INTER-TEL VOICE MAIL USER GUIDE. Part No Issue 4, April 1996 IIuuIIIIII

Transcription

1 INTER-TEL ANCESSORY VOICE MAIL USER GUIDE TALK Part No Issue 4, Apri 1996 IIuuIIIIII

2 Inter-Te AXXESSORY Tak Voice Mai User Guide TABLE OF CONTENTS INTRODUCING THE INTER-TEL AXXESSORY TALK VOIC FEATURES.... About This Guide... 1 Genera System Information... 1 Maiboxes... 2 Record-A-Ca... 2 Mutiingua Capabiity... 2 ENTERINGYOURMAILBOX... INITIALIZING YOUR MAILBOX LISTENING TO MESSAGES SENDINGMESSAGES.... PERSONALOPTIONS REMOTE MESSAGING USING THE DIRECTORY NON-SUBSCRIBER ACCESS TO VOICE MAIL Inter-Te Integrated Systems, Inc. 4/96

3 Inter-Te AXXESSORY Tak Voice Mai User Guide INTRODUCING THE INTER-TEL AXXESSORY TALK VOICE MAIL FEATURES About This Guide This user guide contains instructions for using the Voice Mai features avaiabe through the Inter-Te AXXESSORY Tak voice processing system. For more detaied information and expanded procedures, refer to the Inter-Te AXXESS Owner s Guide. For quick access to basic subscriber instructions, refer to the Inter-Te AXXESSORY Tak Subscriber Quick Reference Guide. For quick access to basic System Administrator procedures, refer to the Inter-Te AXXESSORY Tak System Administrator Quick Reference Guide. Genera System Information Inter-Te AXXESSORY TakTM Voice Mai aows caers to send and receive recorded messages from any station or DTMF teephone. (Caers using dia-puse phones can be routed to the operator for assistance.) Station users and outside caers reach Voice Mai in the foowing ways: By diaing the teephone number or extension number assigned to the Voice Mai appication By being transferred to Voice Mai by the automated attendant By being forwarded (using manua or system forward) to Voice Mai when a caed station is unavaiabe By responding to message waiting indications eft by voice mai at a station When you reach Voice Mai, you wi hear recorded instructions that te you what to do next. Simpy isten to the prompts and press the keypad key that corresponds to the desired choice. If you do not respond immediatey, a second set of prompts is payed. Most prompts are interruptibe, and you can press the desired key at any time during the prompt. The prompt wi then stop and the system wi act on the requested choice.

4 Voice Mai User Guide Inter-Te AXXESSORY Tak Maiboxes Each Voice Mai user can be assigned a unique maibox number. There are three types of maiboxes on the voice mai system: Standard, Receive-Ony, and System Administrator. Standard maibox features incude: istening to new messages, sending messages, forwarding messages, deeting messages, saving messages, programming persona options, and, if authorized through database programming, setting up remote messaging. A Receive-Ony maibox user can ony isten to new messages, save or deete them, and program persona options. The System Administrator has a of the Standard maibox options, pus the abiity to record and send broadcast messages, provide maibox and group ist maintenance, and record and seect custom recordings. When your maibox receives a message, your station is signaed. If it is a keyset, the MSG key is it and the dispay shows that a message has been received. A singe-ine set wi receive message waiting signas of six tones when the handset is ifted, if enabed system-wide. Remote messaging can be enabed for your maibox through database programming and set up through your maibox. It aows you to enter the primary and/or aternate teephone number, pager number, or extension number that the voice mai system wi ca when new messages are received by your maibox. (See page 10 for detais on using remote messaging.) Record-A-Ca Your phone may be programmed to use the Record-A-Ga feature. If so, you can enter a feature code whenever you want to record an ongoing ca. You can retrieve the message ater, just as you woud any other maibox message. For more information on using this feature, refer to the appropriate user guide for your type of phone. Mutiingua Capabiity Your teephone system provides a choice between Engish and Japanese prompts and dispays. If your phone is programmed for Engish, a dispays appear in Engish and a Voice Mai prompts are deivered in Engish (uness overridden). If programmed for Japanese, a dispays appear in Katakana characters and a voice prompts are payed in Japanese (uness overridden). By defaut, a phones are set for Engish. For more information on this feature, refer to the appropriate user guide for your type of phone. 2

