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Win IP500, User Manual

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Chapter 2 Voicemail System     

 

15

 

Chapter 2 
Voicemail System 

 
 
InterPBX Communication System provides a built-in VMS System. It allows 
callers to leave voice messages in your voice mailbox. You can play the voice 
messages or forward voice messages to someone else. You may also record your 
personal greetings or edit the message transfer function. Besides, the Unified 
Messaging function also allows you to listen to the voice messages from your 
e-mail. 

Listening to Messages 

If someone leaves a new message in your voice mailbox, the system will inform you by the 
way of your personal message notification settings. The LCD on IP phones will show the 
number of new messages and the Message lamp will be on. When you lift the handset or 
press the Speakerphone button, you will hear two short dial tones. If your phone is an analog 
phone, you will hear two short dial tones to alert you that you have new messages when you 
lift the handset. 

1.

 

Press Message button to access to the voice mailbox (For analog phone, please 
press ##). 

2.

 

Enter your voice mailbox password and then press # (The default password is 
blank). 

3.

 

The system will announce the number of new/old messages you have. Follow 
the system prompts and press 1 to play the new messages or press 2 to play 
the old messages. 

4.

 

When listening to messages, you can use the following options to assist you in 
reviewing your messages. 

 

  Replay: To play the message from the beginning again. 
  Save & Next: To save the message as an old message and continue to 

play the next new message. If you don’t save the message as an old 
message or delete it, the message would still be identified as a new 

 

Summary of Contents for IP500

Page 1: ...e Net 200 Communication System IP580 IP500 IP Phone User Guide 06IP58M CH17 EN7 ...

Page 2: ...nd Outlook Express are trademarks of Microsoft Inc Other names used here are trademarks of their respective owners e Net e Net 200 are trademarks of WIN Communications Corporation WIN is a registered trademark of WIN Communications Corporation Copyright WIN Communications Corporation Technology Inc All rights reserved ...

Page 3: ...ll Park 12 Internal Paging 13 External Paging 13 Member Login Logout 13 Making Calls to Joint Server Extensions and Local Phone Stations 14 Chapter 2 Voicemail System 15 Listening to Messages 15 Sending a Message 16 Change Personal Options 17 Accessing Voice Mail Remotely 20 Listening to Your Message via E mail 21 Chapter 3 Recording System 23 Recording Calls 23 Playing the Recording 23 Chapter 4 ...

Page 4: ...ution List 34 Change Password 35 Phone Book 35 Review System Speed Dial 36 Printing Button Mapping Label 36 Chapter 5 Maintenance 39 Connecting the IP Phone 39 Adjusting the Supporting Bracket 39 IP Phone Setup 40 Appendix A Quick Start Guide 41 ...

Page 5: ...n keys for commonly used calling features The IP580 also provides 15 programmable buttons allowing you to customize specific features The LCD displays your extension number name time caller ID and call status On the bottom of the phone there are three RJ 45 ports for connecting to LAN your PC and the Attendant Console Overview of IP Phone ...

Page 6: ...ttons Can be programmed as CO line CO group extension extension group or other functions such as conference page park login or logout When defined as CO lines or extensions the LED displays different colors to indicate different status y No light The line is available to use y Steady green The line is in use off hook or busy y Flashing amber The line is on hold y Flashing red The line is ringing T...

Page 7: ... record of personal phone book Conference Button Press Conference Button to initiate a conference call with parties who are on hold Rec Play Button During a call press Rec Play Button to record the call When on hook press Rec Play Button to play the recording The other buttons of IP500 function the same as on IP580 Making Internal Calls XE Making Internal Calls 1 Lift the handset or press Speakerp...

Page 8: ...to Answer If you enable the Auto Answer function all the calls will be picked up automatically Distinctive Ringing If the administrator enables the Distinctive Ringing function you can distinguish the internal calls from the external calls by different ringing tones Busy Ring No Answer If you do not answer the call or if your line is busy the call will be forwarded to your voice mailbox after a ce...

Page 9: ...ess again to record or return to the previous menu Received Calls 1 Press to access to Recent Calls Mode 2 Press and then press to select Received Calls items 3 The LCD can display the telephone number of received calls If the outside line supports Caller ID the LCD will also display the phone number of external calls or the extension number and name of internal calls If the caller is unknown the ...

Page 10: ...tton again If the CO line or the extension number are set on a programmable button the correspondent LED will be flashing amber when on hold You can directly press the flashing programmable button to retrieve the call If there is no any further action after holding the call the call will be recalled to your station upon timeout You can place up to 5 calls on hold When more than one calls are on ho...

Page 11: ... for your conference authorization Note Off Premise extensions cannot initiate a conference but can be invited to join a conference Call Waiting If you enable the Call Waiting function during a call you will hear a beep indicating that you have another incoming call The LCD will also display the message of an incoming call However the caller will hear the normal ringing tone as usual To pick up th...

