Vision Voic . User Guide

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1 Vision Voic User Guide Performance Solutions Issue Date: May 003 Auckland Brisbane Melbourne Sydney VM00 Phone: (NZ) (AUS) PERFORM

2 Important Keys To Remember Here are some important keys to remember that you can use anywhere in Voice Mail. * Cancel (Previous) 0 Help Continue (Next) Please Note: Every effort has been made to ensure the accuracy of the material in this manual at time of publication, however not all features are supported by all systems and feature enhancements will occur from time to time changing some of the features that are mentioned in this manual. Voic User Guide

3 Contents Opening Your Mailbox First Time... Setting Up Your New Voice Mailbox... Opening Your Mailbox... Checking for s Function Overview... 3 Listen to s...4 s Types... 4 Playback... Differences for Continuous Playback... Sending a...6 Forwarding a...7 Replying to a...8 Return Call... 8 Delivery Options...9 Locations...0 Location Introduction... Changing your Location... 3 Location Setup Wizard... 4 Call Diversion... 4 Caller Transfer Keys... Notification...6 Greetings...7 Change Location Greeting... 7 Changing your Greetings... 8 Mailbox Features...9 Personal Settings... 9 Change Password... 9 Setting your Phone Numbers...0 Record your Name... 0 Mailbox Operations... Quick Mail Entry On / Off... Record Instructions On/Off... Smart Greetings Off / On... Continuous Playback... Distribution Groups...3 Group Listen... 3 Create or Change Groups... 4 Group Delete... 4 Greeting Suggestions... Overview...7 Voic Numbers...9 Distribution Groups... 9 Voic User Guide Table of Contents

4 Opening Your Mailbox First Time Read carefully before proceeding. The following procedure is only applicable for the first time you open your new Mailbox. Tip: Before you start, write down what you want to say in your Greeting. Setting Up Your New Voice Mailbox Access your Voice Mailbox. Details are on the back cover of this manual. Enter your new Password Number (PIN Number) followed by the key. Password Rules. Password Numbers should: Be from 4 to digits long. Not start with 0. Be a number you will easily remember. Be a number that only you know. Press again to confirm your Password or re-enter a new one. Note: Your name may have already been recorded for you. If so skip to step 7. Record your full name after the tone. At the end of your recording press. Example: John Smith. Press to Listen (to your Name). Press to Re-record. (When satisfied) Press to Continue. Record your standard greeting after the tone. At the end of your recording, press. Example: Hi, this is John, sorry I m currently unavailable. Please leave me a message and I will return your call as soon as I can. Or press 0 to transfer back to the operator. Press to Listen (to your Greeting). Press to Re-record. (When satisfied) Press to Finish and Hang Up. Now follow the Phone Forwarding procedure steps a, b and c. Access Your Voice Mailbox. Refer back cover of this manual. Record your Name First Name & Surname Only Listen Listen Enter your new Password Continue Re-record Continue Record your Standard Greeting PHONE FORWARDING Re-record Finish a) Lift Hand set b) : c) Replace Handset in cradle. Voic User Guide Page

5 Opening Your Mailbox There are two ACCESS numbers you use for calling Voic . One for Internal use when you are in the office and one for External use, when you are out of the office. Both these numbers are located on the back cover of this manual. If not, ask your company Voice Mail Administrator for the numbers. Checking for s Access your Voice Mailbox. (Details are on the back cover of this manual). If you have any unread messages you will hear: One Ding means you have new Normal messages. Two Dings means you have new Urgent messages. Enter your password. Access Your Mailbox. Enter your Password New Playback Helpful Hint A quick way to tell if you have New s is to listen for any Dings after you have entered your Mailbox extension. If you do not hear any Dings then you have No New messages so you can simply hang up or proceed with any other task you want to do in Voice Mail. If you want to always start at the then set Quick Mail Entry to OFF. For details on how to activate or deactivate this useful feature refer to page. Voic User Guide Page

