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Alcatel-Lucent OmniPCX Enterprise
Communication Server
Alcatel-Lucent 4645 VMS - User Manual
Legal notice:
Alcatel, Lucent, Alcatel-Lucent and the Alcatel-Lucent logo are trademarks of
Alcatel-Lucent. All other trademarks are the property of their respective
owners.
The information presented is subject to change without notice.
Alcatel-Lucent assumes no responsibility for inaccuracies contained herein.
Copyright © 2014 Alcatel-Lucent. All rights reserved.
The CE mark indicates that this product conforms to the following Council
Directives:
- 2004/108/EC (concerning electro-magnetic compatibility)
- 2006/95/EC (concerning electrical safety)
- 1999/5/EC (R&TTE)
Chapter 1
Overview

General ....................................................................................................... 1.1

Guide contents ........................................................................................ 1.1
Chapter 2
Icons

Main icons ................................................................................................. 2.1

Warning icon ............................................................................................ 2.1
Chapter 3
Connecting to the voice mailbox

Connection from a call to your set .................................................. 3.1

Connecting via forwarding .............................................................................3.1

Connecting via the overflow to an associated set feature .............................3.1

Canceling forwarding or overflow ..................................................................3.2

Direct connection on your voice mailbox .....................................3.2
 

   

  ! ""     
0-1
Chapter 4
Recommendations

Passwords ................................................................................................ 4.1

Other choices offered ........................................................................... 4.1

Canceling an action or exiting ........................................................... 4.1

Confirming an action ............................................................................ 4.1

Moving to the next message .............................................................. 4.2

Saving messages ................................................................................... 4.2
Chapter 5
Accessing your voice mailbox

Sets with a key dedicated to the voice mailbox .......................... 5.1

Set without a key dedicated to the voice mailbox ...................... 5.1

Bypassing entry of the personal secret code .............................. 5.1

Representation of voice mailbox access ....................................... 5.1

Special features related to the initial access of a voice mailbox
........................................................................................................................ 5.1
Chapter 6
Reviewing messages

Overview .................................................................................................... 6.1

Reviewing voice messages ................................................................ 6.1

Reviewing new messages .............................................................................6.1

Reviewing all messages ................................................................................6.2
    
0-2
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
Listen again (replay) features ........................................................................6.2

Options available after a message has played ..............................................6.3
Chapter 7
Sending messages

Sending ...................................................................................................... 7.1

Sending a message by dialing a directory number ........................................7.1

Sending a message by entering a name .......................................................7.2

Acknowledgement control of transmitted messages ............... 7.4
Chapter 8
Personal options

Access to personal options procedure .......................................... 8.1

Modifying the secret code ................................................................... 8.1

Personal greeting messages ............................................................. 8.2

Default greeting messages ............................................................................8.2

Personal greeting messages .........................................................................8.2

Notification service ................................................................................ 8.5

Programming the directory number to which notification is to be sent ..........8.5

Managing notification period (call schedule) .................................................8.6

Activating the notification service ..................................................................8.8

Notification during an absence ......................................................... 8.8

Notification only .............................................................................................8.9

Notification and automatic access to your voice mailbox ..............................8.9
    
  ! ""     
0-3
Chapter 9
Personal notes (reminder)

Directory ....................................................................................................9.1

Additional voice mailbox numbers .................................................. 9.1

Operating diagram ................................................................................. 9.1
    
0-4
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1.1 General
The Alcatel 4645 voice mail server allows callers to leave a voice mail message in your
assigned mailbox if your set is busy or if you are away.
The presence of a new message in your mailbox is indicated on your set by a flashing LED:
- For 4004 and 4010 sets:
Flashing (red) LED when there are unopened messages, or messsages that have
been opened but have not been saved or deleted.
(Red) LED on steady indicates the presence of saved messages.
(Red) LED off indicating that there are no messages in your mailbox.
- For 4020 and 4035 sets:
Flashing (green) LED and icon when there are unopened messages or messages that
have been opened but have not been saved or deleted.
(Green) LED off and icon steady in all other instances.
1.2 Guide contents
This guide is designed to help you become familiar with the Alcatel 4645 voice mail server by
describing its use on an analog set or on a Reflexes set. It has the following four features:
- Accessing the mailbox, see Alcatel-Lucent 4645 VMS - Accessing your voice mailbox ,
- Reviewing messages, see Alcatel-Lucent 4645 VMS - Reviewing messages ,
- Sending messages, see Alcatel-Lucent 4645 VMS - Sending messages ,
- Personalizing options, see Alcatel-Lucent 4645 VMS - Personal options .
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
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1-1
Chapter
1
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1-2
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2.1 Main icons
The icons representing the operations performed on the set appear in the center column of the
table.
The soft keys to be used, if any exist, appear in the left column of the table.
Note:
An example of a soft key (NewMsg) appears in the table below.
A description and any available options appear in the right column of the table.
New message waiting
Open the voice mailbox
Enter the secret code
Listen
NewMsg Press a key or dial a number
Record
2.2 Warning icon
This icon is designed to focus your attention on an important subject.
Note:
While listening to the voicemail prompts, you may hear the word "password". This term refers to the
secret code required to activate certain features.


