background image

Suite

 

64

 

HD

 

Voicemail

 

Mailbox

 

User

 

Guide

 

 

1-3

In

tr

oduc

tion

 

1

The

 

best

 

way

 

to

 

learn

 

how

 

to

 

use

 

the

 

system

 

is

 

to

 

experiment.

  

Nothing

 

you

 

do

 

can

 

hurt

 

the

 

system.

  

Send

 

messages

 

to

 

yourself.

  

Access

 

the

 

personal

 

options

 

and

 

change

 

them.

  

(No

 

changes

 

are

 

permanent,

 

except

 

for

 

deleting

 

a

 

message,

 

so

 

you

 

can

 

always

 

correct

 

them.)

 

The

 

system

 

is

 

programmed

 

to

 

respond

 

when

 

any

 

of

 

the

 

12

 

keys

 

are

 

pressed.

  

If

 

no

 

key

 

is

 

pressed

 

in

 

response

 

to

 

a

 

prompt,

 

the

 

system

 

assumes

 

the

 

user

 

is

 

confused.

  

The

 

system

 

repeats

 

the

 

user

ʹ

s

 

options.

  

If

 

there

 

is

 

still

 

no

 

response,

 

the

  

system

 

automatically

 

transfers

 

a

 

non

user

 

to

 

an

 

attendant,

 

or

 

politely

 

disconnects

 

a

 

user

 

from

 

the

 

call.

The

 

system

 

counts

 

the

 

number

 

of

 

errors

 

(incorrect

 

key

 

presses)

 

that

 

a

 

user

 

makes.

  

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

ʹ

t

 

get

 

discouraged.

  

Look

 

in

 

this

 

manual

 

to

 

get

 

more

 

information;

 

then

 

call

 

back.

The 

*

 Key

Press

 

*

 

whenever

 

you

 

want

 

to

 

cancel

 

what

 

you

 

are

 

doing.

*

 

allows

 

you

 

to

 

skip

 

personal

 

greetings

 

and

 

introductory

 

prompts.

  

It

 

gets

 

you

 

directly

 

to

 

the

 

recording

 

tone.

While

 

listening

 

to

 

a

 

prompt,

 

press

 

*

 

to

 ʺ

back

 

up

ʺ 

to

 

the

 

previous

 

menu.

 

At

 

the

 

Main

 

menu,

 

press

 

*

 

to

 

disconnect.

 

The 

#

 Key

Press

 

#

 

whenever

 

you

 

want

 

to

 

complete

 

a

 

step,

 

or

 

send

 

a

 

message.

  

Press

 

#

 

twice

 

to

 

skip

 

a

 

message.

  

#

 

can

 

also

 

be

 

used

 

to

 

denote

 

the

 

end

 

of

 

a

 

variable

 

length

 

number

 

like

 

an

 

access

 

code.

  

This

 

keeps

 

the

 

system

 

from

 

having

 

to

 

wait

 

to

 

determine

 

if

 

you

 

are

 

finished

 

entering

 

digits.

Interrupting

You

 

can

 

interrupt

 

most

 

prompts

 

if

 

you

 

know

 

what

 

you

 

want

 

to

 

do.

  

You

 

can

 

even

 

enter

 

several

 

commands

 

at

 

once.

1.2

Learning the System

Содержание Suite 64 Hard Drive

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

Страница 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...

Страница 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...

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

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 10: ...Notes...

Страница 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...

Страница 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...

Страница 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...

Страница 14: ...Notes...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 26: ...Notes...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 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...

Страница 46: ...Notes...

Страница 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...

Страница 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...

Страница 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...

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

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