Alcatel-Lucent 4610 IV manual

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1 1 Alcatel 4610 IV Release 3.0 User's reference manual[...]

2 2 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[...]

3 3 T able of Contents 1 Introduction 7 1.1 How to Use the Manual 7 1.2 The Presentation Principle 8 1.3 The System Administrator 9 2 Helpful Terms 13 Feature List 16 3 Administration 17 3.1 General Hints 17 Specific Key Functions 17 Entering the Administration Menu 18 3.2 Overview of Administrative Functions 19 Change of Administrator Password 21 [...]

4 4 Function for 'Non Existing Mailbox' 56 Record 'Good Bye Announcement' 58 'Select Language' Question 59 FAX Switch 60 Modify Closing Hours Menu 61 Copy Opening Hours Menu 62 3.4 Infobox/Audiotex 63 Modify Infobox 64 Record Infobox 65 Modify Function 66 Delete Infobox 68 3.5 Mailbox Administration 69 Install Mailbox [...]

5 5 4 Voice Mail Functions 96 4.1 General Hints 98 Play Back Control 99 Recording Control 100 4.2 Overview of Functions: Standard Mode 101 Open the Mailbox 102 Open the Mailbox the First Time 104 Listen to New Messages 107 Listen to Archived Messages 108 Send a Copy of a Message 109 Reply to a Message 110 Send a Message 111 Dial by Name 112 Distrib[...]

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7 7 1 Introduction By covering voice processing requirements, the Alcatel 4610 IV helps the customers of small and medium enterprises to get out more of their business - especially with regard to the areas "Greeting", and "MobilĆ ity". These specific solutions are called applications. The following geĆ neric applications are a[...]

8 8 1.2 The Presentation Principle The following presentation principle is used in this guide. Name of the option  Explanation of the option Description of the maĆ nipulation Useful hints ! Press or dial Listen Password Record Message waiting Open the Hang up Call This icon will draw your attention to warnings. Technical details Enter administr[...]

9 9 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: • When the system was set into operation the first time: St[...]

10 10 - Explain how the diversion to the mailbox can be activated/ deactivated. Ask users not to 'hide' behind their mailbox, when they are in their office the diversion has to be deactivated and calls answered personally. - Tell them to consult their mailbox, immediately when the 'mesĆ sage waiting' indication becomes switched[...]

11 11 - If the Alcatel 4610 IV is integrated in an Alcatel Office PBX reĆ lease 320A for hotel applications the mailbox password and the language of the voice guidance is allocated during checkĆ in procedure. If the language is not persistent the 'Primary LanĆ guage' is taken as default. The mailbox number is identical to his room tele[...]

12 12 - Record the menus of your application with a friendly and welĆ 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 opĆ tion. Example: '...for the[...]

13 13 2 Helpful Terms Broadcast You can use the number 000 to send ('broadcast') a message to all subscribers of the application. All installed and initialized mailboxes are included automatically. Consultation You can open your mailbox to listen to new and/or archived messages. Control functions Play back control: You can replay, rewind [...]

14 14 Language An external caller and the mailbox owner can select their preferred operation language of the voice meĆ nus, depending on the installation. Mailbox Standard Mailbox A mailbox is dedicated to an owner. It bears the owner's recorded name and welcomes the caller with a personal recorded greeting. Messages can be left in the mailbo[...]

15 15 Office environment The mailbox is installed using the administration menu. During first consultation the name must be recorded and a password entered. Name and passĆ word can't be changed by the owner. The password must only be used for remote consultation. Message receipt You can check whether the message, you have sent to a subscriber[...]

16 16 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 (StandardĆ, GuestĆ and Answer Only Mode) Multi-lingual: Mailbox, Automate[...]

17 17 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. Every input is conf[...]

18 18 Phone number of Alcatel 4610 IV Company greeting Start consultation Administration mailbox number # 0 Entering the Administration Menu  The administration menu provides a selection of administrative paraĆ meters to create and maintain the Alcatel 4610 IV. Dial the phone number of the Alcatel 4610 IV. The number depends on the usage and ca[...]

