Nortel Meridian M3901 User manual

Nortel Knowledge Network
Enterprise Voice Solutions Customer Documentation
Meridian Digital
Telephones
M3901
M3902
M3903
M3904
User Guide

1
While you are away from your desk: Call Forward

i
Contents
M3900 Series Meridian Digital Telephone 1
M3901 ................................................................................................. 1
M3902 ................................................................................................. 2
M3903 ................................................................................................. 3
M3904 ................................................................................................. 4
Your Telephone’s Controls 5
Terms you should know 8
Your telephone call features 10
Use handsfree calling (M3902, M3903, and M3904) ............................ 10
Activate/deactivate Group listening controls .......................................... 12
Use the Redial list on the M3903 ........................................................... 14
Use the Redial List on the M3904 .......................................................... 14
Use the Predial feature ......................................................................... 15
Make a call 17
Make a call while on-hook ................................................................... 18
Make a call with the dial pad ............................................................... 18
Auto Dial ............................................................................................ 18
Ring Again .......................................................................................... 19
Redial last number called ..................................................................... 20
Use Speed Call .................................................................................... 21
Make a System Speed Call ................................................................... 22
Use Hot Line ........................................................................................ 22
Make an Intercom call .......................................................................... 23
Answer a call 24
While on an active call 25
Place a call on Hold ............................................................................. 25
Transfer a call ..................................................................................... 25
Use Timed Reminder Recall ................................................................... 26
Use Attendant Recall ............................................................................ 27
Use Call Park ....................................................................................... 28

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Record a Calling Party Number .............................................................30
Display incoming calls ..........................................................................30
Trace a Malicious call ...........................................................................31
Incoming calls 32
Activate Automatic Answerback ............................................................32
Activate Call Pickup .............................................................................33
Use Call Waiting .................................................................................34
While you are away from your desk 35
Forward calls ....................................................................................... 35
Forward internal calls only ....................................................................35
Use Remote Call Forward .....................................................................36
Secure your telephone .......................................................................... 38
Talk with more than one person 40
Set up a Conference call .......................................................................40
.Join a call ...........................................................................................40
Selectable Conferee Display and Disconnect ..........................................41
Use Group Call ....................................................................................42
Work without interruption 44
Activate Make Set Busy ........................................................................44
Additional Call Features 45
Auto Dial Transfer Feature ....................................................................45
Use the buzz signal ..............................................................................45
Call Page to make an announcement .....................................................46
Centrex/Exchange Switchhook Flash .....................................................46
Charge a call or Forced Charge a call ...................................................47
Enhanced Override Feature ..................................................................49
Forced Camp-on ..................................................................................49
Override Feature .................................................................................50
Privacy Release Feature ........................................................................51
Radio Page Feature ..............................................................................51
Voice Call Feature ................................................................................53

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Contents
Hospitality features 54
Automatic Wake-Up ............................................................................ 54
Message Registration ........................................................................... 56
Maid Identification ............................................................................... 57
Room Status ........................................................................................ 58
Telephone display 59
M3902 display .................................................................................... 59
M3903 display .................................................................................... 59
M3904 display .................................................................................... 60
Options List 61
Select a language ................................................................................ 62
Change a Feature Key label ................................................................. 62
Adjust Screen contrast .......................................................................... 64
Adjust volume ...................................................................................... 64
Choose Ring type ................................................................................. 65
Select Call Log options ......................................................................... 65
Use Live dial pad ................................................................................. 66
Select Preferred name match ................................................................. 66
Set up area code ................................................................................. 67
Enable Call timer ................................................................................. 67
Select Date/time format ........................................................................ 67
Enable Key click .................................................................................. 68
Use Headset port on call ...................................................................... 68
Activate Headset port external alerter .................................................... 69
Use Call indicator light ......................................................................... 69
Set On-hook default path ..................................................................... 70
Display diagnostics .............................................................................. 70
Control Group Listening ....................................................................... 71
Directory display and navigation 72
M3903 Directory display and navigation .............................................. 72
Access your Callers List or Redial List (M3903) ....................................... 72
M3904 Directory display and navigation .............................................. 73
Access your Call Log, Redial List, or Personal Directory (M3904) ............. 73

