Page 2 Alcatel 4610 IV Release 3.0 User's reference manual...
Page 3 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...
Page 4: Table Of Contents
Table of Contents 1 Introduction How to Use the Manual The Presentation Principle The System Administrator 2 Helpful Terms Feature List 3 Administration General Hints Specific Key Functions Entering the Administration Menu Overview of Administrative Functions Change of Administrator Password Set Time and Date Define Opening Hours Select Language...
Page 5 Function for 'Non Existing Mailbox' Record 'Good Bye Announcement' 'Select Language' Question FAX Switch Modify Closing Hours Menu Copy Opening Hours Menu Infobox/Audiotex Modify Infobox Record Infobox Modify Function Delete Infobox Mailbox Administration Install Mailbox Modify Mailbox Reset the Password Change Notification Type Delete Mailbox Enable/Disable Answer Only Mode...
Page 6 4 Voice Mail Functions General Hints Play Back Control Recording Control Overview of Functions: Standard Mode Open the Mailbox Open the Mailbox the First Time Listen to New Messages Listen to Archived Messages Send a Copy of a Message Reply to a Message Send a Message Dial by Name Distribution List...
Page 8: Introduction
(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 configu ration is done by authorized maintenance staff. All chapters which refer to the handling and configuration of the Alcatel...
Page 9: The Presentation Principle
1.2 The Presentation Principle The following presentation principle is used in this guide. Name of the option Explanation of the option Description Description box of the ma nipulation Useful hints Technical details Icons in the description box on the left hand side are representing the required manipulations or system actions.
Page 10: The System Administrator
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 well as by your own organization lies in your hands. Here are some hints to give you a good start: Voice Mail and Voice Messaging: •...
Page 11 Technical details: Plug and Phone functionality, available in Alcatel Office release 320A, creates automatically standard mailbox for each installed subscriber set. Therefore, the mailbox owner has just to enter a password and to record his name to setup his mailbox . See clause 3.5 (page 69) and page 104.
Page 12 - If the Alcatel 4610 IV is integrated in an Alcatel Office PBX re lease 320A for hotel applications the mailbox password and the language of the voice guidance is allocated during check in procedure. If the language is not persistent the 'Primary Lan guage' is taken as default.
Page 13 - Record the menus of your application with a friendly and wel coming voice. In order to ensure best results of voice quality never use hands-free during recording of voice prompts. People will remind the menu option better, when it starts with the service first and the appropriated key at the end of the op tion.
Page 14: Helpful Terms
2 Helpful Terms You can use the number 000 to send ('broadcast') a Broadcast message to all subscribers of the application. All installed and initialized mailboxes are included automatically. You can open your mailbox to listen to new and/or Consultation archived messages.
Page 15 Mailbox Announcement' is played. Guest Mailbox This mode of mailbox can be used in a: Hotel environment (Alcatel Office PBX release 320A) During check in of the guest a mailbox is automati cally installed. A password and the preferred langu age is assigned.
Page 16 The person who owns a standard mailbox. Subscriber The Alcatel 4610 IV is part of the Alcatel Office Telephone system telephone system. You can request information on time and date when Timestamp the message arrived in your mailbox.
Page 17: Feature List
Feature List Archive messages Automated Attendant Broadcast Change of password Check receipt of message Dial by name Distribution lists FAX-Switch Infoboxes/Audiotex Information service (Internal) Listen to new messages Listen to archived messages Notification Mailbox (Standard , Guest and Answer Only Mode) Multi-lingual: Mailbox, Automated Attendant, Infoboxes/Audiotex, In formation service (Internal) (not generally available)
Page 18: Administration
3 Administration 3.1 General Hints These functions help to administrate easily the Alcatel 4610 IV by voice guided communication. The communication between 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.
Page 19: Entering The Administration Menu
Entering Administration Menu The administration menu provides a selection of administrative para meters to create and maintain the Alcatel 4610 IV. Dial the phone number of the Alcatel 4610 IV. Phone number of The number depends on Alcatel 4610 IV...
Page 20: Overview Of Administrative Functions
3.2 Overview of Administrative Functions Automated Attendant Administration menu OPENING HOURS MENU OPENING/CLOSING HOURS CLOSING HOURS MENU INSTALL MAILBOX COPY OPENING MODIFY MAILBOX HOURS MENU MODIFY INFOBOX Time and date menu SELECT LANGUAGE SET TIME DISTRIBUTION LISTS SET DATE AUTOMATED DEFINE OPENING ATTENDANT HOURS...
Page 21 Automated Attendant menu MODIFY MAIN MENU RECORD MAIN MENU SUBMENU RECORD COMPANY GREETING SUBMENU SUBMENU HANDLING SUBMENU CHANGE DEFAULT FUNCTION SUBMENU CHANGE "SHORT CUT" MODIFY SUBMENU SUBMENU CHANGE OPERATOR'S NUMBER SUBMENU RECORD SUBMENU ENABLE/DISABLE "PRESS STAR" SUBMENU QUESTION CHANGE TRANSFER TYPE SUBMENU FUNCTION FOR 'NON EXISTING MAILBOX'...
