Nortel Meridian M3903, Meridian M3902, Meridian M3904 Quick Reference Manual

Nortel Knowledge Network

Enterprise Voice Solutions Customer Documentation

Meridian Digital Telephones

M3902 M3903 M3904

Quick Reference Guide

While you are away from your desk: Call Forward

Contents

M3902, M3903, and M3904 Meridian Digital Telephones 1

Your Telephone Call Features 3

Use Auto Dial ........................................................................................ 3

Make a Call .......................................................................................... 4

Make a call while on-hook ..................................................................... 5

Redial last number called ....................................................................... 5

Use Ring Again (M3902) ....................................................................... 6

Use Ring Again (M3903 and M3904) ..................................................... 7

Use Hot Line .......................................................................................... 8

Use Speed Call (M3902) ........................................................................ 8

Use Speed Call (M3903 and M3904) ..................................................... 9

Answer a call 11

Place a call on Hold ............................................................................. 11

Transfer a call (M3902) ....................................................................... 12

Transfer a call (M3903 and M3904) ..................................................... 13

Handle multiple calls 14

Use Call Waiting ................................................................................. 14

Forward calls (M3902) ........................................................................ 15

Forward calls (M3903 and M3904) ...................................................... 16

Additional call features 17

Use Call Pickup .................................................................................... 17

Set up a Conference call (M3902) ......................................................... 18

Set up a Conference call (M3903 and M3904) ...................................... 18

Join a call ........................................................................................... 19

Engage Group Listening ....................................................................... 20

Use the Voice Messaging control screens (M3903 and M3904) .............. 20

Contents

Options List 22

Select a language ................................................................................ 23

Change a Feature Key label (M3902) .................................................... 23

Change a Feature Key label (M3903 and M3904) .................................25

Adjust Screen contrast ..........................................................................27

Adjust volume ...................................................................................... 27

Choose Ring type ................................................................................. 28

Select Call Log options .......................................................................... 28

Use Live dial pad .................................................................................29

Select Preferred name match .................................................................29

Set up area code .................................................................................29

Enable Call timer ................................................................................. 30

Select Date/time format ........................................................................ 30

Enable Key click ................................................................................... 30

Use Headset port on call ....................................................................... 31

Activate Headset port external alerter ....................................................31

Use Call indicator light .........................................................................31

Set On hook default path ...................................................................... 32

Display diagnostics .............................................................................. 33

Activate Group Listening .......................................................................33

Call Log/Personal Directory display and controls 34

Identify specialized keys .......................................................................34

Use Directory password protection ........................................................35

Manage Call Log 37

Access and use the Callers List (M3903) ................................................37

Access and use the Callers List (M3904) ................................................38

Access and use the Redial List (M3903) .................................................40

Access and use the Redial List (M3904) .................................................41

Contents

Access and use the Personal Directory 42

Access the Personal Directory ............................................................... 42

Add a Personal Directory entry ............................................................. 42

Add an incoming call ........................................................................... 44

Delete or edit a Personal Directory entry ................................................ 45

Delete your Personal Directory .............................................................. 46

Use the Personal Directory to make a call .............................................. 46

Use Card View .................................................................................... 47

Search for an entry .............................................................................. 48

Copy a number from the Redial List ....................................................... 48

Set-to-Set Messaging 50

Corporate Directory 53

Virtual Office 56

Secure your telephone 58

iii

Contents

M3902, M3903, and M3904 Meridian Digital Telephones

There are five models in the M3900 Series Meridian Digital Telephone portfolio. This document describes the M3902, M3903, and M3904 features and how to use them. For user information on the M3901, refer to the M3900 Series Meridian Digital Telephone User Guide. For information on the M3905, refer to the M3905 Call Center Meridian Digital Telephone User Guide.

The M3902 has one Line (DN) Key and three Programmable Feature Keys (self-labeled).

M3902 telephone

LCD Indicator

Message Waiting Light/ Incoming Call Indicator

LED

Handsfree Key

Volume Control Bar

LED

Mute

One Line (DN) Programmable

Soft Keys (self-labeled)

Options Message Transfer Hold Goodbye

Navigation Keys

553-8624

M3902, M3903, and M3904 Meridian Digital Telephones

The M3903 has two Programmable Line (DN)/Feature Keys (self-labeled) with two features or lines (DNs) configured on each key. The M3903 also has four Context Sensitive Soft Keys (self-labeled).

