Alcatel-lucent ADVANCED REFLEXES, 4035 User Manual

Alcatel

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Your Advanced REFLEXESÔ terminal provides simple and quick access to all

of the services and features offered by your Alcatel OmniPCX 4400Ô system.

This user guide is designed to give 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 three sections:

 YOUR

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

EEAASSEE OOFF UUSSEE

 IN YOUR

AABBSSEENNCCEE

Your REFLEXESÔ terminal and your Alcatel OmniPCXÔ 4400 system provide

you with everything you need from a telephone system.

Name: .............................................. Tel. No.: ................................

Fax No.: ............................................ Mobile No.: ................................

E-mail address: .................................. PWT No.: ................................

2

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The action

""PPrreessss""

is represented by:

.

Display (soft) keys are represented by:

.

Pre-programmed and user-programmable keys are represented by:

.

, ,

etc., indicate use of the Navigator key.

The standard or site-specific feature codes are listed in the

TTaabbllee ooff CCooddeess

brochure,

which should be consulted when the text indicates ...See Table of Codes.

Programming the keys to customize your own terminal is described in Personalizing

your terminal. You will also find a list of the available programmable features in this

section.

Displ

FEATURE Standard

Code

Site

Code

Last caller call back *69

3

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SSttaattiioonn iinnffoorrmmaattiioonn

(1) Your terminal allows on-hook dialing; this means you can dial a call even before

you pick up the handset.

(2) Your terminal can be set up as a multi-line station (two or more line keys) or as a

single line station (integrated line service with no line keys). This user guide is designed

for multi-line station users. For information on single line service configurations, contact

your system vendor.

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.

4

5

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TTEERRMMIINNAALL

i

6

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DDiissppllaayy::

your terminal display consists of two lines for text and can show several pages

of information - depending upon its state:

Terminal in idle state:

1st line: information on the status of the terminal, including date and time.

2nd line (and also first line for the next four pages): key operations or features that

you can program yourself.

Terminal is involved in a call:

1st line: information about your party and the current call

2nd line: features accessible at the moment.

NNaavviiggaattoorr::

for moving between

display pages or between

display lines.

DDiissppllaayy kkeeyyss::

5 soft keys

that change dynamically to

offer context-appropriate

system features.

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LLEEDD

flashes to

indicate that

one or more

messages

have been

received.

7

NNaavviiggaattiioonn CCoonncceepptt

The

NNaavviiggaattoorr

is used to select directory pages, or available features, or to scroll

through the pages appearing on the two-line display (which, in turn, designates the

feature for each display key).

If you select the upper line, indicators will flash (at the left end and right end of the line)

to indicate that the line is active. If you press a display key (or wait a few seconds),

the lower line automatically becomes active again.

Upper line

Lower line

Previous

page

Next

page

Soft keys

correspond

to the

displays

active line.

Active line indicators

Short names (mnemonics)

entered by user.

David

Bob

Frank

JackJ

. . . . .

Recptn

Judy

G@OfcCMG@Hm

8

KKeeyyss aanndd iiccoonnss

Your multi-line terminal has 8

pre-programmed

station keys and 16 station keys

programmable

by you (the user) or your installation technician. These 24 keys are

used to:

 determine the status of a terminal

 call an internal or external number directly

 access a feature.

STORE #

CALL LOG

REDIAL

HOLD

LINE 1

LINE 2

FORWARD

Call icons

Feature icons

Pre-programmed keys

Line keys

Programmable

keys

FORWARD

REDIAL

ISDN

CALL LOG

STORE #

9

The following icons are associated with the keys:

CCaallll iiccoonnss FFeeaattuurree iiccoonnss

Call ringing (flashing). Feature active.

Call in progress. Feature requiring action.

Call on hold. Terminal or line busy

(supervision).

Call on common hold.

Pre-programmed station keys are used to:

: select a line or operate a feature during a call

: put a call on hold

: forward calls to another terminal

: access message services

: review the list of unanswered identified external calls

: automatically redial the last number dialed

: temporarily store a number

STORE #

REDIAL

CALL LOG

FORWARD

HOLD

LINE

10

IInnssttaalllliinngg tthhee llaabbeell oonn tthhee tteerrmmiinnaall

A printed label is supplied with the terminal. This should be placed under the key cover

for each block of keys.

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The fixed keys correspond to frequently used features.

MMeennuu::

to enter access or programming modes

and to display information.

 Insert flat blade into the slot (1 slot for

each block of keys).

 Raise the cover.

 Slide the printed label into position.

 Replace the cover.

Eric

ISHelp

RobHR

. . . . . .

. . . . . .

FacDskVPTe c

Menu

11

AAuuddiioo KKeeyyss

AAllpphhaabbeettiicc KKeeyyppaadd

Listen

Speaker

Mute

END

MMuuttee::

to temporarily turn

off your station mic,

during your call

or

to leave your mic on

(hot) to answer internal

calls automatically -

without having to lift the

handset (

IInntteerrpphhoonnee

).

EEnndd::

to terminate a

call or programming.

