3Com NBX 3101 User Manual Download

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NBX M

ESSAGING

This chapter describes the NBX

Networked Telephony Solutions voice

messaging features. It covers these topics:

■

NBX Messaging Components

■

Changing Your Password

■

Changing Your Name Announcement and Personal Greeting

■

Listening to NBX Messages

■

Replying to a Message

■

Forwarding a Message

■

Creating and Sending a Message

■

Creating Personal Voice Mail Group Lists

■

Marking a Message as Private or Urgent

■

Forwarding Incoming Calls to Your Call Coverage Point

■

Other Ways to Manage Your Voice Mail Messages

■

Other Kinds of Mailboxes

Summary of Contents for NBX 3101

Page 1: ...siness Telephone NBX 2102 IR Business Telephone NBX 1102 Business Telephone NBX 3101 Basic Telephone NBX 3101SP Basic Telephone NBX 2101 Basic Telephone Attendant Consoles NBX 3105 Attendant Console N...

Page 2: ...e provided to you UNITED STATES GOVERNMENT LEGEND If you are a United States government agency then this documentation and the software described herein are provided to you subject to the following Al...

Page 3: ...tSet Utility 16 Quick Reference Guides 16 2 NBX 3102 BUSINESS TELEPHONE Telephone Buttons and Controls 18 Programmable Access Buttons 21 Status Lights for System Appearance Buttons 22 3 NBX 1102 2102...

Page 4: ...Telephone 44 Listening from an External Location 44 Managing Your Messages 45 Information About Your Messages 45 Replying to a Message 46 Forwarding a Message 47 Creating and Sending a Message 48 Cre...

Page 5: ...About Conference Calls 66 Setting the Volume 67 8 PERSONALIZING YOUR TELEPHONE Guidelines About Features on NBX Telephones 70 Ringer Tones 70 Speed Dials 70 Personal Speed Dials 71 System wide Speed...

Page 6: ...a Call to a Remote Office 95 Using Unique Extensions 95 Using Site Codes 96 Bridged Extensions 97 Delayed Ringing 97 Using Pulse Dialing 98 Using a Feature Code 98 Using a Mapped Button 98 Using a Pe...

Page 7: ...Low Profile and High Profile Positions 113 Wall Mount Position 114 Security Wall Mount Bracket 115 Opening the 3105 Attendant Console Label Cover 115 Moving Your Telephone 115 Swapping Telephones 115...

Page 8: ......

Page 9: ...Feature Codes Guide in the NBX NetSet utility How to Use This Guide Table 1 shows where to look for specific information in this guide Table 1 Where to Find Information If you are looking for informat...

Page 10: ...olution Receptionist The person who answers the majority of incoming telephone calls In some business environments this person may be a switchboard operator User A person who has a single NBX Business...

Page 11: ...ee the NBX Installation Guide and the NBX Administrator s Guide The NBX NetSet utility also includes a searchable Help system with Help buttons on each screen Comments on the Documentation Your sugges...

Page 12: ...12 ABOUT THIS GUIDE...

Page 13: ...as described next and then see the NBX Feature Codes Guide in the NBX NetSet utility Setting Up Your Password and Voice Mail for the First Time The procedure by which you set up your password and voi...

Page 14: ...ure Entry Tone repeat your new password Confirmation Tone Password Change If your system uses NBX Messaging follow the NBX voice prompts to change your NBX password which changes your NBX NetSet passw...

Page 15: ...8 and Chapter 9 for discussions about the standard and enhanced features that you can monitor and change in the NBX NetSet utility See Chapter 6 for voice messaging features If your NBX system uses a...

Page 16: ...ly used features on your telephone 1 Log in to the NBX NetSet utility See Starting the NBX NetSet Utility earlier in this chapter 2 Click Telephone Quick Reference The quick reference that pertains to...

Page 17: ...ns For a description of the features on the NBX 1102 2102 and 2102 IR Business Telephones see Chapter 3 For a description of the features on the NBX 3101 and 3101SP Basic Telephones see Chapter 4 For...

