Xen Mail Alpha User Guide2
Contents
1. recording and review the Greeting Dial 1 to re record otherwise dial 2 Call Transfer Setting Dial 6 to change your transfer options Dial 4 to change Call Transfer setting Dial 1 to turn Call Transfer ON and or leave it ON OR Dial 2 to turn Call Transfer OFF Listen to the phone number your calls are currentlybeing transferred to Dial 1 and enter a new phone number up to 9 digits Then press Otherwise dial 2 to leave the current setting Note If Call Transfer to your work phone is OFF calls are sent directly to your voice mail box When Call Transfer to your work phone is ON calls are first directed to your extension XEN Alpha handset based settings will then apply Message Delivery Options Dial 6 to change your delivery options Dial 5 to set Message Delivery to your work phone home phone pager or spare phone Dial 4 for your work phone 5 for your home phone 6 for your pager 7 for your spare phone Dial 1 to turn Message Delivery on and leave it ON OR Dial 2 to turn Message Delivery OFF Follow the prompts for the desired message delivery Option Note 1 Message Delivery schedules may overlap Note 2 It is not necessary to dial a trunk access code i e 0 when entering an outside telephone number REVIEWING MESSAGES Messages you ve already listened to old messages can be reviewed for a short while typically until midnight be directed to another XEN Mail Alpha mail box2. your Personal Options Dial 4 to set you Security Code Dial a new Security Code of 3 to 10 digits Dial to complete code entry Re enter your Security Code as prompted for Confirmation Dial to complete code entry Other Personal Options you can change include Re recording or re spelling your name or changing your directory listing status Section B Re Recording Your Name Dial 7 to change your Personal Options Dial 5 to change your Recorded Name Dial 1 for YES to change your name Enter and confirm new information Section C Re Spelling Your Name Dial 7 to change your Personal Options Dial 6 to change the Spelling of your name Dial 1 for YES to change your name Enter and confirm new information Section D Changing Your Directory Status Dial 7 to change your Personal Options Dial 7 to change Directory Status Dial 1 to turn Directory Status ON and leave it ON OR Dial 2 to turn Directory Status OFF oN XEN Mail Alpha User Guide TRANSFERRING A CALL DIRECTLY TOA VOICE MAIL BOX To simplify message taking outside callers can be transferred directly into the user s voice mail box where they will hear the personal greeting and be prompted to leave a message With An Outside Call In Progress Press TRANSFER Dial the XEN Mail Alpha Voice Mail and wait for answer Dial the mail box number of the user the call is to be transferred to and then dial 2 Replace handset immediately
3. 1 NEW messages are those that you haven t yet heard A NEW message will not be deleted until you ve had the opportunity to listen to it Note 2 Messages are OLD once you hear them through to the recorded day and time OLD messages are typi cally deleted at midnight of the day received unless they have been archived QUICK KEYS Save time by advancing directly to a specific topic Dial 4 check new message Dial 5 to leave message Dial 6 to review messages Dial 7 to change your setup options LEAVING MESSAGES Send messages to other XEN Mail Alpha users directly from your mailbox Dial 5 to leave a message Dial the first three letters of the last name of the person or the group you want to send a message OR dial and the mailbox number Dial 1 to confirm otherwise dial 2 Record your message at the beep Dial 9 to end the recording OR to select special delivery otherwise dial to re record Note Dial to switch between choosing by mailbox number or by name Special Delivery Options When you are leaving a message you can mark it for Special Delivery There are four Special Delivery options available Dial 4 URGENT Heard first before regular messages Dial 5 PRIVATE Dial 6 RETURN RECEIPT XEN Mail Alpha tells you when the person heard the message Dial 7 FUTURE DELIVERY The message is sent at a time and day you specify PERSONAL OPTIONS Section A Dial 7 to change
4. 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 and 2 for NO or use Quick Keys to advance dial to a specific topic WHEN CALLING FROM OUTSIDE Call your mailbox for new messages when you receive a voice mail message indication Dial 1 for YES when asked You have _ new messages Would you like to hear them Messages marked Urgent are played first Messages from outside callers are played in the order received Messages from other voice mail users are sorted by sender At the tone you record a reply otherwise dial 2 The day and time recorded 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 Dial to repeat the previous 3 seconds of the message Dial 1 to advance to the end of the message Dial 2 to redirect the message Dial 1 to confirm otherwise dial 2 Dial 4 to delete the message Dial 1 to confirm otherwise dial 2 Dial 6 to archive the message Dial 1 to confirm otherwise dial 2 Greeting Dial 4 to change your Greetings Dial 4 to listen to the playback of your current Greeting Dial 1 for YES to switch between Standard and Alternate Greetings otherwise dial 2 Using the handset begin recording at the beep sound Dial to end