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2-1
Chapter
2
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2-2
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3.1 Connection from a call to your set
If you are connected to your voice mailbox, calls arriving on your set will be directed there.
There are two ways to connect: via forwarding or via overflow to an associated set.
3.1.1 Connecting via forwarding
Select one of the following forward prefixes:
- Immediate forwarding
- Forwarding on busy
- Forwarding on no reply
- Forwarding on busy or no reply
Dial the selected forwarding prefix followed by the mailbox access code.
Forwarding feature code
Mailbox access code
If you activate forwarding to another set when you are already forwarding to
you voice mailbox, forwarding to your voice malbox is deactivated.
An exeption to this is when the overflow to an associated set feature is activ-
ated.
3.1.2 Connecting via the overflow to an associated set feature
It is recommended that you use the overflow to an associated set feature because it creates a
link to the voice mailbox. It guarantees that the calls you have not answered will reach voice
mail.
Dial the code for the overflow to the associate set feature, followed by the access code to the
voice mailbox.

    
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3-1
Overflow to an associatee set feature code
Mailbox access code
3.1.3 Canceling forwarding or overflow
Cancel code
3.2 Direct connection on your voice mailbox
Without placing a call to your set, a caller can access your mailbox to deposit a message. To
do this, the caller must proceed as follows
Mailbox access code
Press the "star" (asterisk) key
To access the deposit (leave message) feature
Dial the destination voice mailbox to leave a message
Chapter
3
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3-2
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When your voice mailbox has been created, there are a few general indications that will help
you optimize your use of the voice mail.
4.1 Passwords
Your mailbox is protected by a personal password (3 to 8 characters). To protect your
messages against unauthorized access and to protect the telephony system against misuse
from people outside your company the Alcatel-Lucent OmniPCX Enterprise Communication
Server uses and is protected by several security methods.
For your security, follow the Alcatel-Lucent strong recommendations your passwords:
- - Use the longest available PIN codes (8 characters instead of 3 characters)
Do NOT use:
- Passwords that are the same as the mailbox number or the telephone number
- Passwords that are the same as the mailbox number in reverse order
- Passwords composed of a logical series of figures, for example, 87654321, 97531 or 2468
- Passwords based on repetition of the same figure, for example: 00000, 111, 7777777
- A new password that is identical to the old password
Create passwords that are not easy to recognize and modify them if you have any doubts
about their security.
Depending on the security level of your enterprise, the option: Alcatel-Lucent 4645 VMS -
Accessing your voice mailbox - Bypassing entry of the personal secret code may not be
recommended.
4.2 Other choices offered
The announcements offering a choice do not include more than five proposals. To obtain the
other proposals, which are less often used, dial the .
4.3 Canceling an action or exiting
Press to cancel what you have typed previously or to exit a menu. In most cases, when
you exit a menu, you return to the previous menu. When you repeatedly press this key, you
return to the main menu where you can restart the entire process. You can exit the voice mail
system by pressing while in the main menu.
4.4 Confirming an action
Press to confirm an action. For example, press when you have finished recording your
personal greeting message or when you dial the number of a destination voice mailbox.


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4-1
4.5 Moving to the next message
When listening to a message, press to skip to the next message without waiting for the end
of the current message.
4.6 Saving messages
You cannot recover a deleted message.
The archived messages are stored for a limited time (1 to 365 days) specified by your system
manager. No message is displayed to inform you of this deletion.
Chapter
4
/(,,%(
4-2
  ! ""     
5.1 Sets with a key dedicated to the voice mailbox
Voice mail soft key
Informs you of mailbox number or name
Secret code (provided by your administrator for initial access to your voice
mailbox or your personal code)
5.2 Set without a key dedicated to the voice mailbox
Enter mailbox access code
Informs you of mailbox number or name
Secret code (provided by your administrator for initial access to your voice
mailbox or your personal code for future access)
5.3 Bypassing entry of the personal secret code
Only the administrator can grant you this right. After this right has been granted to you, you will
no longer need to enter your secret personal code, as long as your mailbox access call is
performed from your own set.
5.4 Representation of voice mailbox access
All basic mailbox access operations are represented in this
guide by the following symbol:
5.5 Special features related to the initial access of a voice mailbox
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   
  ! ""     
5-1
Open the voice mailbox by entering the secret code
provided by the administrator.
Prompts you to change the secret access code
Enter a number (3 to 8 digits). This is your secret access
code
Accept End of code entry
Plays back the secret code entered
Change
To change the code previously entered
Confrm Confirm the secret code entered
Prompts you to record your name
Recording
End End recording
Replay
To listen again
ReRcrd
To record again
Confrm Confirm the recording
Message played to verify acceptance of the recording.
To return to the voice mailbox menu
Chapter
5
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5-2
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6.1 Overview
This option allows you to:
- Listen to new or saved messages.
- Send a copy of a message to another individual.
6.2 Reviewing voice messages
The voice mailbox informs you via an indicator that one or more new messages have arrived.
This indicator may be a lit light or a special tone that is transmitted. You can review only new
messages or you can selectively review any of the messages.
6.2.1 Reviewing new messages
6.2.1.1 Standard manual review
New message(s) waiting
Open the voice mailbox
Informs you of the number of messages in
your mailbox and presents the main menu
NewMsg Review new messages
Urgent messages are played first and,
while you are listening to a message, the
listen again (replay) features are access-
ible.
Note:
Press to listen to these options
End of message: View the available op-
tions at the end of the message
6.2.1.2 Automatic review
This type of review of new messages replaces the standard manual review (described above).
However, it is only available if the administrator has granted you the rights to use it.

