager has activated  
screening  
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:  
to send the chosen message;  
to scroll through the list of possible messages;  
to erase the last character entered.  
- 34 -  
-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.  
- 36 -  
-Alcatel User Guide Advanced  
 
The icon associated to this key allows the secretary to  
supervise the status of the Manager extension.  
Overflow function not activated  
icon unlit  
lit  
Official secretary absent, overflow  
activated, manager station free/ringing  
Manager calling  
Manager busy  
flashing  
lit  
lit  
The manager has activated  
screening  
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 -  
 
- 38 -  
-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  
- 39 -  
 
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.  
- 40 -  
-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  
- 42 -  
-Alcatel User Guide Advanced  
 
Advanced Reflexes Alcatel User Guide  
- 43 -  
 

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