Alcatel 4635
User Guide
Using Any Reflexes Set
Contents
1 INTRODUCTION 3. . . . . . . . . . . . . . . . . . . . . .
2 SYMBOLS USED IN THIS GUIDE 3. . . . . . .
3 LINKING TO THE MAILBOX 4. . . . . . . . . . .
4 OPENING YOUR MAILBOX 5. . . . . . . . . . . .
5 GENERAL TIPS 6. . . . . . . . . . . . . . . . . . . . . . . .
6 REVIEWING MESSAGES 7. . . . . . . . . . . . . . .
6.1 Reviewing voice messages 7. . . . . . . . . . .
6.2 Reviewing FAX messages 9. . . . . . . . . . . .
6.2.1 Printing a FAX 9. . . . . . . . . . . . . . .
6.2.2 Setting up Fax printing 9. . . . . . . .
7 SENDING VOICE MAIL MESSAGES 10. . . . .
8 PERSONAL OPTIONS 11. . . . . . . . . . . . . . . . .
8.1 Password 11. . . . . . . . . . . . . . . . . . . . . . . . . .
8.2 Greetings 12. . . . . . . . . . . . . . . . . . . . . . . . . .
8.3 New Message Notification schedule 13. . .
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
!
This icon will draw your attention to warnings.
Record
Message
waiting
Open the
mailbox
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:
Feature code
Access code of the
mailbox system
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
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.
Enter the associated
number feature code
followed by the
extension number to
which you are
forwarding.
Enter the forwarding
feature code
followed by the
extension number to
which you are
forwarding.
B To cancel forwarding:
Feature code
4
Enter the feature
code to cancel.
4 OPENING YOUR MAILBOX
B Telephone set with dedicated mailbox key:
Mailbox key
If your station is equipped with a display:
Listen OK
Listen OK
Password
B Telephone without dedicated mailbox key:
Access code
Greeting
#
This basic procedure 'open your mailbox'
is represented by the following symbol.
Voice mail access
Password
again
Press the mailbox key.
To see number of
new messages.
Enter your personal
password.
Dial the access code
of the system.
Press the
while listening to the
general greeting.
Enter your personal
password, and
confirm it with
key
.
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
want more options. (If you don't press anything,
the system will repeat the previous options to help
you.) Press
reach an attendant if one is available.
B Press
entry or exit a menu. When you exit a menu, in
most cases you return to a previous menu. For
instance,
takes you back to the Personal Options menu; one
more
the system.
B Press
when you have finished recording your
personal greeting, or press
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.
if you need help, more explanation, or
- while in your mailbox to
whenever you want to cancel a previous
in the Administrative Options menu
returns you to the Main Menu. Pressing
while at the Main Menu disconnects you from
to confirm your entry. For instance, press
when you enter a
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
Message is waiting
Open your mailbox
Listen to the messages
While listening use the
playback controls:
PlayĆback controls
flashes. Message
waiting indication
can also be a specific
dial tone, voice
prompt, etc.
Open your mailbox.
Listen to the
messages.
When each message
ends, use the following
options:
1
2
3
313
4
6
*
#
Start of Message
1
Back 10 Sec.
Pause/Restart
Forward 10 Sec.
End of Message
Slower
Faster
Cancel
Skip
Options
Replay
4
Envelope
5
6
Send a copy
Erase
7
8
Reply
9
Save
7
B Reviewing all messages (new and old):
The message waiting
Message is waiting
Open your mailbox
indicator is active.
Open your mailbox.
1
Review
Listen to the message
Press
messages, including
those you have
previously reviewed
but skipped.
and listen to
1
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
Review
FAX messages
You hear the number
of unopened FAX
messages.
1
6.2.1 Printing a FAX
2
1
6.2.2 Setting up Fax printing
4
2
3
1
Unopened FAX
Review FAX
message
Print FAX
Primary destination
Open your mailbox
Personal options
Administrative
options
FAX options
Establish or change
Enter number
For an alternate
destination press
and enter the FAX
destination number.
Select FAX options
and type in the
number of your FAX
machine.
To print all your
FAXes automatically,
press
Auto print ON.
to set the
2
2
#
Press #
9
7 SENDING VOICE MAIL MESSAGES
B You can send a message directly to the mailbox of
another voice mail subscriber.
When you are
Open your mailbox
2
Send
Record message
Use play-back controls
#
Finish
Enter destination
number
0
#
Delivery options
Send
recording the
message you can use
the playback
controls:
to stop recording
1
and play the
recorded message.
to re-record the
*
message.
Enter a mailbox
number or a
distribution list or
press
name.
Press
press
'Delivery options'.
to spell the
to send or
for
Delivery options
1
2
3
4
Private
Urgent
Message
confirmation
Future delivery
Dial by name
ABC
1
2
JKL6MNO
GHI
4 5
PQRS8TUV
7
0
DEF
3
WXYZ
9
#
#
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 PERSONAL OPTIONS
8.1 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
#
Note: Your password for voice mail is separate from
your telephone system station password.
Personal options
Administrative
options
General
Password
Personal
Enter password
Finish
Your password
prevents others from
accessing your
mailbox and listening
to your messages.
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.
Open your mailbox
4
3
1
Personal options
Greetings
Personal greeting
Your personal
greeting is played to
anyone calling or
being transferred to
your mailbox.
You can record two
different personal
greetings.
2
#
4
3
1
1
Record personal
greeting
Select greeting type
(1 or 2)
Record greeting
Finish
Standard greetings
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.
1
Press to record a
greeting that tells
callers you are away
from your phone
(ring no answer).
2
Press to record a
greeting that tells
callers you are on
the phone (busy).
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
Enter start and end of
period where you accept
calls during weekdays
Enter start and end of
period where you accept
calls during weekend
Select type of message
Notification for all
1
messages
Immediate notification
5
for urgent messages
Immediate notification
5
for non urgent messages
Confirm
1
or press 2 to hear your
schedule again
The system allows
you to set two
permanent
schedules and
one temporary
schedule.
#
Press to
confirm each
entry. Press to
continue or to
1
2
change.
Here, we describe
the standard
options. Carefully
follow the
instructions given
by the system to
take advantage
of the full set of
schedule
features.
B The system offers you the option of activating or
deactivating the Notification Call and your
Message Waiting Indicator.
4
1
1
3
Personal options
Notification ON/OFF
2
4
Notification call ON/OFF
Message waiting indicator ON/OFF
13
Important Mailboxes
Personal Distribution Lists
14
System Distribution List
Personal Notes
15
16
The functionality described in this user guide is subject to change
without notice.
3BA 19575 USAA Ed. 02
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