Alcatel-Lucent OmniPCX Enterprise

Communication Server
Alcatel 4645 - User Guide

Legal notice:
Alcatel, Lucent, Alcatel-Lucent and the Alcatel-Lucent logo are trademarks of
Alcatel-Lucent. All other trademarks are the property of their respective
owners.
The information presented is subject to change without notice.
Alcatel-Lucent assumes no responsibility for inaccuracies contained herein.
Copyright 2010 Alcatel-Lucent. All rights reserved.

The CE mark indicates that this product conforms to the following Council
Directives:
- 2004/108/EC (concerning electro-magnetic compatibility)
- 2006/95/EC (concerning electrical safety)
- 1999/5/EC (R&TTE)


 
 

 

   

Chapter 1
Overview



General ....................................................................................................... 1.1

Guide contents ........................................................................................ 1.1

Chapter 2
Icons



Main icons ................................................................................................. 2.1

Warning icon ............................................................................................ 2.1

Chapter 3
Connecting to the voice mailbox


Connection from a call to your set .................................................. 3.1





Connecting via forwarding ......................................................................... 3.1

Connecting via the overflow to an associated set feature ...................... 3.1
Canceling forwarding or overflow ............................................................. 3.2
Direct connection on your voice mailbox ..................................... 3.2



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Chapter 4
Recommendations






Other choices offered ........................................................................... 4.1

Canceling an action or exiting ........................................................... 4.1
Confirming an action ............................................................................ 4.1
Moving to the next message .............................................................. 4.1
Saving messages ................................................................................... 4.1

Chapter 5
Accessing your voice mailbox






Sets with a key dedicated to the voice mailbox .......................... 5.1

Set without a key dedicated to the voice mailbox ...................... 5.1
Bypassing entry of the personal secret code .............................. 5.1
Representation of voice mailbox access ....................................... 5.1
Special features related to the initial access of a voice mailbox
........................................................................................................................ 5.1

Chapter 6
Reviewing messages



Overview .................................................................................................... 6.1

Reviewing voice messages ................................................................ 6.1





Reviewing new messages .......................................................................... 6.1

Reviewing all messages ............................................................................. 6.2
Listen again (replay) features ..................................................................... 6.2

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Options available after a message has played ......................................... 6.3

Chapter 7
Sending messages


Sending ...................................................................................................... 7.1




Sending a message by dialing a directory number .................................. 7.1

Sending a message by entering a name ................................................... 7.2
Acknowledgement control of transmitted messages ............... 7.4



Chapter 8
Personal options




Access to personal options procedure .......................................... 8.1

Modifying the secret code ................................................................... 8.1
Personal greeting messages ............................................................. 8.2




Default greeting messages ......................................................................... 8.2

Personal greeting messages ...................................................................... 8.2
Notification service ................................................................................ 8.5







Programming the directory number to which notification is to be sent 8.5

Managing notification period (call schedule) ........................................... 8.6
Activating the notification service ............................................................. 8.8
Notification during an absence ......................................................... 8.8




Notification only .......................................................................................... 8.9

Notification and automatic access to your voice mailbox ...................... 8.9



Chapter 9
Personal notes (reminder)

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0-4

Directory .................................................................................................... 9.1

Additional voice mailbox numbers .................................................. 9.1
Operating diagram ................................................................................. 9.1

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1
1.1

General
The Alcatel 4645 voice mail server 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 LED:

1.2

For 4004 and 4010 sets:

Flashing (red) LED when there are unopened messages, or messsages that have
been opened but have not been saved or deleted.
(Red) LED on steady indicates the presence of saved messages.
(Red) LED off indicating that there are no messages in your mailbox.

For 4020 and 4035 sets:

Flashing (green) LED and icon when there are unopened messages or messages that
have been opened but have not been saved or deleted.
(Green) LED off and icon steady in all other instances.

