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Aspire X Voice Mail User`s Manual

1. Code List To use the various services provided by Voice Mail the operation codes must be input There are two types of operation codes Service code Following the voice guidance a number to select the service Option code A number to select optional settings or operations of a service The service code option code types are as follows rvi tee r ion Service Function ence Optional Function in a Service Opie Code Code Help guidance 0s Listening to messages 1 Repeating the message 1 Pause restarting the message playback 4 Erasing the message and playing the next TH message Saving the message and playing the next OF message Copying the message 2 Skipping a message forward 3 Skipping a message backward 6 Broadcasting the message re played 28 Ending the service Broadcasting a mes 2 sage Erasing all messages TH Continuous message 18 re play Answering Play 31 message No 1 Record 32 Erase 37 Service Function Basic Operation Optional Function in a Service Answering Play message 2 Record Erase Answering Play message No 3 Record Erase Calling an extension after listening to the message from the trunk DISA function after listening to the mes sage from the trunk Transfer via Dial in conversion table Incoming call notice setting
2. 2 22 Manual call recording 1 3 3 3 Message lamp large lamp of the Digital Key Telephone display 1 9 Message ordering service 4 20 Operations of message ordering 4 20 What each person in charge 4 22 Message recording setup 5 9 N Not recording the callers message 4 11 Other 5 5 17 P Password Changing cere etes 2 7 Deleting eese 2 7 2 6 Placing a call on hold while recording 3 4 POPS 5 16 PrlVaCy 5 iere reote iride ans 1 5 R Record a 1 3 Record message for more than one person in a single procedure 2 11 Recording 4 7 4 15 Recording 2 10 Recording the same message to more than one mailbox 2 17 Specifying directly the mailboxes to record a message to 2 18 Using the broadcast abbreviated tne 2 19 Remaining recording time warning indication 1 5 S Sending a message to another person after listening 2 15 T
3. CHECK LINE KEY 16 CONVERSATION RECORD GALYVLS ONILL3O GETTING STARTED USING THE MNLBOX Basic Operation 2 2 Listening to Messages Left 2 8 Recording a Message 2 10 Functions to Manage Your Mailbox 2 13 XO amp IVIN 3H L ONISN Basic Operation Basic Operation Operation Flow The basic operation flow when using the mailbox service is as follows 1 2 9 Lift the handset Press OOO 839 is the Service Code default of Voice Service Center Em This is Voice Service Center The Mail Box number please Press your mailbox number and then When accessing the mailbox that you have been operating on you can just press to proceed to Step 4 Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 5 Input the password and then press Example If your password is 1234 press 1234 Emm Service code please Press the corresponding dial keys of the service function to use If the service function has optional functions follow the instruction of the voice guidance and press the corresponding dial keys For details refer to the Service Option Code List P 2 4 Press QG Hang up USING THE MAILBOX 9 XO amp IVIN 5 Basic Operation
4. XO amp IVIN 5 Functions to Manage Your Mailbox If you wish to calling a trunk line soon after listening to a message from Xpo the trunk Press 51 in the above Step 2 Then perform the following operations 1 Press user ID 2 Press the number of the phone you wish to call 3 Wait for the other party to answers 4 End the call Making E mail Notification Automatically When a Message Is Recorded When a message is recorded in the own mailbox e mail notification can be made automati cally Set the receiving party in advance Bs This function is available only for CCPU B1 including CCPU A1 MEMEDB To use this function connection to the e mail server through the Internet and an e mail address for transmission Even if English is set in the mailbox e mails are sent in Japanese Example of e mail notification 44 Aspire X Voicemai 0 X IUAX X ILRYAZ BOX 100 YY MM DD HH MM 425 03123456878 101 sll When the length of recorded message is less than 2 minutes file size 1 MB it can be attached to an e mail in the WAV file format and sent Attaching recorded message to e mail is set in the installation stage If a message exceeds 2 minutes when the setting for attaching recorded message to e mail is set to Attach a message BRE T A WINE ZUeESBU IAS MICNECATLE Audio file was not attached because it exceeded the
5. recording is started GALYVLS ONILLAD What You Can Do with Voice Mail Use as an Answering Machine lt Extension Trunk answering service gt Extension Answering Service When you are away from your desk or absent Voice Mail acts as an answering machine to han dle calls from extensions Hello PN Mr Tanaka Hello you ve reached Tanaka s answering service oo Tam away from Trunk Answering Service If you set up a day of the week or time of the day 4 f 2 office hours during which you cannot answer calls Voice A 1 have already ended Mail will act as an answering machine to answer SS If you have a message a trunk call received by the specified telephone f number When you receive a message In either case you can set up Voice Mail to automatically make a call to a specified exten sion trunk line to notify you that a new message has been recorded Cautions 7 Installation environment GALYVLS ONILLAD Do not place your telephone where there is a lot of noise especially near a large scale air conditioner or a compressor Voice Mail may malfunction because of the noise V Telephones which are compatible with Voice Mail Voice Mail is compatible with Digital Key Telephones Digital Cordless telephones or Single Line Telephones capable of generating DTMF PB dial If you intend to access the Voice Mail from outside the office check whethe
6. Calling an extension Calling a trunk line Canceling setting Ending the service Automated attendant setting Message re play in registration order set ting Message re play in lat est first order setting Password setting Message registration control setting Ending service ONISN XO amp IIVIN 5 Basic Operation Setting a Password You can set a four digit password to a mailbox to use it as your own mailbox 1 Lift the handset 2 Press O 839 is the Service Code default of Voice Service Center Em This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 Guidance Service code please 4 Press 5 Guidance Password please 5 Press the four digit password to register and then Example If you want to register a password 1234 press 12344 Guidance 1234 input password will be read out Please dial 0 then if yes or dial 1 then if no 0999 is not able to register as a password 6 Press OG Guidance Your Password has been registered Service code please 7 Hang up This completes the setting of the password Basic Operation Changing a password Change a password by the following procedures 1 Follow Steps 1 to 3 The guidance Password please will be hear
7. Box number Password Box number Password We fee tee ten css 55 ces We ul ess 9 Ie e wo vp TO THE SYSTEM ADMINISTRATORS 2 A D Answering a call back from Voice Mail 3 5 Delete key sssssem 3 6 Answering machine service 4 1 Delete Start new recording key 3 6 Answering message Extension answering service Trunk answering service Answering message checking 4 8 4 16 Answering message deleting 4 9 4 16 Answering message recording 4 7 4 15 Answering message switching 4 10 Automated 4 3 Automatic call recording 3 2 Automatically calling a trunk line after recording a message 2 23 B Basic operation 2 2 Broadcast Message Broadcast message checking Broadcast message deleting P Broadcast message recording Busy line attendant C Call information setup 5 10 Call recording service 1 8 3 1 Using reor tne 3 2 Calling a telephone usi
8. Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 4 Input the password and then press Example If your password is 1234 press 1234 Guidance Service code please 4 Press 5 Em The number and time of a message which were recorded can be heard Example If one message has been recorded on Ist January 10 00 PM the guidance will be heard One One January 10 00 PM default 5 Messages are re played The messages are re played from the latest one default setting When you finish listening to one message Guidance Option code please 6 Input the option code Refer to the Service Option Code List P 2 4 When you do not use the option function proceed to Step 7 Hang up end the call 5 In case beep was heard after pressing in Step 3 The input password was wrong Input the correct password If the password is wrong you cannot listen to the messages Using the Trunk Answering Service Using the Trunk Answering Service Voice Mail acts as an answering machine to answer calls received by a specified Trunk line at nighttime or on holidays The procedure to check the saved messages is the same as in the mailbox service For details refer to Listening to Messages Left for You P 2 8 Then do not specify your own mailbox but specify the mailbox number dedicated to Trun