Page 12: ...onal speed dialing number 00 49 You can edit maximum 50 personal speed dialing numbers You may edit personal speed dialing through InterClient For more details please refer to Chapter 4 InterClient Utility Personal Speed Dialing Call Pickup You can pick up any incoming call or a call for a specific extension y To pick up any external incoming call lift the handset and press 10 when ringing y To pi...

Page 13: ...er the speaker on each extension or extension group 1 Lift the handset 2 Press 38 and the specific extension number or extension group number 3 Broadcast through the handset or microphone 4 Hang up the phone after broadcasting Note You may not broadcast through a remote extension group but you can broadcast through an individual remote extension External Paging You can broadcast over the external ...

Page 14: ... group Making Calls to Joint Server Extensions and Local Phone Stations If your company installed InterServer in more than one location you can directly call remote extensions of Joint Server directly as the way you make an internal call 1 Lift the handset or press the Speakerphone button 2 Dial the remote extension number Consult your administrator for your call authorization You can also dial to...

Page 15: ...lift the handset or press the Speakerphone button you will hear two short dial tones If your phone is an analog phone you will hear two short dial tones to alert you that you have new messages when you lift the handset 1 Press Message button to access to the voice mailbox For analog phone please press 2 Enter your voice mailbox password and then press The default password is blank 3 The system wil...

Page 16: ...hen continue to play the message Fast Forward When you are listening to a message press the button to fast forward the message by 1 second and then continue to play the message Skip Press the button to skip to the next message If you press the button after you finish listening to a new message it will be saved as an old message Main Menu To stop playing the message and return to the main menu Send...

Page 17: ...eed In the mailbox you can press to return to the previous menu or press to exit Recording Your Greetings 1 Press the Message button to access to your mailbox For analog phone please press 2 Enter your password and then press The default password is blank 3 Press 4 to set personal options 4 Press 1 to record your greetings 5 Select the type of greetings you want to record The system will play your...

Page 18: ... the extension notification When a new message is received the system will call your extension to notify you of the new message This function allows those people whose phone has no Message button such as assistant extension analog extension or virtual extension to be notified of new messages You can set your extension or other extensions as notification target via the InterClient y Press 2 to edit...

Page 19: ...r your Class of Service Setting Mailbox Preferences 1 Press the Message button to access to your mailbox 2 Enter your voice mailbox password and then press 3 Press 4 to set Personal Options 4 Press 3 to Set Mailbox Preferences y Press 1 to Change Your Mailbox Password The system will announce your current password Please follow the system prompts to change your password and then save it The defaul...

Page 20: ...t the above functions through the InterClient Please refer to Chapter 4 InterClient Utility Distribution List for more details Accessing Voice Mail Remotely If your administrator sets the remote access function on AA Menu you can call to your company s phone number and follow AA prompts to enter your mailbox and listen to your new messages 1 Dial your company s phone number The Auto Attendant will...

Page 21: ...e your voice message via e mail When you have new messages the system will send you an attachment in wav format by e mail You can open the attachment to listen to the message Please be sure if the following settings are properly set in order to make this function work properly 1 The administrator has to enable this function and also set the SMTP server on the System Parameter option 2 Your e mail ...

Page 22: ...Chapter 2 Voicemail System 22 ...

Page 23: ...tion via Button Mapping On IP500 please press the REC PLAY button 2 After the call hangs up the recording will be stopped automatically If your administrator enables the alerting function you will hear a beep sound during recording It reminds you and the other parties that the call is being recorded Note Your phone conversation only can be recorded when your extension number is on the Store on Dem...

Page 24: ...ou can press anytime to return to the previous menu When you play the recording you can press 0 zero to skip the time stamp announcement of the recording You are only able to play the latest or previous or next recording for the current day When you enter the time of the reached recording the system will play the recent recording after the time You can play the recording of another extension from ...

Page 25: ...re Login to the Web based InterClient The InterClient is provided in web based format You can login via your web browser 1 Open the browser and type your InterServer IP address in the address bar Please consult your administrator for the InterServer IP address e Net 200 System Administration 2 After you connect to the e Net Administrator Website please click the User Login icon 3 On the pop up win...

Page 26: ...such as Conference Call Park Page and so on Your system or group administrators may set some or all the buttons You can set the unused programmable buttons according to your needs 1 Select the Button Mapping item 2 Select an unlocked entry of programmable button If a programmable button is already assigned for system wide or a group it will display a lock icon You can only set the unused programma...

Page 27: ...mpty you need to enter the preferred number after pressing the programmable button For example If you set a programmable button as Personal Speed Dial and key in a speed dial number you can directly reach the phone number set on the speed dial number by pressing the programmable button If the Number box is empty you need to enter a specific speed dial number after pressing the programmable button ...