5 Inter-Te AXXESSORY Tak Voice Mai User Guide ENTERING YOUR MAILBOX When you enter your maibox, the system may pay one of the foowing messages: Maibox amost fu or fu: If your maibox is fu, no new messages can be received unti you deete waiting or saved messages. Message count: The system tes you how many messages are waiting to be heard, if any, and how many are priority messages. Remote messaging: The system wi indicate whether primary or aternate remote messaging is seected when remote messaging is enabed. It wi aso aert you if a programming error has been detected and/or whether it encountered busy system resources when attempting to pace a remote messaging ca. Enter your maibox by foowing these steps: - Dia the Voice Mai extension number. (You hear the main menu.) - During or after the greeting, press q to identify yoursef as a subscriber. - Enter our maibox number and your persona password (if programmed). Then press b #. If your MSG key is it and you have a message fr& Voice Mai: - Lift the handset OR press 11. (If you have a non-dispay keyset, you do not have to perform this first step.) - Press m. - Enter your persona password and press q.

6 Voice Mai User Guide Inter-Te AXXESSORY Tak INITIALIZING YOUR MAILBOX The first time you use your maibox, you must initiaize it (set it up). System prompts wi instruct you to: Change the defaut password number to a persona password. Record a name to identify yoursef in the company directory. Listen to the Voice Mai appication introduction. (You can skip this introduction by pressing q, if desired.) To initiaize your maibox: Dia the Voice Mai extension number. (You hear the main menu.) Press q to identify yoursef as a subscriber., Enter your maibox number and defaut password. (Your defaut password is your maibox number.) If you want a assword, enter a new password using digits O-9 (up to 12 digits). Then press cs #. Voice Mai pays back your password. If you do not want to use a password, press q. Press q to accept the entry. (Or, press q if you wish to re-enter your password.) The system prompts you to record your directory name. After the tone, record your first and ast name. When finished, press q. Press q again to accept the name. (Or, press 1 to repay the name you just recorded, press q to add to your name, or press 3 to erase and re-record it.) 93 The system then pays a prompt that introduces you to basic Voice Mai features.

7 Inter-Te AXXESSORY Tak Voice Mai User Guide LISTENING TO MESSAGES Whenever you enter your maibox, you are tod how many new and saved messages you have. To isten to messages: - Enter your maibox as described on page 3. - EITHER, Press f to isten to your new messages. OR, Press q to isten to your saved messages. - The system pays each message in the queue seected. Whie you are istening to a message, you can use the foowing options:. Press q to skip to the end of the recording.,. Press q to back up.. Press q to pause. (Then press any key to continue.). Press q to skip ahead.. Press q to ower the voume.. Press q to pay the message enveope again.. Press q to raise the voume.. Press q to save the new message in your maibox.. Press q to deete the message from your maibox. - When the message has finished paying, you have the foowing options:. Press q to repay the message from the beginning.. Press q to repy to the message.. Press q to forward a copy of the message to another subscriber. If you want to incude introductory comments, press q and record an introduction. If not, press q to forward the message without an introduction.. Press q to isten to the previous message.. Press q to pay the introductory message enveope again.. Press q to isten to the next message.. Press q to save the new message in your maibox. n. Press q to deete the message from your maibox. 5