9. IN Automated attendant setup Receiving only Receiving busy non answering Receiving busy non answering automated attendant monitoring Sets the operation when the automated attendant key 70 is pressed down in PRG 15 07 Automated attendant opera tion mode Receiving only Receiving Sets operation for arriving notification when the auto mated attendant is active When 0 Receiving only is selected arriving notifi cation is made only when Receiving transfer set is set for automated attendant setup When 1 Receiving is selected arriving notifica tion is made regardless of the automated attendant setup SHOLVYLSININGVY WALSAS 3H L OL SYHOLVYLSININGY WALSAS 3H L OL Upon Management Setting Item Setting data Default Overview Setting authority level Automatic dele tion of voice mail message 0 Not delete 1 Delete Mail Box Setup Sets whether to delete the old est message automatically forcibly at the time of recording after 200 messages have been recorded in the voice mailbox If 0 Not delete is set a request for recording after 200 messages is rejected IN PRG 40 02 Setting authority level IN Installation service SA System Administrator 1 Setting Item Setting data Default Overview Setting authority level Mailbox number Dial number x and 4 maximu
10. Setting tone is herad Completed When 000 is pressed the fixed guidance is selected 6 Press ses This completes specification of an answering message number ASIAYAS 3NIHOVIA ONIH3MSNV 3H L ONISN 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Trunk Answering Service Calling a trunk line Which Is Using the Trunk Answering Service When you call a trunk line which is using the Trunk answering service it will operate as described below 1 A customer call from an outside 2 Theanswering message is heard When the caller can record a message Example Today s office hours have ended Please leave a message Two short beeps The customer will record a message When the caller cannot record a message Example Today s office hours have ended Please call back tomorrow The customer hangs up The mailbox key of the Trunk answering record box with the recorded message will flash in red and the large lamp message lamp will flash in green Bs To not allow message recording in Step 2 a setting must be made during installa tion In case messages cannot be recorded in Step 2 ps After the answering message the call is disconnected by Voice Mail Using the Trunk Answering Service Listening Messages from Outside You can listen to the messages recorded in the Trunk answering record box from an outside D To enable this function a password must be set for the Trunk answering
11. off 3 jl GALYVLS ONILLAD Functions of Voice Mail Control Keys Registering Voice Mail Control Keys This section describes the procedure for allocating Voice Mail functions to the following keys Function keys of a Digital Key Telephone Function keys of a Digital Cordless Telephone Keys of a DSS console Bs Y Registering a function key Before attempting to allocate a function to a function key always place the hand set on hook 1 Press 2 Press OOO KEY PROGRAM 917 is the Service Code default for function key setting general function level 3 Press the amp _ function key to allocate KEY PROGRAM KEY 16 the function to LINE PORT NO 016 4 Press the function code number KEY PROGRAM KEY 16 Refer to Functions of Voice Mail Control Keys P 1 8 for CONVERSATION RECORD details on the function key numbers Example When 690 function code of the call recording key is pressed 5 Press ser This completes the registration of the Voice Mail control key When you want to register multiple Voice Mail function keys Repeat steps 3 and 4 Functions of Voice Mail Control Keys Checking the Registration 1 2 Help Press Press the _ function key The function registered to the pressed function key is dis played on the screen Exit Press The screen returns to the original display CHECK
12. 3 2 Manual Call Recording 3 3 Answering Call Back from Voice Mail 3 5 Possible Operations during Call Recording Deleting the Recorded Conversation se Deleting the Recorded Conversation and Starting a New Recording 3 6 USING THE ANSWERING MACHINE SERVICE Using Voice Mail as an Answering Machine 4 2 Using the Extension Answering Service 4 3 Automated Attendant Key Setup see Setting and Canceling the Extension Answering Service Recording Checking Deleting the Answering Message Switching the Answering Message eem Setting to Not Record the Caller s Message Calling a Telephone Using the Extension Answering Service 4 12 Listening to Messages from an Outside Using the Trunk Answering Service Recording Checking and Deleting an Answering Message Specify Answering Calling a trunk line Which Is Using the Trunk Answering Service 4 18 Listening to Messages from an Outside 4 19 Using the Message Ordering Service 4 20 Operations of Message Ordering Ser
13. Aftera beep was heard input the password and then press Example If your password is 1234 press 1234 Em The number and time of a message which were recorded can be heard Example If one message has been recorded on Ist January 10 00 PM the guidance will be heard One One January 10 00 PM default 4 The messages are re played When you finish listening to one message Guidance Option code please 5 Input one of the following option codes Repeat the re playing of the message press 1 Delete the message and play the next press 7 Save the message and play the next press 9 6 Hang up Functions to Manage Your Mailbox Automatically Calling a Trunk Line After Recording a Message After receiving a call for an absent person and recording conversation with the other party you can call a trunk line such as a mobile phone PHS of the other party This calling is avail able even if automated attendant isn t set to the mailbox where the conversation is recorded D Incoming call notice given to trunk lines should be set to a mailbox of the recording destination For how to make this setting refer to Making Voice Mail Call You Automatically When a Message is Recorded P 2 20 You need to allocate call recording calling keys to a telephone according to Setting Function Keys For details check with your system administrator 3H L ONIS 1 During call recording Fo
14. 3 is the number to erase a message Hang up This completes the deletion of Broadcast Message A large lamp of a Digital Key Telephone goes off v Listen to Broadcast Message You can listen to Broadcast Message on a Digital Key Telephone of which large lamp turns green and blinks 1 2 3 4 5 Lift the handset Press HDC 3 21 is the Service Code for re play VRS Broadcast Message default Message is re played A large lamp of the Digital Key Telephone via which you listened to the message goes off Hang up This completes listen to Broadcast Message If you wish to listen to a Broadcast Message on a Digital Cordless Tele Nps phone In the case of a Digital Cordless Telephone when it receives Broadcast Message a receiv ing message charge lamp slow red blinking You can listen to the message by performing the same operations as on a Digital Key Telephone If you wish to listen to the message on a Single Line Telephone In the case of Single Line Telephone with a message waiting lamp when it receives Broad cast Message the lamp blinks You can listen to the message by performing the same oper ations as on a Digital Key Telephone Functions to Manage Your Mailbox Functions to Manage Your Mailbox The mailbox has various functions in addition to listening and recording of messages Changing the re play order of messages Skipping forward the re play of a message for a fixed tim
15. 9 839 is the Service Code default of Voice Service Center Guidance This is Voice Service Center The Mail Box number please Press and the mailbox number to record a message to Repeat Step 3 according to the destinations to record the message to Example If the destination mailbox numbers are 250 251 and 252 press 250 251 252 Maximum of 20 mailboxes can be specified Press Em Please record your message Two short beeps Record the message When you finish recording press 2 Em The message has been registered Hang up This completes the recording of a message to more than one mailbox 9 case voice guidance The record feature is not available at the Nps moment is heard after Step 4 The number of messages recorded in that mailbox exceeds 200 The maximum number of messages that can be recorded to a mailbox is 200 In case a voice guidance The message cannot record is heard after Step 6 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox that message recording will fail In case you transfer a message to a large number of people After Step 6 it may take approximately 1 to 2 minutes before the voice guidance The mes sage has been registered is heard This time differs depending on the number of destina
16. IVIN 3H L ONISN Functions to Manage Your Mailbox Press your mailbox number and then Example If your mailbox number is 100 press 100 Em Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 Em Service code please 5 Press one of the following service codes To re play from the oldest recorded message first press 63 To re play from the latest recorded message first press 64 Em Setting has been completed Service Code please 6 Hang up This completes the changing of the message re play order Skipping Forward the Re Play of a Message for a Fixed time You can skip re play of a message forward for a fixed time 1 While re playing a message 2 Press skip key The re playing will skip forward for about 8 seconds Tf the remaining message is shorter than 8 seconds the message re play will end 9 In order to apply this function to a telephone where no skip key is set Zine While message is being re played press 3 an Option Code to skipping a message for ward Skipping Backward the Re Play of a Message for a Fixed time You can skip back re playing message for a fixed time 1 While re playing a message 2 Press back skip key The re playing will skip backward for about 8 seconds Tf the already re played message is shorter than 8 seconds the mess
