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;

i

←
→

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

or

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

9

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.

3

Mail

Mute

ISDN serv.

LSRedial

LS +LS -

H andsfree

1

2

2

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

programmable keys

4

5

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:

☞

0

Number +

Store/Re

Redia

+ External Number

Store/Re

d.

d.

l

Making an Internal Call

☞

Calling the Operator

☞

9 Alcatel User Guide 4400/4034

Extension Number

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
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

2

+ 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

✴✴✴✴

90

+ 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

k

☞

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

us

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

✴✴✴✴

8

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

ee

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

7

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:

#

6

ringing

☞

Night Service
Answer

☞

✴

✴✴✴✴

6

1

Alcatel User Guide 4400/4034 20

Forwarding Calls

If you will be absent from your extension you may
redirect callers to another extension.

To place an

☞

To place a

☞

To place a

☞

To place a

☞

immediate forward

✴✴✴✴

forward on busy

✴✴✴✴

forward on no reply

✴✴✴✴

forward on busy or no reply

✴✴✴✴

01

02

03

04

Cancelling Call Forwarding

on your extension:

+ the destination
extension number

on your extension:

+ the destination
extension number

on your extension:

+ the destination
extension number

on your extension:

+ the destination
extension number

To cancel all call forwarding:

☞

21 Alcatel User Guide 4400/4034

✴✴✴✴

00

“ 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.

To activate

☞
☞

extension number

“ follow me” forwarding:

✴✴✴✴

the destination extension number + your own

06

Cancelling “ Follow Me”
Forwarding

To cancel
extension:

☞

To cancel
extension:

☞

“ follow me” forwarding

✴✴✴✴

“ follow me” forwarding

✴✴✴✴

07

00

Call Forward on Ringing

from the destination

from your own

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:

☞

Alcatel User Guide 4400/4034 22

extension number

Appointment Reminder

p

This feature allows you to programme your extension to
ring at a specified time, as a reminder. To activate the
reminder:

☞

Your
Appointment!

Enter the time at which you wish to be reminded. Your
screen will confirm:

Your
Appointment! 0900

Use Ruboutto modify the time if

At the time of the reminder, your extension will ring.
To confirm that you have received the reminder, lift the
receiver and then hang up.

To cancel an appointment reminder:

#00

Rubout

incorrect.

☞

#01

Withdrawing from a Hunting Grou

This feature allows you to withdraw from a hunting group
or automatic call distribution group. To activate the
withdrawal:

☞

Alcatel User Guide 4400/4034 24

#4

You will still receive your own calls.
To re-enter the hunting group:

☞

✴✴✴✴

4

Padlocking/Unlocking your
Extension

This prevents an extension from being used to make
external calls without a code being entered:

☞

If the feature is accepted, it will be displayed as
follows:

Set is locked

To cancel the lock:

☞

✴✴✴✴

✴✴✴✴

3

3

+ your personal code

Meet-Me Conference

Up to four participants, including two outside
lines may speak in a telephone conference.

To join in a Meet-Me Conference:

☞

If you are the first participant you will hear
music until the other people join in.

To leave the conference, hang up.

25 Alcatel User Guide 4400/4034

#7

+ the pre-arranged four

digit code

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.

These features should only be implemented with the
knowledge of your system administrator.

Call Forwarding to an External Number

☞

To cancel:

☞

Note: You may only forward to an external number
immediately. Check with the system administrator
before activating this feature.

✴✴✴✴

✴✴✴✴

01

00

+ the external number
preceded by ‘0’

Activating Do Not
Disturb

If you do not wish to be disturbed, this feature prevents
callers (with the exception of the operator) from getting
through to your extension:

☞

✴✴✴✴

05

+ personal code

Alcatel User Guide 4400/4034 26

If the feature is accepted, it will be displayed as
follows:

DO NOT DISTURB

To cancel Do Not Disturb:

☞

✴✴✴✴

05

27 Alcatel User Guide 4400/4034

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.

Once you have dialled an external number, your display
will appear as follows:

9951 1222
Enquir Record Park
DTMF

Whilst in conversation:

☞ ☞

To return to normal, hang up or press the release key.

