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3

APX V

OICE

M

ESSAGING

One of the standard features of the NBX 100 Communications System is
the Advanced PowerMail eXchange Voice Messaging System. This allows
callers to leave voice mail messages in your “mailbox” when you are not
able to answer your telephone. You can then listen to, save, and forward
those messages from any touchtone telephone. APX Messaging also
allows you to retrieve your voice mail through your e-mail.

In addition, you can use NetSet to arrange automatic notification of voice
mail messages left in your mailbox with the Offsite Notification feature.
See

“Off Site Notification” on page 59

.

This chapter contains information about the following:

n

Types of Mailboxes

n

Setting Up Your Voice Mail

n

Listening to Messages

n

Listening to Messages Remotely

n

Replying to a Message

n

Forwarding a Message with Comments

n

Creating and Sending a Message

n

Creating Group Lists

n

Forwarding Callers to Voice Mail

n

Accessing Voice Mail Messages Through Your E-mail

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Summary of Contents for NBX 100

Page 1: ...http www 3com com NBX Business Telephone Guide Version 2 0 Also includes sections on n APX Voice Messaging n NBX NetSet n DSS BLF Adjunct Part No 3C10171 Rev D Published December 1999...

Page 2: ...ou are a United States government agency then this documentation and the software described herein are provided to you subject to the following All technical data and computer software are commercial...

Page 3: ...ing an External Call 18 Answering a Call 18 Answering Behaviors 19 Placing a Call on Hold 19 Status Lights 19 Transferring a Call 20 Announced Transfer 20 Blind Transfer 20 Conferencing Other Parties...

Page 4: ...VOICE MESSAGING Types of Mailboxes 34 Setting Up Your Voice Mail 34 Listening to Messages 35 Listening to Messages Remotely 36 Envelope Options 37 Replying to a Message 38 Forwarding a Message with C...

Page 5: ...System wide Speed Dial List 56 Printing Speed Dial Lists 56 Directed Pickup 56 Telephone and DSS BLF Label Makers 58 APX Messaging 58 Changing the Password 59 Off Site Notification 59 Ringer Tones 61...

Page 6: ......

Page 7: ...tes The latest versions of user guides and release notes are available in Adobe Acrobat Reader Portable Document Format PDF on the 3Com World Wide Web site http www 3com com How to Use This Guide Tabl...

Page 8: ...rts you to potential loss of data or potential damage to an application system or device Warning Information that alerts you to potential personal injury Table 3 Text Conventions Convention Descriptio...

Page 9: ...ith administering the system As a result many of the features have alternate ways in which to use them some better suited to a particular situation than others In addition to using the telephone the N...

Page 10: ...ls to the Automated Attendant or to a telephone number of your choosing For more information see Forwarding Callers to Voice Mail on page 42 Message Button Press to access your voice mail through the...

Page 11: ...llow you to select commands while using the internal user directory The three commands are Select Back and Exit Scroll Buttons These buttons allow you to scroll through user names in the internal user...

Page 12: ...n to end calls For more information see Release Using a Headset on page 29 Mute Button While on a speakerphone call press the Mute button to turn the speakerphone s microphone off The Mute button does...

Page 13: ...and perhaps associated with a billable account See Account Codes for Call Detail Reporting on page 24 Automated Attendant This is an automated answering system controlled by your administrator which...

Page 14: ...nge depending on the time of day For example your administrator can prevent long distance calls from being placed from your telephone after business hours See Call Permissions on page 48 Call Pickup T...

Page 15: ...free of charge from the Adobe Web site or the Resource Pack See Telephone and DSS BLF Label Makers on page 58 Message Waiting Indicator The administrator can assign an Access button on your telephone...

Page 16: ...ection There are nine different ringing tones available to help you distinguish your telephone from others in noisy areas Silent Ring prevents your telephone from ringing audibly See Ringer Tones on p...

Page 17: ...Internal Call To place an internal call 1 Pick up the handset or press the Speaker button If your telephone defaults to an external line or you have inadvertently chosen one select an internal line 2...

Page 18: ...enu choices Select Back Exit n To exit from the system press the soft button under Exit 3 When you have found the user you want to contact ensure that the cursor is at that entry and press the soft bu...

Page 19: ...gs once to alert you and then the name and extension of internal callers appear briefly in the display panel The call can be retrieved as long as the line s status light is still flashing n You can ac...

Page 20: ...announce a transfer 1 While on a call press the Transfer button The system automatically places the caller on hold and selects a new line 2 Dial the number to which you want to transfer the call 3 Ann...

Page 21: ...you may converse with the second party privately 3 Repeat steps 1 and 2 to conference in a fourth party Conference Call Behaviors n To place a conference call on hold press the Hold button The other p...