M3903 telephone

LCD Display

Goodbye

Hold

LED

Handsfree Key

Message Waiting Light/ Incoming Call Indicator

Programmable Line (DN)/ Feature Keys (self-labeled)

Context Sensitive Soft Keys (self-labeled)

Copy

Fixed Feature Keys

Volume Control Bar

LED

Headset

Mute

Options

Quit

Applications

Call Log

Message

Shift

Navigation Keys

553-8625B

The M3904 has six Programmable Line (DN)/Feature Keys (self-labeled), with two features or lines (DNs) configured on each key. The M3904 also has four Context Sensitive Soft Keys (self-labeled).

M3904 telephone

LCD Display Goodbye Hold

LED

Handsfree Key

Message Waiting Light/ Incoming Call Indicator

Programmable Line (DN)/ Feature Keys (self-labeled)

Context Sensitive Soft Keys (self-labeled)

Fixed Feature Keys

Volume Control Bar

Headset

Options

LED

Mute

Quit

Message

Shift

Copy

Applications

Navigation Keys

Directory/Log

553-8626B

Your Telephone Call Features

Your M3900 Series Meridian Digital Telephone provides easy access to a wide range of business features. Your network administrator assigns features to your telephone and provides you with passwords and other codes as required.

This section describes the features available for your telephone and how to use them.

Use Auto Dial

The Auto Dial feature allows the user to press one Feature Key (Auto Dial Key) to dial a specific telephone number automatically. This feature must be enabled by your network administrator.

To use Auto Dial:

1.Lift the handset.

AutoDial

To display the Auto Dial number (M3903 and M3904):

Display

AutoDial

To store an Auto Dial number:

AutoDial

2. Press the associated Auto Dial Key.

This automatically dials the number.

1. Press the Display Key. Note: On the Meridian SL-100, press the

Auto Dial Key to display the number.

2. Press the configured Auto Dial Key.

The number appears on the display.

1. Press the Auto Dial Key, without lifting

the handset.

2. Dial the number to be stored on the

Auto Dial Key.

Note 1: The number may contain up to 31 digits.

AutoDial

Note 2: If you are storing an external or long distance number, be sure that the appropriate access codes are included.

3. Press the Auto Dial Key again.

The number is stored on the key.

Your Telephone Call Features

Note: To change the key label “AutoDial”, select Change feature key label the Options List menu. Please see “Change a Feature Key label (M3902)” on page 23 for detailed instructions.

Change feature key label from

Change feature key labelChange feature key label

Make a Call

To make a call from your telephone, use the following procedure:

1. Lift the handset.

or or

2637

Headset

Press the Line (DN) Key.

Press the Handsfree Key.

Note: The Handsfree Key must be enabled by the network administrator

Press the Headset Key if you have a headset connected to your telephone’s headset jack (available on the M3903 and M3904). The LED next to the key lights steadily to indicate that you are in headset mode.

Note: See “Set On hook default path” on page 32 for information on headsets and how to configure your telephone for use with a headset.

2. Dial the number.

Note: Whenever you see the message “Lift the handset.” in this guide, you may alternatively press a free Line (DN) Key, the Handsfree Key, or Headset Key (if a headset is connected to the headset jack). You receive a dial tone from each action.

Your Telephone Call Features

Make a call while on-hook

Leave the handset in the cradle while you dial a number.

To dial on-hook:

2637

If the called number is busy:

Goodbye

RingAgn

1. Press a Line (DN) Key.

2. Dial the number when you receive a

dial tone.

3. Lift the handset to speak when the

called party answers.

Press the Goodbye Key to release the line.

Press the Ring Again Key.

Redial last number called

The Last Number Redial feature allows you to automatically redial the last number you dialed. This feature must be enabled by your network administrator.

To use Last Number Redial:

1. Lift the handset.

2637

To use Last Number Redial on a handsfree call:

2637

2. Press a Line (DN) Key.

Press the Line (DN) Key twice. The last number you dialed is

automatically redialed.

Note: On Meridian SL-100, press the £ Key twice.