DTMF Keys on dialling keypad as

prompted.

Alcatel User Guide 4400/4034 28

Sending Text Mail

You may send a written message (up to 127 characters) to
another extension with a similar type telephone.

☞

The display will appear as follows:

☞ ☞
☞

To confirm the destination:

☞

You will then be asked to select one of the following
three types of message:

FixMs

g

PrgMs

g

Mail

0 Msg 0Msg

Text Voice

Text

Extension number

Appl

y

A list of predefined messages;

A list of predefined messages which need to
be completed;

Send

MyMsg This list allows you to type in your own

message, using the

alphabetic keypad.

Once you have selected the list you require:

☞

29 Alcatel User Guide 4400/4034

Next to scroll through

the list

Prev to see prev.

message

☞

Applyto send the

message

☞

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:

☞ ☞
☞

SMITH JOHN 09/01/96
11:05
Save Scroll Answer
Recall Back

Mail Text

Read

Back to return

☞

Save will save the message to the memory;

Scrol

l

message is

Answe

r

Recal

l

Alcatel User Guide 4400/4034 30

will show the first line of the message and
any further lines it

may continue onto. The date and time of the

displayed first.

will allow you to send a reply directly
back to the sender

of the message.

will directly ring back the sender of the
message;

Back will return you to the previous menu;

Next will display the next message (this will

only be displayed if

there is more than one message to be read).

Note: If you do not save the message after reading it,
the message will automatically be deleted.

31 Alcatel User Guide 4400/4034

Leaving an Absent Text Message

If you are away from your extension, you may leave a
message which will be sent to the display of the calling
extension.

☞ ☞
☞

You will then be asked to select one of the following
three lists of messages:

FixMs

g

PrgMs

g

MyMsg This list allows you to type in your own

Once you have selected the list you require, to scroll
through the list to find the applicable message:

☞

To confirm your absent text message:

☞

Mail Text

➧

Text

predefined messages;

preprogrammed messages which need to be
completed;

message, using the

alphabetic keypad.

Next

Appl

y

Your display will now show a permanent reminder of the
absent message:

→

Apology 09/01/96

11:05

Alcatel User Guide 4400/4034 32

To cancel your absence text message:

☞ ☞
☞ ☞

Mail Text

Txt>O

f

De-

ac
t

33 Alcatel User Guide 4400/4034

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.

The following message will appear on your display:

SMITH JOHN is ringing
LSInt Book
Text

☞

You will now be able to make an announcement over the
loudspeaker of the required extension.

LSIn

t

Alcatel User Guide 4400/4034 34

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 access programming, press
the key

Your display will show the following:

Programming mode Programming mode

Melody Keys Displ
Passwd Assoc

You will then have access to the following options:

Melody: to select the ringing tone and volume of the

Keys: to programme the keys;
Displ: to adjust the level of contrast of the

Passwd: to programme the four digit personal password

Assoc: to programme the associated number;
Intcom: to programme the intercom list of name (up to

>

extension;

display;

for your extension. (The default code is

0000);

ten users) who may access your extension in
intercom mode when the mute/Int key is
activated.

then the

i

soft key

<

Intcom

Menu

Prog
.

You may exit programming at any time
by pressing

35 Alcatel User Guide 4400/4034

Programming the Melody

☞ ☞
☞

Or choose the desired tune as follows:

☞

To adjust the sound level:

☞

To apply your programming:

i

Melody

LS

LS+ or LS-

(successively)

Prog

☞

Alcatel User Guide 4400/4034 36

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:

Personal Memory Keys
You programme personal memory keys with your own choice
of numbers for direct dialling.

To enter programming mode:

☞ ☞

Then, to programme keys as part of your personal memory:

☞

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.

☞

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.

i

Keys

Appl

y

Prog

37 Alcatel User Guide 4400/4034

Function Keys
To enter programming mode:

☞ ☞

Then to begin programming the keys:

☞

Select the key to be programmed.

