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DIGITAL VOICEMAIL USER GUIDE

NEC Xen Voice Mail Cover 18/7/2003 4:42 PM Page 1

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Summary of Contents for Xen Digital Voicemail

Page 1: ...DIGITAL VOICEMAIL USER GUIDE ...

Page 2: ...ide dial From Outside dial System Manager Extension Number To simplify recording write down your greeting here Sample Hi this is____________ I m away from my phone now but I will check my mailbox regularly Leave me a message and I ll return your call as soon as possible Thanks R Remember dial 1 for YES 2 for NO ...

Page 3: ...ssages Pages 8 9 Reviewing Messages Pages 11 Changing Your Setup Options Pages 13 15 Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record Pages 16 17 Programming Live Record Function Keys Page 18 Live Monitoring Page 19 20 Xen Mail Softkeys Definitions Pages 21 25 Xen Mail Access Codes Page 26 Table of Contents ...

Page 4: ...on number the Automatic Directory can route the call by the person s name When your extension is busy or you are not available to answer the call Xen Mail can connect the caller to your Voice Mailbox automatically Voicemail Access The Xen Mail system can be accessed 24 hours a day from any touchtone telephone in or out of your office Your System Manager has assigned a Personal ID number to you You...

Page 5: ... call directly to a user s Voice Mailbox where they will hear the personal greeting and be prompted to leave a message Live Record Feature The Live Record feature is used to record a conversation in progress and then direct it to your own or another user s mailbox Live Monitoring Feature Live Monitoring allows you to hear a message through the speaker of your phone as the message is being left by ...

Page 6: ...ing numbers on your telephone dialpad Choose Your Directory Listing Status Dial 1 for YES or 2 for NO to choose whether or not you wish to be listed in the Xen Mail directory It is recommended that you choose to be listed as the directory lets outside callers reach you by your last name if they do not know your extension number Record Your Outside and Internal Greetings Dial 1 for YES if you want ...

Page 7: ...ternate outside greeting to use on special occasions for example when you will be out of the office Remember Xen Mail tells you the day and time each message was left There s no need to ask callers to include this information in their message Encourage effective messaging Ask callers to leave relevant information so that your return call will be productive When applicable your greeting should incl...

Page 8: ...ature When setting Call Forward Busy No Answer a destination station must be entered A lit LED indicates that CF B NA is set Call Forward All Calls CFA When you plan on being away from your phone for an extended period of time you can have all of your calls routed directly to your voice mailbox To forward your telephone Set Press Feature Do not lift the handset Dial the Call Forward All set code 6...

Page 9: ...e assigned to a one touch key or feature access key When calling from another telephone Dial 2 to start the main greeting Dial your personal ID typically 9 your extension number Dial your security code if prompted When calling from outside Dial your personal ID typically 9 your extension number Dial your security code if prompted Respond to each question by dialling 1 for YES or 2 for NO OR use Qu...

Page 10: ...ed is announced at the end of each message While listening to a message you can Dial To skip the message and save it as new To repeat the entire message 1 To advance to the end of the message 2 To redirect and or archive save the message 5 To change playback volume 7 To repeat the previous 3 seconds of the message 8 To pause message playback dial 8 again to resume message playback 9 To advance 3 s...

Page 11: ...o end recording otherwise dial to re record Dial 1 for YES for Special Delivery options otherwise dial 2 Note Dial to switch between choosing by mailbox number or by name Special Delivery Options When you leave a message you can mark it for special delivery There are four special delivery options available Urgent Heard first before regular messages Private Cannot be redirected Return Receipt Xen M...

Page 12: ...in your own voice mailbox When they listen to your message Xen Mail will automatically prompt them to send you a reply This saves time and almost always guarantees a response The Xen Mail sorts messages in a message stack It plays all urgent messages first then all regular messages It also sorts your messages by sender Use Special Delivery Options when appropriate To cancel a message that has not ...

Page 13: ...direct the message being reviewed Dial the voice mailbox or group to receive the redirected message For more details see Leaving Messages Dial 1 to confirm your entry Dial 1 for YES if you want to record an introduction otherwise dial 2 Record your introduction when prompted Dial to end recording Dial 1 for YES to set special delivery options otherwise dial 2 Dial 1 for YES to redirect the message...

Page 14: ...ed and messages may be delivered to you in a variety of ways Discuss available options with your system manager Call transfer enables callers to be automatically directed to your extension or another programmed telephone number When Call Screening is on Xen Mail will ask the callers name ring your extension tell you the caller s name and ask if you want to take the call or direct the caller to you...

Page 15: ...the handset begin recording at the beep Dial to end recording and review greeting Dial 1 to re record otherwise dial 2 Repeat for internal greeting Would you like to change your Groups Dial 1 for YES to change your Groups Dial 1 for YES when asked to create a new group otherwise dial 2 to access group edit list and delete options Dial the first 3 letters or digits of the group s name or number Dia...

Page 16: ...ur voice mailbox When Call Transfer to your work phone is ON calls are first directed to your extension Xen Mail Call Forward settings will then apply Note 2 For Call Screening and Call Hold features to operate Call Transfer must be turned on and these features must be assigned by the system manager Call Screening Dial 1 to turn on Call Screening or dial 2 to turn it off Note When you answer your ...

