Alcatel X51 R2 Assembly instructions

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Alcatel 4610 IV
Release 3.0
User's reference manual

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WHEN YOU NEED HELP
If you contact our Technical Support Line, please have
the following information: The Name and Version number
of the product about the which you are calling: i.e. Alcatel
4610 IV, Release 3.0.18

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Table of Contents
1 Introduction 7
1.1 How to Use the Manual 7
1.2 The Presentation Principle 8
1.3 The System dministrator 9
2 Helpful Terms 13
Feature List 16
3 dministration 17
3.1 General Hints 17
Specific Key Functions 17
Entering the Administration Menu 18
3.2 Overview of dministrative Functions 19
Change of Administrator Pass ord 21
Set Time and Date 22
Define Opening Hours 24
Select Language 26
S itch Opening/Closing Hours 28
Overvie of System Administration Parameters 29
3.3 utomated ttendant 30
What is an 'Automated Attendant'? 30
Modify Opening Hours Menu 32
Record Main Menu 37
Record Company Greeting 39
Modify Submenu 41
Record Submenu 44
Change Default Function 46
Short Cut 48
Common Mailbox 50
Operator's Number 51
'Press Star' Question 53
Change Transfer Type 54

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Function for 'Non Existing Mailbox' 56
Record 'Good Bye Announcement' 58
'Select Language' Question 59
FAX S itch 60
Modify Closing Hours Menu 61
Copy Opening Hours Menu 62
3.4 Infobox/ udiotex 63
Modify Infobox 64
Record Infobox 65
Modify Function 66
Delete Infobox 68
3.5 Mailbox dministration 69
Install Mailbox 71
Modify Mailbox 72
Reset the Pass ord 73
Change Notification Type 74
Delete Mailbox 75
Enable/Disable Ans er Only Mode 76
S itch Standard/Guest Mode 78
Record Notification Announcement 79
Distribution List 80
Create Distribution List 81
Listen/Modify Distribution List 82
Broadcast 83
Overvie of Mailbox Parameters 84
3.6 Statistics 85
Mailbox-Statistics 87
Infobox-Statistics 88
Clear Statistics Counters 89
Automated Attendant-Statistics 90
System Utilisation-Statistics 91
Largest Mailboxes-Statistics 94
3.7 Read SW-Version 95

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4 Voice Mail Functions 96
4.1 General Hints 98
Play Back Control 99
Recording Control 100
4.2 Overview of Functions: Standard Mode 101
Open the Mailbox 102
Open the Mailbox the First Time 104
Listen to Ne Messages 107
Listen to Archived Messages 108
Send a Copy of a Message 109
Reply to a Message 110
Send a Message 111
Dial by Name 112
Distribution List 113
Create Distribution List 114
Listen/Modify Distribution List 115
Check the Receipt of a Message 116
Record the Personal Greeting 117
3 Greetings ON/OFF 118
Record 3 Personal Greetings 119
Modify 3 Personal Greetings 121
Select Personal Greetings 122
Record the Name 123
Notification Number 124
Notification Schedule 126
Notification ON/OFF 128
Notification Call/Remote Consultation of the Mailbox 129
Change of your Personal Pass ord 130
Select your Language 131
Enable/Disable Ans er Only Mode 132
Information Service 133
4.3 Overview of Functions: Guest Mode 134
Open the Guest Mailbox the First Time 136
Guest Mailbox: Listen to Messages 137
Guest Mailbox: Remote Consultation 138
5 Overview of utomated
ttendant Parameters 139
6 Index 140

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1 Introduction
By covering voice processing requirements, the Alcatel 4610 IV helps the
customers of small and medium enterprises to get out more of their
business - especially ith regard to the areas "Greeting", and "MobilĆ
ity". These specific solutions are called applications. The follo ing geĆ
neric applications are available:
•Voice mail / Voice Messaging
•Automated Attendant
•Infobox / Audiotex
The Alcatel 4610 IV provides in Alcatel Office PBXs for hotel applications
an integrated voice messaging solution for guests and staff of hotels and
related markets.
The intended audience of this manual are people in charge of the adĆ
ministration of the Alcatel 4610 IV.
This manual describes the procedures and commands to customize your
specific configuration to the needs of your organization and to keep the
'voice image' of your company al ays up to date.
As more technical details might be interesting for the administrator than
for the mailbox user, this manual contains additional information in
relation to voice mail and voice messaging as ell as 'technical details'
about functions (see clause 1.2 "The presentation principle").
1.1 How to Use the Manual
It is presumed that the Alcatel 4610 IV is installed and the basic configuĆ
ration is done by authorized maintenance staff.
All chapters hich refer to the handling and configuration of the Alcatel
4610 IV are structured according to the tasks to be done either by the
user or the system administrator such as creation or modification of a
mailbox, the Automated Attendant or an Infobox.
By using the table of contents you can quickly locate any feature or conĆ
figuration parameter you ant. For more complex parameters you can
find a practical example.

