Nortel Meridian M3903 User manual

Nortel Knowledge Network
Enterprise Voice Solutions Customer Documentation
Meridian Digital
Telephones
M3902
M3903
M3904
Quick Reference Guide

38
While you are away from your desk: Call Forward

i
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 multiplecalls 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

ii
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

iii
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

iv
Contents

1
M3902, M3903, and M3904 Meridian Digital Telephones
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
553-8624
Message Waiting Light/
Incoming Call Indicator
LCD Indicator
Programmable
Soft Keys
(self-labeled)
Navigation Keys
Handsfree Key
Volume Control Bar LED
LED
One Line (DN)
Options
Message
Transfer
Hold
Goodbye
Mute

2
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
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
553-8625B
Mute
Message Waiting Light/
Incoming Call Indicator
LCD Display
Goodbye
Hold
Volume Control Bar
Context Sensitive
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
Message Waiting Light/
Incoming Call Indicator
LCD Display
Goodbye
Hold
Volume Control Bar
Fixed Feature Keys
Context Sensitive
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
553-8626B

3
Your Telephone Call Features
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.
2. Press the associated Auto Dial Key.
This automatically dials the number.
To display the Auto Dial number (M3903 and M3904):
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.
To store an Auto Dial number:
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.
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.
AutoDial
Display
AutoDial
AutoDial
AutoDial

4
Your Telephone Call Features
Note: To change the key label “AutoDial”,
select Change feature key label
Change feature key labelChange feature key label
Change feature key label from
the Options List menu. Please see “Change
a Feature Key label (M3902)” on page 23
for detailed instructions.
Make a Call
To make a call from your telephone, use the following procedure:
1. Lift the handset.
or or
or
Press the Line (DN) Key.
or
or
Press the Handsfree Key.
Note: The Handsfree Key must be enabled
by the network administrator
or
/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.
2637
Headset

5
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:
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.
If the called number is busy:
/
or
Press the Goodbye Key to release the
line.
or
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.
2. Press a Line (DN) Key.
To use Last Number Redial on a
handsfree call:
Press the Line (DN) Key twice.
The last number you dialed is
automatically redialed.
Note: On Meridian SL-100, press the £
Key twice.
2637
Goodbye
RingAgn
2637
2637
2637

6
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 Again:
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.
2. Press the Ring Again Key.
To call a Ring Again party when you
receive notification: 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.
To cancel Ring Again before
notification:
Press the Ring Again Key a second
time before hearing the notification
tone.
RingAgn
RingAgn
RingAgn

7
Your Telephone Call Features
Use Ring Again (M3903 and M3904)
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 Again:
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.
2. Press the Ring Again Key.
The screen displays Ring again is
active.
To call a Ring Again party when you
receive notification: 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.
To cancel Ring Again before
notification:
Press the Cancel Ring Again Key. The
screen displays Ring Again is
cancelled.
RingAgn
RngCall
CanclRA

8
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:
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:
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.
otline
SpcCtlr

9
Your Telephone Call Features
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.
or 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)
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:
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.
SpcCtlr
SpcCtrl SpcUsr
SpcCtrl

10
Your Telephone Call Features
Note: Dial the access code (if required)
followed by the internal, external, or
long-distance telephone number.
4. Press the Done Key to save the code
and number.
To make a Speed Call:
1. Lift the handset.
or 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.
Done
SpcCtrl SpcUsr

11
Answer a call
Answer a call
When you receive an incoming call, your telephone rings and the LCD indicator
flashes.
To answer a call:
or
or
Lift the handset.
or
Press the Handsfree Key.
or
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.
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.
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.
To retrieve a call on hold:
Press the Line (DN) Key beside the
flashing LCD indicator.
2637
Hold
2637

12
Answer a call
Transfer a call (M3902)
Use the Transfer feature to direct a call to a third party.
/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.
To go back to the original call if the
transfer is incomplete:
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
Transfer
2637

13
Answer a call
Transfer a call (M3903 and M3904)
Use the Transfer feature to direct a call to a third party.
To use the Transfer feature:
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.
or 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.
To go back to the original call if the
transfer is incomplete:
/1. Press the Goodbye Key.
2. Press the Line (DN) Key with the
flashing icon to return to your original
call.
Trans
Swap Connect
Goodbye
2637

14
Handle multiple calls
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:
/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.
To return to your first telephone call:
/
or
1. Press the Hold Key, if you want to put
the second call on hold.
or
/Press the Goodbye Key to end the
second call.
2. Press the Line (DN) Key associated
with the first call.
If you do not have a Call Waiting
Key:
/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.
Hold
CallWait
Hold
Goodbye
2637
Goodbye
2637