5. MAIN MENU Check New Messages 4 Leave Messages 5 Review Old Messages 6 Change Set Up Options 7 KEYPAD SHORTCUTS Switch Between Standard 745 and Alternate Greeting Change Your Security Code 774 Change Call Transfer Options 764 Turn Call Transfer OFF 7642 Turn Call Transfer ON 7641 Change Phone Number for 76414 Call Transfer Change Your Recorded Name 775 For more information on Options Settings and Operation please contact your System Administrator Name or Your NEC Authorised Dealer Phone Wizards MAITLAND Office Ph 02 4931 6130 sales phonewizards com au www phonewizards com au PO Box 397 MAITLAND NSW 2320 NEC Australia Plty Ltd Dec 2000 Doc A6 506000 642 04 Issue 1
6. XEN MAIL ALPHA USER MANUAL GENERAL INFORMATION Setup Options Once your Voice Mail has been opened you may change various options such as Greetings Transfer and Message Delivery Options and Personal Options Voice Mail Message Indication Whenever there are new messages in your mailbox an indication will be provided on your telephone XEN Digital Telephones Large LED Steady RED Analogue Telephones Message Wait Light Steady RED Advanced Dialling At any time you can dial ahead by entering a series of responses even before hearing the entire question to quickly advance directly to the desired section of your voice mailbox Getting Started When you call the XEN Mail Alpha Voice Mail system for the first time you will be asked to personalise your mailbox Doing this will open your mailbox and make it ready for use Entering Your Mailbox Lift handset Dial Voice Mail Dial your Personal ID if necessary typically 9 extension number Follow prompts Record Your Name amp Spell Your Name Record Your Name Record your first and last name Dial to end recording and review your Name recording Dial 1 to re record otherwise dial 2 GETTING STARTED Record Your Personal Greeting At the prompt record an appropriate greeting to callers who reach your mailbox Use the handset to record your name and a brief descriptive message Dial to end recording and review your greeting Dial 1 t
7. o re record otherwise dial 2 Set Your Security Code Dial 1 for YES if you wish to enter a Security Code of 3 to 10 digits via your telephone keypad Dial to complete code entry Re enter your security code as prompted for confirmation Dial to complete code entry Opening Your Mailbox Dial 1 to confirm your personalised settings and open your mailbox for use otherwise dial 2 Note Your personalised settings can be changed at any time through Setup Options CALL FORWARD SETTINGS Call Forward Busy No Answer CF BNA SET Lift handset hear Intercom ICM dial tone Dial the Call Forward Busy No Answer Set code 67 Dial the voice mail Replace handset CANCEL Lift handset hear ICM dial tone Dial the Call Forward Busy No Answer Cancel code 67 Replace handset Call Forward All Calls CFA SET Lift handset hear ICM dial tone Dial the Call Forward All Set code 66 Dial the Voice Mail Replace handset CANCEL Lift handset hear ICM dial tone Dial the Call Forward All Cancel code 67 Replace handset CALLING VOICE MAILBOX Use this simple procedure every time you wish to access your voice mail box Lift handset OR press Speaker Dial the voice mail wait for answer When calling from your telephone Dial your Security Code if prompted When calling from another telephone Dial 2 to start the main greeting Dial your Personal ID typically 9 your extension number
8. or archived for a longer time Review Dial 6 to review messages Dial 1 for YES when prompted You have __ messages to review Would you like to check them Listen to the old messages followed by the day and time recorded Redirect Copy to Another Mailbox Dial 2 while listening to a new or old message Dial 1 for YES to Redirect the message being reviewed Dial the mailbox or group to receive the redirected Message 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 he message to an additional mail box otherwise dial 2 Note You can redirect the same message as many times as you wish Archive Save Dial 1 for YES to Archive the new or old message being reviewed Note Once you listen to an old archived message you must archive it again to keep it from being deleted immediately CHANGING YOUR SETUP OPTIONS You may personalise your mail box to accommodate your current schedule or plans by changing your Setup Options Dial 7 for Setup Options Follow prompts to change the desired Setup Option Dial 7 to repeat the previous 3 seconds of the message Dial 8 to pause message playback Dial 8 again to resume message playback Dial 9 to advance 3 seconds within the message Note
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