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1. The Presentation Principle
The follo ing presentation principle is used in this guide.
Name of the option
Explanation of the option
Description
of the maĆ
nipulation
Useful
hints
!
Press or dial
Listen
Pass ord
Record
Message
aiting
Open the
Hang up
Call
This icon ill dra your attention to arnings.
Technical details
Enter
administration
menu
Icons in the description box on the leftĆhand side are representing
the required manipulations or system actions.
Description box
Keys to be pressed are represented by e.g. <1>.
Names of menus to be selected are represented by
e.g. 'Ne messages'.
mailbox

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1.3 The System Administrator
To be system administrator is a very responsible task. A high percentage
of good acceptance of the system by the customer as ell as by your
o n organization lies in your hands. Here are some hints to give you a
good start:
Voice Mail and Voice Messaging:
•When the system as set into operation the first time:
Standard Mailbox
- Make sure that all users have their user guide available.
- Organize a common user training. Users feel more comfortĆ
able in using their mailboxes during their daily business, hen
they understand the principles.
Point out the benefits ho voice messaging can ease commuĆ
nication.
-Demonstrate the functionality and ho to access the mailbox
from intern your company and from outside.
-Explain ho they can form their greeting. Give them examples,
some are listed in the box belo .
Examples:
'Hello! This is the mailbox of .... (name). I am out of my
office until ........ o'clock, inspecting our construction sites.
Please leave me a personal message. I'll return your call
ithin 4 hours. If you need assistance, press 0 no .'
'Hello, you have reached the personal mailbox of .... (name).
Today you can reach me again in the office at ... o'clock. In
urgent cases you can reach me at .... (telephone number). Also
my colleague .... (name) at extension ......... (extension number)
ill be happy to help you. If you prefer to leave me a
message, please do so no '.

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- Explain ho the diversion to the mailbox can be activated/
deactivated. Ask users not to 'hide' behind their mailbox, hen
they are in their office the diversion has to be deactivated and
calls ans ered personally.
- Tell them to consult their mailbox, immediately hen the 'mesĆ
sage aiting' indication becomes s itched on and to ans er
the messages. People ill appreciate their fast response.
If you are out of the office: Use notification respectively check
for voice message t ice a day.
- Remember users to delete unused and archived messages after
a hile.
- Offer general information using the broadcast option.
- Give support in creating distribution lists.
- Let your customers kno about your voice mail system.
- Explain ho a secretary can transfer a call in someone else's
mailbox.
- When a 'common' mailbox is assigned make sure that a reĆ
sponsible person consults this mailbox frequently.
- Disable call diversion to a mailbox for services that must be
reached (operator, medical care, security services,
fire brigade ... ).
Guest Mailbox
- Explain ho to enter the personal pass ord and that it is only
necessary for external consultation of the guest mailbox.
-If the guest mailbox is used in a hotel environment make sure
that the receptionist informs the guest that he has a personal
voice mailbox allocated to his room telephone.
Technical details:
Plug and Phone functionality, available in Alcatel Office release 320A,
creates automatically standard mailbox for each installed subscriber
set. Therefore, the mailbox o ner has just to enter a pass ord and to
record his name to setup his mailbox . See clause 3.5 (page 69) and
page 104.