Page 18: ...Allow you to select items that are displayed in the telephone display panel See Using the NBX Telephone Display Panel in Chapter 7 The buttons from left to right are Slct Select Back returns you to th...

Page 19: ...ated when the telephone is in speaker phone mode that is after you press the Speaker button or the Hands Free button For best results keep the area around the microphone free of obstructions 8 Label a...

Page 20: ...ocated on the underside of the telephone this RJ 11 connector enables you to plug in a headset so that you can listen to calls and have your hands free See Using a Headset in Chapter 8 To enable the u...

Page 21: ...nes for incoming and outgoing calls 2 Personal Speed Dial 1 See Speed Dials in Chapter 8 3 Personal Speed Dial 2 4 Personal Speed Dial 3 5 Call Park button Allows you to place a call in a holding patt...

Page 22: ...ton to enable the use of a headset that is connected to the telephone Status Lights for System Appearance Buttons An Access button that is set up for incoming and outgoing calls is called a System App...

Page 23: ...rammable Access Buttons Status Lights for System Appearance Buttons For a description of the features on the NBX 3102 Business Telephone see Chapter 2 For a description of the features on the NBX 3101...

Page 24: ...tatus messages Caller ID information if enabled and the number of messages that you have in your voice mail mailbox You can also use it to view these items Logs of your recent missed answered and dial...

Page 25: ...rrently active call to another telephone See Transferring a Call in Chapter 7 9 Conference button Establishes a single call with up to three additional internal parties external parties or both See Es...

Page 26: ...our telephone sounds a tone and activates the speaker phone An external call a call from outside your NBX system rings to your telephone as usual 16 Telephone key pad 17 MSG Message button Accesses yo...

Page 27: ...et utility for a list of features and codes 2 Direct Mail Transfer button Sends a call directly to another user s voice mailbox See Direct Mail Transfer in Chapter 9 3 Call Park button Allows you to p...

Page 28: ...hese three system appearance buttons as lines for incoming and outgoing calls Status Lights for System Appearance Buttons An Access button that is set up for incoming and outgoing calls is called a Sy...

Page 29: ...the NBX 1102 2102 and 2102 IR Business Telephones see Chapter 3 For a description of the features on the NBX 2101 Basic Telephone see Chapter 5 For how these features work on an analog telephone that...

Page 30: ...telephones Figure 5 NBX 3101SP Basic Telephone 1 Soft buttons Allow you to select items that are displayed in the telephone display panel See Using the NBX Telephone Display Panel in Chapter 7 The but...

Page 31: ...y button mappings 8 Microphone 3101SP only Activated when the telephone is in speaker phone mode that is after you press the speaker button For best results keep the area around the microphone free of...

Page 32: ...hapter 7 15 Speaker 16 Handset Supports wide band audio Programmable Access Buttons Figure 6 displays the Access buttons on the NBX 3101 and 3101SP Basic Telephones By default the functions assigned t...

Page 33: ...active call to another telephone See Transferring a Call in Chapter 7 The telephone LabelMaker which is available through the NBX NetSet utility enables you to define and print a new label for your Ac...

Page 34: ...34 CHAPTER 4 NBX 3101 AND 3101SP BASIC TELEPHONES...

Page 35: ...scription of the features on the NBX 3102 Business Telephone see Chapter 2 For a description of the features on the NBX 1102 2102 and 2102 IR Business Telephones see Chapter 3 For a description of the...

Page 36: ...ndset Pressing and releasing the hook switch gives you a dial tone This feature is used with Call Park See Call Park in Chapter 9 3 Display panel Displays telephone status messages see Table 9 Caller...

Page 37: ...ur voice mail messages through the NBX Messaging system See Listening to NBX Messages in Chapter 6 7 Telephone key pad 8 Volume control buttons Raise or lower the volume of the ringer the handset or t...

Page 38: ...he currently active call to another telephone See Transferring a Call in Chapter 7 Your administrator can program these buttons for other commonly used functions However changing the settings for the...

