1 AT&T Enterprise Messaging Voice Messaging User Guide AT&T Enterprise Messaging SM is a family of messaging products which includes: Unified Messaging (EM-UM) Voice Messaging (EM-VM) Call-In-One (EM-CIO) Call Tree (EM-Call Tree) Enterprise Customer Administration Tool (ECAT) This User Guide is for: Enterprise Messaging Voice Messaging (EM-VM) 00 AT&T Intellectual Property. All rights reserved. AT&T, the AT&T logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. V att.com
2 Enjoy all the benefits of your new service by learning about its many features and capabilities. Welcome to AT&T Enterprise Messaging Voice Messaging service (AT&T EM -VM) Welcome. AT&T EM-VM is the right way to manage your time. It will simplify how you retrieve your messages, saving you time and energy in your day-to-day life. That is what you will experience when you get to know and understand your new service. Even better, the service is easy to learn and use. Simply follow the steps in the User Guide and you will be off and running in no time. AT&T Enterprise Messaging SM is a family of messaging products supporting your business messaging needs. Voice Messaging is one service in this product suite. Throughout the remainder of this document, AT&T Enterprise Messaging Voice Messaging will be referenced as AT&T EM-VM. How Does AT&T EM-VM Work? AT&T EM-VM is a service that allows you to retrieve your voice mail messages and Faxes, making them easily accessible to you from any touch-tone telephone or your wireless phone. Additionally, since notification of messages waiting will be sent to your phone, this service ensures you are always in touch with your messages. AT&T EM-VM incorporates the latest convergent architecture to save you time, no matter where you are or how you communicate. Listed below are some of the great features that are in your control with AT&T EM-VM: Hear all your voice mail messages over the telephone or a wireless phone. Receive notification of messages waiting via your telephone. Reduce your chances of missed messages. Faxes can be printed to a predetermined, primary Fax machine number or to a different, separate Fax machine number. The first section of this guide will help you set up your new mailbox. The remaining sections of this guide will help you understand how the different features of your service work so you can get the most out of your AT&T EM-VM service. If you have any further questions, please ask your Office Administrator. Table of Contents Welcome to AT&T Enterprise Messaging Voice Messaging service (AT&T EM-VM) Setting Up Your Mailbox Getting Your Messages Sending a Voice Message Setting Up or Changing Your Greetings Mailbox Settings Distribution Lists Message Settings Voice Mail and Fax Security Options Notifications Additional Settings Attendant Number (Call Transfer to Attendant) Reminder Messages Call Back Now Additional Telephone Numbers Extension Mailboxes Frequently Asked Questions AT&T EM-VM Definition of Terms (Glossary) Telephone Navigation Map
3 Instructions Setting Up Your Mailbox Things you will need before you start: Your Access Number Your Temporary PIN Your Mailbox Number Your access number is the telephone number you were given to access your messages. Your phone number refers to the telephone number that your AT&T EM-VM service is connected to. It is the number that when called will accept voice mail messages. You may also hear this number referred to as your mailbox number. You will receive these items from your Office Administrator. Now, follow these steps: Set Up and Access Your Mailbox From Your Phone Number If you are calling from your office phone number, the first time you call in:. Dial your access number or dial *98 (where available).. Enter your Temporary PIN and press #.. When prompted, enter a new PIN and press #. Your new PIN must be six to 0 digits in length. If you make a mistake, press * and start again.. Re-enter your new PIN followed by # for confirmation. 5. Next, you will be asked to set up an Authentication Code to be used in the future to reset your PIN if you forget it. To use your mother s date of birth press. To use your father s date of birth press. To use your spouse s date of birth press. To use your child s date of birth press. Depending on which option you choose you will be prompted to enter <chosen date> as eight digits; for example, July 0, 950 would be Next you will be prompted to re-enter, and if both eight-digit selections have been typed the same, you will be told your Authentication Code has been saved.. Next, you will be prompted to record your name. Say your name after the tone and press #. To use this recorded name, press. To re-record your name, press. If you need more time, press 8 to pause up to 0 seconds. Press any key to continue. 