User manual ALCATEL-LUCENT 4020 VOICEMAIL

Alcatel 4635 User Guide Using Any Reflexes Set Contents 1 2 3 4 5 6 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . SYMBOLS USED IN THIS GUIDE . . . . . . . LINKING TO THE MAILBOX . . . . . . . . . . . OPENING YOUR MAILBOX . . . . . . . . . . . . GENERAL TIPS . . . . . . . . . . . . . . . . . . . . . . . . REVIEWING MESSAGES . . . . . . . . . . . . . . . 6.1 Reviewing voice messages . . . . . . . . . . . 6.2 Reviewing FAX messages . . . . . . . . . . . . 6.2.1 Printing a FAX . . . . . . . . . . . . . . . 6.2.2 Setting up Fax printing . . . . . . . . SENDING VOICE MAIL MESSAGES . . . . . PERSONAL OPTIONS . . . . . . . . . . . . . . . . . 8.1 Password . . . . . . . . . . . . . . . . . . . . . . . . . . 8.2 Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3 New Message Notification schedule . . . 3 3 4 5 6 7 7 9 9 9 10 11 11 12 13 7 8 Note: This Guide is written for any member of the Reflexes family including Premium, Easy, First, Analog, and other sets. Alcatel Internetworking 2000. All rights reserved 1 2 1 INTRODUCTION This user guide is designed to familiarize you with the A4635 Voice and Fax Messaging Services. Models include the A4635H and A4635J. The difference between the two models is that the A4635H can support Fax Messaging. This user guide concentrates on the most important features of your voice mail system. In addition to this guide, voice prompts provide direction for keypad operations. Refer to the Alcatel 4635H/J Voice mail system management manual for additional information. 2 SYMBOLS USED IN THIS GUIDE The icons on the left hand side of each description box have the following meanings. Press or dial Listen Enter Password Record Message waiting Open the mailbox ! This icon will draw your attention to warnings. 3 3 LINKING TO THE MAILBOX Callers can reach your mailbox when there is a link to it. Two primary types of links are: associated number or forwarding number (see your System Administrator for the codes specific to your installation). We recommend using the associated number feature, because it is your default link to your mailbox. This ensures that the caller is connected to your mailbox, if you do not answer. B To activate the associated number feature: Enter the associated Feature code number feature code followed by the Access code of the extension number to mailbox system which you are forwarding. B To activate forwarding, dial the corresponding feature code: · · · · Forwarding immediately Forwarding on busy Forwarding on no answer Forwarding on busy or no answer Feature code Access code of the mailbox system Enter the forwarding feature code followed by the extension number to which you are forwarding. ! When you activate a forwarding feature to another telephone, your previously activated forwarding to the mailbox will be deactivated unless you are using the associated number feature. B To cancel forwarding: Feature code Enter the feature code to cancel. 4 4 OPENING YOUR MAILBOX Mailbox key Listen OK Listen OK Password again Press the mailbox key. B Telephone set with dedicated mailbox key: If your station is equipped with a display: To see number of new messages. Enter your personal password. B Telephone without dedicated mailbox key: Access code Greeting # Voice mail access Password Dial the access code of the system. Press the key while listening to the general greeting. Enter your personal password, and confirm it with . This basic procedure 'open your mailbox' is represented by the following symbol. 5 5 GENERAL TIPS Here are a few general tips to help you use the system effectively. After you have entered your mailbox, you may: B Press if you need help, more explanation, or want more options. (If you don't press anything, the system will repeat the previous options to help you.) Press while in your mailbox to reach an attendant if one is available. whenever you want to cancel a previous B Press entry or exit a menu. When you exit a menu, in most cases you return to a previous menu. For instance, in the Administrative Options menu takes you back to the Personal Options menu; one more returns you to the Main Menu. Pressing while at the Main Menu disconnects you from the system. B Press to confirm your entry. For instance, press when you have finished recording your personal greeting, or press when you enter a destination mailbox number. B New subscribers automatically hear the Standard Prompt selection, which offers only the Review and Send prompts from the Main Menu. As soon as you are comfortable with the basics, you will probably want to use Extended Prompts to hear prompts for all options or later to hear Rapid Prompts. B When a message is erased, you cannot get it back. B Saved messages are "archived" for the time specified by your system administrator. B The voice prompts give numeric keypad options. 6 6 REVIEWING MESSAGES This option allows you to listen to messages, send copies of them to someone else, reply to and receive your messages at other locations. 