8 Voice Mai User Guide Inter- Te AXXESSOR Y Tak SENDING MESSAGES To send messages: - Enter your maibox as described on page 3. - Press q - Dia the desired maibox number or group ist number. - After hearing the subscriber s name, press q to accept it. - When you hear the tone, record your message.. To pause whie recording, press q. To continue, press any key.. To erase and re-record your message, press q. - When you have competed your message, you have the foowing options: To exit: Hang up. OR, press q and go to the next step. To repay your message: Press q. To add to your message: Press q and continue your message. To erase and re-record your message: Press q. To use the specia deivery options: Press q. You can perform one or more of the foowing steps:. Press q to mark the message private. (This prevents the recipient from forwarding it to other subscribers.). Press q to mark the message certified. (When a certified message is heard by the recipient, you wi receive a receipt notice.). Press q to mark the message priority. (This wi pace your message ahead of a other waiting messages in the receiving maibox.). Press q to cance deivery options.. Press q to deiver the message. (If you wish to mark the message certified, private, and/or priority, do so before competing this step.) - After the message has been sent, you may choose either of the foowing options:. Press q and enter another maibox number to send the message to another destination. n. Press q to exit. 6

9 Inter-Te AXXESSOR Y Tak Voice Mai User Guide PERSONAL OPTIONS Persona Options aow you to customize your maibox. Voice Mai has the foowing persona options: Greetings: Your primary or aternate greeting is payed to caers when they reach your maibox. Directory Name: Your recorded name is used to identify you in the directory and to verify your maibox number when messages are addressed to you by nonsubscribers and other subscribers. Password: Your password prevents unauthorized access to your maibox. Message Enveope Contents: Each message is preceded by an enveope message that can be programmed to incude time/date the message was eft, the source of the message, and/or the ength of the message. Transfer Method (if enabed): When a ca is received by an automated attendant or ca routing announcement appication and the caer enters your extension number, the programmed Transfer Method determines how the ca wi be transferred. Depending on the Transfer Method programmed for your phone, transferred cas from AXXESSORY Tak may be unannounced (as usua), or one of the foowing may occur: - Announce Ony Cas: Before the Voice Mai system transfers a ca to you, a prompt asks the caer to record his or her name before the system competes the transfer. - Screened Cas: Before the Voice Mai system transfers a ca to you, a prompt asks the caer to record his or her name. When you answer the ca from Voice Mai, you hear, You have a ca from (caer s name), You then have the option of repaying the name, sending the ca to voice mai (if you have a maibox), transferring the ca to another extension, accepting the ca, or rejecting it,. 7

10 Voice Mai User Guide Inter-Te AXXESSORY Tak To program persona options: - Enter your maibox as described on page 3. - Press q to seect the Persona Options Menu. You may then perform any or a of the foowing functions: Continued... To change your persona greeting:. Press q.. EITHER, Press q to record and/or enabe your primary greeting. OR, Press q to record and/or enabe your aternate greeting. OR, Press q to enabe the system defaut maibox greeting. If you pressed 1 or 2, the current greeting is payed (if one exists). Then do one of the foowing: EITHER, Press q to accept the greeting. (Or, press q if you wish to repay the greeting, press q to add to the greeting, or press q to erase and rerecord the greeting.) OR, Press q to exit without changing your greeting. To change your directory name:. Press a. Your current name is payed. (Press q to repay your recorded name, if desired.). Press q to erase and re-record your name.. When you hear a tone, record your first and ast name, then press q. Press q again to acce t your recorded name. (Or, press 1 to repay your recorded name, press b 2 to add to your name, or press 0 3 to erase and re-record your name.) To change your password:. Press a. Ifyou want to have a password, enter a new password using digits O-9 (up to 12 digits). If you do not want to use a password, skip this step.. Press a. Voice Mai pays back your pass word if you entered one.. Press q to accept the password as entered. Or, press q if you want to erase and re-enter your password. 0

11 Inter-Te AXXESSORY Tak Voice Mai User Guide To change your message enveope:. Press q. You can then do any of the foowing: To enabe or disabe the time/date option, press a. To enabe or disabe the message source option, press n. To enabe or disabe the message ength option, press a. To enabe a options, press q. To disabe the enveope, press q. To accept the enveope, press q. To return to the Persona Options menu without changing the enveope, press q. To change your Transfer Method (if aowed):. Press q. The system tes you what your current Transfer Method is. You can then seect the desired Transfer Method, as foows: To seect unannounced transfers, press q. To seect screened transfers, press a. To seect announce ony transfer, press q. To return to the Persona Options menu without changing the Transfer Method, press q.