Your Telephone Call Features

Use Ring Again (M3902)

Use the Ring Again feature when you dial a number and receive a busy tone or no answer. The Ring Again feature lets you know when the person you dialed is available or has used their telephone. The feature notifies you when to redial your party. The Ring Again feature automatically redials the number.

To use Ring Aga in:

1. Dial a number and receive a busy tone

or no answer.

Note: On the Meridian SL-100, Ring Again is available on busy tone only.

RingAgn

To call a Ring Again party when you receive notification:

RingAgn

To cancel Ring Again before notification:

RingAgn

2. Press the Ring Again Key.

When the number you want to reach is available, or the person has re-used their telephone, you hear the Ring Again tone.

1. Lift the handset, you receive dial tone.

2. Press the Ring Again Key.

Press the Ring Again Key a second time before hearing the notification tone.

Your Telephone Call Features

Use Ring Again (M3903 and M3904)

To use Ring Aga in:

1. Dial a number and receive a busy tone

or no answer.

Note: On the Meridian SL-100, Ring Again is available on busy tone only.

RingAgn

To call a Ring Again party when you receive notification:

RngCall

To cancel Ring Again before notification:

CanclRA

2. Press the Ring Again Key.

The screen displays Ring again is active.

When the number you want to reach is available, or the person has re-used their set, you hear the Ring Again tone and the screen displays Party free, select line.

1. Lift the handset or press a Line (DN)

Key.

2. Press the Ring Call Key.

Press the Cancel Ring Again Key. The screen displays Ring Again is cancelled.

Your Telephone Call Features

Use Hot Line

The network administrator can program a Hot Line Key that allows you to dial a specific number automatically. The network administrator can apply other features to the Hot Line, such as Call Redirection, so that the Hot Line call is answered by a person—not a mail box.

To use Hot Line:

Hotline

Press the Hot Line Key. The Hot Line Key automatically dials

the number.

Note 1: If your main Line (DN) is a Hot Line, lift the handset. The Hot Line Key dials the number automatically.

Note 2: On the Meridian SL-100, the Automatic Line (AUL) feature is the same as the Hot Line feature.

Use Speed Call (M3902)

The Speed Call feature allows you to automatically dial frequently called numbers by entering a one, two, or three digit code. Contact your network administrator to determine the capacity of your Speed Call list.

A telephone designated as a Speed Call Controller can program or edit the Speed Call list. This feature must be enabled by your network administrator.

To store or change a Speed Call number:

SpcCtlr

1. Press the Speed Call Controller Key.

The triangular icon flashes, which indicates it is in programming mode.

2. Dial a one, two, or three digit code

and associated telephone number when the phone prompts.

Note: Dial the access code (if required) followed by the internal, external, or long-distance telephone number.

Your Telephone Call Features

SpcCtlr

3. Press the Speed Call Controller Key

again to save the code and number. The flashing icon turns off.

To make a Speed Call:

1. Lift the handset.

SpcCtrl SpcUsr

2. Press the Speed Call Controller Key or the Speed Call User Key.

3. Dial the Speed Call code assigned to the telephone number.

Use Speed Call (M3903 and M3904)

A telephone designated as a Speed Call Controller can program or edit the Speed Call list. This feature must be enabled by your network administrator.

To store or change a Speed Call number:

SpcCtrl

1. Press the Speed Call Controller Key. The screen displays Enter Code, then

number.

2. Dial a one, two, or three digit code. Use the Delete Key if you make a mistake. Use the Cancel Key to leave the screen without storing a speed call number.

Note: A dash is automatically inserted after the required number of digits have been entered.

3. Dial the associated telephone number. Use the Delete Key if you make a mistake. Use the Cancel Key to leave the screen without storing a speed call number.

Your Telephone Call Features

Note: Dial the access code (if required) followed by the internal, external, or long-distance telephone number.

Done

To make a Speed Call:

SpcCtrl SpcUsr

4. Press the Done Key to save the code

and number.

1. Lift the handset.

2. Press the Speed Call Controller Key or the Speed Call User Key.

The screen displays Enter code.

3. Dial the Speed Call code assigned to the telephone number.

The number is automatically dialed.