 
  ! ""     
6-1
New message(s) waiting
Open the voice mailbox
Informs you of the number of messages in
your mailbox and presents the main menu
Urgent messages are played first and,
while you are listening to a message, the
listen again (replay) features are access-
ible.
Note:
Press to play options
End of message: View the available op-
tions at the end of the message
6.2.2 Reviewing all messages
New message(s) waiting
Open the voice mailbox
Informs you of the number of messages in
your mailbox and presents the main menu
Review Review all messages
The messages are played in the following
order: new urgent, not urgent and saved
messages. While you are listening to a
message, the listen again (replay) features
are accessible.
Note:
Press to play options
End of message: View the available op-
tions at the end of the message
6.2.3 Listen again (replay) features
After pressing 0 while listening, the following options are available:
Chapter
6
/$%&%* ,*
6-2
  ! ""     
<< Replay the message from the start
< Fast back (rewind) 10 seconds
I I Pause
> Fast forward (skip) 10 seconds
>> End of message:
Play message envelope data, then continue to play
the message
Allows you to replay the various options presented in
this table
Exit Return to the main menu
Skip to the next message
6.2.4 Options available after a message has played
The following options are available at the end of a message:
Erase Erase the message
Reply Answer the message
Call Call the sender of the message
Save Save the message
Play the following options:
Replay
Listen again (Replay)
Envelope
SendCp
Send a copy
/$%&%* ,*
  ! ""     
6-3
Chapter
6
/$%&%* ,*
6-4
  ! ""     
7.1 Sending
You can send a message to the mailbox of one or more other users from your mailbox.
Replay features that are available when you record the message are : allows you to stop
recording and play the recorded message. allows you to record the message again.
Enter a voice mailbox number or a distribution list or type to spell the name.
Press to send or for “Send” options.
7.1.1 Sending a message by dialing a directory number
Open the voice mailbox
Informs you of the number of messages in
your mailbox and presents the main menu
Send Selects the “Send” menu
Prompts you to record a message
Record
While recording, the following actions are
available:
End
Cancel the recording in pro-
gress and restart
Pause
Pause during recording
ReRcrd
To resume
End End recording

 
  ! ""     
7-1
Prompts you to enter the number and
name of the called party
Before entering the destination number or
selecting “Call (Dial) by name” (see Send-
ing a message by entering a name ) you
can type:
Replay
To play again
ReRcrd
To record again
Enter the number of the called party
Informs you of mailbox number or name
End
To modify the destination
Urgent
To define the message as
urgent
Send Confirm the destination
Confirms the transmission and requests
the next destination
Dial the number of the called
party or call (dial) by name
End If ther is/are no additional destination(s)
7.1.2 Sending a message by entering a name
After pressing to access call (dial) by name, use the keypad to spell the name. For
example, to spell BEA, you press key 2 (twice for B), key 3 (twice for E) and key 2 (once for A).
You must continue to spell the name until the internal algorithm automatically suggests the
name or allows selection from a list with a maximum of four names.
Entering the name
Chapter
7
%* ,*
7-2
  ! ""     
Spell
Press for call (dial) by name
End
To return to the previous menu before you
have started to enter a name
Enter a name
Exit
If you make a mistake while entering a
name, to erase and start again, press:
First instance: only one name matches the name entered:
Informs you of the mailbox number or
name
Exit
Press to modify the destina-
tion
Urgent
Press to define the message
as urgent
Send Confirm the destination
Second instance: more than four names match the name entered:
Announces a selection
Continue to enter the name or
Exit
cancel by pressing:
The list (four names maximum) is played
Select one of the names
Press 1, 2, 3 or 4
The selected name is announced, fol-
lowed by the “Send” menu
%* ,*
  ! ""     
7-3
Selection prompt
8.4.1.2 Programming pager directory number
Access personal options and proceed as follows:
Notify Access the notification programming menu
Selection prompt
Pager Select notification call number entry
Pager6
Select pager 1 service
Pager5
Select pager 2 service
Prompts you to enter the number of the
pager to which notification will be sent
Enter the number
Accept End entry
Replay the number entered
Exit
Cancel and enter again
Confrm Confirm pager number entered
Selection prompt
8.4.2 Managing notification period (call schedule)
Access personal options and proceed as follows:
Chapter
8
0( (1%(
8-6
  ! ""     
30


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