Page 39: ...ssword Changing Your Name Announcement and Personal Greeting Listening to NBX Messages Replying to a Message Forwarding a Message Creating and Sending a Message Creating Personal Voice Mail Group List...

Page 40: ...the name announcement personal greetings and passwords for personal greeting only and phantom voice mailboxes See Setting Up Your Password and Voice Mail for the First Time in Chapter 1 for details Y...

Page 41: ...e instructions in Table 4 in Chapter 1 to change it to a more secure password Also see Security Tips next If your NBX system uses a messaging system other than NBX Messaging Use the feature code metho...

Page 42: ...ress 9 for Mailbox Options and then press 1 3 To review or change your name announcement press 1 and follow the prompts 4 To review or change your personal greeting press 2 and follow the prompts If y...

Page 43: ...ges or messages that you have listened to but have not yet saved or deleted For information on accessing NBX features from an analog telephone see the NBX Feature Codes Guide in the NBX NetSet utility...

Page 44: ...1 or the button 3102 3101 and 3101SP 2 Press and dial your extension You hear your name announcement 3 Dial your password and press 4 See Table 10 for the buttons that you use to manage your messages...

Page 45: ...age from your mailbox You cannot retrieve a message after you delete it Reply to the message See Replying to a Message later in this chapter Forward the message See Forwarding a Message later in this...

Page 46: ...Private you can reply to the originator but you cannot forward the message to others To reply to a message after you listen to it 1 Press 4 2 After the tone record your reply 3 Hang up or press for mo...

Page 47: ...on NBX Basic Telephones personal or system wide speed dial number See Speed Dials in Chapter 8 A personal voice mail group list number See Creating Personal Voice Mail Group Lists later in this chapte...

Page 48: ...on NBX Basic Telephones personal or system wide speed dial number See Speed Dials in Chapter 8 A personal voice mail group list number See Creating Personal Voice Mail Group Lists later in this chapt...

Page 49: ...speak a name for the group and press Write down the group number and name 6 Dial one of these numbers 1 to save the group name and proceed to step 7 2 to change the group name and return to step 5 to...

Page 50: ...nal or system wide speed dial number See Speed Dials in Chapter 8 A site code plus extension to send to a user on another NBX system in your organization Example neee or neeee where n one or more site...

Page 51: ...Coverage Point You can configure your NBX Telephone so that all incoming calls go directly to your call coverage point which may be your voice mailbox the Auto Attendant or receptionist or a different...

Page 52: ...ox to a greeting only mailbox select NBX NetSet NBX Messaging Greeting Only Mailbox Examples When you take an extended leave of absence you can create a personal greeting with your scheduled date of r...

Page 53: ...phantom mailbox and you can call in to the NBX system to retrieve them or you can listen to them from the NBX NetSet utility You retrieve messages from a phantom mailbox in the same way that you retr...

Page 54: ...54 CHAPTER 6 NBX MESSAGING...

Page 55: ...Call Coverage Point Putting a Call on Hold Transferring a Call Direct Mail Transfer Establishing a Conference Call Setting the Volume For help on accessing NBX features from an analog telephone see th...

Page 56: ...ore the call is forwarded or to specify where you want the call to go see Setting Your Call Coverage Point later in this chapter Answering a Second Call On NBX Business Telephones or 3101 and 3101SP B...

Page 57: ...l Toggle to return to the call on hold Then press Call Toggle to answer the incoming call And you do hang up the handset and the other line rings pick up the handset to connect to the incoming call Pr...

Page 58: ...the lists When you see the list that you want to use press the button under Slct Select 3 Use the scroll keys to move to the name or number that you want to call Verify that the cursor is at the entry...

Page 59: ...3101SP Basic Telephones you can press the button You hear the dial tone For an internal call if your telephone line appearances are mapped to external lines or if you inadvertently chose an external...

Page 60: ...nt number that you called OR Use the Call Logs to redial a recently missed answered or dialed call On an NBX Basic Telephone Pick up the handset and then press the Feature button 401 to dial the most...