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Directory password protection (M3904) .................................................74
Call Log 77
Access and use the Callers List (M3903) ................................................77
Access and use the Callers List (M3904) ................................................78
Redial List 80
Use the Redial List (M3903) ..................................................................80
Use the Redial List (M3904) ..................................................................80
Use the Personal Directory 82
Access the Personal Directory ................................................................82
Add a Personal Directory entry .............................................................82
Add an incoming call ...........................................................................84
Add an outgoing call ...........................................................................85
Delete or edit a Personal Directory entry ................................................86
Delete your Personal Directory ..............................................................87
Use the Personal Directory to make a call ...............................................87
Use Card View .................................................................................... 88
Search for an entry ..............................................................................88
Copy a number from the Redial List .......................................................89
M3901 Feature Operation 90
M3901 Fixed Keys ...............................................................................90
Use a programmed feature or an Auto Dial ...........................................92
Use Auto Dial ......................................................................................93
Use Speed Call ....................................................................................93
Use Call Transfer .................................................................................94
Use Conference Call feature ..................................................................95
Activate Ring Again .............................................................................96
Make a call .........................................................................................97
Receive a call ......................................................................................97
Feature Activation Indicator ..................................................................97
Message Waiting and Call Status Indicator ............................................97
Accessories for the M3900 Series telephones 98
Accessory Connection Module (ACM) ....................................................98

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Contents
Analog Terminal Adapter (ATA) ........................................................... 98
External Alerter and Recorder Interface ................................................. 98
Headsets ............................................................................................. 98
Key-based Expansion Module (KEM) ..................................................... 98
Meridian 1 Flexible Feature Codes (FFCs) 99
Meridian SL-100 Feature Access Codes (FACs) 100
Index 101

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1
M3900 Series Meridian Digital Telephone
M3900 Series Meridian Digital Telephone
There are five models in the M3900 Series Meridian Digital Telephone Portfolio.
This document describes the M3901, M3902, M3903, and M3904 features and
how to use them. The M3902, M3903, and M3904 are described in the main
portion of this document. The M3901 is described in a separate section of this
document. For information on the M3905 refer to the M3905 Call Center
Meridian Digital Telephone User Guide.
M3901
The M3901 has one Line (DN) Key and can be programmed with up to five
features.
M3901
Note: The Meridian SL-100 configures the Line (DN) Key as a Directory Number
only.
Feature Card
Message/Call Status/
Incoming Call Indicator
Feature Activation Indicator
Goodbye Hold
Volume Control Bar
Feature
Line
553-8966

2
M3900 Series Meridian Digital Telephone
M3902
The M3902 has one Line (DN) Key, and three Programmable Soft Keys
(self-labeled).
M3902
553-8624
Message Waiting Light/
Incoming Call Indicator
LCD display
Programmable
Soft Keys
(self-labeled)
Navigation Keys
Handsfree Key
Volume Control Bar LED
LED
One Line (DN) Key
Options
Message
Transfer
Hold
Goodbye
Mute

3
M3900 Series Meridian Digital Telephone
M3903
The M3903 has two Programmable Line (DN)/Feature Keys (self-labeled) with
two features or lines configured on each key. It also has four Programmable Soft
Keys (self-labeled).
M3903
553-8625
Mute
Message Waiting Light/
Incoming Call Indicator
LCD Display
Goodbye
Hold
Volume Control Bar
Programmable Soft Keys
(self-labeled)
Navigation Keys
Options
Quit
Copy
Handsfree Key
LED
LED
Programmable Line (DN)/
Feature Keys
(self-labeled)
Fixed Feature Keys
Headset
Message
Call Log
Applications
Shift

4
M3900 Series Meridian Digital Telephone
M3904
The M3904, has six Programmable Line (DN)/Feature Keys (self-labeled), with
two features or lines configured on each key. It also has four Programmable Soft
Keys (self-labeled).
M3904
Message Waiting Light/
Incoming Call Indicator
LCD Display
Goodbye
Hold
Volume Control Bar
Fixed Feature Keys
Programmable Soft
Keys (self-labeled)
Navigation Keys
Options Quit
Copy
Handsfree Key
LED
Programmable Line (DN)/
Feature Keys (self-labeled)
LED
Directory/Log
Message
Headset
Shift
Applications
Mute
553-8626

5
Your Telephone’s Controls
Your Telephone’s Controls
Use the Volume Control Bar to control the
volume of the handset, headset, speaker,
ringer, and handsfree. Increase the volume
by pressing the right side of the bar. Lower
it by pressing the left side.
/You can terminate an active call by
pressing the Goodbye Key. The Goodbye
Key is useful for disconnecting a handsfree
call.
/Press the Headset Key to answer a call
while on the headset or to switch a call
from handset or handsfree to the headset.
A steady LCD indicator appearing beside
a Line (DN) Key means that the feature or
line is active. A flashing LCD indicator
means the line is on hold or the feature is
being programmed.
/By pressing the Hold Key, you can put an
active call on hold. Return to the caller by
pressing the DN Key beside the flashing
indicator.
The Handsfree Key allows you to activate
the handsfree (M3902, M3903, and
M3904) and Group listening features
(M3903 and M3904). The speaker LED
lights to indicate handsfree is active, the
LED flashes to indicate Group listening is
active.
/The Mute Key allows you to listen to a
conversation without being heard. This is
especially useful when you only want to
listen on a conference call. Push the Mute
Key again to return to a two way
conversation. The Mute Key applies to
handsfree, handset, and headset
microphones. The Mute LED flashes when
Goodbye
Headset
2498
Hold
Mute