17. You have a new message A mailbox is like a post office box that is used to exchange voice letters This mailbox not only lets you receive messages from others but also lets you save recorded conversa tions and listen to them later What You Can Do with Voice Mail Y Record a Call Call recording service Taking notes while talking on the phone is sometimes inconvenient because you cannot con centrate on the call or there are just too many things to write down etc Using Voice Mail you can record an entire call and then pass on the information correctly There are two ways to record a call Trunk line Automatic Call Recording Hello When call is received from a trunk line record company speaking ing starts automatically when you lift the handset 77 JN GALYVLS ONILLAD Automatic recording is started and answer to the call Moreover when you make a call to a trunk line the recording starts automatically when the other party picks up their phone To enable this automatic call recording feature a setting must be made during installation Manual Call Recording To start recording a conversation while making a call to a trunk line press the key that has been set up as the call recording key This function can be used to record only the important parts of a call Alright I understand pass your message on to the person in charge
18. accept After a beep was heard press 0 Guidance Setting has been completed Service code please Hang up This completes the setting for automatic calling to a trunk line lt lt Calling an extension gt gt 1 2 Follow Steps 1 to 5 of Calling a trunk line such as a mobile phone or a PHS Pres 7 Guidance Please dial extension number Press the extension number to call and then Example If the extension number is 100 press 100 Emm Dialed extension number is read out please dial 0 then to accept XOG IIVIN AHL ONISN Functions to Manage Your Mailbox 4 After a beep was heard press 0 Guidance Setting has been completed Service code please 5 Hang up This completes the setting for automatic calling to an extension When you receive a call from Voice Mail If a new message is recorded in your mailbox the specified telephone extension trunk line is called When you receive the call perform the following operations D This function can be used only when a password is set for your mailbox Make sure you have set a password Setting is required in the installation stage to use this function For details check with your system administrator 1 You receive a call from the Voice Service Center Lift the handset Emm This is Voice Service Center The mail box number into which the message was registered newly can be heard Password please
19. allowable size for attaching is described at the end of the e mail USING THE CALL RECORDING SERWCE Using the Call Recording 222222272 3 2 Possible Operations during Call Recording 3 6 39IAH3S ONIQHOO3U TIVO JHL Using the Call Recording Service Using the Call Recording Service To enable the call recording service a setting must be made during installation Check the following items with the system administrator before using this service Whether the trunk line is a line that can record calls automatically on calling receiving refer to Automatic Call Recording P 3 2 Whether your telephone can manually record a call refer to Manual Call Recording P 3 3 D This function can only be used when Voice Mail control keys have been set up For procedure to set up the keys refer to Registering Voice Mail Control Keys P 1 10 f the lamp of call recording key does not flash all the Voice Mail lines are in use and it is in a state where it cannot record calls Wait for a while and try pressing the call recording key again If such a state happens too often consult your system administrator To save the recorded conversation make sure you input the mailbox number while recording Depending on the line settings there may be cases where the number cannot be input after the other party ends the call Moreover please note that depending on the Voice Mail
20. authority level IN Installation service SA System Administrator 1 Setting Item Setting data Default Overview Setting authority level General Mes sage Setup 0 Not set 1 100 VRS mes sage num ber Sets VRS message number used for VRS Broadcast Mes sage IN Set VRS Mes sage for Private Call Refuse 0 No message 1 100 VRS mes sage num ber 101 Fixed guid ance Sets VRS message transmit ted when a calling number is not notified and the call reception is refused Fixed guidance This ser vice is suspended Please hang up Set VRS Mes sage for Caller ID Refuse 0 No message 1 100 VRS mes sage num ber 101 Fixed guid ance Sets VRS message transmit ted when a calling number is notified and the call reception is refused Fixed guidance This ser vice is suspended Please hang up SHOLVYLSININGY WALSAS OL SYOLVYLSININGY WALSAS 3H L OL Upon Management Voice Mail E mail Notification Setup lt PRG 40 13 gt Setting authority level IN Installation service SA System Administrator 1 This setting is enabled only for CCPU B1 or equivalent Setting Item Setting data Default Overview Setting authority level E mail Notifica tion Setting 0 Disable 1 Enable Sets whether to enable or dis able e mail notification SA E mail Address Max 48 one byte characters Not set Sets
21. be deleted After pressing the delete key you can continue the call 1 During call recording 2 Press G delete key This completes the deleting of the recorded conversation Deleting the Recorded Conversation and Starting a New Recording lt Delete Start new recording key gt The recorded conversation up to pressing the delete start new recording key will be deleted and a new recording will start After pressing the delete restart recording key you can con tinue the call 1 During call recording 2 Press delete start new recording key This completes the deleting of the recorded conversation and starting of a new recording For the operations hereafter refer to Step 5 and 6 of Automatic Call Recording P 3 2 UONG THE ANSWERING MICHIE SERE Using Voice Mail as an Answering Machine ra eec 4 2 Using the Extension Answering Senicos a ete 4 3 Using the Trunk Answering Service eee 4 15 Using the Message Ordering Service r a 4 20 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using Voice Mail as an Answering Machine Using Voice Mail as an Answering Machine Voice Mail act as an answering machine for extension calls received while you are absent or on another call or calls received at nighttime or on holidays to a specified telephone number line There are two ways to use the answering machine function Extension Answering Service Trunk Answer ing Service T
22. of a message which were recorded can be heard Example If one message has been recorded on Ist January 10 00 PM the guidance will be heard One One January 10 00 PM default Messages are re played The messages are re played from the latest one default setting When you finish listening to one message Guidance Option code please Input the option code Refer to the Service Option Code List P 2 4 When you do not use the option function proceed to Step 7 Hang up end the call In case a beep was heard after pressing in Step 3 Npe The input password was wrong Input the correct password If the password is wrong you cannot listen to the messages 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Extension Answering Service Calling the Voice Service Center By calling a telephone number directly connected to the Voice Service Center or having the person who answered your call transfer your call you can use this feature D 1 Call from your venue outside the office Call a telephone number that directly calls the Voice Service Center or have your call transferred Em This is Voice Service Center The Mail Box number please To enable direct call to the Voice Service Center a setting must be made during installation For details check with your system administrator 2 Press the mailbox number with the messages to listen to and then D
23. per son s mailbox In case a voice guidance The record feature is not available at the moment is heard after Step 3 The number of messages recorded in that mailbox exceeds 200 The maximum number of messages that can be recorded to a mailbox is 200 ipe In case a voice guidance The message cannot record is heard after Step 4 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox that message recording will fail 3H L ONIS In case you transfer a message to a large number of people After Step 4 it may take approximately 1 to 2 minutes before the voice guidance Option code please is heard This time differs depending on the number of destinations and the recorded time of the message Recording the Same Message to More Than One Mailbox You can record the same message at one time to more than one mailbox There are two ways to record Specifying directly the mailboxes to record a message to Using the broadcast abbreviated number Bs To enable the broadcast abbreviated number a setting must be made during installation For details check with your system administrator XOG IIVIN AHL ONISN Functions to Manage Your Mailbox Specifying directly the mailboxes to record a message to 1 2 Q 7 Lift the handset Press 83
