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Application Note ANV00005

One company, with Auto Attendant answering calls day & night

76

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VANGARD Mail/i-Series Quick Setup Guide

Appendix A: Application Notes

To record your Instruction Message for CRB 811:

●

Call the System Administrator mailbox.
-

Get Intercom dial tone.

-

Dial Voice Mail master extension

-

Dial System Administrator mailbox number

-

Enter security code (if required)

●

Dial

S A

(72) for the System Administrator Menu.

●

Dial

I

(4) for the Instruction Menu.

●

Follow the voice prompts and make your recordings for Call Routing Mailbox

811

.

Step 4. Record a Welcome Message and Instruction Menu for Call Rout-
ing Mailbox 813.

This is the Welcome Message that will play every evening and over the weekend. Record a Wel-
come Message similar to: “Thank you for calling ABC company. Our normal business hours are
Monday-Friday, 8 AM to 5 PM.”

Remember, your weekday routing is Call Routing Mailbox 811 with Dial Action Table 1. Your
evening and weekend routing is Call Routing Mailbox 813 and Dial Action Table 2.

To record your Welcome Message for CRB 813:

●

Call the System Administrator mailbox.
-

Get Intercom dial tone

-

Dial Voice Mail master extension

-

Dial System Administrator mailbox number

-

Enter security code (if required)

●

Dial

S A

(72) for the System Administrator Menu.

●

Dial

W

(9) for the Welcome Message

●

Follow the voice prompts to make your recording for Call Routing Mailbox

813

.

This is the Instruction Menu that will play every evening and over the weekend. Record an
Instruction Menu similar to: “If you know the extension of the person you would like to
reach, dial it now.”

To record your Instruction Menu for CRB 813:

●

Call the System Administrator mailbox.
-

Get Intercom dial tone.

-

Dial Voice Mail master extension

-

Dial System Administrator mailbox number

-

Enter security code (if required)

●

Dial

S A

(72) for the System Administrator Menu.

●

Dial

I

(4) for the Instruction Menu.

●

Follow the voice prompts and make your recordings for Call Routing Mailbox

813

.

Step 5. Program the telephone system to direct calls to the Automated
Attendant during the day and at night.

In i-Series, for example, you would set up a DIL that routes to the Voice Mail master number (e.g.,
700) during the day and at night. Refer to your systems’s Software Manual for additional details.

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Summary of Contents for 17770A-2P

Page 1: ...ter 3 Phone System Programming to Learn how to program your telephone system for Voice Mail page 27 Read Chapter 4 Programming the Voice Mail to Follow basic programming steps to get Voice Mail up and running page 31 Read Chapter 5 End User Operation to Operate the Voice Mail page 61 Read Chapter 6 Options to Set up the Voice Mail to use HOSTKEY page 68 and Link Mode page 70 Read Appendix A Applic...

Page 2: ...is subject to change without notice and NEC America Inc has no obligation to provide any updates or corrections to this manual Further NEC America Inc also reserves the right without prior notice to make changes in equipment design or components as it deems appropriate No representation is made that this manual is complete or accurate in all respects and NEC America Inc shall not be liable for any...

Page 3: ...equirements 6 Analog and Digital Expansion Cards 6 Analog Expansion Cards 6 Digital Expansion Cards 7 Phone System Requirements 7 Site Requirements 7 Optional Equipment 7 Increasing the Number of Voice Mail Ports 8 Installing the Voice Mail Hardware 8 Installing Analog Port Cards 8 Installing Digital Port Cards 12 Placing the Voice Mail in the Proper Location 17 Wall Mounting the Voice Mail 17 Gro...

Page 4: ... the Phone System 33 Required Programming for the Voice Mail Ports 34 Installing Ports 34 Removing Ports from Service 34 Mailbox Configuration with the i Series 35 Default Setup for the Voice Mail 35 Shutting Down the Voice Mail 36 From the Main Menu 36 Using the Reset Switch 36 Testing the Voice Mail Operation 37 Modifying the Time and Date 38 Basic Voice Mail Programming 38 Default 38 Modificati...

Page 5: ...ore information 48 Modifying Welcome Messages 49 Default 49 Modifications to Default 49 Programming 49 For more information 49 Modifying the Dial Action Tables 50 Default 50 Default for i Series 51 Modifications to Default 52 Modifications to Default 53 Programming 53 For more information 53 Modifying Instruction Menus 54 Default 54 Modifications to Default 54 Programming 54 For more information 5...