Page 22: ...call or during a call in progress Picking up the handset while on speakerphone turns the speakerphone off and allows you to resume the conversation using the handset Setting the Volume Use the volume...

Page 23: ...igned to your telephone while the handset is off hook by pressing the Feature Code button See Figure 3 on page 23 and then entering the relevant feature code The following are codes for features that...

Page 24: ...ss the Access button assigned as Account Code 2 Enter the numeric account code associated with the current client this can be up to 64 digits in length then press Call Pickup Direct Call Pickup 455 En...

Page 25: ...t a three digit Call Park Extension which is then used to retrieve it If the call is not answered within 3 4 minutes of being parked this can be adjusted by the administrator it rings back to the orig...

Page 26: ...using either Group or Directed Pickup n Press the Feature Code button enter the appropriate feature code 455 for directed pickup and 456 for group pickup and then dial either the group number or the...

Page 27: ...the call 3 Hang up the handset Calls transferred to a user s mailbox using Direct Mail Transfer are always directed into the mailbox even if the other user has chosen to forward their calls to anothe...

Page 28: ...the Hunt group number Hunt group numbers range from 850 879 3 Enter the hunt group password and then press To log out of the hunt group press the Feature Code button followed by the hunt group number...

Page 29: ...Paging If your business is equipped with a paging amplifier and speaker system connected to the NBX 100 Communications System you can broadcast a message over the speakers by dialing the external pag...

Page 30: ...s on page 54 One touch Speed Dials A One touch speed dial is a telephone number that is dialed automatically by pressing the Access button assigned to it by you or the administrator Pressing a One tou...

Page 31: ...bers that are frequently dialed by most users The System wide speed dial list can be accessed through NetSet and is available to all users on the system To use a System wide speed dial 1 Pick up the h...

Page 32: ...32 CHAPTER 2 USING THE TELEPHONE...

Page 33: ...your voice mail through your e mail In addition you can use NetSet to arrange automatic notification of voice mail messages left in your mailbox with the Offsite Notification feature See Off Site Noti...

Page 34: ...Setting Up Your Voice Mail There are three steps involved in setting up your voice mail n Setting your password When your telephone is first installed your voice mail mailbox has no password To preven...

Page 35: ...name ___________ of ___________ company ____________ I am unavailable to take your call at the moment please leave your name number and a brief message after the tone and I will return your call as s...

Page 36: ...ollowing options Listening to Messages Remotely You can listen to your messages from any telephone from any location by calling your business s main telephone number and accessing the voice messaging...

Page 37: ...2 Enter your extension Your name announcement plays 3 Enter your password and then press 4 Press 1 and the system plays all new messages in the order they arrived Choose from the following options En...

Page 38: ...essage 1 Press 4 after listening to the message 2 Record your reply after the tone 3 Press to end the recording Choose from the following options Forwarding a Message with Comments After listening to...

Page 39: ...ilbox without actually placing a call You can enter the extension s of the recipient s or use a predefined group list For more information see Creating Group Lists on page 41 To create and send a mess...

Page 40: ...m the oldest to newest message Urgent messages however are sent to the top of the recipient s message queue ensuring that the message is heard first In addition when users have Offsite Notification se...

Page 41: ...u want 7 Record a name for the group after the tone and then press 8 Press 1 to save the group name 2 to change the group name or to exit without saving 9 Enter the extensions and or mailbox numbers o...

Page 42: ...and to change the forwarding path to either the Automated Attendant or a telephone number of you choosing For more information see Call Forward on page 48 Accessing Voice Mail Messages Through Your E...

Page 43: ...t Change Password 5 Enter your new 4 to 10 digit password and then press 6 Press 1 to save the new password or 2 to change the password again Security Tips n Never give out your password to anyone n D...

Page 44: ...44 CHAPTER 3 APX VOICE MESSAGING...

Page 45: ...ser Although a web browser is used to view NetSet over your business s LAN you do not need Internet access to use NetSet NetSet is best viewed using one of the following browsers n Microsoft Internet...

Page 46: ...in your browser The password dialog box then appears on the screen 4 Enter your username this is your telephone s three digit extension 5 Enter your voice mail password and then press Enter Figure 4...

Page 47: ...lears this cache preventing others from accessing and changing your telephone s personal settings User Information The User Information screen displays your personal information This information is av...

Page 48: ...call or prevent your telephone from ringing too many times and disturbing others The default setting is four rings Also see Forwarding Callers to Voice Mail on page 42 To change your call forwarding p...

Page 49: ...call coverage path For example if there are no available members of the hunt group the call might be forwarded to a group mailbox Another type of group is a Calling group Calling groups allow incoming...

Page 50: ...you out Calls that come in to your telephone through your extension follow the coverage path that you have set up Calls that come in to your telephone through Hunt groups and Calling groups follow the...

