Alcatel Premium Reflexes User manual

Alcatel 4400
Premium Reflexes
User Guide

Alcatel User Guide Premium
Alcatel 4400 PABX System
The Alcatel 4400 PABX System provides you with an extensive range of
features that will contribute to better efficiency around the office. This
user guide will help you take full advantage of these features.
These instructions only refer to Premium digital telephones. Should you
be using another digital telephone please see the appropriate digital
user guide.
QUT Information [phone]
YOUR EXTENSION NUMBER ________________
INDIAL TO YOUR EXTENSION ________________
EMERGENCY NUMBER 88888

Alcatel User Guide Premium
Table of Contents
FEATURE CODES ........................................................ 1
Main feature codes......................................................................1
Feature codes used during a call.................................................1
GENERAL DESCRIPTION ............................................ 2
The Programmable Keys .............................................................3
Broker...................................................................................... 3
Store/Red .................................................................................3
ISDN........................................................................................3
EnqOff...................................................................................... 3
Redial.......................................................................................3
The icons.....................................................................................3
The display..................................................................................4
Additional optional equipment ....................................................4
TELEPHONE LAYOUT .................................................. 6
MAKING A CALL ......................................................... 7
Making an External Call...............................................................7
Redial..........................................................................................7
Making an Internal Call ...............................................................7
Calling QUT Information..............................................................7
Dialling a Personal Memory Number ...........................................7
Calling a speed dial .....................................................................8
Leaving an Automatic Call Back...................................................8

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Call By Name...............................................................................8
CALL BACK FEATURES................................................ 9
To Wait on an Extension..............................................................9
Consulting a Waiting Call ............................................................9
Call Back Last Caller..................................................................10
Answering an Automatic Call Back ............................................10
TRANSFERRING AND THREE-PARTY CALLS .............. 10
Making an Enquiry Call..............................................................10
Transferring a Call.....................................................................11
Making a Back and Forth Enquiry Call .......................................11
Making a Conference Call ..........................................................12
RECEIVING A CALL .................................................. 12
Receiving a Call.........................................................................12
Call Parking...............................................................................12
Call Pick Up ...............................................................................13
FORWARDING CALLS ............................................... 13
Forwarding Calls .......................................................................13
To place an immediate forward on your extension: ....................... 13
To place a forward on busy on your extension:............................. 13
To place a forward on no reply on your extension:........................ 14
To place a forward on busy or no reply on your extension:............. 14
Cancelling Call Forwarding........................................................14

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“Follow Me” Forwarding............................................................14
Cancelling “Follow Me” Forwarding...........................................14
Changing your Associated Number............................................15
Cancel forwarding to your associated number ..........................15
BASIC FUNCTIONS................................................... 15
Withdrawing from a Hunting Group ..........................................15
Meet-Me Conference..................................................................16
Calling STD using a PIN.............................................................16
ADVANCED PROGRAMMING FEATURES .................... 17
Call Forwarding to an External Number.....................................17
Sending DTMF Tones .................................................................17
CUSTOMISING YOUR EXTENSION ............................ 17
Using the Guide Key ..................................................................17
Changing your Personal Code....................................................18
Programming a Feature Key......................................................18
Programming your Personal Memory ........................................19
Consulting the Identity of the Extension...................................20
Programming the Melody ..........................................................20
MULTILINE FUNCTIONS........................................... 21
Manager / Secretary Screening.................................................21

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Using Multi-Lines.......................................................................21
Manager Extension....................................................................22
Secretary Extension ..................................................................24
Overflow Secretary Extension ...................................................25
ISDN Key...................................................................................26
GLOSSARY ............................................................... 27

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Feature codes
Main feature codes
Function Default Code
Voice mail access **
Outside line 0
QUT Information 9 9
Cancel an automatic call back #99
Call back last internal caller *81
Call park/retrieve *7 + EXTN
Direct call pick up #4 + EXTN
Group call pick up *4
Immediate forward *52
Forward on busy *55
Forward on no reply *57
Forward on busy/no reply *54
Cancel forwarding *53
“Follow me” forward *06
Cancel “follow me” forward *07
Withdraw from hunting group *58
Re-enter hunting group *59
Forwarding externally *52
Substitution #05
Change personal code #3
System memory number #6XXX
Answer waiting call #80
Meet me conference #7
Sending DTMF tones ##
Changing associate extension *08
Programming the contrast *97
Feature codes used during a call
Function Default Code
Automatic call back 5
Wait on busy extension 6
Conference 3

Alcatel User Guide Premium - 2 -
General description
Your Alcatel Premium extension is made up of 5 distinct zones:
The fixed keys - By using one of these keys you may access the most
commonly used functions.
i To access programming mode or to
display information on your extension.
Personal
Directory To access your personal directory.
Mute
To deactivate the microphone while you
are on a call.
Loudspeaker. To activate the loudspeaker.
Handsfree To operate hands-free operation of
your telephone.
Increase To increase the volume of the
loudspeaker.
Decrease To reduce the volume of the
loudspeaker.
Release To terminate a call or programming of
your telephone.
Mail To access all mail features.
OK

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The Programmable Keys
Your extension has either 7 or 9 keys which are programmable either
by you or by your installer. These programmable keys make it possible
to:
•call an internal or external number by pushing a single button;
•access a function.
To program the keys on your extension to suit your individual needs
consult the section “customising your extension”.
There are also either 3 or 5 pre-programmed keys. These are:
Broker Allows you to switch between two callers on a
single line.
Store/Red To temporarily store a number.
ISDN
To call an ISDN correspondent.
EnqOff Cancel enquiry call (single line terminal).
Redial Automatically redial the last number dialled.
The icons
There is a visual guide called an icon associated with each of the
programmable and function keys. These icons carry information on:
a call:
•Call in progress
(flashing)
•Conversation in
progress
•Call on hold Or