24. record box To enable this function a setting must be made during installation For details check with the system administrator 1 Call from an outside Call from a telephone capable of generating DTMF dial 2 Answering message is heard Example Today s office hours have ended Please leave a message Two short beeps 3 Input the password of the Trunk answering record box and then Example If the answering mailbox password is 1234 press 12348 Emm Service code please 4 Press 7 The messages are re played Em The number and time of a message which were recorded can be heard Example If one message has been recorded on Ist January 10 00 PM the guidance will be heard One One January 10 00 PM default 5 The messages are re played Messages are re played from the latest one default setting When you finish listening to one message Emm Option code please 6 Inputthe option code Refer to the Service Option Code List P 2 4 If you are not using the optional function proceed to Step 7 39IAH3S ANIHOVW ONIH3MSNV 3H L ONISN 7 Hang up In case a beep was heard after pressing in Step 3 pe The input password was wrong Input the correct password If the password is wrong you cannot listen to the messages 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Message Ordering Service Using the Message Ordering Service When you need to record piles of messages such as
25. setting the recorded conversation may be deleted Automatic Call Recording lt Trunk line automatic call recording gt You can automatically record the calls received to a line with the trunk line automatic call recording feature set up on lifting up the handset and answering the call Moreover you can make a call from the line with feature and start recording the call when the other party picks up the telephone and answer the call 1 While receiving a trunk call or calling a trunk line When you are calling a trunk line proceed to Step 4 2 Liftthe handset When your telephone has been set up to answer the call by just lifting the handset up proceed to Step 4 To enable the call recording service a setting must be made during installation Using the Call Recording Service Press or the flashing trunk line key Talk with the other party The call recording starts and the call recording key will rapidly flash in red 3 4 5 Press the mailbox number to save the recorded conversation to and then or press the mailbox key 6 Hang up The recorded conversation will be sent to the mailbox specified in Step 5 9 Changing the mailbox to save the recorded conversation to Nps Before hanging up perform Step 5 again In case a beep is heard after Step 5 Because the number of recorded messages in the specified mailbox exceeds 200 therefore the destination mailbox is not confirmed Sp
26. to perform maintenance on the Compact Flash on VMDB unit IN Automatic Erase Mail 0 to 180 Day Sets elapsed days till mails are automatically erased at the time set by PRG 40 01 05 Tf O is set no mails will be erased automatically Escape from VMDB VM while Attendant Message 0 Disable 1 Enable Sets whether to allow the fol lowing service codes to be entered or not when Voice Mail responds when the auto mated attendant or the trunk answering is operated 50 switching to DID call ing 51 switching to DISA calling 52 transfer via dial in conversion table Display caller ID while record ing message playing 0 Disable 1 Enable Sets whether to display the caller number or not when the message is recorded via auto mated attendant an answer ing machine call recording service at receiving a call and the caller number is notified f you press a calling key while the caller number is displayed you can make a call to the displayed num ber Setting Item Setting data Default Upon Management Overview Setting authority level Department group call when the automated attendant is acti vate 0 Disable 1 Enable Sets whether to regard the telephone where automated attendant via Voice Mailis set as a destination of department group call or not Be sure to set it to enable when you use the message ordering service
27. 0 The maximum number of messages that can be recorded to a mailbox is 200 Recording a Message Record message for more than one person in a single procedure Broadcast Message gt You can record messages for more than one person A large lamp flash it on a Digital Key Telephone D Recording Checking Deleting the Broadcast Message Destinations of the Broadcast Messages telephones on which parties can listen are set during the installation For details consult the sales agency XO amp IVIN 3H L NISN Recording a Message 1 Liftthe handset Press GOD 3 22 is the Service Code for Record Play Erase the VRS Broadcast Message default Press 7 7 is the number to record Record message Hang up This completes the recording of a Broadcast Message A large lamp of a Digital Key Telephone that enables you to listen to Broadcast Message turns green and flash Checking a Message 1 Liftthe handset Press HOD 3 22 is the Service Code for Record Play Erase the VRS Broadcast Message default Press 5 5 is the number to re play The messages are re played Hang up This completes the checking of a Broadcast Message XOG IIVIN AHL ONISN Recording a Message lt lt 1 2 3 4 Deleting a Message Lift the handset Press HGD 3 22 is the Service Code for Record Play Erase the VRS Broadcast Message default Press 3
28. 39 is the Service Code default of Voice Service Center Guidance This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 cuisence Password please If you have not set a password to your mailbox proceed to Step 5 39IAH3S 3NIHOVIA ONIH3MSNV JHL ONISN 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN 4 Qo 8 Using the Extension Answering Service Input the password and then press Example If your password is 1234 press 1234 Guidance Service code please Press 322068 Em Please record your message Two short beeps Record the answering message from the handset After finishing the recording press 9 Guidance The announcement message has been recorded Service code please Hang up This completes the registration of the answering message D When putting the handset down please put it down quietly If you put it down harshly unpleasant disconnecting sound will be recorded at the end of the answering message Default answering message Npe When the caller can record a message after the answering message transmission We have no attendant available now please leave your message When the caller cannot record a message after the answering message transmission We have no attendant available now please call back again lt lt Checking gt gt 1 2 3 Follow St
29. ININGY WALSAS 3H L OL Upon Management Setting Setting Item Setting data Default Overview authority level Registration 0 to 500 0 Sets the message box number IN mailbox number to use as the Trunk answering box When this setting is not set up messages from the caller cannot be recorded Voice Prompt Language Assignment for System based lt PRG 40 07 gt Setting authority level IN Installation service SA System Administrator 1 Setting Setting Item Setting data Default Overview authority level Voice Prompt 0 Japanese 0 Sets the VM language for IN Language 1 English System Base Voice Prompt Language Assignment for each Mail lt PRG 40 08 gt Setting authority level IN Installation service SA System Administrator 1 Setting Item Setting data Default Overview Setting authority level Voice Prompt 0 Japanese Language 1 English Sets the VM language for each Mail Box IN Upon Management Voice Mail Multiple Address Group Setup lt PRG 40 09 gt Setting authority level IN Installation service SA System Administrator 1 Setting Item Setting data Default Overview Setting authority level Mailbox num ber specification to broadcast group number Voice Announcement Service Option Dial number x and 4 Maximum 8 digits Specifies the mailbox number set in PRG 40 02 IN PRG 40 10 gt Setting
30. Management Sheet 5 20 GETTING STARTED What You Can Do with 1 2 CAUTIONS 1 5 Using Voice Mail Efficiently 1 7 Functions of Voice Mail Control Keys 1 8 GALYVLS ONILLAD What You Can Do with Voice Mail What You Can Do with Voice Mail This section explains how you can use Voice Mail WV Record and send your own voice or listen to a received message A Voice Mail user can have his her own mailbox With a mailbox you can send voice messages or lis ten to received messages Moreover if you want another person to hear a message you have received you can forward the message to that person s mailbox When you receive a new message in your mailbox you are notified in the following ways Digital Key Telephone The large lamp message lamp will flash If you have set up a key to access your mailbox that key will also flash DSS console If you have set up a key to access your mailbox that key will flash in red Digital Cordless Telephone The message lamp will flash If you have set up a key to access your mailbox that key will also flash Single Line Telephone with a message wait ing lamp The message waiting lamp will flash Display board The message display lamp will flash in red What is a mailbox Mailbox service gt You have a new message
31. Messages Following the Voice Guidance to Listen To Messages 2 9 Recording a Message enne 2 10 Recording a message directly to another person s mailbox wv 2 10 Record message for more than one person in a single procedure 2 11 Functions to Manage Your Mailbox Changing the Re Play Order of Messages Skipping Forward the Re Play of a Message for a Fixed time 2 14 Skipping Backward the Re Play of a Message for a Fixed time 2 14 Stopping a Message Re Play and Re Starting 2 15 Sending a Message to another Person after Listening wee 2 15 Recording the Same Message to More Than One Mailbox 2 17 Making Voice Mail Call You Automatically When a Message is uses EP ET M n 2 20 Automatically Calling a Trunk Line After Recording a Message 2 23 Deleting All the Messages in Your Mailbox Calling the Other Party s Number While Message is Being Re played 2 25 Calling Soon after Listening to the Message from a Trunk Line 2 25 Making E mail Notification Automatically When a Message Is E cea nee 2 26 USING THE CALL RECORDING SERVICE Using the Call Recording Service 3 2 Automatic Call Recording