☞

You will now have access to 7 groups of functions. The
display will appear as follows:

Apply Next
Back

To scroll through the groups of functions:

☞

Once you have found the appropriate group:

i

Keys

Serv

ce

Forwarding services

Next

Prog

☞

Select the desired function from this group and:

☞

Alcatel User Guide 4400/4034 38

Appl

y

Appl

y

The following lists provide details of the features
available.

Group 1 - Forwarding services:

Immed➧: unconditional call forwarding;
Busy➧: call forwarding on busy;
NoRep➧: call forwarding on no reply;
ByNoR➧: call forwarding on busy/ no reply;
FwdOff➧: cancel call forwarding;
DFwdof: cancel follow me (from destination);
RemFwd➧: call forwarding from any extension;
RFwdOf: cancel remote forwarding from any extension.

Group 2 - Extn DND & Padlock:

Padlock: extension padlock / unlock;
DND: do not disturb;
VoiGui: voice guide.

Group 3 - Call pick up:

Paging: paging answer;
GrpPic: call pick-up (group);
IndPic: call pick-up (individual);
Record: call recording;
GenBel: call pick-up - unassigned night answer;
Parked: call park / retrieve.

Group 4 - Associate services:

Assoc: call associate extension;
OvFlow: overflow to associate;
OvFlOf: cancel associated overflow.

Group 5 - Consultation & Callback:

Last ca: call back last caller;
Charge: charging information;
V Mail: access to voice mail.

39 Alcatel User Guide 4400/4034

Group 6 - Appointment reminder:

Temp: set temporary appointment;
TempOf: cancel appointment reminder.

Group 7 - Diverse services:

Nobip: intrusion protection;
Prject: business account code;
Substi: substitution;
Grpln: hunting group - in;
GrpOut: hunting group - out;
Pulse: pulse sending;
MFSend: sending DTMF tones;
SetOut: extension out of service;
Alpha: Alphapage connection.

Note: These functions may also be consulted and
activated on a free extension by pressing the following
keys:

☞ ☞
☞

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.

i

Servic

e

Consl

t

Programming the Contrast

☞ ☞
☞

Alcatel User Guide 4400/4034 40

i

Disp

l

Prog

To adjust the contrast on your display, choose from the
four available levels.

41 Alcatel User Guide 4400/4034

Programming the Password

☞ ☞
☞

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

☞ ☞
☞

i

Passw

d

i

Assoc

Prog

Prog

Your screen will show the name and number of your current
associate extension.

To change the current associate extension:

☞

Enter your password. (The default value is 0000.)

Then enter the number of the extension you wish as your
new associate extension.

Alcatel User Guide 4400/4034 42

Modify

Programming the Intercom List

☞ ☞
☞ ☞

The intercom list is a list of up to ten users who may
access your extension in intercom mode. To modify this
list:

☞

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:

☞ ☞

i

←
→

Add

i

Prog

Intco

m

WhoAmI

The user’s name appears on screen.

To view the extension number:

☞

43 Alcatel User Guide 4400/4034

←
→

Programming the Language

☞ ☞
☞

You may now alter the language of the display by pressing
the soft key for one of the following options:

GB for English;

F for French;
D for German;

SP for Spanish;

P for Portuguese;
NL for Dutch;
DK for Danish;

I for Italian;

A for Austrian.

i

Lang

←

→

Consulting the Keys

To display what has already been programmed on a key:

i

Consu

lt

Keys

Testing the
Extension

Alcatel User Guide 4400/4034 44

This test makes it possible to check the functioning of
the display, the icons, the LED’s and the ringing of the
extension.

☞ ☞

i

Test

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 Multi­Lines

To hold a call:

☞

To reconnect to the caller:

☞

45 Alcatel User Guide 4400/4034

the appropriate line key.

the same line key.

To answer another line:

☞

The first call is automatically held. To return to the
first call:

☞

If a call is completed:

☞

the flashing

line key.

the appropriate line key.

then the line key of the call you

are reconnecting to.

Multiline functions

(cont.)

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

Alcatel User Guide 4400/4034 46

icon
unlit

flashin
g

li
t

• Official secretary absent,

overflow secretary present.

li
t

• Official secretary absent,

there is no

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.

flashi
ng

47 Alcatel User Guide 4400/4034

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.