Alcatel User Guide Premium - 4 -
features:
•Feature inactive
•Feature activated
•Feature needing your
attention
legend:
Segment
unlit Segment flashing
Segment lit
The display
Your Alcatel Premium extension has a display, which acts as your guide.
The information on the display may continue on two or more pages.
The presence of a second page is indicated by the symbol “>“ at the
right hand side of the display. To scroll from one page to another,
use the and keys.
When free, the display informs you of either the current date and time,
or the status of your extension (i.e. if you have activated a forward).
During conversation, the display provides information on the status of
your extension or your caller.
Additional optional equipment
Voice guides - help you select and carry out functions. Any feature
request is followed by the confirmation voice prompt. “Your request has
been recorded. You may now hang up”. If the feature is unavailable to
your extension you will hear, “The number dialled is not authorised.
Please make enquiries”.

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9 Key on the dialling
keypad
Fixed function
key
“Beeps” during a conversation
Single - operator intruding on a busy extension.
Repetitive - another caller attempting to reach you.
Keys used

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Telephone layout
2
4
3
1
1. The fixed keys;
2. The icons;
3. The programmable keys;
4. The display;
1 2
3
4 5 6
7 8 9
0
* #
Menu


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Making a call
Making an External Call
0
+ External Number
Alternatively, instead of 0, you can press a line key for an outside line (if
your extension is multiline).
Redial
To automatically redial the last number dialled:
Redial
Making an Internal Call
Extension Number
Calling QUT Information
9 9
Dialling a Personal Memory Number
Programmed key
Or
Then press the numeric key (0-9, # or *) on which the number has
been programmed.

Alcatel User Guide Premium - 8 -
Calling a speed dial
Speed dials are programmed by your system manager. They are stored
in a central memory and are used for abbreviated dialling.
Your system manager will provide you with a list of the numbers
available to you.
#
6 + the speed dial
Note: When using the system memory to call an external number, you do
not need to dial 0 for an outside line.
Leaving an Automatic Call Back
If the extension you are calling is busy, or not answering, you may leave
a request to be called back as soon as the extension is free:
5
The Mail key icon and LED will be activated on the extension called.
As soon as the extension you are calling is free you will be called back.
To cancel a call back:
#
9 9
+ the destination extension
number.
Call By Name
This feature allows you to search for the number of an internal user by
typing in at least 2 characters of their name on the alphabetic keypad.
Type the first few letters of the name on the keypad.
to correct errors.
torunthesearch.

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The display proposes the first name found and indicates the number of
matching records: Smith John 01/05.
SPCE or Ctrl to display the number for
thenameshown.
and toscrollthroughthenamesfound.
When the required name is displayed, press to call the
number.
This process can be interrupted by pressing
If the search is unsuccessful, the display will suggest that the criteria be
modified using key
Call back features
To Wait on an Extension
If the extension you are calling is busy, you may wait on that extension
until it is free. On receiving the engaged tone:
6
The extension called will be informed by an audible beep that you are
waiting.
Consulting a Waiting Call
While you are in conversation another caller may try to reach you. You
will hear a beep. If this caller has permission to “wait on” your
extension, their identity will appear on your screen for three seconds.
To take the waiting call:
#
8 0

Alcatel User Guide Premium - 10 -
If you wish to return to your initial caller:
#
8 0
Call Back Last Caller
Even if the last extension user to call you did not leave a callback
message, it is possible to ring them back.
*
8 1
This is very handy should your phone stop ringing just before you reach
it.
Answering an Automatic Call Back
Internal callers are able to leave an automatic call back or text message
on your phone. When you message light is flashing, the following will
tell you who has rung your extension.

Your screen will say that you have one call back message
OK and that will then display the extension number that placed
the call back message or sent a text message
Transferring and three-party calls
Making an Enquiry Call
While you are on a call you may call a second person to make an
enquiry.
number of 2nd person (this may be an external number)
To return to the first caller:

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EnqOff Or 1
Transferring a Call
To transfer a call to another extension:
destination extension number
When the extension answers, introduce the caller then simply hang up,
either by replacing the handpiece or pressing the release key.
Note: Depending on system configuration you may be able to transfer
calls to an external number or mobile phone.
Making a Back and Forth Enquiry Call
During an enquiry call you may talk alternately with each party.
To alternate between parties:
Broker Or 2
You may also set up a back and forth call by pressing the appropriate
line key for each call (if multiline).
Aicon illuminates
(caller A in conversation, B on hold)
Bicon illuminates
(caller B in conversation, A on hold)
Once the enquiry call has been cancelled, you are back in conversation
with the first caller.

Alcatel User Guide Premium - 12 -
Making a Conference Call
This feature allows three people to be in conversation simultaneously.
When on a call, make an enquiry call to a second party. To create the
conference between three people:
3
To cancel the conference and return to the first caller:
3
Receiving a call
Receiving a Call
Either lift the handset or take the call in ‘hands free’ mode:
Handsfree
Call Parking
Call parking allows you to disconnect from an external call and be
reconnected later, either at your own extension or at another extension.
*
7 + extension where you want to
retrieve the call
To retrieve a parked call:
*
7 + extension where call is parked
If the call is not retrieved within a set time (normally two minutes) it will
revert to the switchboard.
Note: If you are parking the call on the extension you are using there
is no need to dial an extension number.