Page 61: ...l if it is not answered after the specified number of rings 4 Click Apply and then click OK Putting a Call on Hold To put a call on hold for any reason On NBX Business Telephones or 3101 and 3101SP Ba...

Page 62: ...om three buttons in the column of Access buttons on the left of the 3102 Business Telephone the bottom three Access buttons in the column on the right on the 1102 2102 or 2102 IR Business Telephones a...

Page 63: ...hold On the NBX 2101 Basic Telephone if you have placed two calls on hold And you did not hang up the handset press Call Toggle to return to the call that you most recently put on hold Then press Call...

Page 64: ...nsfer and then retrieve the original call by pressing Call Toggle Your administrator can disable Announced Transfers by enabling the One Button Transfer feature for the entire NBX system When that set...

Page 65: ...ust use the Feature Code instructions shown in parentheses For NBX Business Telephones use either the Conference button or the Feature Code instructions From an NBX Telephone follow these steps 1 Dial...

Page 66: ...rols in Chapter 3 for the 1102 2102 and 2102 IR Business Telephones or Telephone Buttons and Controls in Chapter 4 for the 3101 and 3101SP Basic Telephones Disconnecting the Last Person That You Calle...

Page 67: ...set Volume To raise or lower the volume of the dial tone or the sound that you hear when you are using the handset pick up the handset and then press the up or down Volume Control button repeatedly un...

Page 68: ...68 CHAPTER 7 STANDARD FEATURES...

Page 69: ...nting Unauthorized Use of Your Telephone Class of Service Override Palm Integration Using a Headset For help on accessing NBX features from an analog telephone see the NBX Feature Codes Guide below an...

Page 70: ...elp you to distinguish the ring tone of your NBX Business Telephone or NBX Basic Telephone from the sound of other phones use the NBX NetSet utility to select one of nine ringing tones You can also ch...

Page 71: ...column of 9 buttons On the 1102 2102 and 2102 IR Business Telephones your extension appears by default on the bottom 3 buttons of the column of 12 buttons Your administrator may have mapped some of t...

Page 72: ...are dialed frequently by many internal users You can view the system wide speed dial list through the NBX NetSet utility or you can view and dial from it using the telephone display panel You can ask...

Page 73: ...creen it appears in the other screen See Personal Speed Dials or follow these steps for the One Touch screen To add or change a One Touch speed dial on an available Access button 1 Log in to NBX NetSe...

Page 74: ...on your PC and then open the file a Locate the file labels exe using one of these methods Open Windows Explorer and navigate to the file Double click My Computer and navigate to the file Depending on...

Page 75: ...application other than NBX Messaging use the documentation for your messaging application instead of these instructions To configure off site notification for your NBX voice mailbox 1 In NBX NetSet N...

Page 76: ...notified You can use different e mail addresses for different Attempts When you choose to be notified by e mail message the NBX system sends you an e mail message for each voice mail message that you...

Page 77: ...ff site notification messages only if the notification number for example your pager number is a toll free telephone number See Telephone Locking later in this chapter Notice Behaviors These tables ex...

Page 78: ...e a pager call for each voice message 2 through 5 as VoiceMail You receive a telephone call for each voice message Follow the prompts to log in and listen to messages or log in to the NBX NetSet utili...

Page 79: ...telephone Calls coming in directly to your telephone not directed to the hunt group do not ring on your telephone To prevent every call from ringing you must enable Do Not Disturb and also log out of...

Page 80: ...on choices remain in effect That is notification of voice mail messages is sent to the outside telephone numbers or paging numbers that you have specified in NBX NetSet NBX Messaging Off Site Notifica...

Page 81: ...ssuming that your Call Permissions allow you to make long distance calls from your own telephone If your system uses a messaging application other than NBX Messaging use the documentation for your mes...

Page 82: ...2 Business Telephone 1 Plug the headset connector into the headset jack on the underside of the telephone See Figure 1 in Chapter 2 for the location of the jack 2 Press the Headset button By default t...

Page 83: ...the telephone 2 Insert both the headset cord and the handset cord into the headset amplifier 3 For headset calls Lift the handset off the telephone and leave it off Use the headset microphone and earp...