6 The is the start point for all your Mailbox functions. 3 4 Listen To s Send A Change Locations Change Greetings Mailbox Features Refer Page 4 Refer Page 6 Refer Page 3 Refer Page 7 Refer Page 9 Function Overview Listen To s Plays either your New, Saved, Deleted, Sent or Future Delivery messages. Send A Allows you to Send s to other peoples Mailboxes. Change Your Locations Lets you change your Locations, Return Times and Location Configuration using Location Set Up Wizard. Change Greetings Lets you Record or Listen to your greetings. Mailbox Features Allows you to Set Up or Change your Mailbox features. Voic User Guide Page 3

7 Listen to s Listen to s allows you to hear your New messages, or any messages that you have Saved, Deleted, Sent or have set for Future Delivery. Listening to s From the ) Press to Listen To Your s. ) Either press: To Listen to your New s. To Listen to your Saved s. 3 To Listen to your Deleted s. 4 To Listen to your Sent s. To Listen to your Future Delivery s. 3) You are now in Playback. New 3 4 Saved Deleted Sent Future Delivery Playback s Types New s s you have recently received and any you have already listened to but not yet saved or deleted. Saved s messages you have Saved. It is often a requirement to save specific messages so you can refer back to them at a later time. These messages will be saved for 0 days unless specifically changed for your particular company. Deleted s s you have Deleted. Deleted messages are kept for a few days so if you suddenly find you need to refer back to them, or you want to forward them onto someone else you still can. Deleted messages are kept for 3 days unless specifically changed for your particular company. Sent s s you have Sent to other people. If you want to go back and resend the same message to someone else you can by forwarding it from here. These messages are kept for 3 days unless specifically changed for your particular company. Future Delivery s s you have requested to be delivered at a future date and time. They will remain here until delivered or you delete them. Voic User Guide Page 4

8 Playback There are two types of Playback - Prompted (which pauses after each message then asks you whether you want to save or delete it) and Continuous (which plays all messages without pausing). The default mode is Prompted for new mailbox users. To change to Continuous message playback refer to page. During Playback you have the following controls: Playback Controls Press: to Replay current message. to Save current message. 3 to Delete current message. 4 to Send a message. Then either press: to Send a message. to Forward current message. 3 to Reply to current message. 4 to Return the call. to turn message Date and Time On/Off. 6 for Volume (high or low). 7 to Rewind seconds. 8 to turn Pause On/Off. 9 to Fast Forward seconds * to Cancel and return to the previous menu. to Skip to the next message. Playback Controls 3 Replay Save Delete 4 6 Send Date Volume (& Others) Rewind Pause Fast Fwd (On/Off) (Norm/High) 0 Cancel Help Skip (Next) Differences for Continuous Playback takes you back to the previous message The bip bip bip ding between messages is to separate the messages and allows you time to press () Save, (3) Delete, or (4) Send. 3 At the end of Playback you can press: to Replay all messages. to Save all non deleted messages. 3 to Delete all un-saved messages. Helpful Hint If you accidentally Save or Delete a message you can access them by pressing (from the Main Menu) and then access the relevant Saved or Deleted folder. For Continuous Playback you can Save specific messages by pressing whilst listening to them. At the end of Playback press 3 to Delete all the remaining messages. Voic User Guide Page

9 Sending a Sending a allows you to record and send a message to as many people as you want simultaneously. Sending A From either the: Press to Send a message. Or from Playback Press 4 to Send a message You will now be prompted to Send, Forward, Reply or Return the Call. Press to Send. Then: Enter an extension or group number then press (or for dial by surname or for dial by first name). Repeat step above if you want to send your message to more than one extension or group. Press again to end the selection of recipients. Record your message after the tone. At the end of your recording press. Press to Finish sending your message or refer to Delivery Options on page 9. Playback 4 Either Record Enter Extension Or Group Number Continue Change 3 4 Urgent Private Confirm Future Receipt Delivery Finish Helpful Hint If you regularly send messages to the same people then set them up as a Distribution Group. Refer Page 3. To find out when someone has listened to your message, turn On Confirmation of Receipt. Refer Delivery Options page 9. Voic User Guide Page 6