7. Finally, you will be prompted to record your personal greeting or select a pre-recorded greeting for your business number. Say your greeting after the tone and press #. To keep this recorded greeting, press. To re-record your greeting, press. And if you need more time, press 8. For security reasons, we ask that you change your temporary PIN immediately, even if you are not yet using your mailbox. When choosing your PIN, do not use your telephone or mailbox number (or any part of the telephone or mailbox number) as part of your PIN. Do not repeat digits (e.g., ), do not use sequential digits (e.g., 5) and do not use easily identifiable numbers (e.g., ZIP code, street address, etc.). Treat your PIN as you would your ATM PIN. Select a PIN six to 0 digits in length. For added security, you should change your PIN periodically and check your greetings to make sure they have not been changed. The *98 feature is not available in California and may not be available in other areas. Setting Up Your Mailbox From Another Telephone If you are calling from a telephone number other than the one that is connected to your AT&T EM-VM service to check for messages, the first time you call in:. Dial your access number.. Enter your phone number (mailbox number) and then press #.. Enter your PIN and press #. Once you enter your PIN follow the voice prompts to set up your Authentication Code, record your mailbox name, personal greeting or pre-recorded greeting, and begin enjoying your service. Instructions Getting Your Messages. Access your mailbox. Before you are taken to the Main Menu, you will be alerted to how many new messages you have received. To go to the Main Menu at any time, press *.. From the Main Menu, press to get to all your messages (if you have Fax messages as well, you will need to press for voice messages or press to retrieve your Faxes). Messages are played one at a time and include the date and time the message was sent, as well as the recorded name of other AT&T EM subscribers, if available, and the phone number of the calling party, if available.. While you listen to each message, you can: Press to Rewind (while message is playing). Press to Pause and Resume. Press to Fast Forward a few seconds. Press to Repeat Message. Press to Slow Down (while the message is playing). Press 5 to Play header information. Press to Forward a copy to another AT&T EM user. Press to Speed Up (while the message is playing). Press 7 to Delete. Press 8 to Reply (if another AT&T EM user sent it). Pressing 8 gives you additional options:. Press to place a call directly to this person, press * to cancel a call.. Press to reply to sender.. Press to reply to all recipients. Press 9 to Save. Press 0 for Helpful Hints. Press # to Skip the message being played.
4 Guide to Listening to Your Messages Rewind Plays Previous Message Slow Down or Repeat 7 Delete * Return to Main Menu Guide to Listening to Your Messages Pause 5 Header Information 8 Reply 0 Helpful Hints Fast Foward Speed Up / Forward Volume Control 9 Save 99 Mark as New # Skip Message Sending a Voice Message If you would like to leave a voice message for another AT&T EM-VM user, or for a Distribution List, you can compose a voice mail message from your voice mailbox. To compose a new voice mail message:. Access your AT&T EM-VM mailbox.. From the Main Menu, press.. Record your message after the tone.. Press # to stop recording. 5. Enter the 0-digit telephone number of the person or Distribution List number to whom you want to send the voice mail message. If you get an error when entering the phone number, remember you must include the area code. (See next section for more info on Distribution Lists.). You should hear the person s recorded name or telephone number if he/she is a valid user. 7. Press # to confirm you have finished addressing the message. 8. Press for Delivery Options: Press to review. Press to mark the message Urgent. Press to mark the message Private. Press to Re-record. Press 5 to request a Delivery Report. Press to request a Read Report. Press 7 to request Future Delivery. Press # to send message. 