Alcatel-Lucent 4645 VMS User manual

Alcatel-Lucent Enterprise
OmniPCX Enterprise Purple
Communication Server
Alcatel-Lucent 4645 VMS - User Manual
April 2022
3EU19583ENBA Ed. 2

Legal notices
http://www.al-enterprise.com The Alcatel-Lucent name and logo are trademarks of Nokia used under
license by ALE. To view other trademarks used by affiliated companies of ALE Holding, visit: www.al-
enterprise.com/en/legal/trademarks-copyright. All other trademarks are the property of their respective
owners. The information presented is subject to change without notice. Neither ALE Holding nor any of
its affiliates assumes any responsibility for inaccuracies contained herein. © Copyright 2022 ALE
International, ALE USA Inc. All rights reserved in all countries.
Disclaimer
While efforts were made to verify the completeness and accuracy of the information contained in this
documentation, this document is provided “as is”. To get more accurate content concerning Cross
Compatibilities, Product Limits, Software Policy and Feature Lists, please refer to the accurate
documents published on the business partner web site: https://myportal.al-enterprise.com.
In the interest of continued product development, ALE International reserves the right to make
improvements to this documentation and the products it describes at any time, without notice or
obligation.
The CE mark indicates that this product conforms to the following Council Directives:
• 2014/53/EU for radio equipment
• 2014/35/EU and 2014/30/EU for non radio equipment (including wired Telecom Terminal
Equipment)
• 2014/34/EU for ATEX equipment
• 2011/65/EU (RoHS)
• 2012/19/EU (WEEE)

Chapter 1
Overview
1.1 General...................................................................................................................................................7
1.2 Guide contents...............................................................................................................................7
Chapter 2
Icons
2.1 Main icons...........................................................................................................................................8
2.2 Warning icon.................................................................................................................................... 8
Chapter 3
Connecting to the voice mailbox
3.1 Forwarding calls to your voice mailbox................................................................9
3.1.1 Programming forward to your mail box...................................................................................... 9
3.1.2 Programming forward to voice mail via overflow to the associated set feature..... 9
3.1.3 Canceling forwarding or overflow..................................................................................................9
3.2 Direct connection to a voice mailbox...................................................................... 9
Chapter 4
Recommendations
4.1 Passwords........................................................................................................................................ 11
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4.2 Other choices offered............................................................................................................11
4.3 Canceling an action or exiting...................................................................................... 11
4.4 Confirming an action..............................................................................................................11
4.5 Moving to the next message...........................................................................................12
4.6 Saving messages.......................................................................................................................12
Chapter 5
Accessing your voice mailbox
5.1 Sets with a key dedicated to the voice mailbox.......................................... 13
5.2 Set without a key dedicated to the voice mailbox.....................................13
5.3 Bypassing entry of the personal secret code................................................13
5.4 Representation of voice mailbox access........................................................... 13
5.5 Special features related to the initial access of a voice mailbox
......................................................................................................................................................................14
Chapter 6
Reviewing messages
6.1 Overview.............................................................................................................................................16
6.2 Reviewing voice messages............................................................................................. 16
6.2.1 Reviewing new messages.............................................................................................................. 16
6.2.2 Reviewing all messages.................................................................................................................. 17
6.2.3 Listen again (replay) features....................................................................................................... 17
6.2.4 Options available after a message has played.................................................................... 18
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Chapter 7
Sending messages
7.1 Sending............................................................................................................................................... 19
7.1.1 Sending a message by dialing a directory number............................................................ 19
7.1.2 Sending a message by entering a name.................................................................................20
7.2 Acknowledgement control of transmitted messages............................ 22
Chapter 8
Personal options
8.1 Access to personal options procedure............................................................... 24
8.2 Modifying the secret code................................................................................................ 24
8.3 Personal greeting messages..........................................................................................25
8.3.1 Default greeting messages............................................................................................................ 25
8.3.2 Personal greeting messages.........................................................................................................25
8.4 Notification service..................................................................................................................27
8.4.1 Programming the directory number to which notification is to be sent..................... 28
8.4.2 Managing notification period (call schedule)......................................................................... 29
8.4.3 Activating the notification service................................................................................................31
8.5 Notification during an absence....................................................................................32
8.5.1 Notification only....................................................................................................................................32
8.5.2 Notification and automatic access to your voice mailbox................................................33
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Chapter 9
Personal notes (reminder)
9.1 Directory.............................................................................................................................................34
9.2 Additional voice mailbox numbers.......................................................................... 34
9.3 Operating diagram....................................................................................................................34
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Chapter
1Overview
1.1 General
The Alcatel-Lucent 4645 voice mail allows callers to leave a voice mail message in your assigned
mailbox if your set is busy or if you are away.
The presence of a new message in your mailbox is indicated on your set by a flashing key or LED.