19 19 3.2 Overview of Administrative Functions 1 2 3 4 OPENING/CLOSING HOURS INSTALL MAILBOX 5 6 MODIFY MAILBOX MODIFY INFOBOX SELECT LANGUAGE DISTRIBUTION LISTS MISCELLANEOUS 0 7 8 9 AUTOMATED ATTENDANT TIME AND DATE CHANGE ADMINISTRATOR PASSWORD RECORD "GOOD BYE" ANNOUNCEMENT ENABLE/DISABLE "SELECT LANGUAGE" QUESTION FAX SWITC[...]

20 20 MODIFY MAIN MENU RECORD MAIN MENU RECORD COMPANY GREETING SUBMENU HANDLING CHANGE DEFAULT FUNCTION CHANGE "SHORT CUT" CHANGE OPERATOR'S NUMBER ENABLE/DISABLE "PRESS STAR" QUESTION CHANGE TRANSFER TYPE SUBMENU SUBMENU SUBMENU SUBMENU SUBMENU SUBMENU SUBMENU SUBMENU SUBMENU SUBMENU MODIFY SUBMENU RECORD SUBMENU 1 2 3 4 [...]

21 21 Enter administration menu Change administrator password Enter new password Confirm 9 # Change of Administrator Password  The administrator password must be changed to protect the Alcatel 4610 IV from misuse. Enter the administration menu. Press <9> for 'Change administrator password'. Enter the new password. Press <#>[...]

22 22 Enter administration menu Time and date Set time 1 # 2 # # Set date Enter day, month and year Confirm 8 Confirm Enter hour and minutes Set Time and Date  Set the Alcatel 4610 IV to the actual time and date. Enter the administration menu. Press <8> for 'Time and date'. Press <1> for 'Set time'. Enter two digi[...]

23 23 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. Day: Two digits from 01 to 31 Month: Two digits from 01 to 12 Year: 98 for 1998 02 for 2002 Date[...]

24 24 Enter administration menu Time and date Define opening hours Enter day of week # 8 3 Confirm # Define Opening Hours  Define the requested schedule. For the following combinations one or two ranges are possible:  for each day of the week  for all days of a week  for working days (Mon.-Fri.)  for the weekend (Sat., Sun.) Enter th[...]

25 25 Enter start time 1 Enter end time 1 Enter start time 2 Enter end time 2 Enter start time 1 Enter end time 1 One range Two ranges 08:00 08:00 12:00 12:00 00:00 13:00 00:00 18:00 All day open All day closed 00:00 00:00 24:00 00:00 Examples for the range Define Opening Hours (continue) Hours: Two digits from 00 to 23, In case of 'end time 1[...]

26 26 Select Language  The administrator can select the language for the following recordings of - 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[...]

27 27 Enter administration menu Select language Enter number # 5 Select Language (continue) Enter the administration menu. Press <5> for 'Select language'. Enter the number of the selected language. Selecting the language does not affect the lanĆ guage of the administraĆ tion menus. Technical details: The default language, when en[...]

28 28 Enter administration menu Switch opening/closing hours menu 1 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 'Def[...]

29 29 Enter the administration menu *) Phone number of the Alcatel 4610 IV Start consultation Administration mailbox number Password # Change administrator password Enter new password 9 Change administrator password Time and date Set time Enter hour/minutes Confirm Time and date Set date Enter day/month/ year Confirm 8 1 2 # # Set time and date Tim[...]

30 30 3.3 Automated Attendant The following chapter explains the functions of the Automated AttenĆ 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 th[...]

31 31 Which menu functions can be selected Out of the following functions can be selected. 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 The caller dials the desired mailbox number Infob[...]

32 32 Enter administration menu Automated Attendant Opening hours menu Modify main menu Enter digit key Enter function Confirm 7 1 1 # 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 the administration menu. Press[...]

33 33 List of Main Menu Functions Not used: The application ignores the digit. 2 3 1 5 6 4 8 9 7 Number Function 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 t[...]

34 34 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 Configuration: - Enter the administrat[...]

35 35 Welcome, you are connected to the Automated Attendant of Fulgar Delivery & Co. Call at Fulgor Delivery & Co Please press <  >. OPTIONAL Thank you. If you prefer another language than English, press <1> for French or <2> for German. OPTIONAL If you want to get price informations from Mrs. Braun, press <1>. If[...]