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- If the Alcatel 4610 IV is integrated in an Alcatel Office PBX reĆ
lease 320A for hotel applications the mailbox pass ord and
the language of the voice guidance is allocated during checkĆ
in procedure. If the language is not persistent the 'Primary LanĆ
guage' is taken as default.
The mailbox number is identical to his room telephoneĆnumĆ
ber. A pass ord is necessary for direct out ard dialling as ell
as for consultation of his mailbox from outside his room.
If the guest is checkedĆout his mailbox is deleted immediately
except messages are still in his mailbox. In this case the mailĆ
box stays available for consultation at least one hour after
checkĆout.
•When you install a mailbox for a ne user
- Make sure that the user manual is available.
- Make a short user training covering the same points as in secĆ
tion 'When the system as set into operation the first time'.
•Monitoring the application
- Check statistics regularly to control the acceptance by the cusĆ
tomers and propose improvements to your management.
- Check statistics regularly to detect problems (e.g. users ho do
not listen to messages or ho do not delete old messages).
Automated Attendant and Infoboxes/Audiotex:
•Designing the application
- Make sure people can al ays reach a person (operator) and
never ill get the impression of being trapped in the system.
- Consider callers ith rotary phones, not being able to send
DTMF-digits. After a short time-out ithin the main menu the
Alcatel 4610 IV should transfer the call to the operator or a
free agent. A voice prompt informs the caller of the transfer in
progress.
- Keep the structure of your Automated Attendant as simple as
possible. A menu should not exceed more than 4 options.

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- Record the menus of your application ith a friendly and elĆ
coming voice. In order to ensure best results of voice quality
never use hands-free during recording of voice prompts.
People ill remind the menu option better, hen it starts ith
the service first and the appropriated key at the end of the opĆ
tion.
Example: '...for the order department, press <2>.'
- Promote also internal information services like: training departĆ
ment, medical service, pension fund, etc.

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Helpful Terms
Broadcast You can use the number 000 to send ('broadcast') a
message to all subscribers of the application. All
installed and initialized mailboxes are included
automatically.
Consultation You can open your mailbox to listen to ne and/or
archived messages.
Control functions
Play back control:
You can replay, re ind 10 seconds, for ard 10 seĆ
conds, pause, go to the beginning or to the end of
the recording henever listening to a recording
(voice mail or infobox).
Recording control:
You can cancel the recording and re-record, pause
and finish recording, henever you are recording a
text (voice mailbox, infobox, greetings, name or
menu prompts).
Dial by name You can send a message to another mailbox by
dialling the name instead of dialling the mailbox
number, using the letters on the key pad of your teleĆ
phone set. Dial by name is also applicable in Auto-
mated Attendant (AA). Press <#>, follo ed by
the digits corresponding to the letters
of the name.
Distribution list You can use a distribution list to send a message to
a group of persons using one destination number
only.
DeleteYou can delete a message hen you are listening to
it.
GreetingsYou can record three different greetings. You can
select the greeting hich applies best.
InfoboxAn infobox contains any kind of voice info (audiotex
functionality). No messages can be left.

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Language An external caller and the mailbox o ner can select
their preferred operation language of the voice meĆ
nus, depending on the installation.
Mailbox
Standard Mailbox
A mailbox is dedicated to an o ner. It bears the
o ner's recorded name and elcomes the caller
ith a personal recorded greeting. Messages can be
left in the mailbox. Only the o ner can consult the
mailbox and act on his messages.
nswer Only Mailbox
If the 'Ans er only mode' of a mailbox is enabled
the caller can listen to the greeting but can't leave a
message.
Common Mailbox
If for a standard mailbox - hich is defined for the
functions 'Short Cut', 'Default Function for the AutoĆ
mated Attendant' or 'Function for Non Existing MailĆ
box' - no personal greeting is recorded the ComĆ
mon Mailbox Announcement' is played.
Guest Mailbox
This mode of mailbox can be used in a:
Hotel environment (Alcatel Office PBX release 320A)
During checkĆin of the guest a mailbox is automatiĆ
cally installed. A pass ord and the preferred languĆ
age is assigned. The mailbox is deleted at checkĆout
procedure.
The guest may record his name. The pass ord must
be entered if he consults his mailbox from outside
the hotel room.