32. NEC INTRODUCTION INTRODUCTION Thank you for introducing our product Voice Mail With Voice Mail you can record a call to listen to it later and let other people hear the recorded conversation Moreover Voice Mail acts an answering machine to answer the calls received while you are away There are following two types of products in Voice Mail Recordable time varies from prod uct to product For details check with your system administrator Voice Mail type Maximum recording time Remarks Short time Voice Mail 2 hours Comes with a system control unit Long time Voice Mail 120 hours An option IP3WW CF B 1 The symbols used in this manual This symbol represents tips to solve small problems that you may come across Even if you operate Voice Mail exactly as described in this manual there may be differ ences in the reaction of Voice Mail depending on the settings of the main system or Voice Mail In such cases the tips given after this symbol may guide you Moreover hints to different ways of using Voice Mail are described after this symbol If you do not follow these cautions you may not be able to operate Voice Mail well or the procedures will not proceed as desired Please be sure to follow these D This symbol represents the matters that we want you be careful of cautions This symbol represents the contents of the voice guidance from Voice Mail Voice Service Center that you will hear fr
33. The monitoring status is changed to the standby status but recording is continued When another call is received the automated attendant monitoring is activated While you are talking on the phone the monitor function does not work but the answering service message recording is set lt lt Canceling gt gt 1 Press the jJ automated attendant key that slowly flashes in GAN red and check that the key turns off This completes the cancellation of the extension answering service D On a telephone without the automated attendant key setup the automated attendant monitoring cannot be set When the automated attendant monitoring to the same extension number is set on multiple telephones the last telephone setting is enabled Using the Extension Answering Service Recording Checking Deleting the Answering Message Three answering messages can be recorded for each mailbox When the automated attendant feature is set to use the extension answering service the recording of the caller s message starts after one of these answering messages is transmitted If no answering message is regis tered the default message is transmitted For the procedure to switch the answering message refer to Switching the Answering Mes sage P 4 10 This section explains the procedures with the operation for answering message No 1 as an example lt lt Recording gt gt 1 Liftthe handset 2 Press 8 3 0 8
34. Trunk answering service The services above can be used alone or in combination However the mailbox service is the basic service of Voice Mail so this service is a prerequisite to the other services To use each service a setting during installation or setting by the system administrator is required For details consult with the sales agency and set up as required Voice Mail Basic Setup lt PRG 40 01 gt Setting authority level IN Installation service SA System Administrator 1 Setting Setting Item Setting data Default Overview authority _ level E Voice Mail 0 to 16 0 Sets the number of port dedi IN M dedicated chan cated to Voice Mail nel specification m Timestamp 0 No timestamp 1 When re playing the mes IN 5 specification 1 Timestamp sages sets whether to read out z the recorded date and time by E voice guidance or not gt Call recording 0 Do not con 1 When the call is recorded IN 9 operation when tinue sets whether to continue transferred 1 Continue recording after holding and transferring the call or not Automated 0 Disable 1 Sets whether to automatically IN attendant 1 Enable set automated attendant for mailboxes without an actual telephone or not SYOLVYLSININGY WALSAS 3H L OL Upon Management Setting Item Setting data Default Overview Setting authority level Maintenance time setting 0000 to 2359 0000 is no set ting 0000 Sets the time
35. age re play will start again from the beginning Functions to Manage Your Mailbox In order to apply this function to a telephone where no back skip key is set While message is being re played press 6 an Option Code to skipping a message back ward Stopping Message Re Play Re Starting You can stop a message re play at a fixed point and continue the re play from that point 1 While replaying a message 2 Press 2 4 The message re play will stop Press 2 The message re play will start again from the stop point Sending Message another Person after Listening To let another person hear a message in your mailbox you can transfer it There are two ways to transfer a message Transferring to one person s mailbox Transferring to more than one person s mailbox 3H L ONIS Y Transferring a message to one person s mailbox You can transfer a message in your mailbox to one person s mailbox 1 There playing of the message ends Guidance Option code please 2 Press 2 Guidance Please dial the box number to copy the message 3 Input the mailbox number to copy the message to and then Example If the mailbox number to copy the message to is 120 press 120 Guidance Please dial 0 then to accept 4 Press Emm Option code please XOG IIVIN AHL ONISN Functions to Manage Your Mailbox 5 Hang up This completes the transferring
36. age recording restriction Guidance Restriction of message recording has been set Service code please 7 Hang up This completes the setting to not record the caller s message When you set up to not record the caller s message Your mailbox key lamp will change to slow red flashing If you have not registered the answering message the default message We have no attendant available now please call back again 39IAH3S ANIHOVW ONIH3MSNV 3H L ONISN 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Extension Answering Service Calling a Telephone Using the Extension Answering Service When you call an extension with the automated attendance feature which allows message recording you can record a message When a function to directly call an extension DIL DID NTT dial in or sub address dial in of ISDN line is used you can record a message in the same manner When the extension you called is using the extension answering service Voice Mail will operate as shown below amp Function to directly call an extension pe To enable this function a setting must be made during installation For details check with your system administrator 1 Call an extension Example When the extension number of the other party is 100 press 100 2 The answering message is heard When you can record a message Example We have no attendant available now please leave your message Two short beeps Record your message When you
37. authentica tion is set in PRG47 18 Authentication Method Password Max 48 one byte characters Not set Sets the password for logon to the SMTP server when 1 With authentication is set in PRG47 18 Authentication Method E mail address Max 48 one byte characters Not set Sets the mail address for the SMTP server to handle e mails sent from the system From mail address Max 48 one byte characters Not set Sets the mail address to be displayed next to From in the mail header If no mail address is set the PRG47 18 E mail address setting is used as From mail address SHOLVHISINIINGV WALSAS 3H L OL Upon Management POP3 Setup lt PRG 47 19 gt Setting authority level IN Installation service SA System Administrator 1 SYHOLVYLSININGY WALSAS 3H L OL This setting is enabled only for CCPU B1 or equivalent Setting Item Setting data Default Overview Setting authority level Server name Max 48 one byte characters Not set Sets the POP3 server name or IP address for e mail notifica tion IN POP3 port 0 to 65535 Sets the port number of POP3 server Encryption set ting 0 Disable 1 Enable Set this to 1 enable when the POP3 server requires encryp tion connection Account name Max 48 one byte characters Not set Sets the login account name for connection to the POP3 server Pas
38. cannot record a message Example We have no attendant available now Please call back again The service has been set to not record messages from the caller Call back later 3 Hang up Your message has been recorded Listening to Messages from an Outside You can listen to the messages in your mailbox from a trunk line from your venue outside the office To enable this function your call must be transferred to an extension with the function to directly call an extension DIL DID NTT dial in or sub address dial in of ISDN line have your call answered and transferred to an extension with the automated attendant set up Bs While you are away use a telephone capable of generating DTMF dial You can listen to the messages only when the telephone with the messages recorded has the automated attendance set up To enable this function a password must be set up to your mailbox Using the Extension Answering Service Calling an Extension Directly 1 2 Call from your venue outside the office Call an extension with the automated attendant set up from a telephone capable of generating DTMF PB dial or have your call transferred Answering message is heard Example We have no attendant available now Please leave your message Two short beeps Input the password and then 8 Example If the password set to the mailbox is 1111 press 11115 Emm Service code please Press 7 Em The number and time