36 36 Transfer to Trunk 'Transfer to trunk' respectively 'Trunk to trunk connection' via the AutoĆ mated Attendant can be made using the function 'Free dialling' or 'Transfer to predefined extension' in combination with the PBX feature abbreviated dialling. Due to the fact that the Alcatel 4610 IV supports o[...]

37 37 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 recorĆ ded the system announces an "artificially composed" menu. This announcement corresponds to the choices defined for the main menu. For Multi-lingual recor[...]

38 38 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 menĆ tioned at the end. Write down the text and check if the text is clear for the caller. Do not[...]

39 39 Automated Attendant: Record Company Greeting  This option provides to record the company greeting. Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <3> for 'Record company greeting'.[...]

40 40 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> for 'Opening hours men[...]

41 41 Automated Attendant: Modify Submenu  This option provides to define or modify the functions of the submenus. Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <4> for 'Submenu handling&apo[...]

42 42 List of Submenu Functions Not used: The application ignores the digit. 2 3 1 6 8 7 Number Function Transfer to operator: The caller is connected to a predefined operator. Infobox: The caller is connected to a predefined infobox. Leave a message: The caller is asked to enter the number of the mailbox, where he wants to leave a message. Mailbox[...]

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[...]

44 44 Record Submenu  This option provides to record the announcement for the submenu. Multi-lingual recording: See "Select language". Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <4> [...]

45 45 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>. Configur[...]

46 46 Change Default Function  This option provides to change the default function of the Automated Attendant (different for opening and closing hours). Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1>for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <[...]

47 47 List of Default Functions Not used: The application plays the 'Good bye announcement' and releases the call. 2 3 1 5 6 4 8 7 Number Function Transfer to operator: The caller is connected to a predefined operator. Infobox: The caller is connected to a predefined infobox. Leave a message: The caller is asked to enter the number of the[...]

48 48 Short Cut  This option provides to define or modify the function of the 'short cut' (different for opening and closing hours). Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <6> fo[...]

49 49 List of 'Short Cut' Functions Not used: The main menu is reached. 2 3 1 5 6 4 8 7 Number Function Transfer to operator: The caller is connected to a predefined operator. Infobox: The caller is connected to a predefined infobox. Leave a message: The caller is asked to enter the number of the mailbox, where he wants to leave a message[...]

50 50 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 AnnounceĆ ment' is played. Example - Create mailbox 199 - Access t[...]

51 51 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 menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing h[...]

52 52 Operator's number It is necessary to define the extension number of the operator for the function 'transfer to operator'. Example Description: The operator's number should be changed to '111'. Configuration: - Enter the administration menu. - Press <7> for 'Automated Attendant'. - Press <1> [...]

53 53 Automated Attendant: 'Press Star' Question  This option enables or disables the function 'Press star'. Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <8> for enable/ disa[...]

54 54 Automated Attendant: Change Transfer Type  This option provides to change the transfer type of a call to an extenĆ sion. Enter the administration menu. Press <7> for 'Automated Attendant'. Press <1> for 'Opening hours menu' (or <2> for 'Closing hours menu'). Press <9> for 'Change [...]

55 55 List of Transfer Types Blind transfer: This means that the application transfers the call indeĆ pendent of the state of the "transferred to" party, i.e. the "transferred to" party may be idle or busy. 2 3 1 Number Function Semi-supervised transfer: This means that the Automated Attendant transfers the call only to an idle[...]

56 56 Function for 'Non Existing Mailbox'  This option changes the function for a 'Non Existing Mailbox'. This funcĆ 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 -[...]

57 57 List of Functions for 'Non ExistĆ ing Mailbox' Not used: The application plays the 'Good bye announcement' and releases the call. 2 3 1 5 6 4 8 7 Number Function Transfer to operator: The caller is connected to a predefined operator. Infobox: The caller is connected to a predefined infobox. Leave a message: The caller is [...]

58 58 Automated Attendant: Record 'Good Bye Announcement'  This option provides to record a good bye announcement. The AutoĆ mated Attendant plays the 'Good bye announcement' before the call is released. Multi-lingual recording: See "Select language". Enter the administration menu. Press <0> for 'Miscell[...]

59 59 Automated Attendant: 'Select Language' Question  This option enables or disables the 'Select language' question. Enter the administration menu. Press <0> for 'Miscellaneous'. Press <3> for enable/ disable 'Select language' question. When the application supports several languages the call[...]