Page 22: Change Of Administrator Password
Change of Administrator Password The administrator password must be changed to protect the Alcatel 4610 IV from misuse. Enter administration Enter the administration menu menu. Press <9> for 'Change Change administrator administrator password'. password Enter new password Enter the new password.
Page 23: Set Time And Date
Confirm Press <#> to confirm. Technical details: If the Alcatel 4610 IV is installed in an Alcatel Office PBX release 4 the date and time is synchronized automatically.
Page 24 Set Time and Date (continue) Technical details: Time Hours: Two digits from 00 to 23, Minutes: Two digits from 00 to 59, Example: 8 o'clock in the morning. Enter: 0, 8, 0, 0. 2 o'clock in the afternoon Enter: 1, 4, 0, 0. Date Day: Two digits from 01 to 31 Month: Two digits from 01 to 12...
Page 25: Define Opening Hours
Define Opening Hours Define the requested schedule. For the following combinations one or two ranges are possible: D for each day of the week D for all days of a week D for working days (Mon.-Fri.) D for the weekend (Sat., Sun.) Enter the administration Enter administration menu.
Page 26 Define Opening Hours (continue) Examples for the range One range Two ranges 08:00 08:00 Enter start time 1 12:00 12:00 Enter end time 1 00:00 13:00 Enter start time 2 00:00 18:00 Enter end time 2 All day open All day closed Enter start time 1 00:00 00:00...
Page 27: Select Language
Select Language The administrator can select the language for the following recordings - AA (Automated Attendant) - Good-bye - Infoboxes/Audiotex - Outgoing call notifications. Default, when entering administration menu, is the primary language. Before recording of one of the above mentioned announcements the administrator has first to choose in the 'Select language' menu the de- sired language.
Page 28 Technical details: The default language, when entering the administration menu, is the primary language. This option is not announced: - When the Alcatel 4610 IV supports just one language. Not generally available.
Page 29: Switch Opening/Closing Hours
Switch Opening/Closing Hours This option provides a manual switch between opening and closing hours menu of Alcatel 4610 IV at any time. Basically the switch between opening hours and closing hours depends on the defined time schedule of the opening hours (see chapter 'Define opening hours)
Page 30: Overview Of System Administration Parameters
Enter the administration menu *) *) For details see Phone number of the Alcatel 'Entering the 4610 IV administration menu' Start consultation Administration mailbox number Password Define opening hours Change administrator password Time and date Change administrator password Define opening hours...
Page 31: Automated Attendant
3.3 Automated Attendant The following chapter explains the functions of the Automated Atten dant. All terms which represent configuration parameters are printed bold. This should make it easier for you to remember when you listen to the spoken menus. What is an 'Automated Attendant'? The 'Automated Attendant' welcomes the caller with the 'company greeting' and 'transfers' the caller dependent on his choice to the ap propriate destination.
Page 32 Which menu functions can be selected Out of the following functions can be selected. Function Type Destination / Action Transfer to operator Predefined number Transfer to extension Predefined number Free dialling The caller dials the extension number to which he wants to be transferred Mailbox Predefined mailbox Leave a message...
Page 33: Modify Opening Hours Menu
Automated Attendant: Modify Opening Hours Menu This option provides to define or modify the functions of the main menu, which can be selected by callers during opening hours. Enter administration menu Enter the administration menu. Automated Attendant Press <7> for 'Automated Attendant'.
Page 34 List of Main Menu Functions Number Function Not used: The application ignores the digit. Free dialling: The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Transfer to trunk'). Transfer to extension: The caller is connected to a predefined extension or to and ext.
Page 35 Example Description: This example shows how to create a simple Automated Attendant application. What is intended to establish is the following: When a caller reaches the main menu he can choose - Transfer to an extension, - Transfer to a submenu, - Free dialling to extension numbers, - Mailbox - Operator...
Page 36 Example for announcement of the Automated Attendant Call at Fulgor Delivery & Co 4 5 6 Company greeting (individual announcement, see page 39) Welcome, you are connected to the Automated Attendant of Fulgar Delivery & Co. 'Press star' question (fixed announcement, OPTIONAL Please press <...
Page 37 'Transfer to predefined extension' in combination with the PBX feature abbreviated dialling. Due to the fact that the Alcatel 4610 IV supports only a maximum of 4 digits dialling the external number must be defined as abbreviated dialling code in the Alcatel Office PBX.
Page 38: Record Main Menu
Automated Attendant: Record Main Menu This option provides to record the announcement of the main menu of the Automated Attendant. As long as no individual main menu is recor ded the system announces an "artificially composed" menu. This announcement corresponds to the choices defined for the main menu. For Multi-lingual recording see "Select language".
Page 39 Hints for recording the main menu It is recommended to consider the sequence of the proposed choices of the announcement. Put probably most frequently used choices on the beginning. Build the sentences so that the key which need to be pressed is men tioned at the end.