Page 6: ... Mailbox 63 Recording your call 64 Personal Answering Machine Emulation Keyset Only 64 Checking Your Messages Keyset Only 65 Chapter 6 Options 67 Overview 67 Using HOSTKEY 68 HOSTKEY Prerequisites 68 Connecting the Laptop to the Voice Mail COM Port 2 68 Running or Installing HOSTKEY 69 Rebooting VANGARD Mail 69 Exiting from HOSTKEY 69 Returning the Voice Mail COM2 to the default setting 69 Using L...

Page 7: ...es 71 Overview 71 Application Note ANV00004 72 One Company with Auto Attendant only answering calls at night 72 Application Note ANV00005 74 One company with Auto Attendant answering calls day night 74 Application Note ANV00006 77 One company with Auto Attendant answering calls day night 77 ...

Page 8: ...TOC vi VANGARD Mail i Series Quick Setup Guide Table of Contents ...

Page 9: ...oduction About the Voice Mail System About the Voice Mail System VANGARD Mail Voice Mail System Welcome to the VANGARD Mail Voice Mail system The cabinet of your Voice Mail will look like one of those shown in Figure 1 Figure 1 VANGARD Mail Cabinets Cabinet P N 17770 VAN V1 Cabinet P N 17770A ...

Page 10: ...s The following expansion port cards are used to increase the number of ports in a base Voice Mail System For complete information on an analog expansion cards see Analog Expansion Cards on page 6 The VANGARD Mail cabinet contains two slots for port cards and will therefore accommodate two 2 Port Cards or two 4 port cards or one of each including the card s in the base system Therefore if a 6 port...

Page 11: ...ns Ports The VANGARD Mail system has a 2400 baud modem To access the modem you can call into any Voice Mail port dial and the modem mailbox number With software version 9 08 and higher the modem mailbox number is 862 at default VANGARD Mail also has two communications ports COM1 and CONSOLE COM2 You can use COM1 and a terminal emulation software such as ProCom Plus or Hyper Terminal installed on a...

Page 12: ...uirements Dedicated and grounded outlet 105 120 VAC 60 Hz VA Rating 53 A UPS of 150 VA or larger is recom mended Registrations FCC part 68 REG TBD DOC complies with DOC CS03 Maximum Number of Ports 8 Maximum Number of Tenants 1 Reliability Designed to meet 50 000 hours MTBF Safety Approvals UL cUL EMI Emissions FCC part 15 class A Approved for Direct Connection to CO Lines No ...

Page 13: ...Installing Analog Port Cards beginning on page 8 Installing Digital Port Cards beginning on page 12 Placing the Voice Mail in the proper location beginning on page 17 Wall Mounting the Voice Mail beginning on page 17 Grounding VANGARD Mail beginning on page 18 3 Connecting a Laptop to the Voice Mail beginning on page 19 Setting the Communications Parameters beginning on page 21 4 Connecting the Vo...

Page 14: ...BM compatible computer containing a standard communications software program such as Procomm Plus Surge Protector see suggestion in Optional Equipment page 7 Standard sheet rock dry wall screws a center hole punch or other pointed tool tape and hammer RJ 45 null modem cable The manuals for your telephone system Analog and Digital Expansion Cards Expansion Cards are available as either analog or di...

Page 15: ... automatically reserves the next consecutive even port When you program the phone system for Voice Mail use the odd numbered port and the next even port For every 2 analog VM ports you need one RJ14 to RJ11 adapter and a 2 pair modular line cord OR an RJ14 jack a 2 pair modular cord and 2 pair station wire For every 2 digital VM ports you need one 625 modular jack assembly 2 pair modular line cord...

Page 16: ...ce Mail ports Your VANGARD Mail System supports up to 8 ports See Figure 2 for a layout of the cabinet Figure 2 Back View of the VANGARD Mail Cabinet When you are installing a card in the cabinet to expand your Voice Mail System you need to keep in mind the following A 2 port card in the first position has a single connector supports ports 1and 2 and skips ports 3 and 4 A 4 port card in the first ...

Page 17: ...you must shut down the Voice Mail before you install any cards From the Main Menu select SD Press Y at the prompt asking if you are sure you want to shut down the system If you have a software version lower than 9 08 wait 20 seconds before disconnecting power Otherwise you may corrupt the Voice Mail database Disconnect the external power supply to turn off system power 2 Use a screwdriver to loose...

