ALCATEL 4034 User Manual

Alcatel 4034 User

GUIDE

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 4034 digital telephones. Should you be using another digital telephone please see the appropriate digital user guide.

Feature codes

Main feature codes

Function Default Code

Page No.

Voice mail access ** Outside line 0 7 Operator 9 7 System memory number *2 9 Cancel automatic call back *90 10 Call back last caller *8 12 Retrieve a parked call *7 16 Direct call pick up #6 + EXTN 17 Group call pick up *6 17 Night service pick up *1 17 Immediate forward *01 18 Forward on busy *02 18 Forward on no reply *03 18 Forward on busy/no reply *04 18 Cancel forwarding *00 18 “ Follow me” forward *06 19 Cancel “ follow me” forward *07 19 Appointment reminder #00 20 Cancel appointment reminder #01 20 Withdraw from hunting group #4 20 Re-enter hunting group *4 20 Padlocking/unlocking an

*3 21 extension Meet me conference #7 21 Account coded call #2 22 Forwarding externally *01 23 Moving service #05 23 Substitution #02 24 Do not disturb *05 24

Note:

The feature codes included in this guide are the default codes for the 4400 system. Occasionally, alternative codes may need to be used by the system installer.

1 Alcatel User Guide 4400/4034

General

description

Your Alcatel 4034 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.

Store/Re d

Mail

Redial

←

LS-/

Mute

ISDN

LS/Apply

→

LS+/

Handsfre e

to save a number and redial it later;

to access the voice and text mail system;

to redial the last external number dialled;

to reduce the volume of the loudspeaker;

deactivates the microphone while on a call.

to access ISDN features;

to activate the loudspeaker; to increase the volume of the

loudspeaker; to activate the hands free

microphone;

← →

Alcatel User Guide 4400/4034 2

to access the programming of the extension;

to release a call or end programming;

to scroll through the screens of the display.

The programmable keys Your extension has 19 keys with icons which are programmable either by you or by the installer. They make it possible to:

• call an internal or external number by pushing a

single button;

• access a function.

To program the keys on your extension to suit your individual needs consult the section “ customising your extension” .

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

features:

• Feature inactive

• Feature activated

• Feature needing your

attention

legend:

Alcatel User Guide 4400/4034 4

The display Your Alcatel 4034 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 an other page is indicated by the symbol “ >“ at the right hand side of the display.

The first line displays information on the status of your extension or on your caller, as well as the time and the date (when free).

The second line indicates the accessible functions at a given time. You access the function by pressing the soft key situated under the prompt.

There are ten soft keys which are linked to the display. Whilst in conversation, these soft keys may be used to access the features indicated.

When the extension is free, the soft keys act as programmable keys (45 in total). They may be used to memorise personal numbers for speed dialling or to memorise certain functions (see page 32 “ Programming the Keys” ).

Additional optional equipment Your extension is equipped with an alphabetic keypad which slides beneath the extension. If an external keypad is preferred, it is available as an optional extra.

The keypad enables you to use the messaging functions, call by name and the programming functions.

Add on modules of 20 or 40 keys may be connected to your extension. The keys on the modules are used in the same way as the programmable keys.

Alcatel User Guide 4400/4034 6

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

Key on the dialling

keypad

Soft key (linked to the display)

linked

key)

“ Beeps” during a conversation

Single Repetitive -

operator intruding on a busy extension.

another caller attempting to reach you.

Fixed function

key

Programmable key

(may either be a key

to an icon or a soft

7 Alcatel User Guide 4400/4034

Telephone layout

Store/Red.

Mail

Mute

ISDN serv.

LSRedial

LS +LS -

H andsfree

1. The fixed keys 2. The icons 3. The

programmable keys

Recept Mgr Ji ll Tom Mike

09/01/96 12:30

← →

← →← →

4. The display 5. The soft keys

Alcatel User Guide 4400/4034 8

Making an External Call

☞

Alternatively, instead of 0, you can press a line key for an outside line (if your extension is multiline).

Redial

There are two ways of storing and redialling an internal or external number:

☞

The number will be stored temporarily in the memory. To redial the saved number:

☞

Alternatively, to automatically redial the last external number dialled:

☞

Number +

Store/Re

Redia

+ External Number

Store/Re

Making an Internal Call

☞

Calling the Operator

☞

9 Alcatel User Guide 4400/4034

Extension Number

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 name or initials on the alphabetic keypad.

SMI_ Name Initia Cancel Name&F

If the characters entered correspond to a surname:

☞

If the characters entered correspond to the initials of the first name and surname:

☞

If the characters entered correspond to a surname followed by a first name:

☞

To cancel the operation and quit:

☞

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).

SMITH JOHN 218 01/03 Next Call Cancel Prev

Alcatel User Guide 4400/4034 10

Name

Initia

Name&F

Cancel

☞

Next to view the next possible name

☞ ☞ ☞

Call to call the displayed name

Prev to view the previous name

Cancel to cancel the operation and

quit

11 Alcatel User Guide 4400/4034

Dialling a Personal Memory Number

To call a number programmed in the personal memory either press the soft key under the appropriate name if displayed, or use the scroll key to find the name, then press the associated soft key. If the number is stored on a programmable key simply press the key.