Page 51: ...on from this default group to allow or prevent others from picking up calls ringing to your telephone A similar feature Directed Pickup allows you to retrieve calls ringing on a specific telephone See...

Page 52: ...rs list 5 Click Add or Remove as required You can only add or remove your extension from the default group NBX TAPI Service Provider NBXTSP The NBX TAPI Service Provider allows your telephone and comp...

Page 53: ...ing Properties dialog box and then click the Telephony Drivers tab 2 In the driver list select the entry labeled NBX TAPI Service Provider and then click the Configure button to open the NBXTSP Config...

Page 54: ...NetSet can be used to modify your One touch and Personal speed dials and to view System wide speed dials You can also print a list of Personal speed dials See Features Not Assigned to a Dedicated But...

Page 55: ...Figure 10 One touch Speed Dial Screen Assigning Personal Speed Dials You can create a list of up to 99 Personal speed dials that are available only from your telephone These are usually created when...

Page 56: ...speed dial number as a One touch speed dial on all telephones or a group of telephones on the system Your administrator maintains System wide speed dials and this section of NetSet serves only as a di...

Page 57: ...ture code 455 and then dial the user s extension n Press the Feature Code button and then enter the directed pickup extension This is assigned using the Directed Pickup screen as described below n Pre...

Page 58: ...template You need to have the Adobe Acrobat Reader 3 0 or 4 0 installed on your computer to use the template it is available free of charge from Adobe www adobe com To use the label makers 1 Login to...

Page 59: ...voice messaging system The and symbols cannot be used 5 Re type the password in the Re type New Password field to ensure that you have not made a typographical error 6 Click Apply The NetSet Login Pas...

Page 60: ...ve selected Voice Mail enter a telephone number at which you can be reached Do not use parenthesis dashes or spaces n If you have selected Pager enter a pager number Again do not use parenthesis dashe...

Page 61: ...calls the number you provided and you will be able to listen to the prompts to access your message s Ringer Tones You can select one of nine different ringing tones to help you distinguish your teleph...

Page 62: ...lephone extensions and other information for any user on the system Only the administrator can modify the directory To view directory information for a user 1 Login to NetSet as a User 2 Select the Di...

Page 63: ...has 50 Access buttons that support the same functions and have the same behavior as the 12 Access buttons with LEDs on the Business Telephone In effect the DSS BLF Adjunct is an extension of the tele...

Page 64: ...s You can create professional looking labels by opening the label maker from NetSet You need Adobe Acrobat Reader 3 0 or 4 0 to open it this is available free of charge from the Adobe Web site www ado...

Page 65: ...holding pattern so it can be retrieved from any other telephone on the system For more information see Call Park on page 25 Hold Press to place a caller on hold For more information see Placing a Call...

Page 66: ...66 CHAPTER 5 THE DSS BLF ADJUNCT...

Page 67: ...ephone has four receptacles shown in Figure 14 These are for connecting to n The local area network LAN n An electrical wall outlet n The telephone s handset n Your desktop computer Figure 14 The Unde...

Page 68: ...hree different configurations low profile high profile and wall mount Tabs on the underside slip into slots on the bracket and then the opposite mounting points snap into place Figure 15 Low Profile D...

Page 69: ...handset support peg wall with a solid backing Support bracket in low profile position on opposite end of telephone Pull Extend the handset support peg when wall mounting the telephone Pull and twist t...

Page 70: ...gent WARNING Failure to unplug the telephone before cleaning could result in electrical shock Troubleshooting Possible Problems The troubleshooting quick reference lists possible problems that you mig...

Page 71: ...do not get a response after entering the address and pressing Enter Verify the web address you typed into the Address Field on your web browser Your administrator can change this address I am unable...

Page 72: ...I print for my telephone or DSS BLF are too short In Adobe Acrobat Reader select File from the menu bar open the print dialog box and uncheck either Fit to Page or Shrink to Fit Table 7 Troubleshootin...

Page 73: ...Hands free 11 Message 10 Mute 12 Program 11 Redial 12 Release 12 scroll 11 soft 11 Speaker 12 C call centers 14 call forwarding 14 changing the path 48 call park 25 paging the recipient 25 park timeou...

Page 74: ...nswer on intercom 19 21 Hands free button 11 headset how to use 29 Hold button 13 19 how to use this guide 7 hunt groups 14 28 backups 49 calling groups 49 logging into 49 overview 49 types 49 I IMAP...

Page 75: ...gram button 11 Q Quick Reference Sheet 54 R Redial button 12 redialing 22 Release button 12 relocation telephone 13 replying to a message 38 ringer tones 16 61 volume 22 ringing delayed 14 silent 14 6...

Page 76: ...ctory 15 62 using a headset 29 V voice mail forwarding callers to 42 messages through your email 42 name announcement 34 personal greeting 34 setting up 34 35 voice messages through email 16 volume ha...

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