Page 40: Record Company Greeting
Automated Attendant: Record Company Greeting This option provides to record the company greeting. Enter the administration Enter administration menu. menu Press <7> for 'Automated Attendant'. Press <1> for 'Opening Automated Attendant hours menu' (or <2> for 'Closing hours menu'). Opening hours menu Press <3>...
Page 41 Example Description: A personalised company greeting shall be recorded for the 'Opening hours menu'. Text: Welcome, you are connected to the Automated Attendant of Fulgor Delivery & Co. Operation: - Enter the administration menu. - Press <7> for 'Automated Attendant.' - Press <1>...
Page 42: Modify Submenu
Automated Attendant: Modify Submenu This option provides to define or modify the functions of the submenus. Enter the administration Enter administration menu. menu Press <7> for Automated Attendant 'Automated Attendant'. Press <1> for 'Opening Opening hours menu hours menu' (or <2> for 'Closing hours menu').
Page 43 List of Submenu Functions Number Function Not used: The application ignores the digit. Free dialling: The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Transfer to trunk'). Transfer to extension: The caller is connected to a predefined extension or to and ext.
Page 44 Modify Submenu Submenus help the caller to access the desired point in a clearly guided way, especially if more than 6 choices are offered to external callers. When the caller has selected in the main menu one proposed function the submenu can offer another ten choices, (digit 0 to 9). The handling to set up a submenu is similar to that of the main menu.
Page 45: Record Submenu
Record Submenu This option provides to record the announcement for the submenu. Multi-lingual recording: See "Select language". Enter administration Enter the administration menu menu. Press <7> for Automated Attendant 'Automated Attendant'. Press <1> for 'Opening Opening hours menu hours menu' (or <2> for 'Closing hours menu').
Page 46 Example Description: The announcement for the submenu shall be recorded. Text: Thank you for calling our delivery department. To discuss special delivery arrangements with our Mr. Miller, press <1>. To leave your preferred delivery date in our mailbox, press <2>. To get information about our truck routes, press <3>.
Page 47: Change Default Function
Change Default Function This option provides to change the default function of the Automated Attendant (different for opening and closing hours). Enter the administration Enter administration menu. menu Press <7> for 'Automated Attendant'. Automated Attendant Press <1>for 'Opening Opening hours menu hours menu' (or <2>...
Page 48 List of Default Functions Number Function Not used: The application plays the 'Good bye announcement' and releases the call. Free dialling: The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk'). Transfer to extension: The caller is connected to a predefined extension or to and ext.
Page 49: Short Cut
Short Cut This option provides to define or modify the function of the 'short cut' (different for opening and closing hours). Enter the administration Enter administration menu. menu Press <7> for Automated Attendant 'Automated Attendant'. Press <1> for 'Opening Opening hours menu hours menu' (or <2>...
Page 50 List of 'Short Cut' Functions Number Function Not used: The main menu is reached. Free dialling: The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk'). Transfer to extension: The caller is connected to a predefined extension or to and ext.
Page 51: Common Mailbox
Common Mailbox The Common Mailbox is a standard mailbox defined for the functions 'Short Cut', 'Default Function for the Automated Attendant' or 'Function for Non Existing Mailbox'. If no personal greeting is recorded the'Common Mailbox Announce ment' is played. Example - Create mailbox 199 - Access to mailbox 199 and program a password XXXX.
Page 52: Operator's Number
Automated Attendant: Operator's number This option provides to define or modify the extension number of the operator (can be different for opening and closing hours). Enter the administration Enter administration menu. menu Press <7> for Automated Attendant 'Automated Attendant'. Press <1> for 'Opening Opening hours menu hours menu' (or <2>...
Page 53 Operator's number It is necessary to define the extension number of the operator for the function 'transfer to operator'. Do not use the access code of the operator's group to avoid re-routing to the Automated Attendant. Enter the extension number of the person who is answering calls. This ensures that a caller gets 'human' assistance (e.g.
Page 54: Press Star' Question
Automated Attendant: 'Press Star' Question This option enables or disables the function 'Press star'. Enter the administration Enter administration menu. menu Press <7> for Automated Attendant 'Automated Attendant'. Press <1> for 'Opening Opening hours menu hours menu' (or <2> for 'Closing hours menu').
Page 55: Change Transfer Type
Automated Attendant: Change Transfer Type This option provides to change the transfer type of a call to an exten sion. Enter the administration Enter administration menu. menu Press <7> for 'Automated Attendant'. Automated Attendant Press <1> for 'Opening Opening hours menu hours menu' (or <2>...
Page 56 List of Transfer Types Number Function Blind transfer: This means that the application transfers the call inde pendent of the state of the "transferred to" party, i.e. the "transferred to" party may be idle or busy. Semi-supervised transfer: This means that the Automated Attendant transfers the call only to an idle party.
Page 57: Function For 'Non Existing Mailbox
Function for 'Non Existing Mailbox' This option changes the function for a 'Non Existing Mailbox'. This func tion is executed in case of : - diversion to voicemail but corresponding mailbox is not installed or personnalised - corrupt mailbox number - during 'Extra Hour' of a guest mailbox after checkout - answer only - mailbox with no personal greeting Enter the administration...