6.1 Reviewing voice messages B The message waiting" indicator shows that a new message has arrived. The message waiting indicator LED flashes. Message Message is waiting waiting indication can also be a specific Open your mailbox dial tone, voice Listen to the messages prompt, etc. Open your mailbox. Listen to the messages. When each message ends, use the following options: Options 4 5 6 7 8 9 Replay Envelope Send a copy Erase Reply Save While listening use the playback controls: Play back controls 1 1 2 3 3 4 6 * # 3 1 Start of Message Back 10 Sec. Pause/Restart Forward 10 Sec. End of Message Slower Faster Cancel Skip 7 B Reviewing all messages (new and old): Message is waiting Open your mailbox 1 Review Listen to the message The message waiting indicator is active. Open your mailbox. Press 1 and listen to messages, including those you have previously reviewed but skipped. 8 6.2 Reviewing FAX messages FAX capability is an option only available on the A4635H. B The mailbox informs the subscriber that a new FAX message has arrived. Open your mailbox 1 3 1 Review FAX messages Unopened FAX You hear the number of unopened FAX messages. 6.2.1 Printing a FAX Review FAX message 2 1 Print FAX Primary destination For an alternate destination press 2 and enter the FAX destination number. 6.2.2 Setting up Fax printing Open your mailbox 4 2 3 1 Personal options Administrative options FAX options Select FAX options and type in the number of your FAX machine. To print all your FAXes automatically, Establish or change press 2 to set the Auto print ON. Enter number Press # # 9 7 SENDING VOICE MAIL MESSAGES B You can send a message directly to the mailbox of another voice mail subscriber. Open your mailbox 2 Send Record message Use play-back controls # Finish Enter destination number When you are recording the message you can use the playback controls: 1 to stop recording and play the recorded message. * to re-record the message. Enter a mailbox number or a distribution list or press to spell the name. Press to send or for press 'Delivery options'. Dial by name 1 GHI ABC 0 # Delivery options Send Delivery options 1 2 3 4 Private Urgent Message confirmation Future delivery 2 DEF 3 4 JKL 5 MNO 6 PQRS 7 TUV 8 WXYZ 9 0 # # Note: Voice mail Dial by name uses the number keypad. In Dial by name, letters are represented by the number keys indicated above. 10 8 8.1 PERSONAL OPTIONS Passwords B Your password is numeric and was entered the first time the mailbox was opened. It can be changed using this option. Open your mailbox 4 2 1 1 1 Personal options Administrative options General Password Personal Enter password # Finish Your password prevents others from accessing your mailbox and listening to your messages. Note: Your password for voice mail is separate from your telephone system station password. ! For enhanced mailbox security, change your password regularly. 11 8.2 Greetings B A standard greeting is provided for new mailboxes. Your greeting can be changed using this option. Your personal Open your mailbox greeting is played to anyone calling or being transferred to Personal options 4 your mailbox. Greetings 3 You can record two different personal Personal greeting 1 greetings. 2 Record personal greeting Select greeting type (1 or 2) Record greeting # Finish Press 1 to record a greeting that tells callers you are away from your phone (ring no answer). Press 2 to record a greeting that tells callers you are on the phone (busy). Standard greetings 4 3 1 1 Personal options Greetings Personal greeting Standard greeting Indicate in the greeting where you are and when you will reply to the message. Please change your greeting as required. ! 12 8.3 New Message Notification schedule B You may have the system call you at defined time intervals, at a designated telephone number when new messages are delivered to you. Open your mailbox 4 4 1 Personal options Notification Schedule 1st. schedule Enter telephone number The system allows you to set two permanent schedules and one temporary schedule. 1 5 5 1 Press # to confirm each Enter start and end of period where you accept entry. Press 1 to continue or 2 to calls during weekdays change. Enter start and end of period where you accept calls during weekend Select type of message Here, we describe the standard Notification for all options. Carefully messages follow the Immediate notification instructions given for urgent messages by the system to Immediate notification take advantage for non urgent messages of the full set of schedule Confirm features. or press 2 to hear your schedule again B The system offers you the option of activating or deactivating the Notification Call and your Message Waiting Indicator. 4 1 1 3 2 4 Personal options Notification ON/OFF Notification call ON/OFF Message waiting indicator ON/OFF 13 Important Mailboxes Personal Distribution Lists System Distribution List 14 Personal Notes 15 16 The functionality described in this user guide is subject to change without notice. 3BA 19575 USAA Ed. 02