6
Your Telephone’s Controls
the Mute option is in use.
The Navigation Keys allow you to scroll
through Menus and lists on the display.
/The Copy Key copies incoming or outgoing
call numbers into the Personal Directory.
The Quit Key ends an active application.
Pressing the Quit Key does not affect the
status of the calls currently on your
telephone.
Note: If you press the Quit Key before the
Done Key you exit the Options List without
saving changes. Press the Done Key to exit
and save the changes.
/The Options Key allows you to access and
modify telephone options.
/
/
Line/Directory Number (DN) Key(s) are
assigned to your telephone. They can be a
Primary DN (PDN) , secondary DN(s),
multiple appearance DN(s), etc.
/
/
The lower right hand Line/Feature Key is
your Primary Directory Number (PDN)
Key (M3902, M3903, M3904). When you
pick up the handset, the line associated
with this key is ready for you to make a
call.
Note: You have only one Primary Directory
Number assigned to your telephone. You
can have additional Line/Directory
Number (DN) Key(s) assigned to your
M3903 or M3904 telephone.
The Dial Key is used to dial numbers stored
in the Directory and Callers List (M3903
and M3904). The Dial Key accesses the
Primary Directory Number (PDN) Key to
make a call.
Copy
Quit
Options
2496
Line
2498
Line
Dial

7
Your Telephone’s Controls
The Edit Key is used to edit Directory and
Callers List entries (M3904).
The Delete Key is used to delete entries or
characters in applications.
/The Directory/Log Key (M3904) allows
you to access your Personal Directory, the
Call Log (last 100 incoming calls), and the
Redial list (last 20 outgoing calls).
/The Call Log Key (M3903) allows you to
access the Call Log (last 10 incoming
calls), and the Redial list (last 5 outgoing
calls).
/The Shift Key allows you to access the
second layer of the Programmable
Line/Feature Keys (M3903 and M3904).
The More Key allows you to access the
additional layers of the Programmable Soft
Keys.
Example:
Programmable Soft Keys (self-labeled) are
configured for various features on the
M3902, M3903, or M3904 Telephones.
The Programmable Soft Keys are located
below the display area. These keys have
an LCD label above them that changes
based on available features or the active
application.
Programmable Line (DN)/Feature Keys
(M3903 or M3904) are located at the
sides of the upper display area. Once
configured, these Programmable Line
(DN)/Feature Keys provide one-touch
feature activation. An status icon indicates
call or feature status.
Edit
Delete
Directory/Log
Call Log
Shift
More...
Trans
CallWait

8
Terms you should know
Terms you should know
Attendant — The attendant is a telephone operator in your organization.
Call Log— The Call Log can be configured to store either unanswered or all
incoming calls. These entries can be accessed through your directory menu.
Call party information—When your telephone rings, the display shows Calling
Line Identification (CLID) information. The system must have CLID enabled. The
display module shows the phone number and name of the incoming call.
Card View — The Card View displays a directory entry name and telephone
number.
Copy Key — The Copy Key allows the M3904 to copy information from one
application to the Personal Directory.
Date/time display feature —The Date/time display feature shows the month and
date while the telephone is in an idle state.
Directory Number (DN) — The Directory Number (DN) is a telephone number
that consists of one to seven digits. The DN is commonly known as an extension
number.
Feature Access Codes (FACs)— Feature Access Codes (FACs) allow you to access
features for which you do not have a fixed or soft feature key. Feature Access
Codes are applicable to the Meridian SL-100 system only. For your convenience,
the FACs for your system can be printed on a page located at the back of this
guide.
Flexible Feature Codes (FFCs) —Flexible Feature Codes (FFCs) allow you to
access features for which you do not have a fixed or soft feature key. Flexible
Feature Codes are applicable to the Meridian 1 system only. For your
convenience, the FFCs for your system can be printed on a page located at the
back of this guide.
Fixed Keys—The Fixed Keys are the hard labeled keys on your telephone.
Indicator —An indicator is an LCD or LED that displays the current status of a
feature by its state; flashing, winking, steady on, or off.
Information screen—The Information screen displays call activity, lists, prompts,
and status of calls.
Interrupted dial tone—Interrupted dial tone is a broken or pulsed dial tone, heard
when you access some of the features on your telephone.
Meridian 1 — The Meridian 1 is your office communications system.