LLiisstteenn

::

Station

speaker - to share

a conversation

To increase station

speaker handset

(receiver) or ringer

volume.

SSppeeaakkeerr ::

for hands-

free operation.

To reduce station

speaker handset

(receiver) or ringer

volume.

The keypad is used for text message

features, the "Dial by name" feature,

and for programming.

12

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YYOOUURR CCAALLLLSS

Making an external call ................................................................................18

Making an internal call .................................................................................18

Calling the attendant ....................................................................................19

Consultation Call .........................................................................................19

Calling an associate (or other key individual) ...................................................20

Answering a call..........................................................................................20

Answering other calls during a conversation ....................................................20

Transferring a call........................................................................................21

Putting a call on hold ...................................................................................22

If you forget or lose a call on hold ..............................................................22

Switching between calls (Broker Calls).............................................................22

Picking up calls ringing at another terminal ......................................................23

To pick up a call ringing at another terminal (in your pickup group) ...................23

To pick up a call ringing at another terminal (not in the pickup group) ................23

Calling - using your

Advanced

personal directory..........................................23

Calling - using a programmed key.................................................................24

Talking with two other people at the same time (Conference Call) .......................24

Parking a call..............................................................................................25

Requesting a callback (from an idle or busy station)..........................................26

Camping on an internal party who is busy ......................................................26

Answering a night service bell .......................................................................27

Entering a scheduled (Meet-me) conference......................................................27

13

Transferring a caller into the conference ..........................................................28

Calling a number - using the system directory ..................................................28

Barge-in to an internal conversation................................................................29

Privacy/Protection against barge-in ................................................................29

Contacting a party whose calls are being forwarded or blocked........................29

Calling a party through the station speaker......................................................30

Interphone mode and Hands-free ...................................................................30

Creating, modifying or reviewing your intercom list ...........................................31

Hunt Groups................................................................................................31

Temporarily leaving your hunt group ..............................................................31

Returning to your hunt group .........................................................................32

Putting a call on common hold.......................................................................32

Sending a text message to an internal party ....................................................33

Sending a text message (at the beginning of your call)......................................34

Sending a text message to an external party ..................................................34

Calling an internal party on his pager ............................................................34

Leaving a direct voice message .....................................................................35

Dial-by-Name..............................................................................................35

EEAASSEE OOFF UUSSEE

Personalizing your

Advanced

terminal..........................................................38

Programming a feature (or number) on a programmable (or display) key ............39

Feature groups ............................................................................................39

Group 1: Forwarding Services.......................................................................40

Group 2: Locking/DND ................................................................................40

Group 3: Call Pickup Services .......................................................................41

14

Group 4: Associate Services..........................................................................41

Group 5: Consultation & Callbacks ................................................................41

Group 6: Appointment Reminder....................................................................41

Group 7: Voice Mail Services........................................................................42

Group 8: Additional Services ........................................................................42

Group 9: Paging Services.............................................................................42

Group 10: Transparency ..............................................................................42

Programming your personal code...................................................................43

Choosing the display language......................................................................43

Making or taking a call without lifting the handset (Hands-free) ..........................44

Programming your personal directory .............................................................44

Entry Corrections ..........................................................................................45

Switching on the station speaker during a call..................................................45

Adjusting station speaker volume during a call.................................................45

Adjusting handset volume during a call ...........................................................46

Switching off the microphone (mute) ................................................................46

Calling the last number dialed (Redial) ............................................................46

Adjusting the ringer (melody and volume)........................................................46

Adjusting the display viewing angle................................................................47

Changing the Associate number .....................................................................48

Identifying the terminal ..................................................................................48

Setting an appointment reminder ....................................................................48

Do not disturb .............................................................................................49

Forwarding calls when you are busy..............................................................50

Saving a number, to call it later.....................................................................51

Hiding your identity ......................................................................................51

15

Hiding your caller's identity............................................................................52

Allocating calls to customer account codes.......................................................52

Determining the cost of your last external call...................................................52

Calling an external "private" number .............................................................53

IINN YYOOUURR AABBSSEENNCCEE

Forwarding calls to another number (Forwarding - immediate) ...........................56

Overflowing calls to an associate number........................................................56

Forward on no answer .................................................................................57

Forward on busy or no answer .....................................................................58

Forwarding your calls from a different terminal (Remote Forward) .......................58

Forwarding your calls from the terminal you are on (Follow Me).........................59

Forwarding calls from any terminal within the company.....................................59

Forwarding calls to a recorded message (voice mail)........................................60

Canceling Forwarding .................................................................................60

To cancel forwarding from your own terminal ..................................................60

To cancel forwarding from the internal terminal that is receiving your forwarding..61

To cancel forwarding from any other terminal within the company ......................61

Selective forwarding .....................................................................................61

Checking messages ......................................................................................62

Accessing and answering callback requests.....................................................62

Leaving a text message (I am away) for internal callers..................................63

Reading internal text messages left in your absence ..........................................64

Reviewing the list of internal calls....................................................................65

Checking voice mail messages .......................................................................66

Locking your terminal....................................................................................66

16

Forwarding your calls to your personal pager .................................................66

Replying when your personal pager sounds.....................................................67

Calling back the last internal caller whose call went unanswered........................68

Reviewing the log of external calls..................................................................68

GLOSSARY .................................................................................................69

INDEX ........................................................................................................73

Care of equipment .......................................................................................76

Compliance .................................................................................................76

17

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18

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To make an external call:

Dial 9 (or lift the handset and dial 9); then dial the number you wish to reach.

