Alcatel OmniPCX 4400 First User Guide REFLEXESÔ Alcatel OmniPCXÔ 4400 Your First REFLEXESÔ terminal provides simple and quick access to all the services and features offered by your Alcatel OmniPCXÔ 4400 system. This user guide gives you: a full description of your terminal an alphabetical index of available services and features a step-by step guide explaining how to use these services and features, separated into into three sections: YOUR CALLS EASE OF USE IN YOUR ABSENCE Your REFLEXESÔ terminal and your Alcatel OmniPCXÔ 4400 system provide you with everything you need from a telephone system. Name: .............................................. Fax No.: ............................................ Email address: ................................... 1 Tel. No.: ................................ Mobile No.: ................................ PWT No.: ................................ Symbols used in the documentation The action Press is represented by: Pre-programmed or fixed keys are represented by: The standard or site-specific feature codes are listed in the Table of Codes brochure, which should be consulted when the text indicates Enter the code for... or ...See Table of Codes. FEATURE Last caller call back Standard Code *69 Site Code System information The availability of some of the features described in this guide depends upon your system configuration. For more information regarding your system configuration, contact your telephone system manager. Installing the label on the terminal A printed label is supplied with the terminal. Insert this label under the plastic cover between the rows of keys Insert flat «blade» into the slot. Raise the cover. Slide the printed label into position. Replace the cover. 2 3 4 2 1 Getting to know your REFLEXESTM First TERMINAL 3 KEYS 2nd CALL/ END 2nd TRANSFER HOLD ALTERNATE CALL CONFERENCE Your terminal has eight pre-pregrammed keys. Some of these can be reprogrammed by your installation technician to suit specific site requirements. The green LED indicates that messages have been received. _ VOLUME - VOLUME + + Pre-programmed keys are used to: 2nd CALL/ END 2nd : make or cancel a second call (consultation call), or enter a feature code during a conversation : access message services TRANSFER ALTERNATE CALL : transfer a call to another terminal : switch from one party to another : put a call on hold : talk with two other people at the same time (conference call) : reduce ringer or handset volume : increase ringer or handset volume 4 HOLD CONFERENCE VOLUME - VOLUME + CONTENTS Making an external call ................................................................................10 Making an internal call .................................................................................10 Calling the attendant ....................................................................................10 Consultation Call .........................................................................................10 Calling an associate (or other key individual) ...................................................11 Answering a second call during a conversation ..............................................11 Transferring a call........................................................................................12 Putting a call on hold ...................................................................................12 If you forget or 'lose' a call on hold................................................................13 Switching between calls (Broker Calls).............................................................13 Picking up calls to another terminal.................................................................13 To pick up a call ringing at another terminal (in your call pickup group) .............13 To pick up a call ringing at another terminal (not in the pickup group) ................14 Calling - using your personal directory............................................................14 Talking with two other people at the same time (Conference Call) .......................14 Parking a call..............................................................................................15 Requesting a callback (from an idle or busy station)..........................................16 Camp-on an internal party who is busy ..........................................................16 Answering a night service bell .......................................................................16 Entering a scheduled (Meet-me) conference......................................................17 Transferring a caller into the conference ..........................................................17 5 YOUR CALLS: Calling a number - using the system directory ..................................................18 Barge-in to an internal conversation ................................................................18 Privacy/Protection against barge-in ................................................................19 Hunt Groups................................................................................................19 Temporarily leaving your hunt group ..............................................................19 Calling an internal party on a pager ..............................................................20 Programming your personal code...................................................................22 Programming your personal directory .............................................................22 Calling the last number dialed (Redial) ............................................................22 Setting an appointment reminder ....................................................................23 Adjusting your handset volume during a call....................................................23 Adjusting the ringer (melody and volume) ........................................................24 Changing the Associate number .....................................................................24 Do not disturb .............................................................................................25 Forwarding calls when you are busy ..............................................................25 Allocating calls to customer account codes.......................................................25 Calling an external "private" number .............................................................26 