60 60 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 menu. Press <0> for 'Miscellaneous'. Press <4> for 'Define FAX number'. Enter the number. Press <#> to confirm. Enter administration menu Miscella[...]

61 61 Enter administration menu Automated Attendant Closing hours menu 7 2 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 menu. Press <7> for 'Automated Attendant'. Press <2> [...]

62 62 Enter administration menu Automated Attendant Copy opening hours menu 7 3 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 the administration menu. Press <7> fo[...]

63 63 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 canĆ not be used in the Automated Attendant. All 5 infoboxes are concateĆ nated. Recording of the information is done by the system administ[...]

64 64 Modify Infobox  This option modifies the following infobox parameters: - Record infobox announcement, - Change 'end of text' function, - Delete an infobox. Enter the administration menu. Press <4> for 'Modify infobox'. Enter the infobox number or press <#> to step through all existing infoĆ boxes. Announcem[...]

65 65 Modify Infobox: Record Infobox  This option records the announcement for an infobox. For Multi-lingual recording see "Select language". Enter the administration menu. Press <4> for 'Modify infobox'. Enter the infobox numĆ ber. Press <1> for 'Record infobox'. Record the announceĆ ment. - Press <[...]

66 66 Modify Infobox: Modify Function  This option modifies the 'end of text' function of the infobox. Enter the administration menu. Press <4> for 'Modify infobox'. Enter the infobox numĆ ber. Press <2> for 'Modify function'. Enter number of the desired function. Press <#> to confirm. The 'e[...]

67 67 List of 'End of Text' Functions Not used: Return to the menu (main- or submenu). 2 3 1 5 6 4 8 7 Number Function Transfer to operator: The caller is connected to a predefined operator. Infobox: The caller is connected to a predefined infobox. Leave a message: The caller is asked to enter the number of the mailbox, where he wants to [...]

68 68 Modify Infobox: Delete Infobox  This option deletes an infobox. Enter the administration menu. Press <4> for 'Modify infobox'. Enter the infobox numĆ ber. Press <3> for 'Delete infobox'. ! When an infobox is deleted, no checks are done. The infobox announcement is deleted but the funcĆ tion remains unchang[...]

69 69 3.5 Mailbox Administration This chapter explains all options necessary to administrate mailboxes. 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:  Standard Mode The Standard Mode can be switched to Answer Only Mode or Guest Mode.[...]

70 70 Function Standard Mode Guest Mode Record mailbox name x x Personal greeting x - Greeting 1,2,3 x - Select language 1) 2) Notification x - Password x 3) Distribution list x - Listen to messages x x Play back controls: x x Replay x x Archive x - Delete x x Timestamp x x Send a copy x - Reply x - Rewind x x Pause x x Forward x x Send a message x[...]

71 71 Enter administration menu 2 # Install mailbox Enter the mailbox number Confirm Install Mailbox  This option enables you to install a mailbox instandard mode. Enter the administration menu. Press <2> for 'Install mailbox'. Enter the number of the mailbox. Press <#> to confirm. When you press the hash key, the Alcatel 4[...]

72 72 Enter administration menu Modify mailbox Enter mailbox number # 3 Modify Mailbox  This option provides to: - Reset the password - Change the notification type - Delete the mailbox - Enable/disable answer only mode - Switch standard/guest mode Enter the administration menu. Press <3> for 'Modify mailbox'. Enter the mailbox n[...]

73 73 Enter administration menu 3 1 Modify mailbox Enter mailbox number Reset password Modify Mailbox: Reset the Password  The administrator can reset the personal password for a mailbox. Enter the administration menu. Press <3> 'Modify mailbox`. Enter the mailbox number. Press <1> for 'Reset password'. When the subscr[...]

74 74 Enter administration menu Modify mailbox Enter mailbox number Change notification type 3 2 1 2 3 No notification Signalling only Access to mailbox Modify Mailbox: Change Notification Type  The notification option informs the mailbox owner when a new message has arrived by initiating an (outgoing) call. Enter the administration menu. Press [...]

75 75 Enter administration menu Modify mailbox Enter mailbox number Delete the mailbox 3 3 Modify Mailbox: Delete Mailbox  This option deletes a installed mailbox. Enter the administration menu. Press <3> for 'Modify mailbox'. Enter the mailbox number. Press <3> for 'Delete the mailbox'. ! If a mailbox is deleted,[...]