39. ceive orders and respond to them After listening to orders delete those which don t need to be saved TOTHESYSTEMADMINSTRATORS Upon Management 5 2 Mailbox Management Sheet 5 16 SYHOLVYLSININGY WALSAS 3H L OL Upon Management Upon Management This section describes the necessary information for the system administrators upon manag ing Voice Mail Voice Mail Specification Refer to the following table for the number of mailboxes that can be set inside the system number of recordings and total recording time Item Specification Model Name IP3WW VMDB B1 Voice Encoding System PCM system Number of mailboxes Number of destination unknown boxes 500 in total Maximum number of messages 200 messages 1 box Maximum recording time Short time Voice Mail 2 hours Long time Voice Mail 120 hours option IP3WW CF B1 Maximum number of telephones in simultaneous connection CPU A 8 CPU B 16 The maximum number of telephones in simultaneous connection varies by system control unit If MEMDB A1 an option is installed on CPU A1 this number will be 16 Environment condition Storage Temperature 20 to 60 C Humidity 8 to 80 no condensation Operation Temperature 5 to 60 C Humidity 20 to 80 no condensation Maintenance Changing the Equipment YV Maintenance Contract Voice Mail is a preci
40. d 2 Input the password and then press The guidance Service code please will be heard 3 Follow Steps 4 to 7 Deleting a password Delete a password by the following procedures 1 Follow Steps 1 to 3 The guidance Password please will be heard 2 Input the password and then press The guidance Service code please will be heard 3 Follow Step 4 4 Press 99998 Follow the guidance for the operations hereafter If you forgot your password Consult your system administrator XO TVW AHL ONISN XO amp IVIN ONISN Listening to Messages Left for You Listening to Messages Left for You There are two ways to listen to messages in your mailbox Pressing the mailbox key to listen to messages Following the voice guidance to listen to messages Pressing the Mailbox Key to Listen To Messages If you set up a mailbox key you can listen to messages easily For procedure to set up a mailbox key refer to Registering Voice Mail Control Keys P 1 10 1 Liftthe handset Press the mailbox key Em Password please If you have not set a password for your mailbox proceed to Step 4 Input the password and then press Example If your password is 1234 press 12348 Em The number and time of a message which were recorded can be heard Example If one message has been recorded Ist January 10 00 PM the guidance will be heard One One January 10 00 PM default 4 Mes
41. e Skipping backward the re play of a message for a fixed time Stopping a message re play and re starting Sending a message to another person after listening Recording the same message to more than one mailbox Making Voice Mail call you automatically when a message is recorded Automatically calling a trunk line after recording a message Deleting all the messages in your mailbox Calling the other party s number while message is being re played Calling soon after listening to the meassage from a trunk line XO amp IVIN 3H L ONIS This section describes these mailbox functions To display the lamp in the DSS key It is possible to use it as mailbox key by allocating the DSS key calling an extension sta tus display by Setting Function Keys When you receive a message in your mailbox you are notified in blink red For details consult the sales agency dure to set up a control key refer to Registering Voice Mail Control Keys P 1 Bs The Voice Mail control keys can only be used when they are set up For proce 10 Changing the Re Play Order of Messages When you are listening to messages inside your mailbox you can select whether to listen to the latest recorded message first or listen to the oldest one first 1 Lift the handset 2 Press 8 37 09 839 is the Service Code default of Voice Service Center Guidance This is Voice Service Center The Mail Box number please XO amp
42. ecify another mailbox To one mailbox up to 200 messages can be recorded If you wish to specify whether to record the call for each trunk line You can specify for each trunk line whether to record the call or not on telephones where you can record conversation In this case a setting must be made during installation For details consult the sales agency Manual Call Recording No matter if you are calling or receiving you can record a call to a trunk line whenever you want to 39IAH3S SNIQHOO3H TIVO JHL NISN 1 During a call to from a trunk line 2 Press call recording key The call recording starts and the call recording key will rapidly flash in red The operations hereafter are the same as in Step 5 and 6 of Automatic Call Recording 39IAH3S OSNIQHOO3U TIVO JHL ONISN Using the Call Recording Service Placing a call hold while recording If you press the Hold key while talking both the call and the call recording are stopped at the same time If you answer the call again with the telephone you put the call on hold with the call and the call recording will restart If you answer the call with another telephone the call recording will be continued on the telephone or it will end depending on the setting during installation For details check with your system administrator Possible operations during call recording The following operations are possible For details refer to t
43. ed while on another call Busy line attendant Press the automated attendant key on steady red light The key will flash in red and busy line attendant is set lt lt Canceling gt gt 1 Press the automated attendant key on steady red light Then check that the key turns off Depending on the setup of the automated attendant key the number of button presses during opera tion varies For details refer to Automated Attendant Key Setup P 4 3 This completes the cancellation of the extension answering service v When Using the Voice Guidance When you set or cancel the extension answering service on the telephone without automated attendant key setup perform the operations according to the Voice Guidance lt lt Setting and Canceling gt gt 1 Liftthe handset 2 Press OOQ 839 is the Service Code default of Voice Service Center E This is Voice Service Center The Mail Box number please 4 4 Using the Extension Answering Service Press your mailbox number and then Example If your mailbox number is 100 press 100 Emm Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 Emm Service code please 5 Press ODG When the automated attendant is not set Guidance Do you wish to set automated attendant When the automated at
44. em 5 12 W What is a mailbox 2s 1 2 What you can do with Voice Mail 1 2 INDEX 3 MEMO NEC Corporation 50 013787 004 Issue 4 2011 7
45. eps 1 to 4 Recording Service code please Press OQA When an answering message has been registered The message will be re played When no answering message has been registered Guidance There are no messages Service code please Hang up This completes the checking of the recorded answering message Using the Extension Answering Service lt lt Deleting gt gt 1 Follow Steps 1 to 4 in Recording Emm Service code please 2 Press 3308 Guidance Do you wish to erase announcement message Please dial 0 then to accept Press 0 Em Message has been erased Service code please 4 Hang up This completes the deletion of the answering message If the recorded answering message is deleted Nps Default answering message will be used 39IAH3S 3NIHOVIA ONIH3MSNV 3H L NISN Using the Extension Answering Service Switching the Answering Message If you set up a key to switch the answering message you can switch the answering message according to the purpose of use For procedure to set up a key refer to Registering Voice Mail Control Keys P 1 10 For procedure to record check delete an answering message refer to Recording Checking Deleting the Answering Message P 4 7 and Service Option Code List P 2 4 1 Press answering message switch key Each time you press the answering message switch key the answering message and the lamp dis play of
46. er The Mail Box number please for saving the present contents of recording Press the mailbox number to save the recorded conversation to and then Example If the mailbox number to save the message to is 107 press 107 Emm The message has been saved 4 Hang up This completes the saving of the recorded conversation to the speci fied mailbox 39IAH3S SNIQHOO3H TIVO JHL ONISN Bs If you do not answer the call back the recorded conversation will be deleted f you do not specify the mailbox number and hang up the recorded conversa tion will be deleted When a destination unknown box is set up on installation Nps Voice Mail will not call back automatically but will save the recorded conversation to the box For details check with your system administrator 39IAH3S OSNIQHOO3U TIVO JHL ONISN Possible Operations during Call Recording Possible Operations during Call Recording If you set up the following Voice Mail control keys you can use them during call recording Delete key Delete the Conversation Recording Delete Start new recording key Delete the recorded conversation and start the conversa tion Recording This section describes the operations when these keys are set up For the procedure to set up these keys refer to Registering Voice Mail Control Keys P 1 10 Deleting the Recorded Conversation lt Delete key gt The recorded conversation up to pressing the delete key will