Page 17: ...dules may overlap Note 2 It is not necessary to dial a line access code i e 0 when entering an outside telephone number Note 3 When a pager number is programmed the Live Record Urgent Page feature will override your pager message delivery schedule and turn delivery to your pager on or off Would you like to change your Personal Options Dial 1 for YES to set your security code Dial a new security co...

Page 18: ...ress Line Key Press Feature and dial 86 Replace handset immediately Note Your Quick Transfer Access Codes may differ from the above based on system programming Transferring a Call Directly to a Voice Mailbox To simplify message taking outside callers can be transferred directly into a Xen Mail user s voice mailbox where they will hear the personal greeting and be prompted to leave a message With a...

Page 19: ...g to multiple voice mailboxes first send the recording to your own voice mailbox and then redirect it accordingly Note 5 Some laws regulations impose restrictions on persons making live telephone recordings Users should seek their own advice in this regard Live Record Options The following Live Record function keys may be programmed PRESS Record To start manual record Pause To stop recording Press...

Page 20: ...Feature Press Redial Press Feature Access Key to be programmed Dial 2 Dial Function Code see below Press Feature One Touch Keys Press Feature Press Redial Press One Touch Key to be programmed Dial 2 Dial Function Code see below Press Feature Note Refer to the Xen IPK digital telephone user guide for additional information on programming feature access keys and one touch keys ...

Page 21: ...ive Monitoring while the caller is leaving a voicemail message To listen to the caller press the START soft key while the outside caller is leaving a message Live Monitoring key is continuously lit green To stop Live Monitoring while the caller is leaving a voicemail message Press the CANCEL soft key or Press the green Live Monitoring feature access key To retrieve the call during the Live Monitor...

Page 22: ...sage playback dial 0 To end a Return Call dial 0 to return to the mailbox and disconnect the outside call Using a Display Multiline Telephone with Softkeys Press Message or dial the Xen Mail extension number During message playback Xen Mail displays the Caller ID name and or Number To change display between Name and Number press the MORE Softkey twice then press the CID Softkey or Dial 0 during me...

Page 23: ... owner REPLY Reply to a message GREET Setup greetings SWTCH Switch between STD and ALT Greetings STD Edit standard greeting ALT Edit alternate greeting INT Edit internal greeting CODE Change security code SPELL Change spelled name DIR Change directory listing status RCNAME Change recorded name PERS Setup personal options TRF Setup transfer options DELIV Setup delivery options GRPS Setup group opti...

Page 24: ... Add or delete a voice mailbox GREET Edit the opening greeting box SCHED Change system schedule INFO Hear system information including HDD serial and system ID OPER Change operator voice mailbox ACCEPT To accept a call using call screening REJECT To reject a call using call screening RESUME Resume playing a message after pausing RPLAY Replay an entire message BACK Back up one menu level CURR Curre...

Page 25: ... pressing the REPLY softkey LISTEN FOR OPT After pressing the REDIR softkey LISTEN FOR OPT After pressing the REPLY softkey LISTEN FOR OPT After pressing the REDIR softkey LISTEN FOR OPT CALLER ID RPLAY REDIR MORE CALLER ID CID CALL BACK MORE CALLER ID ARCHV DEL REW MORE After Pressing the PAUSE softkey PLAYBACK PAUSED RESUME After Pressing the PAUSE softkey PLAYBACK PAUSED RESUME CALLER ID PAUSE ...

Page 26: ...ssing SETUP softkey SETUP OPTIONS GREET PERS TRF MORE SETUP OPTIONS GRPS DELIV BACK MORE Status Softkeys After Pressing WORK Delivery Option After Pressing HOME Delivery Option WORK PHONE ON OFF PH SCHED MORE WORK PHONE URG BACK MORE LISTEN FOR OPTIONS Set Up Options Live Monitoring Options Called Mailbox with MSGS No Manager Status 2 NEW MSGS NEW OLD LVMSG SETUP After Pressing SPARE Delivery Opti...

Page 27: ...TIONS QUIT MAIN BACK Live Record Options Other Options Manager Items NO NEW MSGS SETUP MGR MORE Called Mailbox with NO MSGS Manager Status NO NEW MSGS OLD LVMSG SETUP Called Mailbox with NO MSGS No Manager Status NO NEW MSGS OLD LVMSG SETUP Called Mailbox with MSGS Manager Status 2 NEW MSGS NEW OLD LVMSG SETUP 2 NEW MSGS SETUP MGR MORE After pressing MGR softkey MANAGER OPTIONS CHBX GREET SCHED MO...

Page 28: ...tions Greetings 4 Groups 5 Transfer delivery 6 Personal options 7 Greetings Hear current greeting 4 Switch greetings 5 Edit standard greeting 6 Edit alternate greeting 7 Personal Options Change security code 4 Re record name 5 Re spell name 6 Directory listing on off 7 Transfer Delivery Change call transfer 4 Message delivery 5 Groups Create a group 4 Edit your group 5 List your groups 6 Delete a ...

Page 29: ...Notes ...

Page 30: ...8 Version 1 DPA June 2003 Copyright 2003 NEC Business Solutions Ltd Document No NEC 8056 The material contained herein is subject to change without prior notice at the sole discretion of NEC Business Solutions Ltd ...

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