9. If you do not need any delivery options, press # again to send it. Setting Up or Changing Your Greetings One of the many things that makes AT&T EM-VM exceptional is that multiple phone numbers can be tied to one mailbox. You have several greeting options tied to the phone number associated with your mailbox:. Personal greeting for everyday use.. Extended Absence Greeting that gives callers a specific message and allows you to turn message reception on or off when this setting is activated.. Pre-recorded greeting is used when you do not record your own personal greeting. When you record your name, that becomes part of the pre-recorded greeting. Your personal greeting ( Hello, you have reached the office of Malcolm and Associates, we are on another call or away from the phone, please leave a message. ) is the main greeting callers will hear when they call your office and you do not answer the telephone. On special occasions you may want to use an Extended Absence Greeting to give callers specific information. For example, I will be out of the office today, returning tomorrow. Please call back tomorrow. If you have extension mailboxes on your main mailbox, you will want to set up the Group Greeting callers hear when dialing the main number. The Group Greeting is accessed from the Main Menu by selecting option for Mailbox Settings, option for Greetings, and then selecting option for Group Greetings. The Group Greeting should advise the caller which extension to press to reach the appropriate parties. The main line mailbox is always extension 0. There are 98 extensions allowed, and each one may have a chosen extension; they do not need to be ordered sequentially. Each extension mailbox will be initialized individually; repeat the initialization steps for each extension. You can also use the AT&T EM-VM pre-recorded greeting, which says (Your recorded name) can t take your call now. You can leave a message after the tone. When you have finished, press the pound key or just hang up. Instruct your callers to leave a message and press # for further options: Press to review the message. Press to mark the message Urgent. Press to mark the message Private. Press # to send the message. Mailbox Settings To reach your mailbox settings, press at the Main Menu. When calling to access your AT&T EM-VM mailbox, you will have access to the following settings: Distribution Lists, Voice Mail and Fax settings, Security Options, Notifications and Additional Settings. Distribution Lists (Note: The system limit on number of recipients for any single message is 00. Ensure the number of recipients of each message you send does not exceed that limit.) A Distribution List is a group of telephone numbers of AT&T EM subscribers that you can use to send (or forward) messages. Your Distribution List can be used to reach several people with one message. 5
5 For example, you can create List, which contains the phone numbers for people on your team. Then you can record one message (for example, Hi, everyone today s sales meeting has been rescheduled to this Friday at 9 a.m. ) and send it to everyone on the list with a single call. Creating a Distribution List:. From the Main Menu, press for Mailbox Settings.. Press for Administrative Options.. Press for Distribution Lists.. Press to add a New List. 5. Enter a one- or two-digit number for this list. (This number will be what you use when addressing voice messages over the phone.). Record a name for the list, such as My Team. 7. Enter the 0-digit telephone numbers of other AT&T EM subscribers you want to be on the list. 8. When you have added all of the phone numbers you want, press #. Message Settings Voice Mail and Fax Press from the Main Menu followed by for Administrative Options and then press for Message Settings. Press and follow the prompts for Voice Mail or Press and follow the prompts for Fax. This is the location to add a fax number that you would send your faxes to for printing. This is also the location where you may set your option to receive or not receive faxes. You have a choice. The default is set to yes, to receive a fax. Another feature is Autoplay. When Autoplay is on, the Main Menu is skipped and you hear your voice messages as soon as you log in. When Autoplay is active, you have the ability to manipulate the messages while they are playing. You can press to repeat, to save or to delete. If you do not do anything, AT&T EM-VM will automatically save the message and move on to the next message. This feature is great when using a speakerphone or mobile phone to check your messages and you want to get through all your messages with minimal key presses. After all of your new messages are played, you will be directed to press * to enter the Main Menu. To turn on Autoplay for messages: To turn on Autoplay for Voice Mail:. Log in to your mailbox using the phone number for which you want to Autoplay your messages. Press for Mailbox Settings. Press for Administrative Options. Press for Message Settings. Press for Voice Mail. Press to turn on Autoplay for all Voice Mail or Press 5 to turn on Autoplay for urgent Voice Mail only. To turn on Autoplay for Fax:. Log in to your mailbox using the phone number for which you want to Autoplay your messages. Press for Mailbox Settings. Press