12 Voice Mai User Guide Inter-Te AXXESSORY Tak REMOTE MESSAGING To set up remote messaging: - Enter your maibox as described on page 3. - Press q. - EITHER, press q to set up a Primary cascade. OR, press q to set up an Aternate cascade. - A prompt tes you what the cascade s current status is. (If desired, press q to return to the Persona Options Menu.) Perform one of the foowing steps. To program a cascade eve: Press q then program the foowing: Enter the number of the eve you wish to program (-9). You then have the foowing options: To enabe or disabe the cascade eve: Press q. (You cannot enabe the eve unti a notification number is programmed.) To set up or change the persona teephone number: Press q. Then press q if it is an extension number OR press q if it is an outside number. Then enter the number. (Executive keyset users can enter the specia characters for pause, maibox, and new message count by pressing their menu keys.) To set up or change the pager teephone number:press q. Then enter the number. (Executive keyset users can enter the specia characters for pause, maibox, and new message count by pressing their menu keys.) To set up time of day for notification: Press q. Then, when prompted, enter the time at which you wish to have the message notification start and stop. Enter the times with two digits for the hour and two digits for the minutes. If enterin the time in 12-hour format, you wi be prompted to press q for AM or press d 2 for PM. Note: If you wish to have 24-hour notification, program the starting and ending times to be the same. To set up the days of the week for notification: Press 3. Then seect one of the foowing: Press q for messaging Monday-Friday, 2 for a days, or q to B seect individua days. If you seected individua days, you wi be prompted to press digits -7 which correspond to the days Sunday through Saturday. To seect a or priority-ony message notif&ion: Press q. Then press q for a messages or q for priority messages ony. - The ist of options returns. Either seect another option, as described above, or n press q to save the settings and exit. 10

13 Inter-Te AXXESSORY Tak Voice Mai User Guide USING THE DIRECTORY The maibox and extension number directories can be used any time a prompt asks you to enter a maibox number. You use the keypad keys to enter the name. The system then pays the cosest matching directory name that corresponds to the entry. There are two methods used for entering a name: Non-Dispay Keysets and Singe-Line Sets: Quick Spe caers press a singe key on the dia pad for each etter entered. The etters match those printed on the key (for exampe, press q to enter A, B, or C). Dispay Keysets: Exact Spe caers press the keys to enter the name. The number of times a key is pressed determines which character is entered, as shown beow. When adjoining characters are under the same key, press I] to advance to the next character. For exampe, enters JONES. 6 tt 9 If you press q at any time whie speing a name, the voice mai system wi pay a hepfu prompt instructing you how to enter a name. (Dispay keyset users wi receive Exact Spe instructions; a other users wi hear Quick Spe instructions.) To use the directory: - Dia the Voice Mai extension number, then press q for Directory Services. - Enter the desired name, as described above, then press q. - The seected name is payed. Do one of the foowing: To accept the name, press q. To hear the previous name in the directory, press q. To hear additiona information for the seected name (ifaowed), press q. To hear the next name in the directory, press q. To spe a different name, press q and spe a new name as described above. 0 To switch the first/ast name sort order, press q. II

14 Voice Mai User Guide Inter-Te AXXESSORY Tak NON-SUBSCRIBER ACCESS TO VOICE MAIL You do not have to enter your maibox to eave a message for another subscriber. You can eave a non-subscriber message from any phone on your system or from any outside teephone, but the recipient wi not have the option of repying to your message. However, if you eave a non-subscriber message using the phone associated with your maibox, the receiver can repy to your message; the repy wi be sent to the maibox associated with your phone. To eave a message as a non-subscriber: - Ifyou hear the Voice Mai greeting or menu, dia the desired maibox number. (If you do not know the number, press q to access the maibox directory.) If you hear a subscriber s persona maibox greeting, skip this step. - After hearing the subscriber s greeting and a tone, record your message. You have the foowing options: 4. Press q to ca the attendant.. Press q to pause whie recording. To continue, press any key except zero.. Press q to erase and re-record your message.. Press q to cance the recording and return to the menu. - When you have competed your message, you have the foowing options: To exit: Hang up. OR, press q and go to the next step. To repay your message: Press q, To add to your message: Press q and continue your message. To erase and re-record your message: Press q. To use the specia deivery options: Press q. You can perform one or more of the foowing steps:. Press q to mark the message private. (This prevents the recipient from forwarding it to other subscribers.). Press q to mark the message priority. (This wi pace your message ahead of a other waiting messages in the receiving maibox.). Press q to cance deivery options.. Press q to deiver the message. (If you wish to mark the message certified, private, and/or priority, do so before competing this step.) - After the message has been sent, you may choosi either of the foowing options:. Press q and enter another maibox number to send the message to another destination.. Press q to exit. 12