Page 58 List of Functions for 'Non Exist ing Mailbox' Number Function Not used: The application plays the 'Good bye announcement' and releases the call. Free dialling: The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk').
Page 59: Record 'Good Bye Announcement
Automated Attendant: Record 'Good Bye Announcement' This option provides to record a good bye announcement. The Auto mated Attendant plays the 'Good bye announcement' before the call is released. Multi-lingual recording: See "Select language". Enter administration Enter administration menu. menu Press <0>...
Page 60: Select Language' Question
Automated Attendant: 'Select Language' Question This option enables or disables the 'Select language' question. Enter the administration Enter administration menu. menu Press <0> for Miscellaneous 'Miscellaneous'. Press <3> for enable/ Enable/disable 'Select disable 'Select language' language' question question. Technical details: The default configuration is: OFF Only available in multi-lingual systems.
Page 61: Fax Switch
FAX Switch This option defines the extension number of the FAX machine, which serves for both, the opening and closing hours menu. Enter the administration Enter administration menu. menu Press <0> for 'Miscellaneous'. Miscellaneous Press <4> for 'Define Define FAX number FAX number'.
Page 62: Modify Closing Hours Menu
Automated Attendant: Modify Closing Hours Menu This option defines or modifies the functions of the main menu which can be selected from the callers during closing hours. Enter the administration Enter administration menu. menu Press <7> for 'Automated Attendant'. Automated Attendant Press <2>...
Page 63: Copy Opening Hours Menu
Automated Attendant: Copy Opening Hours Menu This option copies the opening hours menu to the closing hours menu. If the closing hours menu is similar to the opening hours menu, it can be copied and slightly adapted. Enter administration Enter the administration menu.
Page 64: Infobox/Audiotex
3.4 Infobox/Audiotex The infobox can be used as - Internal Information Service - External Infobox and as - Audiotex Information Service 5 infoboxes (number 46 to 50) are predefined for that service and can not be used in the Automated Attendant. All 5 infoboxes are concate nated.
Page 65: Modify Infobox
Modify Infobox This option modifies the following infobox parameters: - Record infobox announcement, - Change 'end of text' function, - Delete an infobox. Enter the administration menu. Enter administration menu Press <4> for 'Modify infobox'. Modify infobox Enter the infobox number or press <#>...
Page 66: Record Infobox
Modify Infobox: Record Infobox This option records the announcement for an infobox. For Multi-lingual recording see "Select language". Enter the administration menu. Enter administration Press <4> for 'Modify menu infobox'. Enter the infobox num Modify infobox ber. Press <1> for 'Record Enter infobox number infobox'.
Page 67: Modify Function
Modify Infobox: Modify Function This option modifies the 'end of text' function of the infobox. Enter the administration menu. Enter administration Press <4> for 'Modify menu infobox'. Modify infobox Enter the infobox num ber. Enter infobox number Press <2> for 'Modify function'.
Page 68 List of 'End of Text' Functions Number Function Not used: Return to the menu (main- or submenu). Free dialling: The caller is asked to enter the extension number of the desired subscriber or an abbreviated dialling code (see 'Trunk to Trunk'). Transfer to extension: The caller is connected to a predefined extension or to and ext.
Page 69: Delete Infobox
Modify Infobox: Delete Infobox This option deletes an infobox. Enter the administration menu. Enter administration menu Press <4> for 'Modify infobox'. Modify infobox Enter the infobox num Enter infobox number ber. Press <3> for 'Delete Delete infobox'. When an infobox is deleted, no checks are done. The infobox announcement is deleted but the func tion remains unchanged.
Page 70: Mailbox Administration
Mailboxes can be installed all at the same time or individually when they are required. Mailbox Mode: The Alcatel 4610 IV provides the following mailbox modes: D Standard Mode The Standard Mode can be switched to Answer Only Mode or Guest Mode.
Page 71 Standard Guest Function Mode Mode Record mailbox name Personal greeting Greeting 1,2,3 Select language Notification Password Distribution list Listen to messages Play back controls: Replay Archive Delete Timestamp Send a copy Reply Rewind Pause Forward Send a message Check receipt Internal information Service Broadcast Answer Only Mode...
Page 72: Install Mailbox
Remarks: A mailbox key should be defined on the internal subscriber's subset. Plug & Phone feature (Alcatel Office release 320A) creates auto maticaly standard mailbox for each installed subscriber set. Therefore, the mailbox owner has hust to enter a password and his name to setup...
Page 73: Modify Mailbox
You can either enter a mailbox number, when you intend to modify a single mailbox, or you can press <#> and the Alcatel 4610 IV starts with the first mailbox. After completion of the selected function Alcatel 4610 IV automat...
Page 74: Reset The Password
Modify Mailbox: Reset the Password The administrator can reset the personal password for a mailbox. Enter the administration Enter administration menu. menu Press <3> 'Modify Modify mailbox mailbox`. Enter the mailbox Enter mailbox number number. Reset password Press <1> for 'Reset password'.
