background image

3-10

 

 

Suite

 

64

 

HD

 

Voicemail

 

Mailbox

 

User

 

Guide

Basic

 

O

perations

 

3

Select

 

date

Enter

 

the

 

two

 

digit

 

value

 

for

 

the

 

date

 

(01

 

to

 

31)

Select

 

time

Set

 

the

 

hour

 

and

 

the

 

minutes

 

as

 

either

 

3

 

or

 

4

 

digits.

Set

 

2:00

 

as

200

Set

 

10:15

 

as

 

1015

Press

  

1

 

for

 

AM

 

or

  

2

 

for

 

PM.

Since

 

most

 

people

 

are

 

not

 

familiar

 

with

 

24

hour

 

format,

 

the

 

system

 

only

 

accepts

 

time

 

in

 

12

hour

 

clock

 

format.

  

Users

 

must

 

set

 

the

 

time

 

for

 

future

 

delivery

 

in

 

the

 

time

 

zone

 

of

 

the

 

system

ʹ

s

 

location.

A

 

users’

 

Class

 

of

 

Service

 

determines

 

whether

 

or

 

not

 

they

 

may

 

specify

 

delivery

 

time

 

for

 

messages

 

and

 

the

 

number

 

of

 

days

 

in

 

advance

 

that

 

messages

 

may

 

be

 

sent.

Different

 

delivery

 

options

 

can

 

apply

 

to

 

different

 

destinations.

When

 

sending

 

to

 

multiple

 

destinations,

 

the

 

option(s)

 

assigned

 

to

 

the

 

previous

 

destination

 

(e.g.,

 

confidential,

 

priority,

 

proof

 

of

 

delivery

 

and

 

specify

 

delivery

 

time)

 

apply

 

to

 

the

 

next

 

destination.

  

To

 

cancel

 

a

 

previous

 

option,

 

dial

 

the

 

number

 

of

 

that

 

option

 

again

 

before

 

sending

 

the

 

message

 

to

 

the

 

next

 

destination.

  

This

 

action

 

turns

 

the

 

option

 

off.

  

In

 

this

 

way,

 

the

 

same

 

message

 

can

 

be

 

sent

 

to

 

two

 

people

 

with

 

it

 

going

 

to

 

one

 

person

 

as

 ʺ

Priority,

ʺ 

to

 

another

 

as

 ʺ

Confidential,

ʺ 

and

 

to

 

a

 

third

 

as

 

ʺ

Priority

ʺ 

and

 ʺ

Confidential.

ʺ  

Any

 

combination

 

of

 

the

 

options

 

is

 

possible.

Dial By Name

2

 

→ 

Record

 

your

 

#

 

→ 

#

 

Message

 

→ 

Spell

 

→ 

Send

 

Message

 

 

Acceptable

name

 

message

 

1

   

Listen

 

to

   

0

 

Delivery

Message

 

options

 

2

Erase

 

and

 

*

 

Cancel

re

record

 

destination

3

Continue

 

recording

 

*

Cancel

 

Message

Have

 

you

 

ever

 

recorded

 

a

 

message

 

and

 

realized

 

you

 

can’t

 

find

 

your

 

mailbox

 

directory?

  

This

 

experience

 

can

 

be

 

extremely

 

frustrating

 

for

 

users

 

who

 

end

 

up

 

hanging

 

up,

 

losing

 

the

 

message

 

they

 

recorded,

 

looking

 

for

 

a

 

directory

 

and

 

then

 

restarting

 

the

 

whole

 

process.

  

The

 

Dial

By

Name

 

feature

 

allows

 

users

 

to

 

easily

 

send

 

messages

 

without

 

memorizing

 

mailbox

 

numbers.

After

 

you

 

finish

 

recording

 

the

 

message,

 

dial

 

#

 

twice

 

to

 

spell

 

a

 

name.

  

The

 

system

 

needs

 

only

 

enough

 

letters

 

to

 

uniquely

 

identify

 

the

 

mailbox,

 

so

 

you

 

may

 

not

 

need

 

to

 

spell

 

the

 

full

 

name.

  

As

 

soon

 

as

 

the

 

system

 

finds

 

an

 

exact

 

match

 

for

 

the

 

name,

 

the

 

name

 

is

 

played

 

to

 

confirm

 

the

 

destination.