Answer a call

When you receive an incoming call, your telephone rings and the LCD indicator

flashes.

To answer a call:

Lift the handset.

Press the Handsfree Key.

2637

Press the flashing Line (DN) Key when using a headset.

Place a call on Hold

Use the Hold feature when you are talking with one party and a second call comes in on a second line. You can answer the second call and retain the original call by putting it on hold.

To place a call on hold:

Press the Hold Key.

Hold

The LCD indicator flashes beside the line on hold.

Note 1: If Automatic Hold feature is configured for your Meridian 1, the active call is automatically put on hold when you answer the second call.

To retrieve a call on hold:

2637

Note 2: On the Meridian SL-100, Automatic Hold is the default feature.

Note 3: The caller hears music while on hold if the Music On Hold feature is configured for your system.

Press the Line (DN) Key beside the flashing LCD indicator.

Answer a call

Transfer a call (M3902)

Use the Transfer feature to direct a call to a third party.

Transfer

To go back to the original call if the transfer is incomplete:

2637

1. Press the Transfer Key. The other party is on hold and you

receive dial tone. The LCD indicator lights steadily.

2. Dial the number of the telephone where the call is to be transferred.

3. When you hear the ring or a person answers, press the Transfer Key to complete the call transfer.

The LED indicator goes from steady on to off.

If the person you called is not available, press the Line (DN) Key to reconnect to the original call.

The LCD indicator goes from flashing to steady on.

Note: On the Meridian SL-100, press the

Transfer Key, dial the number, and press

the Goodbye Key. If you press the Transfer Key a second time, you get a three-way conference.

Transfer a call (M3903 and M3904)

Use the Transfer feature to direct a call to a third party.

To use the Transfer feature:

Answer a call

Trans

Swap Connect

To go back to the original call if the transfer is incomplete:

1. Press the Transfer Key.

The other party is on hold and you receive dial tone. The screen displays Call on hold, dial number.

2. Dial the number of the telephone

where the call is to be transferred.

3. Press the Swap Key to switch between

talking with the original caller and the new caller. Press the Connect Key to complete the transfer.

The two callers are connected and your telephone is ready to make or receive new calls.

Goodbye

2637

1. Press the Goodbye Key.

2. Press the Line (DN) Key with the

flashing icon to return to your original

call

Handle multiple calls

Use Call Waiting

The Call Waiting feature allows you to put your current call on hold while you answer an incoming call. This feature must be enabled by your network administrator.

To answer an incoming call while on another call:

Hold

CallWait

To return to your first telephone call:

Hold

Goodbye

1. Press the Hold Key when you hear the tone.

The Call Waiting status icon appears in the display.

2. Press the Call Wait Key (CWait for M3902) to answer the call.

1. Press the Hold Key, if you want to put the second call on hold.

Press the Goodbye Key to end the second call.

2637

If you do not have a Call Waiting Key:

Goodbye

2637

2. Press the Line (DN) Key associated with the first call.

1. If you do not have a Call Waiting Key and you hear the Call Waiting tone, press the Goodbye Key to end your current call.

2. Press the Line (DN) Key beside the flashing status icon to answer the incoming call.

Handle multiple calls

Forward calls (M3902)

The Call Forward feature allows you to direct your calls to ring at another Line (DN). If the telephone begins to ring, you cannot forward an incoming call in progress.

To forward your calls:

Forward

To view the number that your calls are being forwarded to:

Display

Forward

1. Press the Forward Key, or lift the

handset and enter the Call Forward All Calls Activate FAC (Meridian SL-100).

2. Dial the DN where you want to

forward your calls.

3. Press the Forward Key.

1. Press the Display Key (Meridian 1) or

Inspect Key (Meridian SL-100).

2. Press the Forward Key.

This action displays the forward number and leaves Call Forward active.

To cancel Call Forward:

Forward

To reinstate Call Forward to the same number:

Forward Forward

Press the Forward Key, or lift the handset and enter the Call Forward All Calls Deactivate FAC (Meridian SL-100).

Press the Forward Key twice.

Handle multiple calls

Forward calls (M3903 and M3904)

The Call Forward feature allows you to direct your calls to ring at another line (DN). If the telephone begins to ring, you cannot forward an incoming call in progress.