for Administrative Options. Press for Message Settings. Press to configure Autoplay for Fax. Press for all Faxes. or Press to turn on Autoplay for urgent Faxes only. If Autoplay is on and you do not want to listen to your messages when you access your service, press * to access the Main Menu. Security Options From the Mailbox Settings Menu, press for Administrative Options and then press for Security and Hands Free Options. You have four choices under this option. The first choice is to change your telephone PIN. The second choice is for your Fast Login. When you call in to your mailbox from the telephone number associated with your voice mailbox, you just need to enter your PIN. If you are calling from another phone, you will need to enter your area code and phone number before you enter your PIN. These steps can be bypassed by turning on the Fast Login. The third is the PIN Skip* feature. PIN Skip can only be turned on when Fast Login is turned on. With both of these turned on and when you are calling from your own phone, you will go directly to the Main Menu or directly to your messages if Autoplay is turned on. (Note: Fast Login is set to off when you order your mailbox.) The fourth is to establish or change an Authentication Code for PIN resets.. To change your PIN: Press to change your PIN. Enter your new PIN. Your PIN must be six to 0 digits in length.. Fast Login: Press for Fast Login setup. Press to turn on/off Fast Login.. PIN Skip: Press for PIN Skip setup. Press to turn on/off PIN Skip.. Authentication Code: Press for Authentication Code. Press to Add or Change. To use your mother s date of birth press. To use your father s date of birth press. To use your spouse s date of birth press. To use your child s date of birth press. * Use of this feature reduces the security of your service by making your messages more vulnerable to unauthorized access by third parties. This includes unauthorized persons calling from the location associated with your mailbox or gaining access by using equipment to make it appear such calls are originating from the location associated with your mailbox. We recommend you always require access to your mailbox by using a secure PIN. 7 8
6 Depending on which option you choose you will be prompted to enter <chosen date> as eight digits; for example, July 0, 950 would be . Next you will be prompted to re-enter, and if both eight-digit selections have been typed the same, you will be told your Authentication Code has been saved. If you have already established your Authentication Code, and you forget your PIN, and you are calling from a phone number associated with your mailbox: a. Dial your access number. You will be offered one opportunity to enter your correct PIN. b. If you enter an incorrect PIN, the system will offer you a chance to reset your PIN using your Authentication Code by pressing. (If your mailbox PIN begins with, there is a short window where if you press and wait, you will be prompted to enter your Authentication Code or you will be allowed to reenter your valid PIN that begins with. Please follow your Telephone User Interface instructions. c. After pressing, the system will prompt you to enter your Authentication Code. d. Follow the prompts. Once you have accurately entered your Authentication Code, you may reset your PIN and access your mailbox. Message Notification Settings Notifications AT&T EM-VM has several ways of keeping you informed of new messages that have been left in your mailbox. This means you are able to respond as quickly as possible. Once these are set up, you then have the option to turn the notification features on or off over the telephone (see Landline Notification). Landline Notification AT&T EM-VM notifies you with a Message Waiting Indicator (MWI) on the telephone number associated with your service. This indicator can either be an interrupted or intermittent dial tone on your line and/or a light on specially equipped phones. If you have an Additional Telephone Number associated with your service, you can also set this line up for landline notification (MWI). Note: When you turn the MWI on or off from either phone, you are updating the MWI for both phones. Setting Up Your Notification Options Your notification options can be turned on or off. To turn notification on or off:. Access your mailbox and press from the Main Menu.. Press for the Notifications menu.. Press to change your Landline Notification Setting. Once you have pressed, you can toggle the notification on or off by pressing again. Pager Notification AT&T EM-VM Pager Notification will page you when a new voice mail message or Fax arrives. You can now supply your clients with just one number to reach you, rather than