10 Forwarding a Forwarding a allows you to forward the current message onto another person or people. Forwarding A From Playback. Press 4 to Send a message You will now be prompted to Send, Forward, Reply or Return the Call.. Press to Forward a message. 3. Enter an extension or group number then press (or for dial by surname or for dial by first name). Repeat step 3 if you want to send to more than one extension or group. 4. Press again to end the selection of recipients. Playback 4 Enter Extn or Group or or Continue. Set any Delivery Options. (For details refer to page 9). Note: You can attach your own message to the end of the message you are forwarding by selecting key (Change). 6. Press to finish forwarding your message. Change 3 4 Urgent Private Confirm Future Receipt Delivery Finish Helpful Hint If the message is Private you cannot forward it to anyone else. Therefore if you send somebody a message you want kept confidential set it to Private. Refer Delivery Options page 9. Voic User Guide Page 7

11 Replying to a Replying to a allows you to send a reply to the person who sent you the current message (but only when the Voice Mail system knows the senders number). Note: You can only reply to a message that was sent from another Mailbox. If you are not offered the option of Reply then from the choose to Send a message. Replying To A From Playback. Press 4 to Send a message. You will now be prompted to Send, Forward, Reply or Return the Call. 3. Press 3 for Reply to a message. 4. Record your message (after the tone). When you have finished recording press the key to stop Voice Mail recording.. Press to Finish sending your message or refer to Delivery Options on page 9. Change Playback 3 Record 3 4 Urgent Private Confirm Receipt Finish Future Delivery Return Call Return Call allows you to phone back the person who sent you the message if their number is known. Return Call From Playback. Press 4 to Send a message You will now be prompted to Send, Forward, Reply or Return the Call.. Press 4 again and they will then be phoned back. Playback 4 4 Return Call Voic User Guide Page 8

12 Delivery Options Delivery Options allows you to change message features after you have recorded a message in Voice Mail. Delivery Options If you press the key before hanging up you may select any combination of the following by pressing: to listen to or re-record your message. to set the message to Urgent. (Non Urgent if pressed again). 3 to set the message to Private. (Non Private if pressed again). 4 to request Confirmation of Receipt (Off if pressed again). to set Future Delivery date and time. Change 3 4 Urgent Private Confirm Future Receipt Delivery Finish Note: If any of these options are accidentally selected, then select it again to turn it off. (Press once for On, Press once for Off). What happens when I select these options? Urgent. Setting the message to Urgent has the following effect. Urgent messages are always played first before any new normal messages. You can have different notification settings for Urgent messages. For example: If your recipient has set Urgent message notification to Ring Pager and has No Notification for Normal messages then the type of message you send determines whether or not they will be paged. Only make messages Urgent, if they really are! Private. Setting a message to Private informs the recipient of the message that it is Private and prevents them from forwarding the message on to somebody else. Confirmation Of Receipt. Confirmation of Receipt is very useful for knowing when someone has received the message you sent them. When read by them, you are automatically sent a return message informing you of the date and time it was read. Future Delivery. Allows you to preset a specific date and time for delivery. Voic User Guide Page 9

13 Locations The Following diagram explains how calls be controlled for each LOCATION. CALL Call Diversion Using Call Diversion you can set up in advance how all incoming calls are handled. On Busy/No Answer () Immediate Diversion() Voice Mail () Operator () Associate (3) Cell Phone (4) Home/ Other () Pager (6) Greetings Play Your Voice Mail Greeting You can either use:- Location Specific Greetings or the Standard Greeting. Caller Transfer Keys The caller can either press one of the keys you have enabled or leave a message. NO Key Pressed Operator Associate Cellphone Home Pager The above shows the default settings for each of the Caller transfer keys 0 to 4, how-ever each key can be individually set to do the following: No Transfer To your Cell Phone To Another Extension To Home/Other To your Associate To Paging Service Record Notifications Lets you know when you have new messages. Normal Urgent Normal Notification Can be set to:- No Notification Ring Office Ring Associate Ring Cell Phone Ring Home/Other Ring Paging Service Timed Intervals Urgent Notification Can be set to:- Same As Normal Ring Office Ring Associate Ring Cell Phone Ring Home/Other Ring Paging Service Voic User Guide Page 0