47. er of A gt B gt C HA Extension Department Group ASIAYAS 3NIHOVIA ONIH3MSNV 3H L ONISN 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Message Ordering Service What Each Person in Charge Does Settings and operations each person in charge makes performs to use message ordering ser vice are as follows System Administrator Request for Installation setting to the sales agency To perform message ordering service request the sales agent to make the following set tings during installation Setting department calling number and virtual extension number Example Extension department calling number 500 extension department group No 2 vir tual extension number 501 to 503 Setting extension department group Example virtual extension numbers 501 to 503 extension department group No 2 Setting to interface NTT dial in number with extension department calling number Creating a message box to receive orders with the same number as the virtual extension number Department group call when the automated attendant is activate set to Enable Setting mailbox to receive orders Set it so that names received order No 1 or something and the answering message to receive orders will be recorded in each mailbox to receive orders Also set the extension answering service automated attendant Y People in Charge of Receiving Orders Listen to the orders recorded in the mailboxes to re
48. ering ser vice Second IRG Setup for unanswered DIL IRG Selects Voice Mail when using the Trunk answering service NTT dial in Basic data Setup Sets an extension number department group calling number to be received in Sub address receive mode when the Extension answering service Message ordering service is used Dial in Conversion Table Data Setup Selects Voice Mail for 1 transfer desti nation Assignment and No 2 transfer destination Assignment Dial In Transferred Destination Setup Selects Voice Mail Setting Item Upon Management Overview Setting authority level DID DISA Line Basic Data Setup Basic setting when using DID DISA when using the Extension answering service IN DID DISA Transfer Ring Group at Wrong Dialing Selects Voice Mail IN DID DISA Transfer Ring Group at No answer Busy Selects Voice Mail DSS console key Assignment Sets the function keys for mailbox Voice Mail service call recording service answering machine and answering mes sage switch DNS Primary Sec ondary Address Sets the IP address of the DNS server when SMTP POP3 server is set with name SHOLVYLSININGVY WALSAS 3H L OL SHOLVYLSININGY WALSAS 3H L OL Mailbox Management Sheet Mailbox Management Sheet Extension Default 839 Voice Service Center Calling Number Trunk line
49. extension dial tone different from the ordinary one is heard when you lift the handset Automated Attendant Key Setup Depending on the setting of the automated attendant key the Extension Answering mode that can be operated is changed Automated attendant Cancel Automated attendant Busy line attendant moni tor ing off steady red light rapid red flash slow red flash p a S Automated attendant mode t Busy line attendant mode default Automated attendant monitoring mode details consult the sales agency By the setup of the automated attendant key the number of button presses during The setup of the automated attendant key must be made during installation For operation changes 39IAH3S ANIHOVW ONIH3MSNV JHL ONISN 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Extension Answering Service Setting and Canceling the Extension Answering Service There are following two ways to set cancel the extension answering service When automated attendant key is set When using the Voice Guidance V When Automated Attendant key is set lt lt Setting gt gt 1 Press automated attendant key The automated attendant key will light in red This completes the setting of the extension answering service Voice Mail will answer all the calls received by the specified extension When you also want Voice Mail to answer calls receiv
50. for outgoing calls to the trunk lines f you set 0 Voice Mail will be unable to call so the incoming call notifica tion function will not work Setting Item Setting data Default Upon Management Overview Setting authority level ISDN Calling number setting Dial number x and 4 Maximum 16 digits Sets the caller number when a call is made using the ISDN line IN Calling interval extension 1 to 30 minutes Sets the calling interval when calling an extension Calling interval Trunk 1 to 30 minutes Sets the calling interval when calling a trunk line Maximum call ing count extension 1 to 100 times Sets the maximum number of times to call an extension Maximum call ing count Trunk 1 to 100 times Sets the maximum number of times to call an outside Voice Mail Automated Attendant Data Setup lt PRG 40 06 gt Setting authority level IN Installation service SA System Administrator 1 Setting Item Setting data Default Overview Setting authority level Operation mode 0 Answering and recording 1 Not used Sets whether to record mes sages from the caller or not IN Transmission guidance num ber 0 to 100 Sets the guidance to transmit when Voice Mail answers calls Tf you set 0 the fixed guid ance will be transmitted SHOLVYLSININGVY WALSAS SHL OL SYOLVYLS
51. g that key B amp D D 2 amp D 23 G amp 23 6 amp 2 20 G 0 amp 3 Qo 40 40 4949 2626526536569 0D G2 6 0 6 G0 0 amp 2 6526268262 0 Qo Volume control keys You can adjust the handset speaker volume The picture Digital Key Telephone is using the English type Keys optional item Ask your supplier for details GALYVLS ONILLAD Functions of Voice Mail Control Keys Functions of Voice Mail Control Keys The following describes the types and functions of Voice Mail control keys Register the required keys such as the call recording key and the mailbox key on your tele phone For details refer to Registering Voice Mail Control Keys P 1 10 Function Code No Function Key Lamp Display Call 69 0 Starting and ending the Recording destination not Rapid Record manual call recording specified red flash Recording after destina Steady tion is specified red light Mailbox 67 Specifying the saving When a new message is Rapid destination mailbox for saved red Mailbox the recorded content flash No Checking the saved d After checking a message Red Note flash When message registra Slow tion control is set red flash Afte
52. he section describing each func tion Canceling the recorded conversation refer to Deleting the Recorded Conversation P 3 6 Canceling the recorded conversation and re recording refer to Deleting the Recorded Conversation and Starting a New Recording P 3 6 In case another extension is called and a conference call is held Conference calls cannot be recorded therefore the recording will end For operations after hanging up refer to In case the destination to save the recorded conversation was not specified below In case the destination to save the recorded conversation was not speci fied One of the following will occur For details check with your system administrator The telephone which was recording or the telephone which you answer the call with will be called back automatically by Voice Mail refer to Answering a Call Back from Voice Mail P 3 5 The recorded conversation will be saved in the destination unknown box The recorded conversation will be deleted Using the Call Recording Service Answering a Call Back from Voice Mail You can set up Voice Mail during installation so that Voice Mail will call you back if you do not specify the destination to save the recorded conversation during the call and put the hand set back After answering the call back perform the following operations 1 Receiving call from the Voice Service Center 2 Liftthe handset Guidance This is Voice Service Cent
53. his service can be used by telephones with automated attendant feature set up Calls directly received by an extension from an extension trunk line are answered by Voice Mail Calls received by a specified telephone number line at nighttime or on holidays are answered by Voice Mail To enable this service a setting must be made dur ing installation Also you can use the following service by using the answering service Message Ordering Service Voice Mail can receive piles of messages such as orders from your customers Several people in charge of receiving orders can respond to orders and inquir les Using the Extension Answering Service Using the Extension Answering Service With the extension answering service Voice Mail will answer the calls received by an exten sion while absent and records the caller s message etc automated attendant The procedure to check the recorded message is the same as in the mailbox service For details refer to Listening to Messages Left for You P 2 8 This section explains the required setting for the extension answering service registration of the answering message and the procedure to check the recorded message from your venue outside the office D The Voice Mail control keys can be used only when they are set up in advance For the procedure to set up refer to Registering Voice Mail Control Keys P 1 10 If the extension answering service is set tone
