Alcatel 4635 User Guide Using the Advanced 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 Passwords . . . . . . . . . . . . . . . . . . . . . . . . . 8.2 Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . 8.3 New Message Notification schedule . . . Note: This Guide is written for the Advanced Reflexes 4035. 3 3 4 5 6 7 7 9 9 9 10 11 11 12 13 7 8 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 to be used on the Advanced Reflexes 4035 telephone. In addition to voice prompts, this telephone is equipped with display and softkeys to guide you through the menus. For additional information, refer to the Alcatel 4635H/J Voice mail system management manual. 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 Soft Key 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 kinds of links are: Associated number or Forwarding number (see your System Administrator for 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 feature code for forward ing 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 us ing the associated number feature. B To cancel forwarding: Feature code Enter the feature code to cancel. 4 4 OPENING YOUR MAILBOX B Telephone set with dedicated mailbox key: 1) If messages are waiting, the message waiting indicator will flash. 2) Press the message key on your set. 3) You will see the number of messages in your mailbox on the display. Press the Voice softkey. 1 3 2 Enter your Voice Mail password and confirm it with . This basic procedure 'open your mailbox' is represented by the following symbol. Now you are in your mailbox. The main menu (Advanced Reflexes only) shows you which messages you have in your mailbox, for example: Voice: 5 New 3 old Fax: 0 new 2 old Exit Review Send ChkRep PrsOpt> Menu 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. B Press whenever you want to cancel a previous 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. to confirm your entry. For instance, press B 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 Prompts 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, while the advanced display from the Voice mail menu shows soft key 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 Message is waiting indicator LED flashes. Message Open your mailbox waiting indication can also be specific NewMsg New Messages dialtone, voice prompt, etc. Listen to the messages Open your mailbox. Playback controls << < || > >> Or press 1 1 for start of Message Back 10 Sec. Pause/Restart Forward 10 Sec. Press NewMsg and listen to the new messages (only appears if there are new messages). Use the playback controls while lis Or Press 3 3 for tening to your mes sages. End of Message When a message ends, use the op tions shown at the left. After you have finished with the current message, if there is more than one message, the next message plays. Options Exit Erase Call Reply Save Replay SendCp Return main menu Delete the message Call the sender Reply to message Save the message Repeat the message Send a copy 7 B Reviewing all messages (new and old): Message is waiting Open your mailbox Review The message waiting indicator is active. Open your mailbox. Press Review , then and listen Voice to all messages, including those you have previously reviewed but skipped. Review Listen to the messages 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 Review Review FAX messages Listen to unopened FAX message(s) You hear the number of FAX messages unopened. Fax 6.2.1 Printing a FAX Review FAX message PrtFax Print FAX Primary destination Primry For an alternate destination press Altern and enter the FAX destination number. 6.2.2 Setting up Fax printing Open your mailbox PrsOpt Personal options Administrative options FAX options Establish or update Enter number Admin FaxOpt Primry Select FAX options and type in the number of your primary destination FAX machine. To print all of your FAXes automatically, press AutoPr to set the Auto print ON. # 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 2Send Send Record message Use play-back controls 2 End End 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 Name to spell the name. Send Send Delivery options 2Privat Urgent 2 Dial by name 1 GHI ABC Private Urgent Message confirmation Future delivery 2 DEF 3 4 JKL 5 MNO 6 2 Confrm PQRS 7 TUV 8 WXYZ 9 2Future 0 # # Note: Voice mail Dial by name uses the number keypad. In Dial by name the 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 PersOpt 2 Personal options Administrative options General Password Personal Enter password 2Admin 2Generl Passwd 2 My Your password prevents others from accessing your mailbox and listening to your messages. 2 # Press # 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 in new mailboxes. Your greeting can be changed using this option. Your personal Open your mailbox greeting is played to anyone calling Personal options or being trans ferred to your mail Greetings box. You can record two Personal greeting different greetings. Press Away to re cord a greeting that tells callers you Select greeting type are away from your phone (ring no answer). 2Stndrd or PersGr Press Busy to re Record greeting cord a greeting End that tells callers you are on the phone (busy). Record personal greeting P 2rsOpt 2Greetg 2PersGr 2PersGr 2 End Standard greeting PrsOpt Greetg 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. PersGr Stndrd ! 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 2 PrsOpt Personal options Notification options 1st. schedule Enter telephone number CallMe 2 Sched1 2 The system al lows you to set two permanent schedules and one temporary schedule. Enter start and end of Press # to period where you accept confirm each calls during weekdays entry. Press 1 Enter start and end of to continue or 2 period where you accept to change. calls during weekends Here, we de scribe the stan 2 dard options. Follow the Immed 2 instructions giv en by the system Immediate notification Immed 2 carefully to take for non urgent messages advantage of the full set of Confirm Accept 2 or press 2 to hear your schedule fea schedule again tures. B The system offers you the option of activating or deactivating the Notification Call and your Message Waiting Indicator. All Select type of message Notification for all messages Immediate notification for urgent messages 2PrsOpt 2Notify Ocl 2 On Personal options Notification ON/OFF OclOff Notification call ON/OFF 2 MW M 2 On 2 W 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 19583 USAA Ed. 02 ...