Page 75: Change Notification Type
The Alcatel 4610 IV asks him to press star to confirm the notification. The mailbox owner must call the Alcatel 4610 IV to listen to the message. Access to mailbox - The mailbox owner can immediately listen to the...
Page 76: Delete Mailbox
Modify Mailbox: Delete Mailbox This option deletes a installed mailbox. Enter the administration Enter administration menu. menu Press <3> for 'Modify mailbox'. Modify mailbox Enter the mailbox Enter mailbox number number. Delete the mailbox Press <3> for 'Delete the mailbox'. If a mailbox is deleted, no checks are done.
Page 77: Enable/Disable Answer Only Mode
Modify Mailbox: Enable/Disable Answer Only Mode This option determines whether a mailbox can receive voice messages after having heard the personal greeting. Enter the administration Enter administration menu. menu Press <3> for 'Modify mailbox'. Modify mailbox Enter the mailbox Enter mailbox number number.
Page 78 Operation: Enter the administration menu Press <3> for 'Modify mailbox' Enter the mailbox number e.g. <201> The Alcatel 4610 IV announces: - Mailbox number - Name of the mailbox owner - Notification type - Setting of 'Answer only mode'.
Page 79: Switch Standard/Guest Mode
Modify Mailbox: Switch Standard/Guest Mode This option provides to switch between standard and guest mode of a mailbox. Enter the administration Enter administration menu. menu Press <3> for 'Modify mailbox'. Modify mailbox Enter the mailbox Enter mailbox number number. Press <5> for 'Switch Switch standard/guest standard/guest mode'.
Page 80: Record Notification Announcement
Technical details: When the notification is set and a new message arrived in the mailbox the Alcatel 4610 IV initiates a notification call. When the called party answers, the Alcatel 4610 IV will play the subsequent announcement: " This is a call from a voice mail system.."...
Page 81: Distribution List
The persons, who are part of the list can be defined by a subscriber or by the administrator. The subscriber can record a name for this distribution list and the Alcatel 4610 IV automatically allocates a number to the list. This number can be entered instead of a mailbox number, when the Alcatel 4610 IV asks for the destination mailbox number.
Page 82: Create Distribution List
Press <6> for menu 'Distribution list'. Press <2> for 'Create a Distribution list list'. Alcatel 4610 IV allocates a list Create a new list number and tells it to you. Record name of the list Record the name. Press <#> when you have finished recording.
Page 83: Listen/Modify Distribution List
Listen/Modify Distribution List The administrator can listen/modify all distribution lists. Enter administration Enter the administration menu. menu Press <6> for Distribution list 'Distribution list'. Listen/modify a Press <1> for 'Listen or distribution list modify a distribution list'. Enter 3 digits for a Enter the list number.
Page 84: Broadcast
Broadcast This option needs no administration. It is used to send ('broadcast') a message to all installed and initialised mailboxes. The destination mailbox number for broadcast is 000.
Page 85: Overview Of Mailbox Parameters
Enter the administration menu *) Phone number of Alcatel 4610 IV *) For details see Start consultation 'Entering the administration menu' Administration mailbox Password Miscellaneous Distribution list Install mailbox Modify mailbox Install mailbox Modify mailbox Miscellaneous Distribution list Record Enter mailbox...
Page 86: Statistics
3.6 Statistics The statistic option of the Alcatel 4610 IV is intended to enable - User (i.e. person in charge of system administration at customer's site) - Maintenance staff (i.e. Alcatel or distributor technician) to gather information on load situation and characteristics of usage.
Page 87 - Mailbox-Statistics - Automated Attendant-Statistics - Infobox-Statistics Load situation: - System Utilisation-Statistics - Largest Mailboxes-Statistics and to - Clear Statistics Counters Technical details: After entering the 'Read Statistics' menu the Alcatel 4610 IV informs since when the statistics data are collected.
Page 88: Mailbox-Statistics
Mailbox - Statistics This option provides two counters per mailbox: - Mailbox reached Counts how often a mailbox was reached and the caller listens to the greeting, independent if a message was left or not. - Message left Counts how often a messages was left after listening to the greeting of the mailbox.
Page 89: Infobox-Statistics
Infobox - Statistics This option provides one counter per infobox: - Listened to Infobox counter How often an infobox is reached Enter the administration Enter administration menu. menu Press <0> for 'Miscellaneous'. Miscellaneous Press <9> for 'Read Statistics'. Read Statistics Press <2>...
Page 90: Clear Statistics Counters
Clear Statistics Counters This option clears all statistic counters. Enter the administration Enter administration menu. menu Press <0> for Miscellaneous 'Miscellaneous'. Press <9> for Read Statistics 'Read Statistics'. Clear counters Press <3> for 'Clear counters'. Press <#> to confirm. Confirm Clears all statistic counters ! Technical details: Also power up and power failure cause a counter reset.
Page 91: Automated Attendant-Statistics
Automated Attendant - Statistics This option provides the following counters for the opening and closing hours of the Automated Attendant : Number of calls Total call duration Number of failed calls (i.e. calls reaching the Automated Attendant default function). Enter the administration Enter administration menu.