To forward your calls:

Forward

Done

To view the number that your calls are being forwarded to:

1. Press the Forward Key. The previously stored forward number

appears, if one exists, and the screen displays Enter forward number.

2. If desired, enter a new number. The existing number is automatically deleted. If you make a mistake, use the

Delete Key to delete the previous

digit(s). Press Cancel to leave this screen without forwarding your telephone or changing the number.

3. Press the Done Key to activate Call Forward.

CheckFw

Exit

To cancel Call Forward:

CheckFw

CanclFw

1. Press the Check Forward Key.

2. Press the Exit Key to return to the previous screen.

This action will leave Call Forward active.

1. Press the Check Forward Key.

2. Press the Cancel Forward Key.

Additional call features

Use Call Pickup

Call Pickup allows you to pick up a call from any telephone in the same Pickup

Group or another Pickup Group. This feature must be enabled by, and Pickup Group numbers must be assigned by, your network administrator.

To answer a call in your own Call Pickup Group:

1. Lift the handset.

Pickup

To answer an incoming call in another Call Pickup Group:

GrpPickup

To answer a call at a specific extension number within your Pickup Group:

2. Press the Pickup Key, or enter the

Pickup Ringing Number FFC (Meridian 1) or FAC (Meridian SL-100).

1. Lift the handset.

2. Press the Group Pickup Key.

3. Dial the Pickup Group number of the

telephone that is ringing.

Note: This feature is not available on the Meridian SL-100.

1. Lift the handset.

DNPickup

2. Press the DN Pickup Key, or enter the

Directed Call Pickup FAC (Meridian SL-100).

3. On the Meridian SL-100 dial the DN

of the ringing number.

Note: If the pickup DN is invalid, you receive an overflow burst tone, and the screen displays Release and try again. Press the Goodbye Key.

Additional call features

Set up a Conference call (M3902)

You can set up a Conference call for up to six people (including yourself). Contact your network administrator to determine the maximum number of people your system allows on a conference call.

To set up a conference call:

Conf

If the person you attempt to add to the conference is unavailable:

Goodbye

1. Press the Conference Key while you are on a call.

The other party is on hold and you receive a dial tone.

2. Dial the number of the person you want to add to the conference.

3. Press the Conference Key when the person answers.

Everyone is able to join the conversation.

1. Press the Goodbye Key.

2637

Set up a Conference call (M3903 and M3904)

You can set up a Conference call for up to six people (including yourself). Contact your network administrator to determine the maximum number of people your system allows on a conference call.

To set up a conference call:

Conf

2. Press the Line (DN) Key to return to your original call

1. Press the Conference Key while you are on a call.

The other party is on hold and you receive a dial tone. The screen displays Call on hold, dial number.

Additional call features

2. Dial the number of the person you

want to add to the conference.

Swap Connect

If the person you attempt to add to the conference is unavailable:

Goodbye

2637

Join a call

3. Press the Swap Key to switch between

talking with the original caller and the new caller. Press the Connect Key to complete the conference.

Everyone is able to join the conversation.

1. Press the Goodbye Key.

2. Press the Line (DN) Key with the

flashing icon to return to your original

call

The Call Join feature allows you to connect an incoming call to a call already in progress thereby creating a conference call. In order to use Call Join, your telephone must be configured with either a second line (DN) or a Call Waiting Key.

To connect a call on hold (on a different line) to your current call:

1. Press the Conference Key.

2. Press the Key that has the caller you

want to connect to your current call.

3. Press the Conference Key again

(M3902), or press the Connect Key (M3903 and M3904).

The person on hold joins your conversation.

2498

Conf

M3902

Conf

Connect

M3903/ M3904

Additional call features

Engage Group Listening

The Group Listening feature allows others to listen to a call through the speaker while you are speaking through the handset. Group Listening must be enabled by your network administrator. Please refer to “Activate Group Listening” on page 33 for instructions on activating the Group listening option in the Options List.

To engage Group Listening while on a call:

Press the Handsfree Key. Everyone hears the caller over the speaker, but the caller only hears what is picked up by the handset.

Note: You must let the caller know when others are listening to the conversation. This feature does not provide a tone to inform the party on the other end of the call that the conversation is being monitored.