Page 18: ...5 In the table below follow only the instructions that apply to both your current number of ports From column and the desired number of ports after the increase To column For example to increase the number of available ports from 4 to 8 you would insert another 4 port card From To Instructions 2 4 Insert a 2 port card or Remove the existing 2 port card and replace with a 4 port card 2 6 Insert a 4...

Page 19: ...Connectors into Ports 5 6 and Ports 7 8 7 Lower the card into position making sure that the hole in the in the card lines up with the hole in the standoff as shown in the illustration on the next page If the hole does not line up repeat step 6 above making sure that the RJ connectors are inserted properly through the openings WARNING Follow these steps exactly as stated Failure to do so may result...

Page 20: ...er 13 If this is a new system go to Placing the Voice Mail in the Proper Location on page 17 If this is not a new installation go to Installing a Ferrite Bead on Each Line Cord on page 22 Installing Digital Port Cards Each digital port card P N 17774ADIG has 2 connectors and provides 4 ports Each connector on a port card provides 2 Voice Mail ports See Figure 7 Your digital VANGARD Mail System sup...

Page 21: ...rts 1 If this is a new system skip this step and go to step 2 If you have an existing VANGARD Mail System you must shut down the Voice Mail before you install any cards From the Main Menu select SD Press Y at the prompt asking if you are sure you want to shut down the system Disconnect the external power supply to turn off system power WARNING Do not turn off the Voice Mail without first shutting ...

Page 22: ... cover to the cabinet See Figure 9 Figure 9 Removing the Cabinet Cover 3 Remove the cabinet cover 4 If you have an existing VANGARD Mail with analog port cards you must remove them before you install any digital cards If you are installing a card in slot 2 remove the screw from the bracket if present and remove the bracket from the standoff see the illustration below Figure 10 Removing the Bracket...

Page 23: ...e 11 Inserting the RJ Connectors into Ports 5 6 and Ports 7 8 6 Lower the card into position making sure that the hole in the in the card lines up with the hole in the standoff as shown in the illustration on the next page If the hole does not line up repeat step 5 making sure that the RJ connectors are inserted properly through the openings WARNING Follow these steps exactly as stated Failure to ...

Page 24: ...ard Firmly in the Cabinet 8 Secure the card with two screws Do not over tighten these screws 9 Repeat steps 4 through 9 for each card that you are installing 10 Replace the cabinet cover 11 Tighten the screws loosened in step 2 to secure the cover 12 If this is a new system go to Placing the Voice Mail in the Proper Location on page 17 If this is not a new installation go to Installing a Ferrite B...

Page 25: ...on the wall 1 Tape the paper template at the desired location on the wall Note The area for mounting should be spacious and free of obstructions to allow airflow around the cabinet 2 Using a center hole punch or another pointed tool and a hammer strike 2 holes through the paper template at the locations shown 3 Remove the paper template from the wall 4 Screw the 2 screws into the holes you punched...

Page 26: ...rounding VANGARD Mail If you have cabinet 17770A you need will need to ground the Voice Mail See Figure 13 for loca tion of the ground lug Figure 13 Location of the Ground Lug on the Cabinet To ground the VANGARD Mail System Connect a 14 AWG ground wire from the ground lug on the cabinet to a verified earth ground VAN Ground Stud 02 14 AWG to Earth Ground COM1 ...

Page 27: ...e the null modem adapter you must supply a standard LAN style patch cable shown in Figure 15 Figure 14 Pin outs of the VANGARD Null Modem Adapter P N 17777 To connect the laptop computer to the VANGARD Mail 1 Use a standard straight through LAN style patch cable Make sure the cable is wired as shown in Figure 17 Figure 15 Required Pin outs for Standard LAN Style Patch Cable TERM VM CX4 No Connecti...

Page 28: ...lug the DB9 connector on the adapter into the COM port on the laptop computer 5 Secure the adapter in place with the attached screws Figure 16 Connecting a Laptop Computer to VANGARD Mail WARNING Make sure you do not accidently plug the line cords for the phone system into COM1 or COM2 on the Voice Mail This connection may permanently damage the COM port VAN C11 LAN style patch cable to be supplie...

Page 29: ...bits no parity and 1 stop bit 9600 8 N 1 The terminal emulation should be VT100 2 If you are using Windows HyperTerminal In Port Settings set Flow Control to None After changing parameters in HyperTerminal you must break your connection Disconnect and re establish your connection Call 3 When you are finished connecting the laptop go the next section Connect Voice Mail to the Telephone System To re...