15 AXXESS KEYSET QUICK REFERENCE GUIDE Seect Outgoing Line: Depending on how your system is programmed, you may have severa methods for seecting an outgoing ine. Generay, you can press the OUTGO- ING key, an unit CALL or LINE key, or a LINE GROUP key, or you can enter the ARSfeaturecode(defautis9200).Referto the Inter-Te AXXESS Keyset User Guide for more information. Answer: INTERCOM CALL EITHER, Respond handsfree OR, Lift handset. Pace: Whie on or off hook, dia extension number. Answer:,OUTSIDE CALL Lift handset. If not connected. press w, m, or m. Pace: Whie on or off hook, seect outgoing ine. Dia teephone number. EMERGENCY CALL Lift handset and dia ~~~~~ to automaticay ca the preset emergency number. TRANSFER Whie on a ca or conference, press MI. EITHER, Dia extension number. OR, Seect outgoing ine and dia teephone number. EITHER, Announce ca and hang up. OR, Press I[ hod. to transfer ca to HOLD Whie on a ca, press I[ hang up. and Return to caer by pressing 14, I], or-. REDIAL Lift handset and press I[. STATION SPEED DIAL Store number: Whie on hook, press m18. EITHER, Press Station Speed- Dia key to be programmed.?r, Dia desired ocation code P-9). EITHER, Dia extension number. OR. Dia outside teevhone I number (press F once for asterisk, twice for pound, three times for hookfash, or four times to enter pause). Press q to store number and exit. Dia number: Lift handset, if desired. 0 If pacing outgoing ca, seect outgoing ine. EITHER, Press desired Station Speed-Dia key (if you have one). OR, Press F or II [q811?]. Then dia desired ocation code (O-9). SYSTEM SPEED DIAL Lift handset, if desired. 0, Seect outgoing ine. 0 Press -1 or mm8. Dia ocation code ( ). Part Number Inter-Te Integrated Systems, Inc. 8195

16 REVERSETRANSFER To pick up a ca that is ringing or hoding at another station, ift handset and press q. Dia extension number where ca is ringing or hoding. QUEUING Busy ine or station caback: When you hear busy signas, press FC)UE or mm. Then hang UP. CALL WAITING If you hear a singe camp-on tone whie on a ca, hang up to end the current ca. OR, Press I[. Answer the waiting ca by pressing ICALL I[, or I. MESSAGES Leave a message: Pace an intercom ca and press m. Then hang up or wait for message center to answer. Repy to waiting message: EITHER, Press -1 to view the message and then press q to respond. OR, Lift handset and press -1. Cance waiting message: Whie on hook, press- -1 view message, then press q. Enabe: 0 Press 1x1. DO-NOT-DISTURB Dia message number (01-20). OR Press I=1 or [VI to scro. 0 Press IS,,, to PAGING Lift handset and press IFI or Ia Dia zone code (G9). After tone, make announcement and hang up. Start: CONFERENCE Whie on a ca, press 1x1. Pace next ca and press I-1. (Repeat for additiona parties.) 0 Press I-1 again. Exit and re-enter conference: 0 Press ICNFj to exit conference. Press m again to re-enter. Exit and pace conference on hod (parties stay connected): Press II to pace conference on hod. 0 Press m-again to re-enter. End conference ties on hod: and pace par- Press -1, then press I. To return to one caer at a time, press II or I. CALL FORWARD Standard or Basic Keyset: EZTHER, Press m]. OR, Dia ca forward feature code: 355,A 356-If 357-If 358-If cas no answer busy no answer or busy Executive Keyset: Press I-1 and then seect menu option. EITHER, Dia extension number. OR, Seect outside ine and dia, teephone number. Cance: Cance: 0 Press -1. Press -1, then press-1.