14 Location Introduction Locations effectively give you complete control over how your calls are handled and inform people where you are and when you expect to return. Locations give you more powerful features, increased ease of use, and enhance the overall professionalism of your company. There are eight Locations which you can customise to your requirements.. Office.. Gone For Day.. In a Meeting. 6. On Holiday. 3. Do Not Disturb. 7. Sick Leave. 4. Gone Out. 8. On a Break The simple concept behind Locations is when you leave the office you set the most relevant location and if known, your expected return time. When you change your Location the following happens:. Your callers are professionally told where you are and when you expect to return prior to playing your Voice Mail greeting. (Called Smart Greetings). Other people in the company can either view on their PC screen where you are or phone the Voice Mail system and find out. 3. All your Voice Mail settings automatically change to what you have predefined them to do for that specific location. So, what s the advantage of being able to set how Voice Mail works for each Location? Wouldn t it be nice if you did not need to re-record your greetings each day to tell your callers of your actions? Wouldn t it be nice if when you were out of the office your callers could press to divert to your cell phone, but not when you were in the office? (avoids the frustration of the cell phone also not being answered). Wouldn t it be nice if when you were in a meeting your calls immediately diverted to Voice Mail where the system could page you only if it was urgent? Wouldn t it be nice if you could call in from any phone anywhere and change where all your calls are forwarded to? Locations can do all these things and many, many more. As a default setting, each Location:. Uses your Standard Greeting message.. Has No Caller Transfer Keys set. 3. Notifies you of both Normal and Urgent messages by either the message waiting light or ringing your office phone. Voic User Guide Page

15 If you don t have a cell phone or pager and do not want to offer the caller the option of talking to an associate then, the default settings are adequate for you. Using these defaults, selecting a Location (other than office) will professionally tell your callers where you are and when you expect to return without you needing to re-record your standard greeting all the time. A great time saver in itself. However if your needs are more advanced then Locations just keeps getting better and better for you. Either yourself or your Voice Mail Administrator can tailor each of these Locations to suit your exact business needs. Once these Locations are set up you can effortlessly swap from one Location to another and all these settings change for you automatically. Each Location can allow you to specify:. Where the call will be diverted to (Call Diversion).. Which Greeting message the caller will hear. (Standard Greeting or Location Specific.) 3. Which keys the caller can press if they do not want to leave you a voice mail message (Caller Transfer Keys) 4. Where you will be notified of both new normal and new urgent messages. You can use any number of locations from, (the Office), to all eight of them if you want to. So, just how easy is it to change my Location? Telephone Examples: (see previous page for Location numbers) Access Location menu (as per page 3 or Location speed set) Example - To set: In a Meeting till 4pm Gone For Day Gone Out till 3.4pm On Holiday for 3 days press 4 then hang up. press then hang up. press 434 then hang up. press 603 then hang up. The other advantage about Locations is that other people can set them for you. For example the receptionist as you walk out the door. Following, are details on how to change the Location defaults using the Location Set Up Wizard. Voic User Guide Page

16 Changing your Location As well as the method explained below you can also quickly Change your Location using the Location Speed Set (Refer back cover). Location Speed Set will hang up afterwards for security reasons. Changing Your Location while in your Voice Mailbox Press 3 to Select Location. You will now be informed of your current location. Either: Press to accept the current. Select your New location (-8) Enter your expected return time then press. ( 0 if return time unknown) Return Time repeated to you Either: Accept the time by pressing Enter the number of days you will be at this location, then press. Either Press: to Finish for Location Set Up Wizard Location Set Up Wizard is explained on the following pages. 3 Select Location (-8) Finish Location Speed Set Enter Return Time Hang Up Location Set Up Wizard Locations.Office.Gone For Day*.In a Meeting 6.On Holiday* 3.Do Not Disturb 7.Sick Leave* 4.Gone Out 8.On a Break * Defaults to next business day. Helpful Hint Time can be entered either as the hour only or in hours and minutes. For example 9, 930,, 4. Time can be entered in either the or 4 hour format. For example 34, or 4. For ease of use times between 8:00 and :9 are assumed AM, and times between :00 to 7:9 are assumed PM. If this is not appropriate then you may enter the time in a 4 hour format. Once your set return time expires your Location will automatically reset back to Office for you. Voic User Guide Page 3