Page 28: ... CO A CO line extension number To retrieve an incoming call that is placed on hold Users can directly press the flashing programmable button when properly configured Call Hold Retrieve Ext A station s extension number To retrieve an intercom call on Hold Press the flashing programmable button to retrieve the call when the extension number is pre defined Call Park A park slot number 0 9 To park a c...

Page 29: ...ber To logout the extension group Ask Member Login An extension group number To check your login status of a specific group If you hear a dial tone it means you are logged in If you hear a busy tone it means you are not logged in Internal Paging An extension or extension group number To page via a specific extension or extension group Conference Call To initiate a conference with participants you ...

Page 30: ...es for station speed dialing If you would like to set an outside phone number please remember to add the CO line access code 0 in the front of the phone number e g 05551234 For long distance calls please add the long distance code e g 2125551234 For international calls please add the international code and country code e g 00 11 886 2 8861558 Answering Option When you are unavailable the InterPBX ...

Page 31: ...p the second incoming call during a call After the Call Waiting is enabled if your line is busy the second incoming caller will hear the normal ringing tone and you will hear the beep tone indicating that you have a call waiting The Call Waiting function can allow only one more incoming call to stay on queue If you don t edit the Answering Option the system will send incoming calls to the Transfer...

Page 32: ...ge options 3 Select the Message Play Priority The system will play the Most Recent message or the Least Recent message according to the Message Play Priority setting 4 Set the Message Forward Target Enter the target extension number in Message Forward to box This function will forward your new messages to the target extension s mailbox you assigned 5 Play Time Stamp If you enable the Play Time Sta...

Page 33: ...e extension number The system will ring the extension number you assigned when receiving new messages If you want to enable your station s notification function please input your extension number or leave it at blank External Notification 1 Click the Enabled External Notification check box to enable the External Notification function or click the Urgent Messages Only check box to notify you of urg...

Page 34: ...ion via phone or pager may be restricted by your Class of Service Please consult your administrator for your Class of Service Unified Messaging If your administrator enables the unified messaging function you can also forward the contents of voice mail to your e mail address The new voice messages will be as saved as a WAV file and sent to you via e mail 1 Please click the Enable UMS check box to ...

Page 35: ...rd please ask your administrator to reset for you 1 Click the Change Password item 2 Enter your current password in the Current Password box 3 Enter a new password in the New Password box 4 Enter the new password again in the Re enter New Password box to confirm Phone Book You can edit your personal contact list in Phone Book and import the contact list from Microsoft Outlook Express automatically...

Page 36: ...ete the contact Review System Speed Dial If your administrator creates System Speed Dial you can browse all the system speed dial numbers here This function is only provided by InterClient software version Printing Button Mapping Label You can print the button mapping label of your phone station The label will display the settings of Button Mapping You can change the settings in the Button Mapping...

Page 37: ...Chapter 4 InterClient Utility 37 ...

Page 38: ...Chapter 4 InterClient Utility 38 ...

Page 39: ...nnecting to LAN and PC Please refer to the following diagram to connect your phone Adjusting the Supporting Bracket IP580 IP500 phone provides a multi angle supporting bracket which can be adjusted in different angles diagram A When adjusting the bracket press and hold the joints at two sides set the height and release the joint You can also install your phone on a wall diagram B If you want to re...

Page 40: ... to move to the next or the previous item y EXT NUMBER Your extension number y IP ADDRESS The IP address of your phone y GATEWAY IP The gateway IP address of your phone y SUBNET MASK The subnet mask address of your phone y DHCP If your network is under DHCP you need to enable DHCP y PBX SERVER IP The IP address of your InterServer y MAC ADDRESS The MAC address of your phone It cannot be changed y ...

Page 41: ...se consult administrators for Extension Group Code Call Hold Hold or 12 On analog phone To place a call on hold by pressing Hold or 12 Press the button again to retrieve the call Call Hold Retrieve CO 13 CO Line Extension No To retrieve incoming calls those are placed on hold Users can directly press the flashing programmable button when properly configured Call Hold Retrieve Ext 14 Extension No T...

Page 42: ...ber Login 35 Extension Group Number Login to be one of the members in the extension group Member Logoff 36 Extension Group Number Logout from the extension group Ask Member Login 37 Extension Group Number Check the login status of extension group Hearing dial tone means you are logged in successfully and busy tone means not logged in Internal Paging 38 Extension Number or Extension Group Number Br...

Page 43: ...c programmable button as the Play function On IP500 Please press the REC PLAY button to play the recordings 2 Enter the password and then press The default password is blank 3 Follow the system prompts and press 1 to play the latest recording or press 2 to check the recording by date and time The following procedure will assist you of listening to the recording InterClient 1 Enter the InterServer ...

Page 44: ...Appendix A Quick Start Guide 44 Mailbox Notification Distribution List and Change Password will be available for you to setup ...

Page 45: ...Appendix A Quick Start Guide 45 ...

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