76 76 Enter administration menu Modify mailbox Enter mailbox number Enable/disable answer only mode 3 4 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 menu. Press <3> for 'Modify mailbox'. Enter[...]

77 77 Modify Mailbox (continue) Example 3 2 0 1 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'. (e.g.: Mailbox 201 - John Silver - Notificat[...]

78 78 Enter administration menu Modify mailbox Enter mailbox number Switch standard/guest mode 3 5 Modify Mailbox: Switch Standard/Guest Mode  This option provides to switch between standard and guest mode of a mailbox. Enter the administration menu. Press <3> for 'Modify mailbox'. Enter the mailbox number. Press <5> for &a[...]

79 79 Enter administration menu Miscellaneous Record notification announcement Record the announcement Finish recording 0 2 # 1 * # Confirm Replay or Delete and re-record Delete an existing announcement 3 Record Notification Announcement  This recorded announcement replaces the default announcement. For multi-lingual recording see "Select l[...]

80 80 Distribution List  A distribution list is a convenient means to send a message to a number of persons. 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 ca[...]

81 81 Enter administration menu Distribution list Create a new list Record name of the list Finish recording Confirm Enter destination mailbox number Confirm Enter next destination mailbox number Confirm Terminate 6 2 # 1 Replay or Delete and re-record # # * # * Delete and re-enter Create Distribution List  This option provides the administrator[...]

82 82 Enter administration menu Distribution list Listen/modify a distribution list Enter 3 digits for a list number or # for all distribution lists Listen Modify Delete the list Step through the list members Delete a member 6 Enter additional destinaĆ tion mailbox number Confirm Terminate or 1 # 3 1 3 2 # * Listen/Modify Distribution List  The[...]

83 83 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.[...]

84 84 Enter the administration menu *) Phone number of Alcatel 4610 IV Start consultation Administration mailbox Password # 0 Install mailbox Enter mailbox number Confirm 2 Install mailbox Modify mailbox Enter mailbox number 3 Modify mailbox Overview of Mailbox Parameters # 1 3 Reset password Change notification type Delete mailbox Enable / disable[...]

85 85 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. Based on this information conclusions regarding [...]

86 86 This option provides to gather the following statistic information: Characteristics of usage: - 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&a[...]

87 87 Enter administration menu 1 9 0 Miscellaneous Read Statistics Mailbox counters Enter Mailbox number Mailbox counters 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 C[...]

88 88 Enter administration menu 0 Miscellaneous Read Statistics Infobox counters Enter Infobox number Infobox counters 2 9 Infobox - Statistics  This option provides one counter per infobox: - Listened to Infobox counter How often an infobox is reached Enter the administration menu. Press <0> for 'Miscellaneous'. Press <9> [...]

89 89 Enter administration menu 0 Miscellaneous Read Statistics 9 3 # Clear counters Confirm Clear Statistics Counters  This option clears all statistic counters. Enter the administration menu. Press <0> for 'Miscellaneous'. Press <9> for 'Read Statistics'. Press <3> for 'Clear counters'. Press <[...]

90 90 1 0 9 4 2 Enter administration menu Miscellaneous Read Statistics Automated Attendant Opening hours Closing hours Automated Attendant counters or 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 fa[...]

91 91 0 9 Read Statistics Enter administration menu Miscellaneous 5 System utilisation History of one week System Utilisation - Statistics  This option checks each full hour the free voice memory and the total seizure duration. Enter the administration menu. Press <0> for 'Miscellaneous'. Press <9> for 'Read Statistics[...]

92 92 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 ?[...]

93 93 Playback options: The statistics history starts either 7 days before or with the point of counter -reset: 0 9 # 7 Step back in history by one day step forward in history by one day go to end (announceĆ ment of current free voice memory) step forward in history by one hour System Utilisation - Statistics (continue) To have an overview on the [...]

94 94 0 9 Read Statistics Enter administration menu Miscellaneous # 6 Largest mailbox Mailbox counter Step through 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 the administration menu. Press <0> for 'Miscellaneous&ap[...]

