Alcatel-lucent MAILBOX 4635, 4020 VOICEMAIL User Manual

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.
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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