17 There are three types of maboxes voice Standard, Receive-Ony, and System Administrator.. Standard maibox features incude: hstemng to new messages, sending messages, forwarding messages, deetmg messages, savmg messages, programmmg persona options, and, If authorized through database programming, setting up remote messaging.. A Receive-Ony mabox user can ony Isten messages, save or deete them, and program persona options. INTER-TEL AXXESSORY SUBSCRIBER POCKET GUIDE INTEGRATED i?ste~s ~ TALK Remote Messaging must be enabed for your maibox through database programming. Then set through your mabox. It aows you enter primary and/or aternate you it up to the teephone number or extension number the mai system wi when new that voice ca messages are received by your maibox. MAILBOX ANNOUNCEMENTS INTRODUCING VOICE MAIL When you enter your maibox, you may hear one of the foowing announcements:. Maibox amost fu or fu: If your maibox is fu, no new messages can be received Inter-Te AXXESSORY TakTM Voice Mai aows you to send and receive recorded mesunti you deete waiting or saved messages. sages from any station. Station users and outside caers may enter Voice Mai in the fo- Message count: This tes you how many messages are waiting to be heard, if any, and how many are priority messages.. Remote messaging: This announcement wi indicate whether primary or aternate remote messaging is seected when remote messaging is enabed. It wi aso aert you if a programming error been detected and/or whether Mai encountered has Voice busy system resources when attempting to pace a remote messaging ca. ADDITIONAL INFORMATION For more detaied information and expanded procedures, refer to the Inter-Te AXXESS- ORY Tak Voice Mai User Guide. Your System Administrator is Extension Number owing ways:. By diaing the teephone number or extension number assigned to the Voice Ma appication. By being transferred to Voice Mai by the automated attendant. By being forwarded (using manua or system forward) to Voice Mai when a caed station is unavaiabe. By responding to message waiting mdrcatons eft by voice mai at a station When you reach Voice Mai, you wi hear recorded mstructions that te you what to do next. Simpy isten to the prompts and press the keypad key that corresponds to the desired choice. If do not respond immediatey, a second set prompts you of is payed. Most prompts are interruptibe, and you can press the desired key at any time durmg the 0 Inter-Te Integrated Systems, Inc. 4/96 prompt. The prompt wi then stop and the system wi act on the requested choice.

18 WHILE THE MESSAGE IS PLAYING: 1 Back Up Pause Move Forward Lower The Voume Pay The Enveope Increase The Voume Skrp The End To ENVELOPE Trme And Date On/Off OPTIONS Message Source On/Off Message Length On/Off A Opttons Enabed No Options Enabed + i + REMOTE MESSAGING Record Your Message Pause Erase q 3. Press c # for Options Or hang up to send message & exit L OPTIONS Repay Your Message E Add To Your Message E Erase And Re-record E Cance E Dewery Opttons E Send Message and Exit E 4 DELIVERY OPTIONS AFTER THE MESSAGE: Accept Settrngs Repay The Message Repy To The Message Cance/Previous Menu Enter cascade eve number then: Enabe/Disabe Notrfrcatton q Forward A Copy Lrsten To Prevtous Message Pay The Enveope Again Enter Persona Number Enter Pager Number E E Return To Previous Menu Listen To Next Message Save The Message Deete The Message Repay Your Greetrng/Name q J Add To Your Greetrng/Name q + Erase And Re-record Accept The GreetrngName q CanceVPrevtous Menu 1 DAYSOFTHE WEEK 1 1?P~-~:~ Week 8 1 Seect ndivtdua Days -7 q MESSAGE TYPES A Messages III Pnonty Messages Ony H -