Page 30: ...ission or reception If your Voice Mail was shipped to you with a 2 port analog card the VANGARD Mail box contains one ferrite bead But if your Voice Mail was shipped with a 4 port card the box contains two ferrite beads Similarly the box for each 2 port expansion card contains one bead and for each 4 port expansion card contains two beads To install a bead on the line cord for Ports 1 and 2 1 Pry ...

Page 31: ...ir into an analog station port L1 connects to the lower numbered port in the port connector 3 Repeat steps 1 and 2 for each pair of analog Voice Mail ports using the appropriate Ports connector on the back of the cabinet Be sure that you remember the slot where you installed a 2 port or 4 port card You need to keep in mind the following A 2 port card in the first position supports ports 1and 2 and...

Page 32: ...to the dedicated and grounded electrical outlet 5 Plug the AC adapter into the surge protector 6 Plug the connector from the AC adapter into the 18VDC jack on the Voice Mail cabinet Both the green PWR light and the yellow BUSY light will be lit As soon as the BUSY light goes out the system is ready for use 7 Go to the section Initializing the Voice Mail for Your Phone System on page 33 ...

Page 33: ...rts to an I Series Phone System 2 Plug the other end into a 625 modular jack assembly 3 Connect one pair 24 AWG station cable to an odd numbered station port in the i Series telephone system When you program the phone system for Voice Mail use this odd num bered port and the next even port See the installation manual for the phone system for com plete instructions on connecting an i Series phone s...

Page 34: ...rge protector into the dedicated and grounded electrical outlet 7 Plug the AC adapter into the surge protector 8 Plug the connector from the AC adapter into the 18VDC jack on the Voice Mail Both the green PWR light and yellow BUSY light will be lit As soon as the Busy light goes out the system is ready for use 9 Go to the section Initializing the Voice Mail for Your Phone System on page 33 WARNING...

Page 35: ...al programs so that it integrates correctly with the Voice Mail In addition the phone system may need to have a piece of specific equipment or a certain software level in order for it to operate correctly with the Voice Mail This section tells you if need any special equipment and the specific programs you need to config ure in your phone system so that it integrates with VANGARD Mail ...

Page 36: ...led the Voice Mail Port Cards and connected the VAN GARD to the phone system before you use this program Run program 0004 to automatically set up extension circuit types Note Running 0004 after the system is set up may require that you re program certain devices such as DSS Consoles and DCI s 0005 Extension Circuit Type Whenever possible use 0004 Use Phone Programming Applies to 28i 124i commonize...

Page 37: ...ent Group is to be assigned as a Voice Mail Group Program 0419 Class of Service Options Part B Item 26 Message Wait Dialtone Enter 0 zero for the Class of Service assigned to the Voice Mail ports Stutter dial tone on a Voice Mail port causes Message Wait Lamping and transfer problems 0516 Voice Mail Master Number Assign an extension number and name for the Voice Mail Master Number Be sure the numb...

Page 38: ...k that should directly ring into Voice Mail Requires Trunk Service Type 4 in 0901 If all Voice Mail ports are in the same unique Extension Department Group see Program 1003 on page 29 the DIL will ring another Voice Mail port if its assigned port is busy 1005 Class of Service Assign a Class of Service 1 15 to an extension 1006 Programming Function Keys Assign a Voice Mail key to an extension code ...

Page 39: ...d Programming for the Voice Mail Ports beginning on page 34 Installing Ports page 34 Removing Ports from Service page 34 3 Default Setup for thei Series page 35 4 Shutting Down the Voice Mail page 36 From the Main Menu page 36 Using the Reset Switch page 36 5 Testing the Voice Mail Operation page 37 6 Basic Voice Mail Programming beginning on page 38 Modifying the Time and Date page 38 Assigning E...

Page 40: ...age 50 Modifying the Instruction Menus page 54 Recording Names for Subscriber Mailboxes page 55 Customizing the Features for the Internal Modem page 56 Selecting the Active Language page 57 When you are finished with this chapter use Chapter 3 Programming in the VANGARD System Guide P N 17770INS10 or higher to perform any other programming that you may need ...

Page 41: ...will be displayed Each phone system on this menu corresponds to a number in the column at the left Note The Menu shown below is for software versions 9 08 Lower versions of software do not have the DS2000 phone system listed on the INSTALL SYSTEM Menu 4 Press 5 the number that corresponds to the i Series as the phone system to be installed in the Voice Mail 5 Press Enter 6 Follow the instructions ...