Guide contents
This guide is designed to help you become familiar with the Alcatel 4645 voice mail server by
describing its use on an analog set or on a Reflexes set. It has the following four features:
-

Accessing the mailbox, see module Alcatel-Lucent 4645 VMS - Accessing your voice
mailbox ,

Reviewing messages, see module Alcatel-Lucent 4645 VMS - Reviewing messages ,

Sending messages, see module Alcatel-Lucent 4645 VMS - Sending messages ,

Personalizing options, see module Alcatel-Lucent 4645 VMS - Personal options .

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2
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 (NewMsg) 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
NewMsg

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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3
3.1

      
Connection from a call to your set
If you are connected to your voice mailbox, calls arriving on your set will be directed there.
There are two ways to connect: via forwarding or via overflow to an associated set.

3.1.1

Connecting via forwarding

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.
Forwarding feature code
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 exeption to this is when the overflow to an associated set feature is activated.

3.1.2

Connecting via the overflow to an 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 associate set feature, followed by the access code to the
voice mailbox.

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Overflow to an associatee set feature code

Mailbox access code

3.1.3

Canceling forwarding or overflow

Cancel code

3.2

Direct connection on your 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
Mailbox access code
Press the "star" (asterisk) key
To access the deposit (leave message) feature
Dial the destination voice mailbox to leave a message

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Once you have accessed the voice mailbox, here are a few general indications that will help
you optimize your use of the voice mail.

4.1

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
.

4.2

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.

4.3

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.

4.4

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.

4.5

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.

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5
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:

5.5

Special features related to the initial access of a voice mailbox

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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
To change the code previously entered

Change
Confrm

Confirm the secret code entered

Prompts you to record your name

Recording

End
Replay
ReRcrd
Confrm

End recording
To listen again
To record again

Confirm the recording

Message palyede to verify acceptance of the recording.
To return to the voice mailbox menu

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6
6.1

Overview
This option allows you to:

6.2

Listen to new or saved messages.

Send a copy of a message to another individual.

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 only new
messages 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
NewMsg

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

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

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

Review all messages

The messages are played in the following
order: new urgent, not urgent and saved
messages. While you are listening to a
message, the listen again (replay) features
are accessible.
Note:
Press

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:

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<<

Replay the message from the start

<

Fast back (rewind) 10 seconds

II

Pause

>

Fast forward (skip) 10 seconds

>>

End of message:
Play message envelope data, then continue to play
the message
Allows 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

Erase the message

Reply

Answer the message

Call

Call the sender of the message

Save

Save the message

Play the following options:

Replay

Listen again (Replay)

Envelope

SendCp

Send a copy

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7
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 :
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

Press

7.1.1

to send or

to spell the name.

for Send options.

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

Selects the Send menu

Prompts you to record a message
Record
While recording, the following actions are
available:
Cancel the recording in pro-

End
gress and restart
Pause during recording

Pause

To resume

ReRcrd
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 )
you can type:
To play again

Replay

To record again

ReRcrd

Enter the number of the called party

Informs you of mailbox number or name
To modify the destination

End

To define the message as

Urgent
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

7.1.2

If ther is/are no additional destination(s)

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 (twice for B), key 3 (twice for E) and key 2 (once 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

7-2

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Press for call (dial) by name

Spell

End

To return to the previous menu before you

have started to enter a name

Enter a name

Exit

If you make a mistake while entering a

name, to erase and start again, press:

First instance: only one name matches the name entered:

Informs you of the mailbox number or
name
Press

to modify the destina-

Exit
tion
Press

to define the message

Urgent
as urgent
Send

Confirm the destination

Second instance: more than four names match the name entered:
Announces a selection
Continue to enter the name or
cancel by pressing:
Exit
The list (four names maximum) is played
Select one of the names
Press 1, 2, 3 or 4
The selected name is announced, followed by the Send menu

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Send

 '')  ) 

Press to send
or cancel by pressing

Exit

7.2

Acknowledgement control of transmitted messages

This option allows you to review that the message(s) you left on the mailbox of a caller who
has been away, are acknowledged by this caller when he is back.
Open the voice mailbox
Informs you of the number of messages
in your mailbox and presents the main
menu
ChkRcp

Access to transmitted message acknowledgement control option

Enter the number of the mailbox to control for opening your messages
or

Spell

Make a call (dial) by name to the same

user by pressing

The name or number of the voice mailbox

is announced, then:
-

Skip

If there are unopened message(s):

they will be played individually

Note:
While a message is being played, you can interrupt it and skip to the next one by pressing

If there are no unopened message(s): an anouncement is made

Return to main menu

You cannot control the acknowledgement of the messages sent to people

you called via a distribution list.