1.2 Guide contents
This guide is designed to help you become familiar with the Alcatel 4645 voice mail server by
describing its use on a set. It has the following four features:
• Accessing the mailbox, see Accessing your voice mailbox on page 13,
• Reviewing messages, see Reviewing messages on page 16,
• Sending messages, see Sending messages on page 19,
• Personalizing options, see Personal options on page 24.
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Chapter
2Icons
2.1 Main icons
The icons representing the operations performed on the set appear in the center column of the table.
The soft keys to be used, if any exist, appear in the left column of the table.
Note:
An example of a soft key New message appears in the table below.
A description and any available options appear in the right column of the table.
New message waiting
Open the voice mailbox
Enter the secret code
Listen
New message Press a key or dial a number
Record
2.2 Warning icon
This icon is designed to focus your attention on an important subject.
Note:
While listening to the voicemail prompts, you may hear the word "password". This term refers to the secret code
required to activate certain features.
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Chapter
3Connecting to the voice mailbox
There are two ways a caller can access your voice maibox:
• When calling you, the call is forwarded to voice mail: for a description of how you can activate such
a forward, see: Forwarding calls to your voice mailbox on page 9
• By direct connection to your voice mailbox: see Direct connection to a voice mailbox on page 9
3.1 Forwarding calls to your voice mailbox
There are two ways to connect: via forwarding or via overflow to an associated set.
3.1.1 Programming forward to your mail box
Select one of the following forward prefixes:
• Immediate forwarding
• Forwarding on busy
• Forwarding on no reply
• Forwarding on busy or no reply
Dial the selected forwarding prefix followed by the mailbox access code.
If you activate forwarding to another set when you are already forwarding to you
voice mailbox, forwarding to your voice malbox is deactivated.
An exception to this is when the overflow to an associated set feature is activated.
3.1.2 Programming forward to voice mail via overflow to the associated set feature
It is recommended that you use the overflow to an associated set feature because it creates a link to
the voice mailbox. It guarantees that the calls you have not answered will reach voice mail.
Dial the code for the overflow to the associated set feature, followed by the access code to the voice
mailbox.
3.1.3 Canceling forwarding or overflow
Cancel code
3.2 Direct connection to a voice mailbox
Without placing a call to your set, a caller can access your mailbox to deposit a message. To do this,
the caller must proceed as follows
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Mailbox access code
*Press the "star" (asterisk) key
8To access the deposit (leave message) feature
Dial the destination voice mailbox to leave a message
Chapter 3Connecting to the voice mailbox
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Chapter
4Recommendations
When your voice mailbox has been created, there are a few general indications that will help you
optimize your use of the voice mail.
4.1 Passwords
Your mailbox is protected by a personal password (4 to 8 characters). To protect your messages
against unauthorized access and to protect the telephony system against misuse from people outside
your company, the OmniPCX Enterprise uses and is protected by several security methods.
For your security, follow the Alcatel-Lucent Enterprise recommendations:
• Use the longest available PIN codes (8 characters instead of 4 characters)
Do NOT use:
• Passwords that are the same as the mailbox number or the telephone number
• Passwords that are the same as the mailbox number in reverse order
• Passwords composed of a logical series of figures, for example, 87654321, 97531 or 2468
• Passwords based on repetition of the same figure, for example: 00000, 1111, 7777777
• A new password that is identical to the old password
Create passwords that are not easy to recognize and modify them if you have any doubts about their
security.
Depending on the security level of your enterprise, the option: Bypassing entry of the personal secret
code on page 13 may not be recommended.
4.2 Other choices offered
The announcements offering a choice do not include more than five proposals. To obtain the other
proposals, which are less often used, dial the 0.
4.3 Canceling an action or exiting
Press * to cancel what you have typed previously or to exit a menu. In most cases, when you exit a
menu, you return to the previous menu. When you repeatedly press this key, you return to the main
menu where you can restart the entire process. You can exit the voice mail system by pressing *
while in the main menu.
4.4 Confirming an action
Press # to confirm an action. For example, press # when you have finished recording your
personal greeting message or when you dial the number of a destination voice mailbox.
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4.5 Moving to the next message
When listening to a message, press # to skip to the next message without waiting for the end of the
current message.
4.6 Saving messages
You cannot recover a deleted message.
The archived messages are stored for a limited time (1 to 365 days) specified by your system manager.
No message is displayed to inform you of this deletion.
Chapter 4Recommendations
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Chapter
5Accessing your voice mailbox
5.1 Sets with a key dedicated to the voice mailbox
Voice mail soft key
Informs you of mailbox number or name
Secret code (provided by your administrator for initial access to your voice mailbox
or your personal code)
5.2 Set without a key dedicated to the voice mailbox
Enter mailbox access code
Informs you of mailbox number or name
Secret code (provided by your administrator for initial access to your voice mailbox
or your personal code for future access)
5.3 Bypassing entry of the personal secret code
Only the administrator can grant you this right. After this right has been granted to you, you will no
longer need to enter your secret personal code, as long as your mailbox access call is performed from
your own set.
