Quick Reference Guide for Phon Users

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1 Quick Reference Guide for Phon Users Phon Systems Release.4 G4-9-0

2 How Phon Helps You The Phon system helps you because it: Answers your telephone automatically and plays your personal greeting. Lets you call one number to access your messages if you are a mobile telephone user. Lets you listen to your most recently received message first. Lets you listen to all headers and messages played back in a continuous manner without prompts to save or delete each message. Accepts and stores voice messages in your Phon mailbox. Lets you play back your messages at your convenience. Lets you send and receive messages anytime, from anywhere. Notifies you of new messages through pagers and telephones. Your Telephone Keypad RECORD SKIP ABC LISTEN DEF SAVE GHI 4 JKL 5 MNO DELETE REVERSE PRS TUV 8 WXY 9 FORWARD OPER 0 STOP HELP ENTER May 000 July 000 Job No. 49 Phon is a registered trademark, and Phon SP is a trademark of Siemens Information and Communication Networks, Inc. Siemens is a registered trademark of Siemens AG. Copyright Siemens Information and Communication Networks, Inc All rights reserved. - -

3 Contents This quick reference guide tells you: How to access Phon , get help, and leave Phon messages. How to use Phon s most popular features. How to use Phon s telecommunications device for the deaf (TDD) features. How to use the Phon decision tree. Where to write your access numbers and personal distribution lists. Accessing Your Mailbox Direct Access. Dial the Phon direct access number.. if calling from your own extension, or if calling from another extension, dial your extension number (or your name if permitted), then press.. Dial your password, then press. Access. Dial your telephone number or extension.. During the greeting, press 5 to access your mailbox.. Dial your password, then press to listen to your messages in continuous playback order. 5. to listen to your messages in the standard one at a time playback order. Callback Access (Available in Phon Release.0 or later). From your extension, press the callback button on your ROLMphone telephone (or your telephone s equivalent repeat dial or speed dial button).. Dial your password, then press. - -

4 The first time you access the Phon system, change your password. (Refer to Changing Phon Messages on page 0.) Your Phon Access Numbers Your system administrator provides access numbers. Write yours here: Direct access number access number Guest access number TDD access number Forwarded or transfer access number Getting Help 0 to get help in using the Phon system. Leaving Phon When you finish using the Phon system, you can: Hang up, or press to disconnect from the Phon system. Listening to Your Messages. Access your Phon mailbox.. to listen. While you are listening to messages, use the following control features. Key words are in bold. While you listen to your messages... Speed Volume Headers Decrease speed of message. Increase speed of message. Decrease volume of messages and prompts. Increase volume of messages and prompts. Skip current header, play message

5 While you listen to your messages... Skip to previous header. Skip to next header. Messages Stop message:, continue playback:. Replay message from beginning. Replay last few words. Skip next few words. Skip to end of message. Skip to next queue. Save message. Delete message. Stop message, skip to next header. Stop message, skip to previous header. Stop message, replay header. End Phon session. Stop message, return home Listening to Your Messages, Release.4 To listen to your messages from home state... Continuous message playback To return to the standard one at a time message playback FIFO or LIFO message playback LIFO on the fly message playback Continuous LIFO on the fly message playback

6 Decision Tree, Release. and Earlier Dial your direct access number or Dial your callback access number or Dial your TDD access number (If at your own extension) Enter, password, (If at another extension) Enter your extension number or name,, password, Enter password, (If at your own extension) Enter,, password, (If at another extension) Enter, extension number or name,, password, Home State Listen Record Answering options 8 9 Skip to next queue Record Message Personal s Answering Mode Referral Extension Record Name Return to Home State Enter extensions or distribution lists, Enter names Regular Special Instructions Cancel Disconnect Notes: 0 for help. Some features shown here may not be available on your Phon system. Refer to the Phon User Guide; obtain from your system administrator. Shading is for visual aid only. Bold type indicates keyed input. Voice-Activated Call Routing: When using this feature, wait for the prompt and the <beep> before speaking because speech commands do not override system prompts. 4 Mailbox options 9 Transfer Out/ Disconnect 0 Transfer out of Phon Return to Home State 4 Transfer to fax server Regular (cancel Special ) Record New 4 Keep Current Change to System Operator Enter extension, Enter a name Return Receipt Private Urgent 4 Future Regular Start over Password 4 or 4 Accept Message Answer Telephone Do Not Accept Messages Do not answer Telephone Change Referral Extension 4 Keep Current Referral Extension Personal Distribution Lists Re-record Name Prompt 4 Keep Name Level Outcalling Schedules 5 Playback Options Return to Home State One-time Repeated Cancel Regular Change Regular Change Alternate Select Which Answers Finished Standard Abbreviated Enter Enter Enter month day time ( ) ( ) Enter password and Weekly Enter Enter days of time week ( 8) Monthly Enter Enter days of time month ( ) Change External (no answer) Change Internal (busy) Finished Regular Alternate Abbreviated Standard Standard Abbreviated 5 Raise Volume 8 Lower Volume 9 Increase Speed of Message Decrease Speed of Message Save Cancel am pm am pm am pm Create Modify Delete Create/ Modify a Schedule Delete Schedule 9 Review Schedule 4 Outcalling Schedules ON/OFF Return to Home State Incoming message headers and messages Future / outgoing message headers and messages 9 Review Return to Home State Delete 4 Save Replay (from beginning) Skip to next message Re-record Message Change Destinations Change options Delete Continue to next Message Add Destinations Review contents of list Delete Destinations Finished Continue Answer 9 Forward 0 Call Message Sender Add Destinations Delete Destinations 9 Review Destinations Return to Home State Return Receipt (request or cancel) Private (mark or cancel) Urgent (mark or cancel) 4 Future (schedule or cancel) Regular Start over Modify Entire Schedule Modify Destination Type and Number Modify Active Days 4 Modify Active Times All 5 Modify Message Type Modify Time Frequency Urgent Return to Home State Schedule ON/OFF Schedule ON/OFF Schedule ON/OFF 8 Turn all ON 9 Turn all OFF Return to Home State