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8
8.1

Access to personal options procedure

This procedure must be used to access the menu used to:
-

Modify your secret code (password),

Record, modify or cancel personal greeting messages,

Select the greeting message (personal or default) that will be used,

Program the notification,

Modify the recorded name.

Open the voice mailbox

Informs you of the number of messages in
your mailbox and presents the main menu
PrsOpt

8.2

Press to access personal options

Modifying the secret code

The secret code (entered at initial access to your voice mail box) is used to ensure that the
messages stored in your mailbox cannot be accessed by anyone other than yourself. After
gaining access to "Personal options", the secret code may be modified as follows:

Passwd

Press to access the change secret code

(password) menu
Prompts you to enter the secret code (3 to
8 digits)
Enter your new secret code
If there is an error on entering, press

Change
to cancel and reenter the new code
Accept

End entry
The new secret code is announced

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To confirm the new secret code

or

Confrm

Enter it again by

Change

8.3

Personal greeting messages

8.3.1

Default greeting messages

Default greeting messages are pre-recorded messages that will be used if you have not
recorded the corresponding personal greeting messages. However, you must select the type
of greeting from the default messages.

8.3.2

Personal greeting messages

Your personal greeting messages must be recorded to be played in place of the default
greeting messages. They are played to any person who calls or who is transferred to your
voice mailbox.
You must select the personal greeting message to be played. You can record three types of
greeting messages:
-

A personal greeting message that will be played if you are away (no answer),
Note 1:
An additional option used to record the two other personal greeting messages may be granted by the
administrator. For example, one of these two messages, may be designed to inform you that a new
message has come in while you are traveling.

A "greeting on busy" message that will be played if you are already on a call.

An "extended absence" message if you are away from your office for a long period
(traveling, on vacation...)
Note 2:
When this type of greeting message is in operation, no one will be able to leave a message in your
voice mailbox.

8.3.2.1

Recording personal greeting messages or changing the name

After accessing personal options, the personal greeting messages will be recorded as follows:
Record

Press to record personal greeting messages

Informs you of the different types of personal greeting messages
Note:
Personal greeting messages 2 and 3 are
presented only if rights the additional option
has been granted

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Select the type of message to record

Personal greeting message
PerGr1
1
Personal greeting message
PerGr2
2
Personal greeting message
PerGr3
3
"Extended absence" greetAbsenc
ing message
"On busy" greeting message
Busy
1
Change name

MyName

Exit

Exit

Enter your selection

Prompts you to record

Record the selected greeting message or

the new name
End

End recording
Play the following options:

Replay
ReRcrd
Delete

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Listen again
Record again
Delete

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Confirm

Confrm

Select one of the options

Indicate in the greeting message when you will answer the message and
do not forget to inform your caller that he should leave a message after the
tone and press # at the end of the message. Change the message periodically.

8.3.2.2

Selecting the personal greeting message to be used

The personal greeting message to be used must be selected to be operational.
Note:
if no selection has been made, the first personal greeting message that was recorded is automatically selected. Otherwise, the default greeting message is activated.
After accessing personal options, the message is selected as follows:

Greetg

Press to access the menu related to the current message in operation

Plays the current greeting message and offers a choice between the other recorded
personal greeting messages

PerGr1
PerGr2
PerGr3
Absenc

Personal greeting message 1

Personal greeting message 2
Personal greeting message 3
"Extended absence" message

Enter your selection

Play the selected message
Exit

Confirm your choice

If no personal greeting message is recorded, your choice will be betwwen the

default personal message and the default "Extended absence" message.