Alcatel User Guide 4400/4034 48

If you work with several secretaries, after selecting the
screening key, press the appropriate Secretary key. To
confirm your selection:

☞

49 Alcatel User Guide 4400/4034

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 pre­programmed 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:

Here is Mr SMITH
Busy Wait Absent Enter
Back

The choice of replies will be taken from the following
list:

Busy: I am busy;
Wait: One moment please;
Absent: I am absent;
Enter: Tell them to come in;
ICaBk: I’ll call again later;
HeCaBk: Tell them to call back;
I Take: I’ll take the call;
Coming: I am coming;
Cancel: Please cancel;
Moment: Tell them to wait;
Back: Please deal with it.

Note: This mail function is only available between two
4034 extensions.

Alcatel User Guide 4400/4034 50

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.
in the ISDN directory. This may have been an unanswered
ISDN call to your
extension. By
pressing
received.

☞
☞

☞
☞

51 Alcatel User Guide 4400/4034

Recall will call them

Save will save them for

Next will view the next

Back returns to the main

No Answ it is possible to view the

last ISDN calls

recall later

menu.

it indicates that
there is data

By
pressing
party. By pressing the same key
it changes to
transmission of your identity.

Secrt➙you may elect to send your number to the

distant

Secrt which will

inhibit

Alcatel User Guide 4400/4034 52

Secretary Extension

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

• The manager has activated

screening

If you are working with several managers, you will need
to allocate a different key to each manager.

53 Alcatel User Guide 4400/4034

icon
unlit

flashi
ng

li
t

li
t

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:

Here is Mr SMITH
Apply Next Erase

Apply: to send the chosen message;
Next: to scroll through the list of possible

messages;

Erase: to erase the last character entered.

To exit mail mode:

☞

Note: This mail function is only available between two
4034 extensions.

Alcatel User Guide 4400/4034 54

Screened Calls



If your manager has activated a screening key, you will
receive certain calls. A call initially destined for
your manager which arrives at your extension will be
shown as follows:

3: 1142 EXEC calls
TOM IAN RECEP MGR

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:



☞

If your manager accepts the call:

Manager

☞

Transf

☞

If your manager does not wish to take the call, hang up
and then:

☞

You are now back in conversation with the caller.

55 Alcatel User Guide 4400/4034

or

(line key signalling the waiting
call)

(line key signalling the waiting
call)

Absent key

This key allows you to advise the manager of your
absence.

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.

Alcatel User Guide 4400/4034 56

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.

The icon associated to this key allows the secretary to
supervise the status of the Manager extension.

• Overflow function not

activated

• Official secretary absent,

overflow

activated, manager station free/ringing

• Manager calling

• Manager busy

• The manager has activated

screening

If you are working with several managers, a different key
will need to be allocated to each manager.

57 Alcatel User Guide 4400/4034

icon
unlit

li
t

flashin
g

li
t

lit

If the “ overflow secretary” feature is not activated,
the Manager key may be used to call the Manager directly
(as a personal memory key).

Alcatel User Guide 4400/4034 58

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:

☞

59 Alcatel User Guide 4400/4034

Glossary

Account code

A specified code which may be entered when making an
external call, so that calls may be charged to certain
projects or clients.

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.

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.

Alcatel User Guide 4400/4034 60

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.

Glossary

(cont.)

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.

61 Alcatel User Guide 4400/4034

Intrusion

If an extension or line is busy you may be authorised to
intrude on that extension, in order to contact the person
urgently.

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.

Alcatel User Guide 4400/4034 62

Glossary

(cont.)

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.

63 Alcatel User Guide 4400/4034

Notes

The information contained in this Guide was complete and
accurate at the time of printing. The product covered by
this Guide comprises a range of components; accordingly,
some information may not be applicable to a particular
situation.

Subject to all applicable laws and regulations Alcatel
Australia Limited reserves the right to change
specifications of any product contained in this Guide
without incurring any liability whatsoever.

Alcatel User Guide 4400/4034 64

65 Alcatel User Guide 4400/4034