The display will show the number you dialed and the icon associated with the

line key will indicate the status of your call:

Note: 9 is the default code for obtaining an outside line. You can determine what code to

dial to access features by consulting the

TTaabbllee ooff CCooddeess,,

or you can use Guide mode:

followed by and to display system call codes.

For more information on use of the

MMEENNUU

key to access Feature Groups, see the section

FFeeaattuurree GGrroouuppss..

MMaakkiinngg aann iinntteerrnnaall ccaallll

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). The display will show the name of the

person you called, and the icon associated with the line key will indicate the

status of your call.If there is no answer, you can choose one of the options

indicated on the display. Press the display key corresponding to your choice:

 to announce yourself through your called partys station speaker

 to ask the person to return you call - call me

CallBk

CallAn

Call

Access

Menu

19

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 to send a text message

 to send voice mail (in systems with integrated voice mail)

 to call someone on their personal wireless terminal

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To call the attendant: dial 0.

Note: 0 is the default number code for the

""AAtttteennddaanntt ccaallll""

feature.

CCoonnssuullttaattiioonn CCaallll

During a conversation with either an internal or an external caller, you can call a

second person. This is known as a Consultation Call.

To make this 2nd call:

(1) (or a free line key)

Your first call will automatically be put on hold ( icon: ).

(2) Dial your second call and you will connect to your second party.

To cancel the second and return to the first call, or .

Note: If you press the wrong button, hang up. Your phone will ring and you will be

reconnected to your first party.

END

END

LINE

PWT

Voice

Text

20

CCaalllliinngg aann aassssoocciiaattee ((oorr ootthheerr kkeeyy iinnddiivviidduuaall))

Each terminal may have another line linked to it as an associate.

To call the associate line quickly:

or dial the code for the

""AAssssoocciiaattee ccaallll

" feature.

Note: Availability of the Associate Call feature depends upon your system configuration.

AAnnsswweerriinngg aa ccaallll

When your terminal rings - your display will indicate the caller's number (external

call - when caller information is provided) or name (internal call). To answer: lift

the handset or for hands-free. On internal calls, the calling party

station name is displayed. When you answer the call, the calling station number

will also be displayed.

Note: You can answer internal calls immediately and Hands-free if your station is in

Interphone mode.

AAnnsswweerriinngg ootthheerr ccaallllss dduurriinngg aa ccoonnvveerrssaattiioonn

During a call, you can answer a second call. When a second person calls, you

hear a beep and see a flashing line key (multi-line terminal). The new call rings

and your display shows caller information until you answer or the call is forwarded,

or the caller sets camp-on.

If you want to answer the second call, press the flashing line key.

The first call will automatically be placed on hold.

Speaker

Assoc

21

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To recover the first call, press the corresponding line key.

If you hang up without taking the second call (the call which is waiting for you),

your telephone will automatically ring again.

If several calls (3 or more) arrive simultaneously, only the last one is displayed. To

determine the identity of waiting callers and press the flashing line key

for each call.

To end this review:

Note: You can prevent calls from being camped on when your line is busy:

to initiate

CCaammpp--oonn ccoonnttrrooll..

Outside calls will be directed to the attendant. This feature

remains in effect until cancelled.

To cancel this restriction,

TTrraannssffeerrrriinngg aa ccaallll

If you are in the middle of a conversation, you may want to transfer your party to

another terminal.

To transfer a call:

(1) (to make a second, or consultation call), and when the second

party answers, advise that station user that you are transferring a call to them.

(2) to complete the transfer

Transf

LINE

CampOn

CmpOnC

END

Menu

22

Notes : If you prefer, you can transfer the call without waiting to see if the second party

answers (even if their line is busy).

Depending upon your systems trunking service, transferring calls between two

outside lines may not be possible.

PPuuttttiinngg aa ccaallll oonn hhoolldd

If you are in conversation with an internal or external party, you may want to put

your party on hold, and be able to retrieve the call later at the same terminal.

To put a call on hold:

(or press the line key for a new call).

To return to the first caller (on hold), press the line key for that call.

IIff yyoouu ffoorrggeett oorr lloossee aa ccaallll oonn hhoolldd

If you should hang up while someone is on hold, the line key icon relating to the

line key will indicate this and your phone will ring. To recover the call,

pick up the handset and press the line key.

SSwwiittcchhiinngg bbeettwweeeenn ccaallllss ((BBrrookkeerr CCaallllss))

If you are in conversation with one caller and have another caller on hold, you can

switch back and forth between them. This is sometimes known as a broker call.

HOLD