17 Location Setup Wizard Location Set Up Wizard helps you set up or listen to your Location settings. You must first select which Location you want to change, as detailed on the previous page. Call Diversion Call Diversion Location Set Up Wizard 3 Caller Transfer Keys Notification 4 Greeting (by Locn) Setup Another Location For more details see the pages following Call Diversion controls how outside calls are diverted. Either -On No answer (or busy) at your office phone or Immediately (does not ring your office phone at all). Changing Call Diversion From Location Setup Wizard When your current location settings are read out to you, Press for Call Diversion. You will now be told whether your calls are currently diverted on busy/no answer or immediately. Either press: to Accept the current setting & return to the previous menu or Press: for on No Answer (or Busy). for Immediate Diversion. You will now be told of your current diversion destination. Either press: to accept the current setting & return to the previous menu or for Voice Mail. for the Operator. 3 for an Associate. 4 for Cell Phone. * for Home/Other. * 6 for Paging Service. * *not available on all sites. You will now be asked to verify your phone number. On No Answer From Location Set Up Wizard Select Destination Immediate Diversion Call Diversion forces all calls to the destination you specify. In contrast, Caller Transfer Keys (next page) allow the caller to select an alternative option. Voic User Guide Page 4

18 Caller Transfer Keys Caller Transfer Keys allows a caller to choose an alternative way of contacting you. While listening to your greeting they can press 0 to talk with the operator or keys to 4 to perform the actions that you pre-set for them. For example you may enable key to divert them to your cell phone. Caller Transfer Keys From Location Set Up Wizard When your current location settings are read out to you, Press for Caller Transfer Keys. Select which Key (-4) you want to set up followed by: for No Transfer. for Another Extension. 3 for an Associate. 4 for Cell Phone. for Home/Other. 6 for Paging Service. From Location Set Up Wizard 3 4 Key Key Key 3 Key 4 Select Destination Note: Options 4-6 above, will not be available if your PABX cannot perform off site transfers. You may now be asked to verify your phone number. (If applicable). Repeat step for each key number you want to change. For example: Pressing then 3 means your caller will be transferred to your associate s phone if they press while listening to your greeting. Helpful Hint Normally you will tell your callers in your greeting of the keys they can press so everyone knows them. Alternatively you don t need to mention them in your greeting and only tell personally the people you want to use them. If you want all your calls diverted (instead of only the ones where the caller selects to transfer), then use Call Diversion instead. Refer page 4. Voic User Guide Page

19 Notification Notification allows you to set where your Voice Mail system can contact you to let you know when you have new messages. You can set up notification differently for both Normal messages and Urgent messages to help you better manage or screen your calls. Changing Notification From Location Set Up Wizard When your current Location settings are read out to you. ) Press 3 for Notification. You will now be told of your current Normal Notification setting. Either Press: to Accept current setting or for Do Not Ring Me. to Ring Office. 3 to Ring Associate. 4 to Ring Cell Phone. to Ring Home/Other. 6 to Ring Pager. (Verify your phone number.) From Location Set Up Wizard 3 Select Normal Notification Destination Select Urgent Notification Destination Select Notification Times You will now be told of your current Urgent notification setting. Now Press either: to Accept current setting or for Same as Normal. to Ring Office. 3 to Ring Associate. 4 to Ring Cell Phone. to Ring Home/Other. 6 to Ring Pager. (Verify your phone number) ) Select Notification Times and then Press either: to Accept current setting or for All Hours for Business Hours 3 for Custom Hours Helpful Hint Do Not Ring Me still sets the message waiting light on your telephone if your phone has one. Setting Urgent notification to one setting and Normal to another allows you to screen calls where necessary. Voic User Guide Page 6