Calling a System Memory Number

System memory numbers are programmed by your system manager. They are stored in a central memory and are used for abbreviated dialling.

Your system manager will provide you with a list of the numbers available to you.

☞

Note:

number, you do not need to dial 0 for an outside line.

Alcatel User Guide 4400/4034 12

✴✴✴✴

When using the system memory to call an external

+ the memory number

Leaving an Automatic Call Back

If the extension being called is busy, you may ask to be called back as soon as they are free. Your display will appear as follows:

SMITH JOHN 218 is busy LSInt Book Intrus CampOn

☞

As soon as the extension is free you will be called back.

Book

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:

SMITH JOHN 218 is alerted LSInt Book

☞

This will activate the Mail key icon and light the LED on the called extension.

To cancel a call back:

☞

Book

✴✴✴✴

+ 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.

13 Alcatel User Guide 4400/4034

☞ ☞

The first person to be called back will be displayed. To call them back:

Mail

CallB

☞

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:

☞

The extension called will be informed by an audible beep that you are waiting.

CampOn

Consulting a Waiting Call

While you are in conversation another caller may try to reach you. If this caller has permission to “ camp on” (i.e. wait on) your extension, you may consult their identity without needing to answer the call. The display will appear as follows:

SMITH JOHN is camped on Enquir CampOn Conslt

To take the waiting call:

☞

If you wish to return to your initial caller:

☞

Alcatel User Guide 4400/4034 14

Conslt

Broker

Intrusion on a Busy Extension

If you are trying to reach an internal extension that is busy, and you and the called extension have a category of service allowing intrusion:

☞

If you have permission to intrude, you will be in conversation with the other two parties.

To cancel an intrusion, hang up.

Intr

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.

The name of the last caller is displayed:

SMITH JOHN

✴✴✴✴

Book

To directly dial the extension number:

☞

15 Alcatel User Guide 4400/4034

Book

Making an Enquiry Call

While you are on a call you may call a second person to make an enquiry.

☞

To return to the first caller:

☞

number of 2nd person (this may be an

external number)

EnqOff

Transferring a Call

To transfer a call to another extension, make an enquiry call. The display will appear as follows:

SMITH JOHN 218 is alerted EnqOff LSInt Text Transf

When the extension answers, introduce the caller then:

☞

If the called party is busy, not answering, or refuses the call:

Transf

☞

You are reconnected to the original caller.

: Depending on system configuration you may be able

Note

to transfer calls to an external number or mobile phone.

Alcatel User Guide 4400/4034 16

EnqOff

Making a Back and Forth (Broker) Enquiry Call

During an enquiry call you may talk alternately with each party. The display will show the following:

SMITH JOHN 218 // EVANS TARA 282 EnqOff Broker Conf Transf

To alternate between callers:

☞

You may also set up a back and forth call by pressing the appropriate line key for each call (if multiline).

☞ ☞

Once the enquiry call has been cancelled, you are back in conversation with the first caller.

Broker

A icon illuminates

(caller A in conversation, B on hold)

B icon illuminates

(caller B in conversation, A on hold)

17 Alcatel User Guide 4400/4034

Making a Conference Call

This feature allows three people to be in conversation simultaneously. Call the first party, then make an enquiry call to the second person. The display will show the following:

SMITH JOHN 218 // EVANS TARA 282 EnqOff Broker Conf Transf

Then, to create the conference between three people:

☞

EVANS TARA 282 * SMITH 218 Conference

To cancel the conference and return to the first caller:

☞

Conf

■

Conf Transf

Conf

Alcatel User Guide 4400/4034 18

Receiving a Call

Either lift the handset or take the call in ‘hands free’ mode:

☞

Handsfr

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.

Your display will show the following:

ISDN Enquir Park Trace MFSend CampOn

To park the call:

☞

To retrieve a parked call:

Park + extension where you want to

retrieve the call.

+ extension where call is

☞

If the call is not retrieved within a set time (normally two minutes) it will revert to the switchboard.

Note:

are using there is no need to dial an extension number.

19 Alcatel User Guide 4400/4034

✴✴✴✴

If you are parking the call on the extension you

parked

Call Pick Up

To pick up a call that is ringing on another extension:

+ extension number that is

☞

To pick up a call that is ringing on another extension within your defined group:

ringing

☞

Night Service Answer

☞

✴

✴✴✴✴

Alcatel User Guide 4400/4034 20

+ 44 hidden pages

ALCATEL 4034 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Feature codes

Telephone layout

Making an Internal Call

Calling the Operator

Calling by Name

Call Back Last Caller

Making an Enquiry Call

Making a Conference Call

Receiving a Call

Call Parking

Call Pick Up