95 95 0 Enter administration menu Miscellaneous 0 Read SW-Version SW-Version 3.7 Read SW-Version  This option provides to read out the SW-Version and the feature level. Enter the administration menu. Press<0> for 'Miscellaneous'. Press <0> for 'Read SW-Version'. Listen to the SW-Version:  SW-Version 'EPROM[...]

96 96 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. Guest mode mailbox This mode provides a basic set of functions. These are to [...]

97 97 New messages are indicated at your telephone and - if you like - via a notification call at any predefined internal or external telephone/pager. Both functionalities are based on mailboxes. The Alcatel 4610 IV supĆ ports up to 128 mailboxes. Each mailbox can be tailored according to individual requirements of the owner and greet the callers [...]

98 98 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 0 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 "[...]

99 99 Begin of recording Rewind 10 seconds Pause, press again to continue 1 8 7 9 0 # Play Back Control  When you listen to a voice mail or an announcement, these keys are assigned to following functions: 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[...]

100 100 Pause (press again to continĆ ue) Delete and re-record Finish recording Finish recording and replay 8 * # 1 Recording Control  Whenever recording a text (voice mail, greeting, name or announce- ment), pressing one of the following keys will cause: Technical details: Pause: The maximum length of a pause is 20 seconds. During the pause th[...]

101 101 4.2 Overview of Functions: Standard Mode ENTER PASSWORD ENTER MAILBOX NUMBER From external dial No. LISTEN TO THE GREETING PRESS # 1 2 3 4 LISTEN TO NEW MESSAGES LISTEN TO ARCHIVED MESSAGES 5 6 SEND A MESSAGE PERSONAL OPTIONS CHECK RECEIPT INFORMATION SERVICE Mailbox menu REPLAY ARCHIVE/ NEXT DELETE/ NEXT TIMESTAMP SEND A COPY REPLY GREETIN[...]

102 102 Mailbox key Softkey Password Mailbox key Voice messages Password 3 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 [...]

103 103 Phone number of Alcatel 4610 IV Company greeting Voice mail function Your mailbox number Password # Mailbox prefix Password or • Telephone set without dedicated mailbox key Dial the number of the Alcatel 4610 IV. The number depends on the usage. a) Either number of the operator group (if Alcatel 4610 IV is part of an operator group) or b)[...]

104 104 Mailbox key Softkey Enter your password Record your name Open the Mailbox the First Time  When your mailbox has been installed the message waiting LED is switched on. When you open the mailbox the first time the OC guides you with introductory prompts to personalise your mailbox:  Enter your personal 4-digits password  Record your [...]

105 105 Mailbox key Voice messages Enter your password Record your name 3 - Telephone set without softkey Press the <mailbox key> on your set. Press <3> for 'Voice messages'. The Alcatel 4610 IV asks you to enter your new personal password and to record the name of the mailbox.[...]

106 106 Phone number of Alcatel 4610 IV Company greeting Voice mail function Your mailbox number Enter password Record your name # # Mailbox prefix Enter password Record your name or • Telephone set without mailbox key Dial the number of the Alcatel 4610 IV. The number depends on the usage. a) Either number of the operator group (if Alcatel 4610 [...]

107 107 Message is waiting Open the mailbox New messages Listen to the message 1 2 3 4 Archive Delete Timestamp Send a copy Reply 5 6 Listen to New Messages  The Alcatel 4610 IV signals the subscriber that a new message has arrived. The 'message waiting' indication is switched on. Open the mailbox. Press <1> and listen to the mes[...]

108 108 Open the mailbox Archived messages Listen to the message 2 2 3 Archive again Delete Timestamp Send a copy Reply 4 5 6 Listen to Archived Messages  The Alcatel 4610 IV retrieves the message from the archive. Open the mailbox. Press <2> for 'Archived messages'. Listen to the archived message. When listening to a mesĆ sage [...]

109 109 Listen to the message Send a copy Record an introduction Finish introduction Confirm Destination mailbox Confirm 5 # # 1 Replay or Delete and re-record # Delete and re-enter 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 [...]

111 110 Listen to a message Reply Record an answer Finish answer Confirm 6 # Replay or Delete and re-record # 1 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 inform[...]

1 11 1 1 2 Open the mailbox Send a message Record the message Finish recording Confirm Destination mailbox Confirm 3 # # 1 Replay or Delete and re-record # Delete and re-enter 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. Press <3> to send [...]