  

Use

 

the

 

keys

 

on

 

your

 

telephone

 

to

 

spell

 

the

 

last

 

name

 

of

 

the

 

person

 

to

 

receive

 

the

 

message.

  

For

 

example,

 

Smith

 

Bob

 

is

 

entered

 

as:

 

76484262

 

.

Dial

 

7

 

to

 

enter

 

a

 

Q,

 

and

 

dial

 

9

 

to

 

enter

 

a

 

Z.

Summary of Contents for Suite 64 Hard Drive

Page 1: ...Suite 64 Integrated Communications Exchange Hard Drive User Guide PCSdigital Advanced Features Competitive Pricing Proven Performance PCS Digital You Can Hear Us Now...

Page 2: ...owever no responsibility is assumed by the Manufacturer for the use there of nor for the rights of third parties which may be affected in any way by the use thereof Any representation s in this docume...

Page 3: ...k Controls 3 3 3 3 Options while Listening 3 3 3 4 Changing Your Personal Greeting 3 11 Chapter 4 Additional Operations 4 1 4 1 Listening To Your Greeting 4 1 4 2 Erasing Your Greeting 4 1 4 3 Recordi...

Page 4: ...Record of Revisions Revision Date of Issue Supercedes Major Changes Brief Description Initial Release June 1 2005 N A...

Page 5: ...alf of all phone transactions need only one way communications the voice mail function streamlines business communication When you are not available or prepared to receive calls you may forward calls...

Page 6: ...ending upon mailbox parameters These mailboxes provide for limited voice mail capabilities between the user and their guest However the first guest mailbox called the Secretary Mailbox can only listen...

Page 7: ...If the count exceeds a certain number usually 3 the caller is politely disconnected The system does this to allow as many users on the system as possible Don t get discouraged Look in this manual to...

Page 8: ...manual and the conven tions used throughout Section 2 Getting Started This section provides descriptions of how to setup mailboxes accessing the mailbox broadcast messages erased message notices conf...

Page 9: ...ngs or prompts Bold Italic Used in describing the fields in PC screens and other form names or items Normal Bold Used to describe filenames device names and specific areas of PC screens Press Means to...

Page 10: ...Notes...

Page 11: ...ine digits However your system administrator may program a minimum and or maximum length for personal access codes This code should be a number that is easy for you to remember but difficult for someo...

Page 12: ...then played Broadcast messages are recorded by the system administrator and are sent to all users These messages contain important announcements about the system e g The following system enhancements...

Page 13: ...e recipient s mailbox for X days and that it has not been listened to The number of days X is determined on a per mailbox basis by the system administrator via Class of Service This notice may be gene...

Page 14: ...Notes...

Page 15: ...es priority messages first 4 Skipped messages 5 Saved messages After the last new message has been presented to you the system searches the mailbox to see if there are any remaining new messages to be...

Page 16: ...e time and date the message was sent and where the message originated from 6 Send a Copy allows you to forward a copy of the message to another user When you send a copy you may choose to send the cop...

Page 17: ...e number without listening to the whole message After dialing 1 to listen to a message you can press 1 Rewind to the beginning of the message 7 Rewind 5 seconds 8 Pause and restart the message 9 Forwa...

Page 18: ...w message queue It is available for review as a skipped message during this session or as a new message in a subsequent session For example 1 Listening During Review Next Message 1 Listening 5 Listen...

Page 19: ...from another user the reply can be sent to the person who originally sent the message or to the person who sent the copy of the message Replies may only be sent to messages from users received in the...

Page 20: ...the system automatically returns the user to the point at which the envelope information was requested 1 Listening 5 Listen to envelope information Return to message The time and date stamp on a new...

Page 21: ...ncel message To send a message 1 At the main menu press 2 to send a message The system prompts you to begin recording your message 2 Record the message You can press the key at any point in the record...

Page 22: ...ons allow you to control how your message is sent These options are prompted after you have selected a destination You select delivery options after the destination is entered and before the message i...

Page 23: ...important information can be included as an afterthought at the end of a message For this reason it is important to know whether the entire message was actually heard Use of this option on too many me...

Page 24: ...way the same message can be sent to two people with it going to one person as Priority to another as Confidential and to a third as Priority and Confidential Any combination of the options is possible...