Page 42: ... the number of ports Y N enter Y 5 When you see Number of Voice Mail ports 1 8 Enter the number of ports you added and Enter You program the VANGARD Mail based on Port Position rather than the number of ports For example if you have a 2 port An analog VANGARD Mail and you are adding a 4 port card in the second position you must enter 8 ports in this step You must then delete ports 3 and 4 from ser...

Page 43: ...d higher the default number of mailboxes is 187 You can change mailboxes that are defaulted as one type to another type However if you change trunk mailboxes to some other type it is recommended that you keep one mailbox defined as a trunk mailbox Mailbox Type Default of Mailbox Type Default Numbering of Mailboxes Announcement Mailbox 10 800 809 Call Routing Mailbox 17 810 814 821 824 831 834 841 ...

Page 44: ...tem power by disconnecting the external power supply Using the Reset Switch The Reset switch shown in the illustration below is located on the panel of the Voice Mail cabinet right behind the hole marked RESET Pressing the Reset switch will reset the Voice Mail without your performing a complete shutdown The VANGARD Mail reset is similar to the warm start you will get after you press CTRL ALT DELE...

Page 45: ... wish to reach or dial 0 for assistance If you are calling from a rotary dial phone please stay on the line for assistance Test 2 for Voice Mail 1 From the MAIN MENU prompt select DI Diagnostics and then press Enter 2 Enter the password the default password is CTL if requested and press Enter 3 Select PA Port Activity and then press Enter 4 At a Multibutton extension press the Message Key 5 Listen...

Page 46: ...Enter 2 Enter the password the default password is CTL if requested and press Enter The Maintenance Menu will be displayed 3 From the MAINTENANCE prompt enter the time using the following format T space HH MM SS Enter Note HH hour 00 23 MM minutes 00 59 SS seconds 00 50 4 You return to the Maintenance Menu Go to Setting the Date below Setting the Date To set the system date 1 If you have already s...

Page 47: ... below Programming 1 From the MAIN MENU prompt select CU and then press Enter 2 Enter the password the default password is CTL if requested and press Enter The Customize Database Menu will be displayed 3 At the CUSTOMIZE prompt press PO and press Enter 4 For Voice Mail port 1 press Enter until you see Extension N None 5 Enter the phone system extension number that is physically connected to the Vo...

Page 48: ... 306 The Voice Mail can accommodate up to 100 Dial Action Tables The recorded Welcome Message greets the callers A typical main greeting or Welcome Message is Thank you for calling XYZ Company The recorded Instruction Menu lets a caller know the routing options that have been pro grammed in the Dial Action Table About Answering Schedule Tables The reason why the Voice Mail can answer calls using 4...

Page 49: ...umber you wish to reach or dial 0 for assistance If you are calling from a rotary dial phone please stay on the line for assistance Caller presses a dialpad key The Voice Mail uses the default routing options in Dial Action Table 2 To modify the Dial Action Table see page 50 Key 0 Key 1 8 Key 9 Key Key TIMEOUT Unscreened Transfer to 1st extension in numbering plan See Keys 1 8 for details on Unscr...

Page 50: ...ng See the references to the left of the flowchart on the previous page For more information See Customizing Callout Message Notification Options in Chapter 3 Programming in the VANGARD Mail System Guide to customize the Automated Attendant IMPORTANT This chapter shows you how to have Call Routing Mailboxes answer calls To have other types of mailboxes answer calls see A Flowchart Sum mary in Chap...

Page 51: ...trunks have an AST assignment Modifications to Default VANGARD Mail can accommodate up to 16 ASTs 1 16 If you want to change the default set ting enter your desired settings in the space provided Then go to Programming below Programming From Main Menu To assign an AST to a port Select Customize Menu then Port Options Enter AST 1 16 in Answering Schedule Table field To assign an AST to a Trunk Mail...

Page 52: ...hedule Tables to Ports or Trunks 44 VANGARD Mail i Series Quick Setup Guide Chapter 4 Voice Mail Programming For more information See Customizing Answering Options Using an Answering Schedule Table Chapter 3 Programming in the VANGARD Mail System Guide ...

Page 53: ...g Options Using an Answering Schedule Table Chapter 3 Programming in the VANGARD Mail System Guide The date or day s that the mailbox should start answering a call The time of day the mailbox should start answering the call For example Suppose you are programming AST 1 If Call Routing Mailbox 600 should answer calls starting at 10AM on Monday through Friday the AST would look like this Answering S...