Page 92: System Utilisation-Statistics
System Utilisation - Statistics This option checks each full hour the free voice memory and the total seizure duration. Enter the administration Enter administration menu. menu Press <0> for Miscellaneous 'Miscellaneous'. Press <9> for Read Statistics 'Read Statistics'. Press <5> for System utilisation 'System utilisation'.
Page 93 Example Example of an announcement: February 23rd: 8 o'clock free memory, seizure duration, 9 o'clock free memory, seizure duration, 23 o'clock free memory, seizure duration, February 28th: 0 o'clock free memory, seizure duration, 23 o'clock free memory, seizure duration, March 1st: 0 o'clock free memory, seizure duration;...
Page 94 Mean value of seizure duration of the access Seizure duration: lines to the Alcatel 4610 IV as percentage of the maximum pos sible seizure within the specific hour. Example: - Seizure duration for access line 1: 24 minutes...
Page 95: Largest Mailboxes-Statistics
Largest Mailboxes - Statistics This option provides a hitlist to identify the 3 mailboxes, which occupies the most memory time for new and archived messages. Enter administration Enter the administration menu. menu Press <0> for Miscellaneous 'Miscellaneous'. Press <9> for Read Statistics 'Read Statistics'.
Page 96: Read Sw-Version
3.7 Read SW-Version This option provides to read out the SW-Version and the feature level. Enter the administration Enter administration menu. menu Press<0> for Miscellaneous 'Miscellaneous'. Press <0> for Read SW-Version 'Read SW-Version'. SW-Version Listen to the SW-Version: SW-Version 'EPROM', SW-Version 'Control file'.
Page 97 4 Voice Mail Functions The Alcatel 4610 IV provides different mailbox modes - standard mode - guest mode - answer only mode and two areas of voice communication - voice mail and - voice messaging. Standard mode mailbox This mode provides a standard set of functions.
Page 98 128 mailboxes. Each mailbox can be tailored according to individual requirements of the owner and greet the callers and record messages. The Alcatel 4610 IV provides a wide range of options which are described briefly in the chapter 'helpful terms'.
Page 99 4.1 General Hints A few general hints that will help you every time you use the Alcatel Office Communicator. The following keys have specific functions when supported: Press if you want more options. Note: If the OC does not offer any more options (- out of your current situation -), the Alcatel 4610 IV will play the announcement "No more options".
Page 100: Play Back Control
'Play back control' menu Skip to the end of recording Technical details: Pause: The maximum length of a pause is 20 seconds. When key 8 is not pressed again the Alcatel 4610 IV skips to the end of the recording.
Page 101: Recording Control
Recording Control Whenever recording a text (voice mail, greeting, name or announce- ment), pressing one of the following keys will cause: Pause (press again to contin Delete and re-record Finish recording Finish recording and replay Technical details: Pause: The maximum length of a pause is 20 seconds. During the pause the caller will hear the prompt 'To continue, press <8>' every 5 seconds as reminder.
Page 102 4.2 Overview of Functions: Standard Mode REPLAY From ARCHIVE/ external GREETING 1 NEXT Mailbox menu dial DELETE/ NEXT GREETING 2 LISTEN TO TIMESTAMP NEW MESSAGES GREETING 3 LISTEN TO SEND A COPY Depending THE GREETING RECORD LISTEN TO on system GREETING REPLY ARCHIVED...
Page 103 Open the Mailbox Open the mailbox to use the options of the Voice Mail application. This manipulation depends on the type of telephone set you are using and is represented by the following symbol: • Telephone set with dedicated mailbox key - Telephone set with softkey Press the mailbox key on Mailbox key...
Page 104 • Telephone set without dedicated mailbox key Dial the number of the Phone number of Alcatel 4610 IV. The Alcatel 4610 IV number depends on the usage. a) Either number of the operator group (if Alcatel 4610 IV part of an operator...
Page 105: Open The Mailbox The First Time
Press <mailbox key>. Mailbox key Press <softkey> Softkey associated to the display indication 'voice'. Enter your password The Alcatel 4610 IV asks you to enter your new Record your name personal password and to record the name of the mailbox.
Page 106 Press the <mailbox key> Mailbox key on your set. Voice messages Press <3> for 'Voice messages'. Enter your password The Alcatel 4610 IV asks Record your name you to enter your new personal password and to record the name of the mailbox.
Page 107 Press <#> during listen company Voice mail function greeting (only in case a)). Enter your mailbox num Your mailbox number ber. The Alcatel 4610 IV asks you to enter your personal password and Enter password to record the name of the mailbox.
Page 108: Listen To New Messages
Listen to New Messages The Alcatel 4610 IV signals the subscriber that a new message has arrived. Message is waiting The 'message waiting' indication is switched Open the mailbox Open the mailbox. New messages Press <1> and listen Listen to the message to the message.
Page 109: Listen To Archived Messages
Listen to Archived Messages The Alcatel 4610 IV retrieves the message from the archive. Open the mailbox. Open the mailbox Press <2> for Archived messages 'Archived messages'. Listen to the message Listen to the archived message. When listening to a mes sage the "play back con...