7 Decision Tree, Phon Release.4 Dial your greeting access number From another internal extension, dial your extension. During the system or personal greeting, press 5. From a remote telephone, dial your telephone number. During the system or personal greeting, press 5. Enter your password and press #. Home State 5 to listen # to continuous message to return to the playback. standard one message at a time playback mode. to listen to messages in FIFO or LIFO message playback. to listen to messages in LIFO on the fly message playback. 5 to listen to messages in continuous LIFO on the fly message playback, depending on your COS

8 Recording Messages. Access your mailbox.. to record. As you record messages, use the following control features; key words are in bold: While you record your messages... Skip Instruction Recording Addressing Special Stopping and Pausing Skip instructions on how to record, so you can begin recording your message. Record message. Stop recording (ready for addressing). Enter address extensions, each followed by: Enter address names; dial last name, then first name until recognized, followed by: Regular delivery. Special delivery. Cancel delivery. Mark return receipt requested. Mark private. Mark urgent. Stop, continue recording. Stop recording, start over (re-record message). Stop recording, cancel delivery of message. Replay Stop recording, replay what you just recorded. Stop recording, replay last few words. Quit End session / disconnect from system

9 Recording Messages (continued) Use these control features when you call someone and Phon answers. Recording messages when Phon answers your call... Recording Messages Wait for the record tone after the greeting, then, record your message, or, skip the greeting, and record your message now. Changing Phon Messages. Access your mailbox, then use the applicable keys below. To change your name, greetings, prompt level or password... Personal s Record or change your personal greeting. While recording the greeting, stop and replay it. While recording the greeting, delete and rerecord it. When you are finished recording the greeting. 8 Name Record your name. 8 4 When you are finished recording your name. Prompts Change to abbreviated prompts. Change to regular prompts. Password Change your password Enter the new password followed by: - 0 -

10 Using Distribution Lists To set up a personal distribution list:. Access your mailbox, then: To change your personal distribution lists... Personal Distribution lists Create a personal distribution list. The Phon system assigns a distribution list number (write this number in List # space below). Enter address extensions, each followed by: 9 Enter address names; dial last name, then first name until recognized. When you are finished: (Write the names and extensions of your distribution list below.) List # List # List # Name Extension Name Extension Name Extension - -

11 Other Options and Features Transferring Out To transfer out from home state... Transferring Out Transfer out of the Phon system. Transfer to the fax server. Transfer (if you have called someone and the Phon system answers) Using a TDD To use a TDD: Setting up the TDD Dial the TDD access number. Sending a message through TDD - - Place the handset in the TDD cradle. Upon connection to the Phon system, press: If calling from your own extension, press: If calling from another extension, dial your extension number (or name) followed by: Dial your password, followed by: Access your mailbox (as above), followed by: After GA appears, use your TDD to compose your message, followed by: Address the message. (Refer to Addressing under Decision Tree, Phon Release.4 on page 8.)

12 Other Options and Features (continued) Using the Enhanced Multilingual Feature The optional enhanced multilingual system permits callers to select one of two languages and TDD.. or 0 at any time to invoke the prompt: For instruction in <language>, press <number>. Using the Voice-Activated Call Routing Feature The voice-activated call routing feature is an optional speech recognition feature. There are no changes to prompts or the decision tree. Using the Decision Tree Examine the decision trees on page and page 8 to become familiar with the Phon system s option paths. When in doubt, follow the Phon prompts. Documentation Feedback To report a problem with this document, call your next level of support: Siemens employees should call the National Support Center. Customers should call the Siemens Customer Support Center. When you call, be sure to include the following information. This will help identify which document you are having problems with. Title: Quick Reference Guide for Phon Users, Phon Systems, Release.4 Order Number: G

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