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Alcatel 4034 User Manual

Pabx system
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Table of Contents
Alcatel 4034 User
GUIDE
The Alcatel 4400 PABX System provides you with an
extensive range of features that will contribute to
better efficiency around the office.
This user guide
will help you take full advantage of these features.
These instructions only refer to 4034 digital telephones.
Should you be using another digital telephone please see
the appropriate digital user guide.

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Table of Contents
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  Summary of Contents for Alcatel 4034

  • Page 1 Alcatel 4034 User GUIDE The Alcatel 4400 PABX System provides you with an extensive range of features that will contribute to better efficiency around the office. This user guide will help you take full advantage of these features. These instructions only refer to 4034 digital telephones.
  • Page 2: Feature Codes

    Forwarding externally Moving service Substitution Do not disturb Note: The feature codes included in this guide are the default codes for the 4400 system. Occasionally, alternative codes may need to be used by the system installer. Alcatel User Guide 4400/4034...
  • Page 3 General description Your Alcatel 4034 extension is made up of 5 distinct zones: The fixed keys - By using one of these keys you may access the most commonly used functions. Store/Re to save a number and redial it later;...
  • Page 4 There is a visual guide called an icon associated with each of the programmable and function keys. These icons carry information on: a call: Call in progress (flashing) Conversation in progress Call on hold features: Feature inactive Feature activated Feature needing your attention legend: Alcatel User Guide 4400/4034...
  • Page 5 The display Your Alcatel 4034 extension has a 2 line display, which acts as your permanent guide. Each of the two lines on the display may continue on to two or more pages. The presence of an other page is indicated by the symbol “...
  • Page 6 Programmable key display) (may either be a key linked to an icon or a soft key) “ Beeps” during a conversation Single - operator intruding on a busy extension. Repetitive - another caller attempting to reach you. Alcatel User Guide 4400/4034...
  • Page 7: Telephone Layout