Page 110: Send A Copy Of A Message
Send a Copy of a Message You can send a copy of your new or archived message in the mailbox of one or more subscribers, a distribution list or broadcast it. Record a short introduction, so that the recipient knows that it is forwarded by you.
Page 111: Reply To A Message
Reply to a Message You can immediately reply to a message. The sender will receive the message in his mailbox. Restriction: A message to be replied to, has been sent from mailbox menu (option send or reply). Otherwise no caller information is avail able.
Page 112: Send A Message
Send a Message You can send a message directly in the mailbox of one or more subscribers, a distribution list or broadcast it. Open your mailbox. Open the mailbox Press <3> to send a message. Send a message Record your message. Press <#>...
Page 113: Dial By Name
Ask the system administrator if this option is available in your system. Technical details: If there are several names in the directory of the Alcatel 4610 IV match ing the input, the Alcatel 4610 IV will offer a selection to choose the name.
Page 114 A distribution list can be used to send a message to a number of per- sons defined by the subscriber himself. The subscriber must record a name for his distribution list and the Alcatel 4610 IV automatically allocates a number to the list. This number can be entered instead of a mailbox number when the system asks for the destination mailbox number.
Page 115 'Personal options'. Press <4> for Personal options 'Distribution list'. Press <2> for 'Create Distribution list a new list'. The Alcatel 4610 IV automatically allocates a list number Create a new list and tells it to you. Record the name. Press Record name of the list <#>...
Page 116 Listen/Modify Distribution List The subscriber can listen/modify or delete his distribution lists. Distribution lists from other subscribers can be used, but cannot be modified. Open the mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <4> for 'Distribution list'.
Page 117: Check The Receipt Of A Message
Check the Receipt of a Message You can check whether the recipient of your message has already listened to your message or not. Open the mailbox. Press <5> to check the Open the mailbox receipt. Check the receipt Enter the destination mailbox number.
Page 118: Record The Personal Greeting
Record the Personal Greeting This option provides to record your 'Personal Greeting". Open the mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <1> for 'Greetings'. Greetings Press <4> for 'Record greeting'. Record greeting Record your greeting. Record greeting Press <#>...
Page 119: Greetings On/Off
3 Greetings ON/OFF This option enables/disables three greetings for the mailbox. Open the mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <1> for 'Greetings'. Default is '3 Greetings' Greetings OFF. Press< 6> to enable, 3 Greetings ON/OFF press again <6>...
Page 120: Record 3 Personal Greetings
Record 3 Personal Greetings The Expert Mode provides up to three greetings. To use this option set '3 Greetings' to ON. Then record your 1st. greeting. To record the 2nd. and/or 3rd. greeting, enter the greeting-number first. To record the 1st greet ing: Open the mailbox Open the mailbox.
Page 121 Record 3 Personal Greetings (continue) Disabling of '3 Greetings' (OFF) deletes your greeting 2 and 3. Technical details: - The maximum length of the recording is 30 seconds. - A previous recorded greeting, when '3 Greetings' was disabled (OFF), is taken as greeting 1 after setting 3 greetings to ON.
Page 122: Modify 3 Personal Greetings
Modify 3 Personal Greetings This option provides to modify 3 personal greetings. Open the mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <1> for 'Greetings'. Greetings Press <4> for 'Record greeting'. Record greeting Select <1-3>, number of greeting. Select greeting Record your greeting.
Page 123: Select Personal Greetings
Select Personal Greetings You can select, which greeting (1-3) your caller may listen to. To use this option you must set '3 Greetings' to ON and performed the re cording of the greetings. Open the mailbox. Open the mailbox Press <4> for 'Personal options'.
Page 124: Record The Name
Record the Name The name of the mailbox was recorded when the mailbox has been opened the first time. Use this option to modify the name. Open the mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <1> for 'Greetings'.
Page 125 Notification Number (telephone, pager) The notification number can be: - a telephone number proceeded by the prefix for trunk access and/or - a pager service 1 or 2 followed by the subscriber's pager number. When notification is activated and when a new message has arrived in the mailbox the stored notification number is dialled according to the notification schedule.
Page 126 It is part of a system-wide defined pager service, which is program mable by your Alcatel distributor. 2 different pager services may be defined in the Alcatel 4610 IV. During programming his individual outgoing call number, the mailbox owner may choose between "ordinary"...
Page 127: Notification Schedule
Notification Schedule When notification is activated the stored notification number is dialled immediately (according to the default schedule 0 to 24 o'clock, when a new message has arrived in the mailbox). You can change this schedule by entering the desired begin and end time. Open the mailbox.
Page 128 Time Hours: Two digits from 00 to 23, (in case of 'end time' also 24 is accepted) Minutes: Two digits from 00 to 59, Example: 8 o'clock in the morning Enter: 0, 8, 0, 0. 2 o'clock in the afternoon Enter: 1, 4, 0, 0.
Page 129: Notification On/Off
Notification ON/OFF The option can be activated or deactivated. When activated the stored notification number is dialled immediately or according the desired schedule, when a new message has arrived in the mailbox. Open the mailbox. Open the mailbox Press <4> for Personal options 'Personal options'.