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Office environment
The mailbox is installed using the administration
menu. During first consultation the name must be
recorded and a pass ord entered. Name and passĆ
ord can't be changed by the o ner. The pass ord
must only be used for remote consultation.
Message receipt You can check hether the message, you have sent
to a subscriber, has been listened to.
Message replySubscribers can send the response to a voice
message directly into the sender's mailbox.
Name Each subscriber records his name hen he is
initializing his mailbox.
Notification The Alcatel 4610 IV informs you hen messages
have arrived
in your mailbox by calling you on any phone speciĆ
fied by you.
Password
Personal Pass ord
The personal pass ord ensures privacy by protectĆ
ing the mailbox against misuse by another person.
Administration Pass ord
The administration pass ord protects the used
Alcatel 4610 IV configuration against misuse by
another person.
Send Copy You can send a copy of a message to another mailĆ
box, to a distribution list or broadcast it. The system
asks you to record an introduction to the message
before the copy is sent.
Subscriber The person ho o ns a standard mailbox.
Telephone system The Alcatel 4610 IV is part of the Alcatel Office
telephone system.
Timestamp You can request information on time and date hen
the message arrived in your mailbox.
Voice Mail The part of the Alcatel 4610 IV hich processes
voice messages

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Feature List
Archive messages
Automated Attendant
Broadcast
Change of pass ord
Check receipt of message
Dial by name
Distribution lists
FAX-S itch
Infoboxes/Audiotex
Information service (Internal)
Listen to ne messages
Listen to archived messages
Notification
Mailbox (StandardĆ, GuestĆ and Ans er Only Mode)
Multi-lingual: Mailbox, Automated Attendant, Infoboxes/Audiotex, InĆ
formation service (Internal)
(not generally available)
Personal greeting
Play back control, recording control
Read SW-Version
Record the name
Remote consultation of the mailbox
Reply to a message
Select personal greeting 1, 2 or 3
Send a message
Send a copy of a message
Statistics
Submenus for Automated Attendant
Timestamp
S itch to 'Ans er Only Mode'

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3 Administration
3.1 General Hints
These functions help to administrate easily the Alcatel 4610 IV by voice
guided communication.
The communication bet een the administrator and the administration
menu is based on inputs via the keys of a multi frequency telephone key
pad and voice announcements of the administration menu.
Every input is confirmed ith a voice announcement. Correct inputs ill
let you continue. When a input can't be accepted of some reasons, the
administration menu ill ask for a ne input.
Specific Key Functions
The follo ing keys have specific functions:
Press # to perform one of the follo ing actions:
- confirm your previous input,
- skip an announcement
(example: bypass listening to an announcement),
- step for ard in a list.
Press * at any time you
- either ant to cancel a previous input or
- exit from a menu or list.
Press 3 to delete an individually recorded announcement.
If deleted the default announcement is played
('no recording' in case of external Infobox/Audiotex).
The follo ing announcements can be deleted: Main
menu, Company greeting, Submenu(s), Call release
('Good bye') announcement, Notification
announcement, Infobox/Audiotext, Personal greeting,
Mailbox name

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Phone number of
Alcatel 4610 IV
Company greeting
Start consultation
Administration mailbox
number
#
0
Entering the Administration
Menu
The administration menu provides a selection of administrative paraĆ
meters to create and maintain the Alcatel 4610 IV.
Dial the phone number
of the Alcatel 4610 IV.
The number depends on
the usage and can be:
a) Either the number of
the operator group
(if the Alcatel 4610 IV
is part of an operator
group)
or
b) System number of the
Alcatel 4610 IV.
Press <#> during listenĆ
ing the 'Company greetĆ
ing' (only in case a)).
Press <0> for the
administration menu.
Enter the pass ord.
When you are entering
this option the first time
the default password is
<4444>.
This basic, recurrent maĆ
nipulation 'Entering the
administration menu' is
represented by the folĆ
lo ing symbol:
Password

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3. Overview of Administrative Functions
1
2
3
4
OPENING/CLOSING
HOURS
INSTALL MAILBOX
5
6
MODIFY MAILBOX
MODIFY INFOBOX
SELECT LANGUAGE
DISTRIBUTION LISTS
MISCELLANEOUS 0
7
8
9
AUTOMATED
ATTENDANT
TIME AND DATE
CHANGE
ADMINISTRATOR
PASSWORD
RECORD "GOOD BYE"
ANNOUNCEMENT
ENABLE/DISABLE "SELECT
LANGUAGE" QUESTION
FAX SWITCH
OPENING HOURS MENU
COPY OPENING
HOURS MENU
CLOSING HOURS MENU
SET TIME
DEFINE OPENING
HOURS
SET DATE
RECORD NOTIFIĆ
CATION
ANNOUNCEMENT
1
2
3
1
2
3
1
2
3
4
Time and date menu
Miscellaneous
Administration menu Automated Attendant
RELEASE *
READ STATISTICS
READ SW-VERSION
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