    LS - LS + M ut e H andsf r ee 1. The fixed keys The icons programmable keys 09/01/96 12: 30 Recept M gr J i l l M i ke The display The soft keys Alcatel User Guide 4400/4034...
  • Page 8 Number Store/Re The number will be stored temporarily in the memory. redial the saved number: Store/Re Alternatively, to automatically redial the last external number dialled: Redia Making an Internal Call Extension Number Calling the Operator Alcatel User Guide 4400/4034...
  • Page 9 Once the relevant search has been carried out, the display will show the first name found. If more than one possible name matches the characters entered, the display indicates that there are further names (i.e. 01/03). SMITH JOHN 01/03 Next Call Cancel Prev Alcatel User Guide 4400/4034...
  • Page 10 Next to view the next possible name Call to call the displayed name Prev to view the previous name Cancel to cancel the operation and quit Alcatel User Guide 4400/4034...
  • Page 11 Your system manager will provide you with a list of the numbers available to you. + the memory number Note: When using the system memory to call an external number, you do not need to dial 0 for an outside line. Alcatel User Guide 4400/4034...
  • Page 12 + the destination extension number Consulting a Call Back Request If someone has left a call back request on your extension in your absence, the Mail key icon and the LED on your extension will be flashing. Alcatel User Guide 4400/4034...
  • Page 13 The display will appear as follows: SMITH JOHN is camped on Enquir CampOn Conslt To take the waiting call: Conslt If you wish to return to your initial caller: Broker Alcatel User Guide 4400/4034...
  • Page 14 This is very handy should your phone stop ringing just before you reach it. The name of the last caller is displayed: SMITH JOHN Book To directly dial the extension number: Book Alcatel User Guide 4400/4034...
  • Page 15 If the called party is busy, not answering, or refuses the call: EnqOff You are reconnected to the original caller. Note: Depending on system configuration you may be able to transfer calls to an external number or mobile phone. Alcatel User Guide 4400/4034...
  • Page 16 (if multiline). icon illuminates (caller A in conversation, B on hold) icon illuminates (caller B in conversation, A on hold) Once the enquiry call has been cancelled, you are back in conversation with the first caller. Alcatel User Guide 4400/4034...
  • Page 17 218 // EVANS TARA EnqOff Broker Conf Transf Then, to create the conference between three people: Conf EVANS TARA 282 * SMITH 218 Conference Conf Transf To cancel the conference and return to the first caller: Conf Alcatel User Guide 4400/4034...
  • Page 18 If the call is not retrieved within a set time (normally two minutes) it will revert to the switchboard. Note: If you are parking the call on the extension you are using there is no need to dial an extension number. Alcatel User Guide 4400/4034...
  • Page 19 Call Pick To pick up a call that is ringing on another extension: + extension number that is ringing To pick up a call that is ringing on another extension within your defined group: Night Service Answer Alcatel User Guide 4400/4034...
  • Page 20 To place a forward on no reply on your extension: + the destination extension number To place a forward on busy or no reply on your extension: + the destination extension number Cancelling Call Forwarding To cancel all call forwarding: Alcatel User Guide 4400/4034...
  • Page 21 Call Forward on Ringing This feature enables you to forward a call while your extension is ringing (without answering the call). When the extension rings, without lifting the receiver: extension number Alcatel User Guide 4400/4034...
  • Page 22 To confirm that you have received the reminder, lift the receiver and then hang up. To cancel an appointment reminder: Withdrawing from a Hunting Group This feature allows you to withdraw from a hunting group or automatic call distribution group. To activate the withdrawal: Alcatel User Guide 4400/4034...
  • Page 23 To join in a Meet-Me Conference: + the pre-arranged four digit code If you are the first participant you will hear music until the other people join in. To leave the conference, hang up. Alcatel User Guide 4400/4034...
  • Page 24 Check with the system administrator before activating this feature. Activating Do Not Disturb If you do not wish to be disturbed, this feature prevents callers (with the exception of the operator) from getting through to your extension: + personal code Alcatel User Guide 4400/4034...
  • Page 25 If the feature is accepted, it will be displayed as follows: DO NOT DISTURB To cancel Do Not Disturb: Alcatel User Guide 4400/4034...
  • Page 26 Once you have dialled an external number, your display will appear as follows: 9951 1222 Enquir Record Park DTMF Whilst in conversation: DTMF Keys on dialling keypad as prompted. To return to normal, hang up or press the release key. Alcatel User Guide 4400/4034...
  • Page 27 A list of predefined messages; PrgMs A list of predefined messages which need to be completed; MyMsg This list allows you to type in your own message, using the alphabetic keypad. Once you have selected the list you require: Alcatel User Guide 4400/4034...
  • Page 28 The date and time of the message is displayed first. Answe will allow you to send a reply directly back to the sender of the message. Recal will directly ring back the sender of the message; Alcatel User Guide 4400/4034...
  • Page 29 (this will only be displayed if there is more than one message to be read). Note: If you do not save the message after reading it, the message will automatically be deleted. Alcatel User Guide 4400/4034...
  • Page 30 Once you have selected the list you require, to scroll through the list to find the applicable message: Next To confirm your absent text message: Appl Your display will now show a permanent reminder of the absent message: Apology 09/01/96 11:05 Alcatel User Guide 4400/4034...
  • Page 31 To cancel your absence text message: Mail Text Txt>O Alcatel User Guide 4400/4034...
  • Page 32 The following message will appear on your display: SMITH JOHN is ringing LSInt Book Text LSIn You will now be able to make an announcement over the loudspeaker of the required extension. Alcatel User Guide 4400/4034...
  • Page 33 Intcom: to programme the intercom list of name (up to ten users) who may access your extension in intercom mode when the mute/Int key is activated. You may exit programming at any time by pressing Alcatel User Guide 4400/4034...
  • Page 34 Programming the Melody Prog Melody Or choose the desired tune as follows: (successively) To adjust the sound level: To apply your programming: Alcatel User Guide 4400/4034...
  • Page 35 0 as well as the destination number. Appl If you have programmed one of the soft keys, after you have applied the number, you will need to give the key a name and apply it. Alcatel User Guide 4400/4034...