Page 130 Remote Consultation of the Mailbox The Alcatel 4610 IV calls the telephone number, which was defined in the option 'notification', when a new message arrives. The called party can either consult the mailbox immediately or hang up and call the application later, dependant on the Alcatel 4610 IV's configuration.
Page 131: Change Of Your Personal Password
Change of your Personal Password The password was entered when the mailbox has been opened the first time. It can be changed using this option. Open your mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <3> Change password 'Change password'.
Page 132: Select Your Language
Select your Language Use this option to select the language for your voice guide in your mailbox. Open your mailbox. Open the mailbox Press <4> for 'Personal options'. Personal options Press <5> for 'Select Select language language'. Digits <1> to <4> Enter the number of depend on number of your language...
Page 133 Enable/Disable Answer Only Mode Use this option to determine whether the mailbox can receive voice messages after having played the personal greeting. Open the mailbox. Open the mailbox Press <4> for 'Personal Personal options options'. Enable/disable answer Press <4> for 'Enable/ disable the answer only only mode mode' of the mailbox.
Page 134 Information Service Use this option to listen to the information box. Open your mailbox. Open the mailbox Press <6> for 'Information Service'. Information Service Listen to infobox 46 (and - if recorded - Listen to the to infobox 47, 48, 49, information 50).
Page 135 The guest mode provides a basic set of options of a mailbox. This mode is used in Hotel environment The described functionality are only supported in an Alcatel Office PBX release R4 Installation: The mailbox is installed automatically when the guest is checked in. The same language associated to the room telephone is defined for the voice guidence of the mailbox.
Page 136 If checking out messages which were not deleted are kept at least one hour. The guest can now consult his mailbox e.g from a booth phone. Checking in a new guest deletes all messages in the mailbox. Hint: If the guest insists of changing his name or if he has lost his pass word ticket the receptionist can check out the guest and check him in again.
Page 137: Open The Guest Mailbox The First Time
Open the Guest Mailbox the First Time Hotel environment If the Alcatel 4610 IV is integrated in an Alcatel Office PBX release 320A the password for remote consultation is allocated automatically during check in procedure. If the guest wants to record his name he must open the mailbox but he is asked to record it anyway after he has consulted his mailbox when he has received a message.
Page 138 Guest Mailbox: Listen to Messages The Alcatel 4610 IV signals the guest that a message has arrived. The 'message waiting' Message is waiting indication is switched Press the mailbox key Press the mailbox key. Listen to the message The message is played automatically.
Page 139: Guest Mailbox: Remote Consultation
Password Enter your password Listen to the message Listen to the message To call the system dial ei ther the access code of the Alcatel 4610 IV or public exchange number plus the access code. In a hotel application the...
Page 140 5 Overview of Automated Attendant Parameters Record company greeting 7/1(2)/3/r/# 'Press star' question 7/1(2)/8 'Language' question Short cut Alternatively to main menu 7/1(2)/6/f/# Default function MAIN MENU 7/1(2)/5/f/# Record main menu Transfer type 7/1(2)/2/r/# 1 Blind transfer Function for 'Non Existing Mailbox' 2 Semi-supervised Modify main menu...
Page 141 Date Administration, 17 message, 107, 137 enter, 18 System,set, 22 functions, 19 Default Password, 18 mailbox, 69 Delete Administrator, 9 'Good bye' announcement, 58 Automated Attendant, 7, 32 archived message, 108 company greeting, 39 'good bye'announcement, 58 distribution list, 115 change transfer type, 54 infobox announcement, 65 copy opening hours menu, 62...
Page 142 keys, 17, 98 main menu, 32 Mailbox, 14 non existing mailbox, 58 'Non Existing Mailbox' functions, short cut, 49 submenu, 41 administration, 69 answer only mode, 76 common, 14 consultation, 13 Greeting, company, 39 delete, 75 Guest Mailbox, 137 guest, 10, 14 listen to, 137 install, 71 open, the first time, 136...
Page 143 guest, 69, 78 system administration, 29 standard, 69, 78 Password, 15 switch, 78 administrative, change, 21 Modify guest mailbox, 10, 134, 135 3 Personal Greetings, 121 mailbox, reset, 73 personal,change, 130 mailbox, 72 Play back control, 99 Name, 15 distribution list, 114 Read SW-Version, 95 Mailbox, 123 Record...
Page 144 Voice Mail, 7, 15, 96 functions, 96 Time Voice Messaging, 7 message, 107, 137 System, 22 Timestamp, 15 Trunk transfer to, 36 trunk to, 36...
Page 145 E Alcatel Business Systems 1998. ALl rights reserved. Ref : 3BR 05761 AAAA Ed. 01 - printed by MODUS MEDIA F- ORLEANS Alcatel Business Systems, in keeping with its policy of constant product improvement for the customer, reserves the right to modify product specifications without prior notice.

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Alcatel X51 R2 User's Reference Manual

1 Introduction

2 Helpful Terms

3 Administration

4 Voice Mail Functions

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