20 Greetings Your Greeting is heard whenever a caller enters your Voice Mail. It is heard immediately after a Smart Greeting. Your greetings should be informative, clear and concise. Change Location Greeting If you record individual Location specific greetings then that specific greeting will be played to your callers when you set that specific Location. If no Location specific Greeting is recorded then by default your Standard greeting will be played to your callers. The two main reasons people choose to have different Location specific greetings rather than just using their Standard greeting is:. To provide extra instructions (eg press for cell phone).. To vary your greeting without re-recording each time. Selecting a Greeting From the Location Set up Wizard. Press 4. Either Press for Standard greeting for Location Specific From Location Set up Wizard 4 Standard Location Specific 3. Either Press to Listen to Re-record your greeting. 4. to Accept current recording. Listen Re-record Finish Helpful Hint Making the effort to record a different Location specific greeting for each Location will give your callers the impression that you are always changing and updating your greeting. Secondly, it means that you are giving appropriate options. Eg: For your Location specific greeting for the Location - Gone out, you could tell your callers to press (to transfer to your Cell phone) but not giving this option in your Location specific greeting for the Location - In a meeting. Voic User Guide Page 7

21 Changing your Greetings To Change or Re-record any of your Greetings start from the. Changing Your Greeting From the. Press 4 to change your Greeting.. Either Press for Standard greeting for Busy greeting 3 for a Location Specific greeting (then enter Location number). 4 Greeting 3 Standard Busy Location Specific Enter Location Number (-8) 3. Either Press to Listen to Re-record your greeting. 4. to accept current recording. Listen Re-record Finish Helpful Hint Write down your greeting prior to recording it. Keep it brief, clear and informative. Example: Hi, this is John Smith, sorry I cannot take your call at the moment. You can either press to talk to my secretary or leave me a message and I will return your call as soon as I can. If your system supports Busy detection and you record a busy greeting you can inform the caller they can press 9 to hold if desired. You can filter who will contact you on your cell phone by either telling callers in your greeting message which means everyone knows or not telling callers in your greeting and only manually telling those you want to use the function. If you have Record Instructions turned On you do not need to say after the tone etc in your greeting. Voic User Guide Page 8

22 Mailbox Features Mailbox Features allows you to personalise your Voice Mailbox. Personal Settings Personal Settings allows you to change your password, re-record your name and set up your phone numbers. Change Password Passwords are essential in Voice Mail to ensure you have total confidentiality and are the only person who has access to your messages. Changing Your Password From the Press for Mailbox Features. Press for Personal Settings. Press to Change Password. Enter your new password followed by the key. Password Rules. Passwords should: Be from 4 to digits long. Not start with 0. Be a number you will easily remember. Be a number that only you know. Press again to confirm your password or reenter a new one. Enter your new Password Helpful Hint Use a password you already use elsewhere and that no one else knows. A suggestion is your Bank PIN number. If you forget your password you will need to contact your company Administrator or phone Voice Mail Support (refer to the phone number on the back cover of this manual). Note: As you are the only person who knows your password neither your Administrator or our Support people can tell you what it is, or was. They can however allow you to choose and reenter a new password. Voic User Guide Page 9

23 Setting your Phone Numbers Setting your Phone Numbers allows you to enter any phone numbers you want to use throughout Voice Mail. Enter Phone Numbers From the. Press Mailbox features.. Press Personal Settings. 3. Press 3 Set Phone No s. 4. Select phone type (-4). You will now be informed of your current number.. Either press: to accept or 0 for no number or Enter a new number then press 6. Press again to confirm. Note: If you selected 4 for Pager you will then be asked to select the pager type. Note: Do not insert any numbers to get an outside line. (ie. or 9) 3 Assoc Cell Phone 3 4 Home/ Other Enter Phone Number Pager Helpful Hint Associate is Useful for setting your secretary, co-worker or any other internal number that can assist your callers. Record your Name Your name is used to identify you to other callers. It is worth re-recording until satisfactory. Recording Your Name From the Press for Mailbox Features. Press for Personal Settings. Press for Record your Name. Either: to Listen to Re-record. to Accept current recording. Listen Re-record Finish Voic User Guide Page 0