  • Page 36 You will now have access to 7 groups of functions. display will appear as follows: Forwarding services Apply Next Back To scroll through the groups of functions: Next Once you have found the appropriate group: Appl Select the desired function from this group and: Appl Alcatel User Guide 4400/4034...
  • Page 37 Group 4 - Associate services: Assoc: call associate extension; OvFlow: overflow to associate; OvFlOf: cancel associated overflow. Group 5 - Consultation & Callback: Last ca: call back last caller; Charge: charging information; V Mail: access to voice mail. Alcatel User Guide 4400/4034...
  • Page 38 When you select a function using this method, the name of the function is displayed as well as its feature code. As an alternative, this feature code may be dialled directly on the keypad to activate the function. Programming the Contrast Prog Disp Alcatel User Guide 4400/4034...
  • Page 39 To adjust the contrast on your display, choose from the four available levels. Alcatel User Guide 4400/4034...
  • Page 40 Your screen will show the name and number of your current associate extension. To change the current associate extension: Modify Enter your password. (The default value is 0000.) Then enter the number of the extension you wish as your new associate extension. Alcatel User Guide 4400/4034...
  • Page 41 Your display will ask you to enter the number you wish to add to the list. Enter the number and exit programming. Checking the Identity of the Extension To check an extension’s number and user: WhoAmI The user’s name appears on screen. To view the extension number: Alcatel User Guide 4400/4034...
  • Page 42 English; for French; for German; for Spanish; for Portuguese; for Dutch; for Danish; for Italian; for Austrian. Consulting the Keys To display what has already been programmed on a key: Consu Keys Testing the Extension Alcatel User Guide 4400/4034...
  • Page 43 For further advice on how your extension has been set up contact this person. Using Multi- Lines To hold a call: the appropriate line key. To reconnect to the caller: the same line key. Alcatel User Guide 4400/4034...
  • Page 44 (cont.) Manager Extension In addition to the standard features available on your Alcatel 4400 extension, you will have extra keys programmed specifically for manager/secretary working : Secretary key This key allows you to make or take a direct call to your secretary.
  • Page 45 Official secretary absent, there is no overflow secretary, or official secretary and overflow secretary absent. If you are working with several secretaries, you will need to allocate a different key to each secretary. Alcatel User Guide 4400/4034...
  • Page 46 (flashing) When you activate or deactivate a screening key, to confirm your action: If the secretary is absent, screening is cancelled and the calls are received directly at the Manager extension. Alcatel User Guide 4400/4034...
  • Page 47 If you work with several secretaries, after selecting the screening key, press the appropriate Secretary key. confirm your selection: Alcatel User Guide 4400/4034...
  • Page 48 Tell them to call back; I Take: I’ll take the call; Coming: I am coming; Cancel: Please cancel; Moment: Tell them to wait; Back: Please deal with it. Note: This mail function is only available between two 4034 extensions. Alcatel User Guide 4400/4034...
  • Page 49 No Answ it is possible to view the pressing last ISDN calls received. Recall will call them Save will save them for recall later Next will view the next Back returns to the main menu. Alcatel User Guide 4400/4034...
  • Page 50 Secrt you may elect to send your number to the pressing distant party. By pressing the same key Secrt which will it changes to inhibit transmission of your identity. Alcatel User Guide 4400/4034...
  • Page 51 Secretary Extension In addition to the standard features available on your Alcatel 4400 extension, you will have certain extra keys at your disposal: Manager key This key allows you to make a direct call to (or to receive a call from) your manager.
  • Page 52 Next: to scroll through the list of possible messages; Erase: to erase the last character entered. To exit mail mode: Note: This mail function is only available between two 4034 extensions. Alcatel User Guide 4400/4034...
  • Page 53 Transf (line key signalling the waiting call) If your manager does not wish to take the call, hang up and then: (line key signalling the waiting call) You are now back in conversation with the caller. Alcatel User Guide 4400/4034...
  • Page 54 If there is an Overflow secretary extension, when the secretary is absent, the calls will be received at that extension. If there is no Overflow secretary extension, screening is cancelled and the manager’s calls arrive directly at the Manager extension. Alcatel User Guide 4400/4034...
  • Page 55 Official secretary absent, overflow activated, manager station free/ringing flashin Manager calling Manager busy The manager has activated screening If you are working with several managers, a different key will need to be allocated to each manager. Alcatel User Guide 4400/4034...
  • Page 56 If the “ overflow secretary” feature is not activated, the Manager key may be used to call the Manager directly (as a personal memory key). Alcatel User Guide 4400/4034...
  • Page 57 This key allows you to indicate your absence to your manager. The icons associated with this key signal as follows: Manager has activated screening You have activated your Absent secretary key. (flashing) When you activate or deactivate the Absent key, to confirm your action: Alcatel User Guide 4400/4034...
  • Page 58 The charging counters on your extension indicate the cost or the number of units used during your last call, as well as the total amount of time or units used since your counter was last reset. Alcatel User Guide 4400/4034...
  • Page 59 A group of extensions which are linked by a code number. When this number is dialled the system ‘hunts’ for a free extension within the group. Any extension within a group may answer a group call by entering a feature code. Alcatel User Guide 4400/4034...
  • Page 60 This optional feature allows you to have several lines on your extension. You may therefore deal with several calls at the same time. Paging If you dial an extension and receive no response, it may be possible to contact the user via a pager. Alcatel User Guide 4400/4034...
  • Page 61 To send a call from your extension to another. Wait on If the extension you called is busy you may “ wait on” that extension. The extension will be informed that you are waiting by an audible tone. Alcatel User Guide 4400/4034...
  • Page 62 The product covered by this Guide comprises a range of components; accordingly, some information may not be applicable to a particular situation. Subject to all applicable laws and regulations Alcatel Australia Limited reserves right...
  • Page 63 Alcatel User Guide 4400/4034...

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4400