several different phone numbers. A pager number/ address must be programmed by AT&T Messaging or by contacting your Office Administrator prior to the option becoming available. Depending on which option you are using with your pager ( to pager or page directly), your pager notification will work as follows: Using an address associated with your pager, AT&T EM-VM mailbox will send an to your pager advising you of the message left. Your mailbox (telephone) number will also appear next to the code. Here are the codes you will see and the type of messages they represent: 0 = Voice message = Urgent voice message 0 = Fax message = Urgent Fax message If you have an alphanumeric pager, you will see more than a code on your pager display. You will see the message type, the message header, and the date and time stamp. Here are some examples of what an alphanumeric pager notification could look like: Voice message Urgent voice message from Dennis Smith s mailbox received on 05//008, 05:09 P.M. Caller: (95) Fax message Fax received on 0//08, 07:5 P.M. (Note : Pager service providers may format their notifications differently. Therefore, the pager notifications you receive may not appear exactly like the examples shown above.) If your EM-VM mailbox pages your pager number directly, this option works similarly to someone calling your pager number directly and then keying in a phone number. If you have a numeric pager, a specific code indicating the type and urgency of the message will show in the pager s display. If you select the second option to have your mailbox page your pager number directly, your pager will display the access number as the callback number. This way, when you receive a page, you will see the telephone number you are to call (access number) to retrieve your messages over the phone. (Note : Pager notification is intended to page to a pager. Use of pager notification to any device other than a pager (e.g., cellular/wireless phone number) may count as an incoming call or text message and be applied against your monthly allowance. Please check with your cellular/wireless provider.) Please contact your Office Administrator to have that changed by AT&T. Turning Your Pager Notification Options On and Off Your pager notification option can be turned on or off. To turn notification on or off:. Access your mailbox and press from the Main Menu.. Press for the Notifications Menu.. Press for Pager Notification. Once you have pressed, you can toggle pager notification on or off by pressing. 9 0
7 Additional Settings Attendant Number (Call Transfer to Attendant) Attendant Number is a feature that allows your callers to press 0 while your greeting is playing and be transferred to a different phone number within your service area. You can set up a 0-digit telephone number to have your callers transfer to if they should decide to press 0 during your greeting. To set up your 0-digit transfer number, when calling in to your mailbox from the telephone:. Press to enter the Mailbox Settings area.. Press for Administrative Options.. Press for Additional Settings.. Press for Attendant Number and follow the instructions. As examples, you can have the caller transferred to an administrative assistant as part of a company greeting or a telephone number you may be at for a period of time (explained in your own personal greeting). If you have the Attendant Number, you should include the option for the caller to press 0 as part of your greeting. An example of a personal greeting might be, Hi, this is Larry. I am either away from my desk or on the phone. If you need to reach someone immediately, press 0 to be connected to my assistant. If the caller presses 0 they will hear Please hold while I transfer your call. Note: Once your call is transferred to the attendant number you choose, the caller will not be returned to your EM-VM mailbox. If you have more than one line associated with your mailbox, each attendant number must be set up separately for each line. Reminder Messages To work with your reminder messages, press 5. Reminders can only be set from the phone number associated with your mailbox. Reminders is a feature that allows you to record and schedule a message to be delivered to your telephone number. Messages can be scheduled for a one-time delivery, weekday (Monday through Friday) delivery and every day (Sunday through Saturday) delivery. Since this feature actually rings your telephone number, many people like to use it as a way to remind themselves of an upcoming event. Note: All missed reminder messages will be deposited into your mailbox for you to review. The date and time of the missed reminder will be provided. Call Back Now This feature allows you to place a call