24 Mailbox Operations Mailbox Operation changes the way your Mailbox functions. Quick Mail Entry On / Off Turning Quick Mail Entry ON allows you to start hearing your new messages immediately after you have entered your password. In effect it simulates pressing (Listen to messages) then again (for Listen to New messages). The default setting for a new user is ON. The default setting for a new user is ON. Changing Quick Mail Entry From the Press for Mailbox Features. Press for Mailbox Operations. Press to turn Quick Mail Entry On/Off. Quick Mail Entry On/Off Record Instructions On/Off Record Instructions are given to the caller after your greeting message. They say.. Please record your message after the tone and conclude by pressing the hash key. You may want to turn these off so the caller hangs up without knowing about the options for setting Urgent etc. The default setting for a new user is OFF. Changing Record Instructions From the Press for Mailbox Features. Press for Mailbox Operations. Press to turn Record Instructions On/Off. Record Instructions On/Off Voic User Guide Page

25 Smart Greetings Off / On When turned On (The default setting for a new user is On) Smart Greetings will inform your caller where you are and your expected return time for all locations other than Office. Examples: I m sorry, John Smith is in a meeting until 3pm (then your greeting. Eg: Hi, this is John ) I m sorry, John Smith has gone out until am tomorrow (then your greeting eg Hi, this is John ) If you do not use Smart Greetings you should re-record your greeting every time you are unavailable so your callers are kept informed of your current status. Changing Smart Greetings From the Press for Mailbox Features. Press for Mailbox Operations. Press 3 to turn Smart Greetings On/Off. 3 Smart Greetings On/Off Continuous Playback The default setting for Continuous Playback is set to Off. Changing Continuous Playback to Off/On From the Press for Mailbox Features. Press for Mailbox Operations. Press 4 to turn Continuous Playback On/Off. 4 Continuous Playback On/Off Voic User Guide Page

26 Distribution Groups Distribution Groups allows you to group together various people within your company whom you are regularly in contact with. When you Send a you can simply enter the Group number and all the people in this group will receive your message. There are two types of groups: Company Groups range from 000 to 049 and are typically set up in a way that most people will find useful. For example 000=All (everyone with Voice Mail in your company). Everyone can use the same Company groups but only your company Administrator can set them up or change them. Personal Groups range in number from 00 to 099. They are only able to be set up, changed and used by you alone. 3 3 Listen Create or Change Delete Group Listen Group Listen allows you to either hear the complete list of distribution groups, or hear a list of the people in a specific group only. Listening To Groups From the. Press for Mailbox Features.. Press 3 for Groups. 3. Press to Listen. Enter either: 4. 0 for a list of groups or the Group Number, then. For example 0. The list will now be read out to you. 3 Listen Voic User Guide Page 3

27 Create or Change Groups Create or Change Groups allows you to create a new group or change the members of an existing group. Create or Change Groups from the Main Menu Press for Mailbox Features. Press 3 for Groups. Press to Create or Change a group. Enter the group number. (if it is a new group you will be asked to record a group name.) Select: to Re-record the group name. to add a new member(s). 3 to remove an existing member. Change Name 3 Enter Group 3 Add Members Remove Member Enter Extn Enter Extn Continue Helpful Hint If you do not know the persons extension number you require Press for the Dial by Surname feature or for Dial by First name feature. Group Delete Group Delete deletes an entire group. Deleting Groups from the. Press for Mailbox Features.. Press 3 for Groups. 3. Press 3 to Delete. 4. Enter the Group Number to be deleted then press. 3 3 Delete This group has now been deleted. Voic User Guide Page 4

28 Greeting Suggestions Standard (Office) Greeting: (Recorded when you Set Up Your Mailbox For The First Time). "Hello, this is (your first name), sorry I missed your call, please leave me a message and I will ring you back as soon as I can, alternatively, you can ". Busy Greeting (Not all sites have the facility to Record & Use a specific 'Busy' Greeting). "Hello, this is (your first name), I'm currently on the phone, but please leave me a message and I will return your call as soon as I can, alternatively you can." Location Specific Greetings: (Recording 'Location' Specific Greetings are Optional). Office (This is Not your Standard Greeting, this is a additional 'Location' Specific Greeting). Voice Mail Smart Greeting - None. If you don't record an Office 'Location' specific greeting then your callers hear your Standard Greeting. In a Meeting Voice Mail Smart Greeting - "I'm sorry (your full name) is in a meeting (till ). Your Location Specific Greeting - "Hello, this is (your first name), sorry I'm not able to take your call right now, but please leave me a message and I will return your call as soon as I can, alternatively you can." 3. Do Not Disturb Voice Mail Smart Greeting - "I'm sorry (your full name) is currently unavailable (till ). Your Location Specific Greeting -"Hello, this is (your first name), sorry I'm not able to take your call right now, but please leave me a message and I will return your call as soon as I can, alternatively you can ". 4. Gone Out Voice Mail Smart Greeting -"I'm sorry, (your full name) is currently out of the office (till ). Your Location Specific Greeting "Hello, this is (your first name), as you will have heard I'm not in the office right now, but please leave me a message and I will ring you when I get back, alternatively you can.".. Gone for the Day Voice Mail Smart Greeting- I'm sorry (your full name) has gone for the day (till ). Your Location Specific Greeting "Hello, this is (your first name), as you would have heard I've left the office for the day, but please leave me a message and I will call you on my return, alternatively you can..." (After.00 (midnight) Voice Mail will automatically select and play your Standard Greeting to your callers). Voic User Guide Page