1 1 3 1 12 1 2 ABC 4 5 JKL 6 MN 9 WXY 0 OQZ # GHI 7 PRS 8 TUV # DEF 3 Press hash Enter the first 3 and not more than 8 characters Confirm # # # # Dial by Name  When the Alcatel 4610 IV asks to enter the mailbox- or distribution list number, it is possible to spell the mailbox name using the letters on the key pad of the telephone set. Press <[...]

1 13 1 1 4 Distribution List  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 f[...]

1 1 5 1 14 Open the mailbox Personal options Distribution list Create a new list Record name of the list Finish name recording Confirm Enter destination mailbox number Delete and re-enter Confirm Enter next destination mailbox number Confirm Terminate 4 4 2 # 1 Replay or Delete and re-record # # * * # Create Distribution List  The subscriber can[...]

1 15 1 1 6 Personal options Distribution list Listen/modify a distribution list Enter 3 digits for a list number or # for all distribution lists Listen Modify Delete the list Step through the list members Delete a member 4 4 1 # 3 Enter new destination mailbox number 1 3 2 Confirm Terminate # * or Open the mailbox Listen/Modify Distribution List ?[...]

1 1 7 1 16 Open the mailbox Check the receipt Enter destination mailbox number Listen to the message Next message 5 # 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 receipt. Enter the destination mailbox number. Listen[...]

1 17 1 1 8 Open the mailbox Personal options Greetings Record greeting Record greeting Finish recording Confirm 4 1 4 # Replay or Delete and re-record # 1 Record the Personal Greeting  This option provides to record your 'Personal Greeting". Open the mailbox. Press <4> for 'Personal options'. Press <1> for 'G[...]

1 1 9 1 18 Open the mailbox Personal options Greetings 3 Greetings ON/OFF 4 1 6 3 Greetings ON/OFF  This option enables/disables three greetings for the mailbox. Open the mailbox. Press <4> for 'Personal options'. Press <1> for 'Greetings'. Default is '3 Greetings' OFF. Press< 6> to enable, press a[...]

119 120 Open the mailbox 4 1 4 # Replay or Delete and re-record Personal options Greetings Select greeting Record greeting 1st 2nd 3rd Record greeting Finish recording Confirm 4 Record greeting Record greeting # Finish recording Confirm # Replay or Delete and re-record # Finish recording Confirm # # Finish recording 1 1 # # Record 3 Personal Greeti[...]

121 120 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.[...]

121 122 Open the mailbox 4 1 4 # Replay or Delete and re-record # Personal options Greetings Select greeting Record greeting Record greeting Finish recording Confirm 1 Modify 3 Personal Greetings  This option provides to modify 3 personal greetings. Open the mailbox. Press <4> for 'Personal options'. Press <1> for 'Gre[...]

123 122 Open the mailbox 4 1 Personal options Greetings Select greeting 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 reĆ cording of the greetings. Open the mailbox. Press <4> for 'Personal options'. Press[...]

123 124 Open the mailbox Personal options Greetings Record name Record name Finish recording Confirm 4 1 5 # 1 Replay or Delete and re-record # 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. Press <4> for 'Personal options&apo[...]

125 124 Open the mailbox 4 2 Confirm # 3 # 1 Personal options Notification Notification number Enter the prefix for trunk access and telephone number or Enter the subscriber's pager number Notification Number (telephone, pager)  The notification number can be: - a telephone number proceeded by the prefix for trunk access and/or - a pager se[...]

125 126 Technical details: In case of a notification call to a pager, the notification number, which can be entered individually per mailbox, is treated in a special way: It is part of a system-wide defined pager service, which is programĆ mable by your Alcatel distributor. 2 different pager services may be defined in the Alcatel 4610 IV. During p[...]

127 126 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. Press <4> for 'Personal [...]

127 128 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. To clear the schedule and use again the default values enĆ ter the begin time (0,0,0,0) and the end time [...]

129 128 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. Press <4> for 'Personal options'. Press <2> for 'Notification'. Press <[...]

129 130 Call # 1 Password New messages Listen to the new messages Hang up Consult the mailbox Immediately Later or *) Depending on system configuration Confirm Remote consultation Call the system Company greeting *) Start consultation *) Mailbox number Password New messages Listen to the new messages # 1 To listen to your messages use Notification [...]