Page 54: ...__________________ Schedule 14 Mailbox _______________ Schedule 5 Day s or Date __________ Schedule 5 Time __________________ Schedule 5 Mailbox _______________ Schedule 15 Day s or Date __________ Schedule 15 Time __________________ Schedule 15 Mailbox _______________ Schedule 6 Day s or Date __________ Schedule 6 Time __________________ Schedule 6 Mailbox _______________ Schedule 16 Day s or Dat...

Page 55: ...Completing the AST Work sheet on page 45 To review the routing options assigned to the keys in Dial Action Tables see the diagram in Checking the Default Automated Attendant on page 41 Modifications to Default The only thing you should change about a Call Routing Mailbox at this point is its Dial Action Table number You can enter a number from 1 to 100 Keep this in mind Call Routing Mailbox A shou...

Page 56: ...g the Call Routing Mailboxes you are ready to enter the AST worksheet data into the Voice Mail system Default N A Modifications to Default Use the worksheet on page 46 Programming From Main Menu Select Customize Menu Answering Schedule Table For more information See Customizing Answering Options Using an Answering Schedule Table Chapter 3 Programming in the VANGARD Mail System Guide to enter data ...

Page 57: ...istrator Menu in Chapter 3 Programming of the VANGARD System Guide to to record a Welcome Message CR ____ ________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ CR ____ ________________________________________________ ______________...

Page 58: ...AL ACTION TABLE UTRF XXX XXX ext number Keys 1 8 Either Undefined Routing or Transfer to any extension the caller dials Transfer is assigned only to the keys that match the first digit of the extension numbers For example if the extensions are 21 36 Transfer will be assigned to Keys 2 and 3 and Undefined Routing will be assigned to Keys 4 8 If a caller presses an Undefined Routing key the Voice Ma...

Page 59: ...ed 0 Key1 Action Number UND Undefined routing None Key 2 Action Number UND None Key 3 Action Number TRF screened XXX 3 digit ext Key 4 Action Number UND None Key 5 Action Number UND None Key 6 Action Number UND None Key 7 Action Number UND None Key 8 Action Number UND None Key 9 Action Number HUP Hang up the Voice Mail call N Key Action Number REC1 Leave a quick message in a mailbox IV Key Action ...

Page 60: ... LANG 1 LANG 2 Mailbox number Go to any mailbox that the caller dials where the dialed mailbox number starts with the digit Z Action Number GOTO XXX Log on to a mailbox and Voice Mail Action Number LOGON N Note After callers press key Z they must dial their mailbox number to logon to their mailbox Leave a quick message in a mailbox Action Number REC IXXX 3 digit ext IXX 2 digit ext Note After call...

Page 61: ...ion See Customizing Routing Options Using a Dial Action Table in Chapter 3 Programming of the VANGARD System Guide Dial Action Table _____ Dial Action Table _____ Key 0 Action______ Key 0 Number_____ Key 0 Action______ Key 0 Number_____ Key 1 Action______ Key 1 Number_____ Key 1 Action______ Key 1 Number_____ Key 2 Action______ Key 2 Number_____ Key 2 Action______ Key 2 Number_____ Key 3 Action___...

Page 62: ...ant to make copies of this page so you have the number of forms you need Programming To listen to record erase or copy an Instruction Menu 1 Call a System Administrator Mailbox from the first extension in the numbering plan as follows Press Message key If requested dial Security Code 2 Press S A 7 2 for System Administrator Menu 3 Press I 4 for Instruction Menu 4 Dial Call Routing Mailbox that cor...

Page 63: ...ion 303 is busy Subscribers can also record their name for their mailbox All they have to do is call their mailbox and dial RN The details are in the User s Guide The Voice Mail plays the most recently recorded name regardless of how it was recorded Default No mailbox names recorded Modifications to Default Recorded names can be up to 10 seconds long Programming To listen to record or erase a Mail...

Page 64: ...nsfer the caller to port 1 Default No Modem Mailboxes in software versions below 9 08 862 is the default in software version 9 08 and higher Call Pickup String None Modifications to Default For more information on the Modem Mailbox see ModemMailboxes in Customizing Mailbox Options in Chapter 3 Programming of the VANGARD Mail System Guide The entry you make for the Call Pickup string is based on th...

Page 65: ...secondary language are considered STORED The default active languages are Primary North American English Mnemonic ENGLISH Secondary North American English Numeric ENGL2 French FRENCH and Spanish SPANISH are stored languages To select which languages are ACTIVE and STORED 1 From the Main Menu Select Install System 2 Select Language Selections You see the following message WARNING This selection req...