5.4 Representation of voice mailbox access
All basic mailbox access operations are represented in this guide by
the following symbol:
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5.5 Special features related to the initial access of a voice mailbox
Open the voice mailbox by entering the secret code provided by
the administrator.
Prompts you to change the secret access code
Enter a number (3 to 8 digits). This is your secret access code
Accept #End of code entry
Plays back the secret code entered
Change 1
To change the code previously entered
Confirm #Confirm the secret code entered
Prompts you to record your name
Recording
End #End recording
Replay 1
To listen again
Restart rcrd 5
To record again
Confirm #Confirm the recording
Chapter 5Accessing your voice mailbox
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Message played to verify acceptance of the recording.
To return to the voice mailbox menu
Chapter 5Accessing your voice mailbox
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Chapter
6Reviewing messages
6.1 Overview
This option allows you to:
• Listen to new or saved messages.
• Send a copy of a message to another individual.
6.2 Reviewing voice messages
The voice mailbox informs you via an indicator that one or more new messages have arrived. This
indicator may be a lit light or a special tone that is transmitted. You can review new messages only, or
you can selectively review any of the messages.
6.2.1 Reviewing new messages
6.2.1.1 Standard manual review
New message(s) waiting
Open the voice mailbox
Informs you of the number of messages in your mailbox and
presents the main menu
New message 1 1 Review new messages
Urgent messages are played first and, while you are listening to
a message, the listen again (replay) features are accessible.
Note:
Press
0
to listen to these options
End of message: View the available options at the end of the
message
6.2.1.2 Automatic review
This type of review of new messages replaces the standard manual review (described above).
However, it is only available if the administrator has granted you the rights to use it.
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New message(s) waiting
Open the voice mailbox
Informs you of the number of messages in your mailbox and
presents the main menu
Urgent messages are played first and, while you are listening to
a message, the listen again (replay) features are accessible.
Note:
Press
0
to play options
End of message: View the available options at the end of the
message
6.2.2 Reviewing all messages
New message(s) waiting
Open the voice mailbox
Informs you of the number of messages in your mailbox and
presents the main menu
Review 1Review all messages
The messages are played in the following order: new urgent, not
urgent and saved messages. While you are listening to a mes-
sage, the listen again (replay) features are accessible.
Note:
Press
0
to play options
End of message: View the available options at the end of the
message
6.2.3 Listen again (replay) features
After pressing 0 while listening, the following options are available:
Chapter 6Reviewing messages
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Rewind 1 1 Replay the message from the start
Backward 1Fast back (rewind) 10 seconds
Pause 2Pause
Forward 3Fast forward (skip) 10 seconds
End message 3 3 End of message:
5Play message envelope data, then continue to play the message
0Allows you to replay the various options presented in this table
Exit *Return to the main menu
#Skip to the next message
6.2.4 Options available after a message has played
The following options are available at the end of a message:
Erase 7Erase the message
Reply 8Answer the message
Call sender 88Call the sender of the message
Save 9Save the message
0Play the following options:
Replay 4 Listen again (Replay)
5 Envelope
Forward msg 6 Send a copy
Chapter 6Reviewing messages
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Chapter
7Sending messages
7.1 Sending
You can send a message to the mailbox of one or more other users from your mailbox.
Replay features that are available when you record the message are : 1 allows you to stop recording
and play the recorded message. * allows you to record the message again.
Enter a voice mailbox number or a distribution list or type # to spell the name.
Press # to send or 0 for “Send” options.
7.1.1 Sending a message by dialing a directory number
Open the voice mailbox
Informs you of the number of messages in your mailbox and
presents the main menu
Send 2Selects the “Send” menu
Prompts you to record a message
Record
While recording, the following actions are available:
End *
Cancel the recording in progress and restart
Pause 2
Pause during recording
Resume rcrd 5
To resume
End #End recording
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Prompts you to enter the number and name of the called party
Before entering the destination number or selecting “Call (Dial)
by name” (see Sending a message by entering a name on page
20) you can type:
Replay 1
To play again
Restart rcrd *
To record again
Enter the number of the called party
Informs you of mailbox number or name
End *
To modify the destination
Urgent 2
To define the message as urgent
Send #Confirm the destination
Confirms the transmission and requests the next destination
Dial the number of the called party or call (dial) by
name
End *If ther is/are no additional destination(s)
7.1.2 Sending a message by entering a name
After pressing # to access call (dial) by name, use the keypad to spell the name. For example, to
spell BEA, you press key 2 (for B), key 3 (for E) and key 2 (for A).
You must continue to spell the name until the internal algorithm automatically suggests the name or
allows selection from a list with a maximum of four names.
Entering the name
Chapter 7Sending messages
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