Use the Voice Messaging control screens (M3903 and M3904)

The Voice Messaging control screens allow you to send commands while connected to your voice messaging system using the Soft Keys instead of the dial pad. Note: This feature is not available on the Meridian SL-100.

To use Voice Messaging controls:

1. Lift the handset.

Message

2. Press the Message Key.

3. Use the dial pad to log in to your voice mailbox.

Play

4. Press the Play Key to play your first new message.

Note: Use the More. . . Key to view additional message options.

Additional call features

Stop

Last

Nex

Delete

5. Press the Stop Key to pause playback

of the message. Press Play to resume playback

Press the Last Key to go to the previous message. Press Play to playback the message or Press Last again to move to previous messages.

Press the Next Key to go to the next message. Press Play to playback the message or Press Next again to move to later messages.

Press the Delete Key to delete the current message.

Skip->

Skip<-

Quit

Press the Skip Forward Key to advance three seconds in the current message.

Press the Skip Backward Key to rewind three seconds in the current message.

6. Press the Quit Key at any time to exit

your voice messaging system. Your telephone is now ready to make or receive new calls.

Options List

The Options List allows you to customize certain characteristics of your phone. Screen prompts take you step-by-step through procedures and keep you informed on the status of the following settings: Language, Change feature key label, Screen contrast, Volume adjustment, Ring type, Call log options, Live dial pad, Preferred name match, Area code set-up, Call timer enable, Date/time format, Key click enable, Headset port on call, Headset port external alerter and recorder interface, Call indicator light, On hook default path, and Display diagnostics.

To change any option’s setting:

1. Press the Options Key.

Options

2. Use the Navigation Keys to move up or down through the options list.

Select

Done

Options

Note: If you press the Quit Key or Options Key before you press the Done Key, you exit the Options List without saving your changes.

Quit

3. Press the Select Key when the desired option is highlighted.

4. Change the option’s settings. Refer to the following pages for details. The display also provides you with information to adjust your selection.

5. Press the Done Key to save your changes.

6. Press the Quit Key or Options Key to exit.

Options List

Select a language

The display is available in multiple languages. After you select Language. . . from the Options List menu,

1. Use the Navigation Keys to highlight

the desired language (e.g., German).

Deutsch

Select

Press the Done Key to save changes. Press the Quit Key or Options Key to exit.

2. Press the Select Key.

Change a Feature Key label (M3902)

You can change the labels on the three feature keys located at the bottom of the display on the M3902.

To change a Feature Key label:

1. Use the down Navigation Key to

highlight Change feature key label.

Change feature key label

Select

2. Press the Select Key.

Select

This action takes you to the Feature

Key menu and highlights Edit a

feature key label.

3. Press the Select Key again.

The prompt asks you to select the key you want to change.

4. Use the Navigation Keys to highlight

the label you want to change, (e.g., AutoDl

AutoDl).

AutoDlAutoDl

Options List

Select

5. Press the Select Key.

6. Press the Dial Pad Key that is printed with the first letter in your new label. Press the key until the correct character appears.

7. Repeat step 6 until you have changed the entire label.

Press the Done Key to save changes. Press the Quit Key or Options Key to exit.

Note 1: For a detailed example of using the dial pad to enter text into your M3900 Series telephone, please see “Add a Personal Directory entry” on page 42.

Note 2: You cannot change the label on your primary DN.

Note 3: Use the Case Key to change the case of the letter, as needed. You can use the

Delete Key to delete one character, or the Clear Key if you want to delete the entire label.

Note 4: Press the Up Navigation Key to access special characters you may want to include in the label. Use the Navigation Keys to locate the character you want to include. Press the

Select Key to choose the highlighted character. Press the Return Key to return to label entry

without selecting a special character.

To restore all key labels:

1. Use the down Navigation Key to highlight Restore all key labels.

Restore all key labels

Select

2. Press the Select Key. The display asks you to verify that you

want to restore all labels.

Restore

3. Press the Restore Key.

Press the Done Key to return to the Options List. Press the Options Key to exit.

+ 188 hidden pages

Nortel Meridian M3903, Meridian M3902, Meridian M3904 Quick Reference Manual

Specifications and Main Features

Frequently Asked Questions

User Manual