29 6. On Holiday Voice Mail Smart Greeting - I'm sorry (your full name) is on holiday (till time/date). Your Location Specific Greeting "Hello, this is (your first name), as you would have heard I'm not able to take your call, but I have arranged for my messages to be cleared regularly while I am away, so please leave a message and someone will return your call on my behalf, if you require immediate attention Press." 7. On Sick Leave Voice Mail Smart Greeting - I m sorry, (your full name) is on sick leave till (time/date). Your Location Specific Greeting "Hello this is (your first name), as you would have heard I'm not able to take your call, but I have arranged for my messages to be cleared while I am off sick, so please leave a message and someone will return your call on my behalf. If you require immediate attention, Press " 8. On a Break Voice Mail Smart Greeting - I'm sorry (your full name) is temporarily unavailable. Your Location Specific Greeting "Hello, this is (your first name), sorry I'm away from my phone for a short time, but please leave a message and I will call you back on my return, alternatively you can.. Important: If you record a 'Location' specific greeting, it will be automatically played to your callers when you select that particular 'Location'. If you haven't recorded a 'Location' specific greeting, then your Standard Greeting is played to your callers when you select that particular 'Location'. For more information on greetings and the feature locations, please refer to your User Guide. Voic User Guide Page 6

30 Overview Quick Mail Entry to New Playback Access Your Mailbox. Details on back cover of this manual. Enter your Password New Notification (Ding or Ding,Ding) Listen To s Send A 3 Change Location New 3 Playback 4 Saved Deleted Sent Playback Controls Replay Save Delete 4 6 Send Date Volume (& Others) Rewind Pause Fast Fwd * Cancel (Prev) 0 Help 3 (On/Off) (Norm/High) Skip (Next) Future Delivery Change Enter Extension Or Group number Continue Record 3 4 Urgent Finish Private Confirm Future Receipt Delivery Select Location Number (-8) Enter Return Time Finish Voic User Guide Page 7

31 Location Speed Set Select Location Number (-8) Enter Your Return Time Hang Up 4 Change Greetings Mailbox Features Standard Busy 3 Location Specific Personal Settings Mailbox Operation 3 Distribution Groups 3 Change Your Password Record Your Name Set up Phone Numbers 3 Listen Create or Change Delete Location Setup Wizard For full details Refer Page 4 Quick Mail Entry On/Off Record Instructions On/Off Continuous Playback On/Off Keys you can use anywhere in Voice Mail. * Cancel (Previous) Help Smart Greetings On/Off Continue (Next) Voic User Guide Page 8

32 Voic Numbers Voice Mailbox Access Numbers While In The Office : Outside The Office : Your Direct Number : (When Voice Mail answers) Press * Transferring Directly into Voice Mail:. Ask caller to hold & hook flash (or press Transfer key). : (wait until Voice Mail answers, then) 3. Enter the Mailbox extension number and then Hang up. Location Speed Set: While In The Office : Outside The Office : Your Direct Number : (When Voice Mail answers) Press * (Only when using the Location Speed Set) Enter when asked for your password). Distribution Groups Company Groups (000 to 049) Personal Groups (00 to 099) Group No. Extensions Group No: Extensions 000 All users in Company Voic User Guide Page 9

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