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8.4

Notification service
You can ask the system to call you on a preselected set or on your pager to inform you that
new messages have arrived in your voice mailbox (this feature can be implemented for a
specific period of time).
To do this:
1. Program the directory number of the set or pager to which notification is to be sent.
2. Program the time period for which the notification service is to operate.
3. Enable the notification service.
Notification to a pager directory number can only be programmed if the manager has previously configured a script for one of the pager services (1 or 2)
offered by the voice mail service.

8.4.1

Programming the directory number to which notification is to be sent

8.4.1.1

Programming set directory number

Access personal options and proceed as follows:
Notify

Access to the notification programming

menu
Selection prompt

Number

Select notification call number entry

Prompts you to enter the number to which
notification will be sent
Enter the number

Accept

End entry
Replay the number entered
Cancel and enter again

Exit
Confrm

Confirm the number entered

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Selection prompt

8.4.1.2

Programming pager directory number

Access personal options and proceed as follows:
Notify

Access the notification programming menu

Selection prompt

Pager

Select notification call number entry

Select pager 1 service

Pager6

Select pager 2 service

Pager5

Prompts you to enter the number of the

pager to which notification will be sent
Enter the number
Accept

End entry
Replay the number entered
Cancel and enter again

Exit
Confrm

Confirm pager number entered

Selection prompt

8.4.2

Managing notification period (call schedule)

Access personal options and proceed as follows:

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Notify

Access the notification programming menu

Selection prompt
Schedule notification time

Sched
periods for standard messages
Schedule notification time
Sched U
periods for urgent messages
Enter your selection
Plays the current time periods for the week
and the weekend and offers selections
Change time periods for the
ChgWkD
week
Cancel notification during the
DelWkD
week
Change time periods for the
ChgWkE
week-end
Cancel notification during the
DelWkE
week-end
ChgWKD

Enter your selection

For example, change the notification during
the week by pressing 1
Prompts you to enter notification start time
Press

if you do not want to

Skip
modify start time to go to end time
Enter notification start time in hours
(2 digits) and minutes (2 digits)
Prompts you to enter notification end time

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Enter notification end time in hours (2 digits)

and minutes (2 digits)
Replay the new week and weekend notification time periods
Press to cancel and return to
Exit
the notification options selection menu
Confrm

Confirm
Selection prompt

8.4.3

Activating the notification service

Access personal options and proceed as follows:
Access the notification programming menu

Notify

According to current notification

configuration, the system will offer:
A selection prompt with notification
deactivated
As notification is deactivated, you
can press
to execute

On

this command
A selection prompt with notification
activated
As notification is activated, press
to deactivate it

Off

8.5

Notification during an absence

Being informed of the arrival of a new message when you are on leave is a right granted to
you by your system administrator.
When this right has been granted and only if notification is sent to a set, the administrator
assigns one of the following configurations:

8-8

Notification only, you must call back to listen to the message,

Notification and access to your voice mailbox, you will be able to listen to this message

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while on a call.

8.5.1

Notification only

8.5.1.1

Notification
Answer the call on the notification forwarding set
Play the notification message followed
by the announcement of the arrival of a
new message

or

Confirms notification

Hang up, the call is automatically disconnected.

8.5.1.2

Calling back the voice mailbox

Dial the number of the voice mail service.

Dial * followed by #

Prompts you to dial the voice mailbox

number
Enter the voice mailbox number
Informs you of the number or name of the
voice mailbox and requests the secret
code
Dial your secret code
Informs you of the number of messages in
your mailbox and presents the main menu

8.5.2

Notification and automatic access to your voice mailbox

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Answer the call on the set in notification

forwarding
Plays the notification message followed
by the announcement of the arrival of a
new message

or

Press to confirm notification. You are then

requested to enter your secret code

Enter your secret code

Informs you of the number of messages
in your mailbox and presents of the main
menu

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9
9.1

    !

Directory
Voice mail service phone number: ____________________
Voice mailbox number : ____________________________________

9.2

Additional voice mailbox numbers

Name

9.3

Number

Name

Number

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

_________________

_____________

Operating diagram
In the diagram below, the outlined lables correspond to the soft keys to be used.

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