Forwarding calls to another number (Forwarding - Immediate) ...........................28 Overflowing calls to an associate number........................................................28 Forward on no answer .................................................................................29 Forward on busy or no answer .....................................................................29 Forwarding your calls from a different terminal (Remote Forward) .......................29 6 EASE OF USE IN YOUR ABSENCE Forwarding your calls from the terminal you are on (Follow me) .........................29 Forwarding calls from any terminal within the company.....................................30 Forwarding calls to a recorded message (voice mail)........................................30 Canceling Forwarding .................................................................................31 To cancel forwarding from your own terminal ..................................................31 To cancel forwarding from the internal terminal that is receiving your forwarding ..31 To cancel forwarding from any other terminal within the company ......................31 Checking recorded (voice mail) messages ........................................................31 Accessing and Answering callback requests ....................................................32 Locking your terminal....................................................................................33 Forwarding your calls to your personal pager .................................................33 Replying when your personal pager sounds.....................................................33 Calling back the last internal caller whose call went unanswered........................34 GLOSSARY .................................................................................................35 INDEX ........................................................................................................38 Care of equipment .......................................................................................40 Compliance .................................................................................................40 7 8 YOUR CALLS 9 CALLS Making an external call To make an external call: Lift the handset, dial 9, then dial the number you wish to reach. Note: 9 is the default number code for getting an outside line. Making an internal call To make an internal call: Lift the handset and dial the number you want directly (or use a dialing feature, e.g.: call using your personal directory). Calling the attendant To call the attendant: Lift the handset and dial 0. Note: 0 is the default number code for the "Attendant call" feature. Consultation call During a conversation with an internal or external party, you can call a second person. This is sometimes known as a Consultation call. 10 To cancel the second call and return to the first, 2nd CALL/ END 2nd If you press the wrong button, simply hang up - the telephone will ring and you will be returned to your first call. Calling an associate (or other key individual) Each terminal may have another station linked to it as an associate. To call the associate line quickly: Dial the code for the "Associate call" feature. Answering a second call during a conversation If you are on the phone and a second person is trying to reach you, you may hear a beep. If you want to answer a second call: Dial the code for the "Call Waiting - access" feature. To recover your first call: ALTERNATE CALL If you hang up without taking the second call, your telephone automatically rings again. 11 CALLS To make a 2nd call: 2nd CALL/ (1) (the first call will automatically be put on hold). END 2nd (2) Dial the number. You will be connected to the second party. Note: You can prevent incoming calls from being camped-on your line. Dial the code for C the feature "Camp-on control". While this is in effect, incoming external calls are directed to the attendant. To cancel this feature, use the same number code. The feature remains valid until the next selection. Transferring a call If you are in the middle of a conversation, you may want to transfer your caller to another terminal. To transfer a call: (1) Make a consultation call (2) When the second party answers, advise that station user that you are transferring a call to them. (3) TRANSFER to complete the transfer. If you prefer, you can transfer the call without waiting to see if the other party answers (even if their line is busy). Note: It usually is not possible to transfer calls between two outside lines - this depends upon your system configuration. Putting a call on hold If you are in conversation with an internal or external caller, you may want to put your party on hold, and be able to retrieve the call later at the same terminal. 12 To put a call on hold: 2nd CALL/ END 2nd If you do not recover the call within a few seconds, your telephone will ring automatically. If you forget or lose a call on hold: If you hang up while you have a call on hold, your telephone phone will ring. To recover the call: pick up the handset. Switching between calls (Broker calls) If you are in conversation with one caller and have another one on hold, you can switch back and forth between them. To switch between calls: ALTERNATE CALL Picking up calls to other terminals To pick up a call ringing at another terminal (in your call pickup group): Enter the code for the "Group call pickup" feature. 13 CALLS . Your caller will hear a "Waiting" tone. To recover your call: HOLD To pick up a call ringing at another terminal (not in the pickup group): (1) Enter the code for the "Direct call pickup" feature (2) Dial the number of the terminal which is ringing. Calling - using your personal directory To call using the personal speed dialing list you have established: (1) Enter the code for the "Call - using personal directory" feature, to open your personal directory. (2) Press the key on the keypad (1-9, *, 0, or #) you programmed for the number you wish to reach. Talking with two other people, internal and/or external, at the same time (Conference call) When you begin a call to a second person, the first is placed on hold. CONFERENCE To speak with both at the same time: To cancel the conference and recover the first call, The second call will be terminated. 2nd CALL/ END 2nd once more. Note: In a typical terminal configuration, if you hang up during a c ...