131 130 Open the mailbox Personal options Change password Enter new password Confirm 4 # 3 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. Press <4> for 'Personal options'. Press <3> for 'Change password&[...]

131 132 Open the mailbox Personal options Select language Enter the number of your language 4 5 Select your Language  Use this option to select the language for your voiceĆguide in your mailbox. Open your mailbox. Press <4> for 'Personal options'. Press <5> for 'Select language'. Digits <1> to <4> dep[...]

133 132 Open the mailbox Personal options Enable/disable answer only mode 4 6 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. Press <4> for 'Personal options'. Press <4> for 'Enable/ disable the ans[...]

133 134 Open the mailbox Information Service Listen to the information Confirm # 6 Information Service  Use this option to listen to the information box. Open your mailbox. Press <6> for 'Information Service'. Listen to infobox 46 (and - if recorded - to infobox 47, 48, 49, 50). Press <#> to confirm. Technical details: If n[...]

135 134 4.3 Overview of Functions: Guest Mode ENTER MAILBOX NUMBER From external dial No. LISTEN TO THE GREETING PRESS # REPLAY DELETE/ NEXT 1 3 Depending on system configuration From internal PLAY MESSAGE ENTER PASSWORD TIMESTAMP 4 # NEXT Press the mailbox key RECORD YOUR NAME END OF MESSAGES The guest mode provides a basic set of options of a mai[...]

135 136 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 passĆ word ticket the receptionist can check out the guest and check him[...]

137 136 Press the mailbox key Record your name 1 Replay or Delete and re-record 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 checkĆin procedure. If the guest wants to record his name he mu[...]

137 138 Message is waiting Press the mailbox key Listen to the message 1 3 4 Replay Delete Timestamp Rewind Pause/Continue Forward More options Skip the message 7 8 9 0 # 1 3 4 Replay Delete Timestamp Next message # At the end of a message it can be replayed, deleted or the timestamp inforĆ mation can be requested. The next message is played autom[...]

139 138 *) Depending on system configuration Call the system Hotel/Company greetĆ ing *) Start consultation *) Mailbox number Password Listen to the message # Guest Mailbox: Remote Consultation  You can consult your mailbox from an external DTMF telephone set. Call the system Listen to the system greeting Press <#> to start consultation E[...]

139 140 5 Overview of Automated Attendant Parameters Record company greeting 7/1(2)/3/r/# Set time and date 8/1 8/2 'Press star' question 7/1(2)/8 'Language' question 0/3 Modify main menu 7/1(2)/1/n/f Short cut 7/1(2)/6/f/# Alternatively to main menu Default function 7/1(2)/5/f/# Functions 1 Not used 2 Free dialling 3 Transfer t[...]

141 140 A Administration, 17 enter, 18 functions, 19 mailbox, 69 Administrator, 9 Automated Attendant, 7, 32 'good bye'announcement, 58 change transfer type, 54 copy opening hours menu, 62 default function, 46 modify closing hours menu, 61 modify opening hours menu, 32 modify submenu, 41 operator's number, 51 press star question, 53 [...]

141 142 keys, 17, 98 main menu, 32 non existing mailbox, 58 short cut, 49 submenu, 41 G Greeting, company, 39 Guest Mailbox, 137 listen to, 137 open, the first time, 136 Guest Mode, 69, 134 H Hotel environment, 134, 136 I Infobox delete, 68 modify, 64 modify functions, 66 record announcement, 65 Information Service, 7 Introduction, 109 L Language a[...]

143 142 guest, 69, 78 standard, 69, 78 switch, 78 Modify 3 Personal Greetings, 121 mailbox, 72 N Name, 15 distribution list, 114 Mailbox, 123 Notification, 124 announcement, 81 Schedule, 126 Number distribution list, 113 FAX-number, 60 operator's number, 51 receipt, 116 O Office environment, 135, 136 Opening Hours, 24 define, 24 Operator, exte[...]

143 144 T Time message, 107, 137 System, 22 Timestamp, 15 Trunk transfer to, 36 trunk to, 36 V Voice Mail, 7, 15, 96 functions, 96 Voice Messaging, 7[...]

145 144  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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