Page 84: ...for instance overnight 3Com recommends that you set the mute and headset buttons on the amplifier to Off and hang up the handset on your telephone When you are ready to receive calls again set up the...

Page 85: ...chapter include configuring a telephone line to appear on more than one NBX Business Telephone For any of these features if one person is using a telephone line no one else can listen in on that same...

Page 86: ...BX system To delete voice messages from the NBX system you must access your voice mailbox through the telephone or the NBX NetSet utility See Off Site Notification in Chapter 8 for a discussion of off...

Page 87: ...at are configured as DS1 you can choose to prevent the NBX system from transmitting your Caller ID information to outside parties when you dial a call Your administrator must enable this feature calle...

Page 88: ...xternal call that you make If you are unsure about whether CLIR NEXT is active pick up the handset press Feature and 890 and read the status message in the display panel of your telephone Call Pickup...

Page 89: ...roup member s telephone Using the feature code 1 Pick up the handset 2 Press the Feature button followed by 456 and the group number The call is directed to your telephone Using One Touch Pickup NBX B...

Page 90: ...he receptionist Figure 8 shows the path of a call coming into a hunt group Figure 8 Sample Hunt Group Configuration Hunt groups can be static or dynamic If you are in a static hunt group you are alway...

Page 91: ...t you are logged in On the NBX Basic Telephone the display panel shows the message IN To log in to a dynamic hunt group using the NBX NetSet utility 1 Log in to the NBX NetSet utility and click the Hu...

Page 92: ...in a group for example a customer service group To log in to or out of a calling group follow the steps in Hunt Groups and Calling Groups earlier in this chapter Figure 9 shows the path of a call comi...

Page 93: ...extension which anyone can use to retrieve it Table 12 lists the default Call Park extension numbers Ask your administrator to verify the Call Park extensions for your location If the call is not answ...

Page 94: ...to the call Paging Depending on your location and equipment you can broadcast a message in one of three ways as described in Table 13 1 Pick up the handset 2 Dial the paging extension as shown in Tab...

Page 95: ...xtension Whenever you make a call to an extension that is not located at your own site your NBX system sets up a connection to the NBX system at the other extension s site In this example to call a us...

Page 96: ...o call someone in Atlanta a user in Chicago dials the site code 62 and then the appropriate extension 1000 through 3999 To reach a user in Dallas a user in Chicago dials 63 and then the appropriate ex...

Page 97: ...s job is to answer a manager s telephone calls the administrator can map the manager s extension on the assistant s telephone The manager s telephone is the primary telephone and the assistant s telep...

Page 98: ...ost pulse dialing only service In some situations you must switch to DTMF dialing during a call For example if your call is answered by an automated attendant that requires that you enter information...

Page 99: ...ialing mode For additional information about programming speed dials see Personal Speed Dials in Chapter 8 Additional Applications These software applications are available on the NBX Resource Pack CD...

Page 100: ...100 CHAPTER 9 GETTING MORE FROM YOUR TELEPHONE SYSTEM...

Page 101: ...o increase call handling capability In many offices the Attendant Console is used by a receptionist or switchboard operator who is referred to in this guide as the receptionist Complement Attendant So...

Page 102: ...n Your administrator can assign features to each Access button Possible features include Status of internal telephone extensions busy available Status of external telephone lines Speed dials for User...

Page 103: ...it can be retrieved from any other telephone on the system See Call Park in Chapter 9 5 Labels You can print labels for your Attendant Console using the LabelMaker utility in the NBX NetSet utility or...

Page 104: ...Shift button Enables you to toggle between the two sets of button assignments on the Console Press the Shift button for assignments 1 through 50 Press Shift again for assignments 51 through 100 The S...

Page 105: ...con to start the LabelMaker program 2 Find the page in the LabelMaker that has labels for your attendant console 3 Edit the label template by clicking any of the label text boxes to highlight the exis...