9
Terms you should know
More... — The More Key allows access to the multiple layers of Programmable
Soft Keys. These keys are the keys located below the display on your telephone.
Off-hook — Off-hook is a term used to indicate that the telephone is active and
ready to make a call. Your telephone’s status changes to off-hook when you pick
up the handset or press a Line (DN) Key.
Paging tone—Paging tone is a special tone heard when using the Radio Paging
feature. You hear two beeps followed by dial tone.
Personal Directory —The Personal Directory stores entries by name and phone
number.
Primary Directory Number— The Primary Directory Number is the main
extension number on your telephone. It is accessed through the Primary Directory
Number (PDN) Key.
Private Line — Private Line can be assigned to your telephone. With this line, you
can reach an outside number without dialing a code to access an outside line.
Internal extensions cannot be dialed from a private line.
Redial List— The Redial List is accessed through the Call Log Key on the M3903
and through the Directory/Log Key on the M3904. It lists outgoing numbers for
calls that have been made from your telephone.
Ringback/ring tone— Ringback/ring tone is the sound you hear when a call you
have made is ringing at its destination.
Shared Directory Number — A shared Directory Number is a DN (extension)
that is shared by two or more telephones. This is also known as a Multiple
Appearance DN (MADN).
Special dial tone— The special dial tone refers to three consecutive short tones
followed by steady dial tone that you hear when accessing some of your
telephone features.
Switchhook — The switchhook is the button which the handset presses down,
disconnecting your call, when you replace the handset. When lifted, the handset
releases the switchhook and you either answer an incoming call or you receive
dial tone indicating that your telephone is ready to make a call.

10
Your telephone call features
Your telephone call features
Your network administrator assigns features to your programmable feature keys.
Whenever this guide describes a procedure that requires special codes ask your
network administrator to provide these to you.
To access a feature, you press a Feature Key, or enter a Flexible Feature Code
(FFC) for the Meridian 1 or a Feature Access Code (FAC) for the Meridian SL-100.
Your network administrator supplies you with the Flexible Feature Codes or
Feature Access Codes for your system.
Note: In order to use a feature described in this section, your system software must
support the feature and the feature must be assigned to your telephone. Check
with your network administrator for more details.
Use handsfree calling (M3902, M3903, and M3904)
If your telephone is an M3902, M3903, or M3904 you can use the built-in
microphone and speaker instead of the handset to make of receive a handsfree
call. While on an active call, you can switch between Handset and Handsfree
mode.
To answer a call with handsfree:
Press the Handsfree Key. You are now
on a handsfree call.
To discontinue a handsfree call:
/Press the Goodbye Key to end the call.
To mute a handsfree call:
/1. Press the Mute Key. The LED indicator
flashes.
/2. Press the Mute Key again to return to a
two way handsfree conversation.
To switch from handsfree to handset:
1. Lift the handset to switch from
handsfree to handset.
2. Replace the handset to end the call.
Goodbye
Mute
Mute

11
Your telephone call features
To switch from handset to handsfree:
1. Press the Handsfree Key.
2. Replace the handset.
/3. Press the Goodbye Key to end the call.
To use headset: Connect headset to the headset jack or
the handset jack depending on the
headset type and the telephone you
are using.
/Press the Headset Key (M3903 and
M3904). For the M3902 read the
instructions that came with your
recommended headset.
Note 1: There are amplified and
unamplified headsets that are compatible
with your M3900 Series Telephone. Refer
to Hardware Options for recommended
headset types for you telephone.
Note 2: Access Volume Adjustment in the
Options List to adjust the headset volume
and gain that work best with the headset
type you are using.
To switch from handsfree to headset: Connect headset or put headset on.
/Press the Headset Key (M3903 and
M3904). For the M3902 read the
instructions for the headset you are
using.
Note: A Headset Key is used to switch
between the headset and the handset
mode of operation (M3903 and M3904).
The LED lights steadily to indicate you are
in headset mode. The headset LED is dark
(unlit) if you are in handset mode.
Goodbye
Headset
Headset

12
Your telephone call features
Activate/deactivate Group listening controls
The Group listening feature allows others to listen to a call through the speaker
while you are speaking through the handset. This feature must be enabled by your
network administrator.
To activate Group listening controls:
/1. While on a call that you want to share
with others who are present, press the
Options Key.
2. Use the up and down Navigation Keys
to scroll through the Options List and
highlight Group
listening.
3. Press the Select Key.
4. Press the On Key.
5. Press the Handsfree Key. Everyone will
hear the caller over the speaker, but
the caller will only hear what is picked
up by the handset.
Note: You must tell the caller that others
are listening to the conversation because
Group listening does not alert the caller
that the conversation is being monitored.
To deactivate Group listening
controls:
/1. Press the Options Key.
2. Use the up and down Navigation Keys
to scroll through the menu and
highlight Group
listening.
Options
Group listening
Select
On
Options
Group listening