Page 66: ...in any other area of programming The default primary language is English Mnemonic and is shown in the selections screen as 1 ENGLISH NDX The default secondary language is English Numeric and is shown in the selec tions screen as 4 ENGL2 NDX The primary language is referred to as Language 1 or as 1 in other areas of Voice Mail programming The secondary language is referred to as Language 2 or as 2 ...

Page 67: ...sign your secondary language referred to as Language 2 in other areas of Voice Mail Programming Enter the number 1 through 4 as shown above that corresponds to the language you wish to assign as your secondary language and press Enter OR Press Enter to keep the default of English Numeric 4 ENGL2 NDX as the secondary language You will see your selection confirmed on the screen For example Secondary...

Page 68: ...Basic Voice Mail Programming Selecting the Active Language 60 VANGARD Mail i Series Quick Setup Guide Chapter 4 Voice Mail Programming ...

Page 69: ...uc tions for 1 Telling Subscribers About the Master Extension page 62 2 Using the Voice Mail page 62 Leaving a Message page 62 Forwarding a Call to Your Mailbox page 63 Transferring a Call to Your Mailbox page 63 Recording a Call page 64 Personal Answering Machine Emulation page 64 Checking Your Messages page 65 For complete instructions on using VANGARD Mail see the NVM Series User s Guide P N 17...

Page 70: ...aiting Keyset 1 Press your Voice Mail key PGM 1006 or SC 851 1059 OR Press idle CALL key and dial the Voice Mail Master Number After Voice Mail Answers dial your mailbox number Your mailbox number is normally the same as your extension number You may optionally dial a co worker s mailbox or use this procedure to call your mailbox from a co worker s phone OR Press idle CALL key and dial 8 2 If requ...

Page 71: ...your mailbox number or a co worker s mailbox number OR Press DSS Console or One Touch key for extension who s mailbox will receive the Transfer If the Transfer destination is an extension forwarded to Voice Mail the call waits before routing the called user s mailbox This gives you the option of retrieving the call instead of having it picked up by Voice Mail In 384i pressing a DSS Console key req...

Page 72: ...e 1080 2 Dial 1 and the Call Forwarding type 2 All calls 3 Outside calls only 4 Intercom calls only 3 Press SPK to hang up or hang up at DSL SLT if you dialed 2 in step 1 Your DND or Call Forwarding Station key flashes when Call Forwarding is acti vated When Answering Machine Emulation broadcasts your caller s mes sage you can Your telephone must be idle not on a call 1 Do nothing The message is a...

Page 73: ...an have any combination of the message types in the table below on your phone 3 Press VOL or VOL to scroll through your display 4 When you find the message you want to answer press CALL1 You ll either Go to your Voice Mail mailbox Listen to the new General Message Automatically call the extension that left you a Message Waiting If you see You have VOICE MESSAGE n MESSAGES New messages in your Voic...

Page 74: ...Using the Voice Mail With the i Series 66 VANGARD Mail i Series Quick Setup Guide Chapter 5 End User Operation ...

Page 75: ...Overview This chapter tells you how to set up two options in your VANGARD Mail system You do not have to set them up in order for your Voice Mail to work but you may find that you want to use them in the futre Specifically you find instructions for 1 Using HOSTKEY page 68 2 Using Link Mode page 70 ...

Page 76: ...op computer Connecting the Laptop to the Voice Mail COM Port 2 To connect the laptop computer to the CONSOLE COM2 port 1 Use a standard straight through LAN style patch cable Make sure the cable is wired as shown on page 19 2 Plug one end of the standard LAN style patch cable into COM2 on VANGARD Mail as shown in Figure 26 3 Plug the other end of the cable into the RJ 45 connector on the VANGARD M...

Page 77: ...uter display Or to install HOSTKEY permanently on your laptop hard disk 1 At C Type MD to make a directory and name the directory HOSTKEY 2 At C Type COPY A C HOSTKEY to copy the HOSTKEY file HOSTKEY exe onto the direc tory 3 At C HOSTKEY Type CDHOSTKEY to change to the directory you just created 4 At C HOSTKEY Type HOSTKEY to run the program from that directory Rebooting VANGARD Mail To reboot th...

Page 78: ...op bit 9600 8 N 1 The terminal emulation should be VT100 2 If you are using Windows HyperTerminal In Port Settings set Flow Control to None After changing parameters in HyperTerminal you must break your connection Disconnect and re establish your connection Call 3 When you are finished connecting the laptop go the next section Connect Voice Mail to the Telephone System To return the Voice Mail s C...