Page 25: ...system greeting A good mailbox greeting encourages callers to leave detailed messages not just name and phone number and gives them additional information that might be needed It should present the ki...

Page 26: ...Notes...

Page 27: ...r personal options 2 Press 1 for greetings 3 Press 1 for listen 4 Press 2 for mailbox greeting 3 1 1 Greeting Erase The standard system greeting may be chosen at any time by erasing your recorded gree...

Page 28: ...3 1 2 3 Record 2Activate your Greetings Record your temporary greeting greeting 3Deactivate your temporary greeting As customers and users begin to appreciate the speed of information flow with voice...

Page 29: ...3 deactivate the greeting To record a temporary greeting 1 At the main menu press 3 for personal options 2 Press 1 for greetings then press 2 for record 3 Press 3 for temporary greeting 4 Record the...

Page 30: ...temporary access code is given to each user and is used to enter the system for the very first time It should not be used again Your access code should represent numbers that are easy for you to remem...

Page 31: ...wish to have someone check the messages in your mailbox without letting them hear the actual message Messages cannot be sent or received by secretary mailboxes To add a secretary mailbox access code 1...

Page 32: ...e to the guest mailbox 3 Instruct your guest how to obtain the message Create a Guest Mailbox Guest mailboxes are created using the personal options menu 1 From the main menu press 3 for personal opti...

Page 33: ...umber 11 29 2 Establish list 3 Erase list 4Modify list Group Distribution Lists allow users to record a message once and send it simultaneously to multiple destinations Messages are recorded and sent...

Page 34: ...list you have recorded to confirm that you are about to send a message to that list of people You can always change a distribution list by deleting or adding any voice mailbox you wish Establishing a...

Page 35: ...ess 3 for group lists then press 1 for list members 3 Enter the desired 2 digit list number 11 29 and then press 4 Press 3 to delete a mailbox number while the list is playing 5 Press 7 to repeat the...

Page 36: ...2 digit list number 11 29 4 Press 1 to add mailbox numbers to the list or erase mailbox numbers from the list Press when you have finished 5 Press 2 to rename the list Record the new name then press Y...

Page 37: ...pager sequence Each outdial bin may contain up to 46 digits A mailbox user may insert a pause required in some pager sequences by dialing An alternate telephone number This can be skipped if desired...

Page 38: ...ormation is already programmed into the system Creating An Outdial Bin To create an Outdial bin 1 From the main menu press 3 for personal options 2 Press 4 for message notification then press 2 for bi...

Page 39: ...n number 4 Dial the desired bin number 1 9 Modify An Outdial Bin To modify the contents of an outdial bin 1 From the main menu press 3 for personal options 2 Press 4 for message notification then pres...

Page 40: ...user can be reached The number of times to attempt to reach a user An alternate bin number optional The type of message all or only priority messages which causes an outdial How long after a message h...

Page 41: ...al 1 9 for hours or 10 99 for minutes Dial 00 for immediate notification The system skips the step if the requested notification is for Priority message only 13 Dial how long the system is to wait aft...

Page 42: ...3 Override Schedule Schedule 4 Wakeup is not used at this time Modify an Outdial Schedule To modify an outdial schedule 1 From the main menu press 3 for personal options 2 Press 4 for message notifica...

Page 43: ...ecorded mailbox name If recorded mailbox name cannot be reached at this number please dial star and please have recorded mailbox name call the recorded company name voice mail system If you are record...

Page 44: ...age is received and then compared to the schedule start and stop times If the time falls within the schedule the outdial process is queued for the delayed delivery time If the time falls outside of th...

Page 45: ...ber of messages not listened to will be given If a message has not been received the system plays back any unheard messages in the mailbox and gives the user an opportunity to erase the messages To ch...

Page 46: ...Notes...

Page 47: ...are listened to using Auto Listen Skip the system plays all messages one after the other until interrupted by the user messages listened to in this fashion are considered skipped and appear as new me...

Page 48: ...saved message queue Auto Listen Erase 1 3 Listen to Message erased the message after play When messages are listened to using Auto Listen Erase the system plays all messages one after the other until...

Page 49: ...the remaining messages To auto listen to the information only of the messages in your mailbox 1 At the main menu press 1 2 Press 5 The system plays the envelope information for each message If you wis...

Page 50: ...Suite 64 Hard Drive User Guide Copyright 2006 Part Number 5098 60 UG...

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