directly from your mailbox to a person who left a message in your mailbox. This feature is not available in all areas or on all calls. If Caller ID information is not passed (e.g., Unavailable, Private, Blocked, etc.), this feature will not be able to place a call to the person who left the message. Note: If the number of the caller (the person who left you a message) to which you are replying (placing a call to) is a long distance call, AT&T EM-VM will alert you. An AT&T Long Distance (AT&T LD) calling card is required to make this call and the AT&T LD calling card number will have to be set up in order to complete the call. If you have not set up a calling card, you will be required to do so before the call can be completed. Instructions on setting up the AT&T LD calling card are outlined below. Regardless of the type of long distance plan you may have on your line for example, an unlimited long distance calling plan use of a calling card WILL incur long distance charges. Long distance charges will be billed by AT&T LD to the AT&T LD calling card at the current AT&T LD calling card rate. Calls placed using a calling card are NOT covered by AT&T LD calling plans. No charges apply to calls (callbacks) made to areas within your local service area. Instructions. Log in to your mailbox.. When listening to your voice messages, press 8 to Reply.. Press to Call the Sender (you will only hear this option if the calling number was not blocked). If the number to which you want to reply is a long distance call, the system will prompt you, alerting you that the call is long distance. If you have already entered your AT&T LD calling card information, the system will proceed to make the call after alerting you that the call is a long distance call and applicable AT&T LD calling card charges apply. The system will not provide the estimated amount of the charge. If the AT&T LD calling card information has not been entered, there are two ways to enter it. They are explained below:. Wait until prompted by the system when making a long distance call via Call Back Now. a) The system will say, This call requires a calling card but you do not have one set up. Enter your calling card access number (0 digits), followed by pound. Then enter your calling card number ( digits), followed by pound. Only AT&T LD calling cards may be used.. You can proactively enter your AT&T LD calling card information via the telephone at any time: a) Log in to your mailbox. b) Press for Mailbox Settings. c) Press for Administrative Options. d) Press for Additional Settings. e) Press to work with your Calling Card and follow the prompts to enter your AT&T LD calling card information. f) Enter your 0-digit calling card toll-free access number, followed by #. g) Press to confirm or press and re-enter. h) Press to enter your Calling Card Number. i) Enter your -digit Calling Card Number, followed by #. j) Press to confirm or press and re-enter.. You can also remove your Calling Card Number: a) Log in to your mailbox. b) Press for Mailbox Settings. c) Press for Administrative Options. d) Press for Additional Settings. e) Press to work with your Calling Card. Any current information will be played back to you. f) Press to enter a new Calling Card Access Number. g) Press to enter a new Calling Card Number. h) Press to stop using a Calling Card. i) Press to Confirm. (This will remove your calling card details.)
8 Additional Telephone Numbers This feature allows a single mailbox to answer calls for different telephone numbers. If you have two or more phone numbers in your office, you can direct all your messages to a single mailbox to make retrieving messages easier. You have the option of having up to 5 additional telephone numbers. Messages left through any of the phone numbers are placed in the same mailbox. With Additional Telephone Numbers associated with your main mailbox, you can set features the same for all the telephone numbers and can also set some features different for each phone number. For example, since you have only one mailbox, you need only one PIN to access messages left through all of your phone numbers. However, each phone number can have its own: Fast Login and PIN Skip settings Greetings (personal, extended absence and pre-recorded) Message notification settings Therefore, if you have Additional Telephone Numbers, you can set these options for your primary mailbox and each secondary number. For your callers, your phone numbers can seem quite different depending on how you have recorded your greetings. You also have the option of using the greeting that you recorded for your primary telephone number for your Additional Telephone Numbers so that callers get the same message no matter