Page 79: ...lexibility and power of your Voice Mail System 1 Application Note ANV00004 One company with the Automated Attendant only answering calls at night page 72 2 Application Note ANV00005 One company with the Automated Attendant answering calls during the day and at night page 74 3 Application Note ANV00006 One company with the Automated Attendant answering calls during the day and at night page 77 ...

Page 80: ...se to program this application If you are familiar with NVM 2000 and VANGARD Mail programming you may be able to set up an alternate procedure Step 1 Review the default Automated Attendant setup All Voice Mail ports use Answering Schedule Table 1 You will not change this setup Answering Schedule Table 1 has 4 schedules You will change the Call Routing Mailbox assignment for Answering Schedules 2 4...

Page 81: ...ng ABC company Our normal hours are Monday through Friday 8 AM to 5 PM To do this Call the System Administrator mailbox Get Intercom dial tone Dial Voice Mail master extension Dial System Administrator mailbox number Enter security code if required Dial S A 72 for the System Administrator Menu Dial W 9 for the Welcome Message Follow the voice prompts to make your recording for Call Routing Mailbox...

Page 82: ...ers will hear these recordings See Step 3 below 4 Record a Welcome Message and Instruction Menu for Call Routing Mailbox 813 Evening and weekend callers will hear these recordings See Step 4 below 5 In your telephone system programming direct calls to the Automated Attendant during the day and at night See Step 5 below Note This Application Note illustrates one of several procedures you can use to...

Page 83: ...lbox number N None 812 Type 811 and press Enter Press Enter repeatedly until you see Schedule 3 Mailbox Number N None 813 Press Enter This will leave Answering Schedule 3 assigned to Call Routing Mailbox 813 Press Enter repeatedly until you see Schedule 4 Mailbox number N None 814 Type 813 and press Enter Step 3 Record a Welcome Message and Instruction Menu for Call Rout ing Mailbox 811 This is th...

Page 84: ...ome Message for CRB 813 Call the System Administrator mailbox Get Intercom dial tone Dial Voice Mail master extension Dial System Administrator mailbox number Enter security code if required Dial S A 72 for the System Administrator Menu Dial W 9 for the Welcome Message Follow the voice prompts to make your recording for Call Routing Mailbox 813 This is the Instruction Menu that will play every eve...

Page 85: ...rd a Welcome Message and Instruction Menu for Call Routing Mailbox 811 Weekday daytime callers will hear these recordings See Step 3 below 4 Record a Welcome Message and Instruction Menu for Call Routing Mailbox 813 Evening and weekend callers will hear these recordings See Step 4 below 5 To set up the optional single digit dialing change the dialing options for daytime weekday callers Dial Action...

Page 86: ...tion Call Routing Mailbox 813 will be active each evening and on weekends To do this From the Main Menu go to CU Customize Database then AST Answering Schedule Table You ll see the prompt for Schedule Table 1 Press Enter repeatedly until you see Schedule 2 Day Mailbox number N None 812 Type 811 and press Enter Press Enter repeatedly until you see Schedule 3 Mailbox Number N None 813 Press Enter Th...

Page 87: ...calling ABC company Our normal business hours are Monday Friday 8 AM to 5 PM Remember your weekday routing is Call Routing Mailbox 811 with Dial Action Table 1 Your evening and weekend routing is Call Routing Mailbox 813 and Dial Action Table 2 To record your Welcome Message for CRB 813 Call the System Administrator mailbox Get Intercom dial tone Dial Voice Mail master extension Dial System Admini...

Page 88: ...n Table You ll see the prompts for Dial Action Table 1 Press Enter until you see the prompt Action UND for Key 1 Action Enter the option for key 1 that will direct callers to the Sales group For example type UTRF and press Enter if you are setting up an Unscreened Transfer Enter the destination for key 1 For example enter the master number for the Sales Extension Hunting group Using these same ste...

Page 89: ...nec com Other Important Telephone Numbers Sales 203 926 5450 Customer Service 203 926 5444 Customer Service FAX 203 926 5454 Technical Service 203 925 8801 Discontinued Product Service 900 990 2541 Technical Training 203 926 5430 Emergency Technical Service After Hours 203 929 7920 Excludes discontinued products ...

Page 90: ... 17770QSETI01 17770QSETI01 October 2001 Printed in U S A NEC America Inc Corporate Networks Group 4 Forest Parkway Shelton CT 06484 TEL 203 926 5400 FAX 203 929 0535 cng nec com ...

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