Page 106: ...Field Purpose Display Panel Displays Caller ID information name and extension number the status of a call and the duration of the call The number of calls displayed depends on the number of access lin...

Page 107: ...the Help system in the software Table 15 Attendant Software Buttons and Keyboard Shortcuts Button Purpose Keyboard Shortcut Answer Answers an incoming call Alt A Dial Dials a selected number to place...

Page 108: ...108 CHAPTER 10 NBX 3105 AND 1105 ATTENDANT CONSOLES...

Page 109: ...and attendant consoles use these symbols to identify the connectors Power connection for an AC power adapter The adapter is an optional component on NBX 3101 and 3102 Telephones and the 3105 Attendan...

Page 110: ...is connected properly Ask your administrator if you have questions about your telephone connection The underside of an NBX telephone or attendant console includes 1 AC power adapter connection optiona...

Page 111: ...bottom edge of the plate until you feel it snap into place Figure 15 NBX 3102 Label Plate Attaching and Adjusting the 3101 3102 3105 Support Bracket The articulating support bracket is common to the N...

Page 112: ...e 17 Adjusting the Support Bracket Figure 18 Wall Mounting a 3102 Telephone To adjust the support bracket press to release the lock tab 1 rotate the bracket to the position that you want and then rele...

Page 113: ...2102 and 2102 IR Telephone support bracket can be attached in low profile high profile or wall mount positions Tabs on the underside of the telephone slip into slots on the bracket and the opposite m...

Page 114: ...twist the knob on the underside of the phone 90 degrees Figure 20 so that the spring loaded peg projects out on the top of the phone Item 1 in Figure 21 Figure 20 Knob for the Handset Support Peg Figu...

Page 115: ...Attendant Console Label Cover Tabs Moving Your Telephone All NBX Telephones have the Automatic Telephone Relocation feature Each telephone has a unique address You can move your telephone to another...

Page 116: ...r connection Remove and add power to the telephone by unplugging the power cord at the electric outlet and plugging it back in If the telephone is powered through a powered Ethernet cable make sure th...

Page 117: ...analog telephone see Setting Up Your Password and Voice Mail for the First Time in Chapter 1 My telephone is not forwarding my incoming calls to my voice mailbox In NBX NetSet User Information Call F...

Page 118: ...NCP Your telephone may be disconnected from the system Hang up your telephone and wait a few seconds Then pick up the handset If the message still appears on your telephone display panel contact your...

Page 119: ...ng announcements 94 buttons 1102 2102 2102 IR Business Telephones 24 1105 Attendant Console 104 2101 Basic Telephone 36 3101 3101SP Basic Telephones 30 3102 Business Telephone 18 3105 Attendant Consol...

Page 120: ...02 IR Business Telephones 24 2101 Basic Telephone 36 3101 and 3101SP Basic Telephones 31 3102 Business Telephone 19 call logs user directory and speed dial lists 57 icons 2101 Basic Telephone 38 Do No...

Page 121: ...cuts 16 icons display panel locked telephone 80 status on 2101 Basic Telephone 38 incoming calls answering 56 calling groups 90 forwarding directly to another user s mailbox 64 hunt groups 90 on a 210...

Page 122: ...telephones 70 115 MSG button 1102 2102 and 2102 IR Business Telephones 26 2101 Basic Telephone 37 3101 and 3101SP Basic Telephones 31 3102 Business Telephone 20 Mute button 1102 2102 and 2102 IR Busi...

Page 123: ...ference sheets 16 R receptionist and the Attendant Console 102 and the Complement Attendant Software CAS 106 definition 10 Redial button 1102 2102 and 2102 IR Business Telephones 25 3102 Business Tele...

Page 124: ...nd 3102 111 telephones cleaning 116 connecting 109 mounting 3101 and 3102 111 moving and swapping 115 time of day calling restrictions 79 toll calls preventing others from dialing 80 tone dialing 98 t...

Page 125: ...INDEX 125 speaker 67 W Wait for NCP message 118 wall mount bracket 114 Windows Desktop shortcut for LabelMaker 75...

Page 126: ...126 INDEX...

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