which phone number they dial. Managing your greeting options for your Additional Telephone Numbers. Access your mailbox and press from the Main Menu.. Press for Manage Greetings or Recorded Name.. Press to work with your Additional Telephone Number greetings options or. Press 7 to activate the primary greeting for all phone numbers. Extension Mailboxes Extension Mailboxes allow your customers to leave detailed messages for any of your associates or employees. They are an easy way to sort messages for multiple employees or departments that share one number. You can have up to 98 extensions on one main mailbox.. Dial the access number you have been assigned.. If you are calling from the number associated with your mailbox, press *.. Enter your area code and phone number and press #.. You will be asked to select which mailbox to log in to. The main mailbox will always be 0. Press the number of your extension from Enter your temporary PIN. Sample Extension Mailbox Group Greeting: Thank you for calling Smith Landscaping Company. To leave a message for John Smith, press now. For Mary Smith, press now. You can also leave a message in our general mailbox after the tone. To set up the Group Greeting from the main menu choose option, Mailbox Settings, followed by option, Greetings and select option, Group Greeting. After recording the greeting you will have the option of turning the extension mailboxes on or off. Note: Messages left on Extension Mailboxes will not activate the Message Waiting Indicator (MWI) on the main mailbox or telephone set. Other message notification options are available for a pager, a cell phone or an address. Frequently Asked Questions Q: Once I have established my Authentication Code, how do I use it to reset my own PIN? A: If you are calling from any line associated with your mailbox, after an invalid attempt to log on, you will be asked to enter a 0-digit phone number, or re-enter your PIN. You may then select option to use your Authentication Code to access your mailbox and reset your PIN. You must be calling from a line associated with your mailbox: either your office or an additional line. Q: Can I access my mailbox from any phone or do I have to use my own phone? A: You can access your AT&T EM-VM mailbox from any touch-tone phone, no matter where you are, at any time of day. You can use your wireless phone, your office phone or any pay phone to access the system. Depending on where you are calling from, local, local toll or long-distance usage charges may apply. Q: One of my callers could not leave me a message because my mailbox was full. How can I prevent that? A: After listening to a message, we suggest deleting/erasing it in order to maximize capacity of storage. When your mailbox is full, callers are not able to leave you a message until you delete messages from your mailbox. Your mailbox capacity is set at 00MB. Each one-minute message left in your mailbox equates to approximately MB of storage capacity. Contact your Office Administrator to discuss storage capacity options. Q: Do I have to listen to all the options before I make my selection from a menu? A: No. You can press a key at any time. You do not have to wait for the system to list each menu option. The Navigation Map in this User Guide will help you become familiar with your menu options. Q: Some of my callers want to skip listening to my greeting and record their messages immediately. How can they do this? A: Tell your callers to press # when they hear your greeting. The greeting will stop playing and they will hear the record tone. Q: How does the Extended Absence Greeting work? A: Extended Absence Greeting is a special announcement feature that is primarily intended to be used in situations when you will be out of the office for an extended period. It is the only feature in your service that allows you to prevent callers from leaving a message. The initial Message Reception setting for the Extended Absence feature is off, which means that callers will be able to hear your Extended Absence Greeting but will not be able to leave a message for you. Q: Can callers leave messages when I am using the Extended Absence Greeting? A: Yes, they can. If you will be out of the office for an extended period but want callers to be able to leave you a message, you can record an Extended Absence Greeting and then turn Message Reception on so that messages can be left for you during your absence. Please note that if you do set the Message Reception feature on it will remain on even once you deactivate your Extended Absence Greeting. So, the next time you activate the Extended Absence feature it will allow callers to leave messages unless you choose to turn Message Reception off.
9 Q: Do I have to use the Extended Absence Greeting if I will be away from the office for an extended period? A: No, you can change your Personal Greeting to tell callers about your absence plans, and they can then leave you voice messages as always. Q. If I delete a voice message over the telephone, will I be able to access it again? A: If you erase a message from the telephone, the message is available for up to 8 hours, at which time it is permanently deleted from the Delete Queue. Q: Can I change the number of times my telephone rings before my mailbox picks up my line and answers the call? A: Yes. You can change the number of times your telephone rings before the mailbox picks up and answers your calls. For ring-cycle changes, please contact your Office Administrator. Q: How can someone send me a Fax? A: Anyone can send you a Fax by calling your telephone number associated with your mailbox. The mailbox will detect the Fax tones and accept the Fax. (Please note: If someone is calling to send you a Fax, do not answer the telephone. Let the call go to your mailbox.) Q: Can my AT&T EM-VM service read Faxes? A: No. When checking messages using a telephone, you will only hear the date and time stamp of a Fax message. Q: How long can I make my greeting? A: Up to six minutes. Q: How many Additional Telephone Numbers can I add? A: You can add up to 5 Additional Telephone Numbers. Q: Why is the Message Waiting Indicator light on my phone lit even though I do not have any new messages? A: Your phone s Message Waiting Indicator light (and/or interrupted or intermittent dial tone) may remain active if you have accessed and listened to new messages from the telephone and have not yet hung up your phone. As long as you have taken action to either delete or save the messages, and no new messages have arrived, the light should turn off. The light will turn off within seconds of you logging out of your mailbox or hanging up the phone as long as no new messages have arrived in the interim that would re-activate the light. Q: What is Future Delivery? A: Future Delivery allows the subscriber to schedule voice message delivery up to 5 days in advance. Q: Is there a way to determine what Future Delivery messages I have in queue to be delivered? A: Yes, choose option 9 from the Main Menu and you will be alerted to the messages in queue. AT&T EM-VM Definition of Terms (Glossary) Access Number The number you were given to access your messages over the telephone. Additional Telephone Number Additional Telephone Numbers share the same mailbox as the primary phone number your AT&T EM-VM mailbox is associated with. Each number has access to the same mailbox and messages. Each phone number can have a separate set of greetings and notification settings, as well as other features. Authentication Code Each mailbox owner has the opportunity to create an eight-digit Authentication Code to be used to reset a PIN. This Authentication Code can be set up and used from any phone number associated with the mailbox. Distribution List A list of AT&T EM-VM, Call-in-One and/or Unified Messaging subscribers to which you can send or forward messages within your Enterprise. You can use a distribution list to send the same message to a group of people within your Enterprise with one phone call from your AT&T EM-VM mailbox. Fast Login The feature that enables your system to recognize if you are calling from the phone associated with your AT&T EM-VM mailbox. When this feature is turned on, you do not have to press # when logging in to your mailbox. When on, the system recognizes your phone number (mailbox number). This feature can also be used in combination with the PIN Skip feature so that neither a phone number nor PIN is required for you to log in to your mailbox over the phone. Future Delivery Future Delivery allows the subscriber to schedule voice message delivery up to 5 days in advance. Interrupted or Intermittent Dial Tone A special-sounding dial tone that plays intermittently. It is one of the forms of MWI. This interrupted or intermittent dial tone alerts you to new messages when you pick up your phone. Landline Phone This term refers to a phone that attaches to a phone jack associated with your business account. Mailbox Number This is the phone number associated with your AT&T EM-VM service. MWI Message Waiting Indicator. PIN Skip The feature that works with Fast Login and allows you to access your mailbox without entering your PIN if you are calling from the phone number associated with your AT&T EM-VM service. Subscriber This term refers to an AT&T EM customer. 5
10 Telephone Navigation Map Telephone Navigation Map AT&T Enterprise Messaging Main Menu Call the Sender Reply to Sender Reply to All Recipients Get Messages Voice Send Mailbox Message Settings Play Message* Fax Rewind Pause Fast Forward Slow Down / Repeat Header Information Speed Up / Forward a Copy / Print Delete Reply Save Helpful Hints Begin Recording After the Tone Enter 0-digit telephone or list number, then # # * 0 Delivery Options Send Message Cancels Recording Helpful Hints Delivery Options 5 7 Review Urgent Private Read Report Future Delivery # Send Re-Record Delivery Report Notifications Administrative Options Greetings 5 Reminders Deleted Messages Landline Notification Pager Notification Personal or Pre-recorded 7 Extended Absence Greeting Name Group Greeting Multiple Telephone Lines 7 Another Subscriber Logon Security and Hands Free Group Distribution Lists Message Settings Additional Settings *Use this greeting for all phone numbers 9 Future Delivery 0 Helpful Hints # Skip 0 Helpful Hints * Return to Main Menu * To Exit Greetings Menu V