54. ion is unknown at the end of call recording IN Destination unknown mes sage box 0 to 500 Sets the box number to keep the destination unknown mes sages SHOLVYLSININGY WALSAS OL SYOLVYLSININGY WALSAS 3H L OL Upon Management Setting Setting Item Setting data Default Overview authority level Live Recording 0 Display 0 Sets whether to display a IN Display 1 Non display recording condition is dis played or not on the display of a Digital Key Telephone during call recording Recall destina 0 Starting exten 0 In the call back function of IN tion when desti nation is no found sion of the conversation recording 1 Last exten sion of the conversation recording Call Information Setup the call recording at the time of destination unknown sets the destination of the call back either to the extension that starts call recording or that used at the last call recording Setting Item Setting data Default lt PRG 40 05 gt Setting authority level IN Installation service SA System Administrator 1 Overview Setting authority level Maximum num ber of simulta neous calls 0 to 16 Sets the maximum number of lines Voice Mail port can call at one time f you set 0 Voice Mail will be unable to call so the incoming call notifica tion function will not work IN Trunk Group No Sets the route table to use
55. k answering box This section explains the registration of answering messages operation of the Trunk answer ing service and the procedure to check the message from your venue outside the office Bs To enable the Trunk answering service a setting must be made during installa tion For details check with your system administrator Recording Checking Deleting Answering Message lt Editing VRS Messages gt For the answering message transmitted when using the Trunk answering service VRS mes sages are used D You can record a maximum of 100 types of VRS messages However the total number of messages used in the following functions must be 100 or less Answering message of the Trunk answering service Incoming call waiting message Automated attendant message 39IAH3S ANIHOVW ONIH3MSNV JHL ONISN Recording Lift the handset Press HAO 20 is the Service Code for editing the VRS message default Press 7 7 is the number to record Press the VRS message number 001 to 100 QR Record the answering message from the handset 39IAH3S 3NIHOVIN ONIH3MSNV AHL ONISN Using the Trunk Answering Service 6 Hang up This completes the recording of an answering message D When putting the handset down please put it down quietly If you put it down harshly unpleasant disconnecting sound will be recorded at the end of the answering message lt lt Chec
56. king gt gt The registered answering message can be re played and checked Lift the handset Press HAO 20 is the Service Code for editing the VRS message default Press 5 is the number to listen to a message Press the VRS message number 001 to 100 The registered answering message is re played oO NS Hang up This completes the checking of an answering message lt lt Deleting gt gt Lift the handset Press HAO 20 is the Service Code for editing the VRS message default Press 3 3 is the number to listen to a message Press the VRS message number 001 to 100 The specified answering message is deleted Hang up This completes the deleting of an answering message Using the Trunk Answering Service Specify a Answering Message lt Specifying the answer message number of trunk answering service gt You can specify a number 000 to 100 of the answering message transmitted when using the trunk answering service 1 Press ser 2 Press Go GO Attendant Guidance 3 36 is the Service Code for Change the guidance message Line No 001 200 number on Voice Mail Auto Attendant default Press the trunk line number IE MES Mode 1 8 4 Press the number of the time zone you Attendant Guidance wish to transmit the answering message Guidance 000 100 You can select the time zone from 1 to 8 5 Press the VRS message number 000 to 100
57. layed you can make a call to the number just by pressing the calling key A This setting must be made during installation to use the function to display an incoming call number For details check with your system administrator Re play the message The indicator displays an incoming call number For how to re play a message refer to Listening to Messages Left for You P 2 8 Press Wait for the other party to answers Hang up Calling Soon after Listening to the Message from a Trunk Line After accessing your mailbox from an outside telephone and listening to message while you are away from your office you can terminate Voice Mail service and make a call 1 a A Access your Mailbox from an outside telephone and listen to mes sage while you are away from your office Using the extension answering service Refer to Listening to Messages from an Outside P 4 12 in Using the Extension Answering Service P 4 3 Using the trunk answering service Refer to Step 1 to 6 in Listening to Messages from an Outside P 4 12 in Using the Trunk Answering Service 4 15 Press OQA 50 is the Service Code for extension calling Press the extension number you wish to call Press the extension number you wish to call while tone special dial tone different from usual one is heard Wait for the other party to answers Hang up end the call JHL NISN
58. m 8 digits Adds and changes a mailbox Setthe same number as the extension extension department group num ber SA Password Dial number x and 4 4 digits fixed Sets a password for a mailbox A mailbox can be used without this setting Upon Management Message Recording Setup Setting Item lt PRG 40 03 gt Setting authority level IN Installation service SA System Administrator 1 Setting data Default Overview Setting authority level Recording time 1 to 10 minutes Sets the maximum recording time of answering service message recording IN Guidance when recording impossible Fixed guid ance Answering message of the mailbox When the answering service cannot record messages sets whether to transmit the answering message of the mailbox or the fixed guidance Automatic answering mes sage transmis sion for Busy line Live Recording Setup lt PRG 40 04 gt Setting Item Disable Enable When you receive a second call while on another call sets whether to transmit the answering message or not Setting authority level IN Installation service SA System Administrator 1 Setting data Default Overview Setting authority level Processing when the desti nation unspeci fied 0 Register in the destination unknown box 1 Call back operation Sets the operation if the mes sage destinat
59. ng the extension answering service 4 12 Calling a trunk line using the trunk answering SeIV Ce eese 4 18 Calling a trunk line such as a mobile phone or a 2 20 Calling an extension 2 21 Calling an extension directly 4 13 Calling soon after listening to the message from a trunk line 2 25 Calling the other party s number while message is being re played Calling the Voice Service Center Changing the re play order of 11 55 96 5 2 13 INDEX 1 Deleting all the messages in your mailbox Deleting the recorded conversation Deleting the recorded conversation and starting a new recording 3 6 Destination unknown box 5 4 Directly recording message to other person s mailbox 2 10 E Editing VRS Messages 4 15 Extension answering service 1 4 4 3 Extension answering service setting and canceling esses 4 4 When automated attendant key ILE TP 4 4 When Using the Automated Attendant Monitoring 4 6 When using the voice guidance 4 4 Extension Trunk answering service 1 4 F Following
60. nt and automated attendant monitoring settings are required in the installation stage For details of this func tion contact the dealer For settings for the extension answering service refer to Setting and Canceling the Extension Answering Service P 4 4 v Setting up an automatic calling lt lt Calling a trunk line such as a mobile phone or a PHS gt gt 1 Liftthe handset 2 Press OOQ 839 is the Service Code default of Voice Service Center Em This is Voice Service Center The Mail Box number please 2 20 8 9 Functions to Manage Your Mailbox Press your mailbox number and then Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 5 Input the password and then press Example If your password is 1234 press 1234 Guidance Service code please Press 601 GB Guidance Currently the notification of received message has not been set up Dial 1 then for an extension call 2 then for an outside call or 0 then to cancel A voice guidance will explain the settings Press 27 Guidance Please dial outside call number AHL ONISN After a beep was heard press the telephone number to call and then Example If the number to call is 03 1234 5678 press 0312345678 Guidance Dialed telephone number is read out Please dial 0 then to
61. of a message to one person s mailbox 3 In case voice guidance This mailbox cannot record is heard after Step 3 The number of messages recorded in that mailbox exceeds 200 The maximum number of messages that can be recorded to a mailbox is 200 In case a voice guidance The message cannot record is heard after Step 4 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox the broadcast message recording will fail V Transferring a mail to more than one person s mailbox You can transfer a message in your mailbox to more than one person s mailbox at one time maximum 100 mailboxes 7ips To enable the broadcast abbreviated number a setting must be made during installation For details check with your system administrator Broadcast abbreviated number A broadcast abbreviated number is more than one person s mailbox number registered to one number 1 The re playing of the message ends Guidance Option code please 2 Press DOG Em Please dial abbreviated number Press the broadcast abbreviated number 0 to 9 and then Emm Please dial 0 then to accept 4 Press Guidance Option code please Functions to Manage Your Mailbox 5 Hang up This completes the transferring of a message to more than one
62. om the handset You will operate Voice Mail according to this guidance Depending on the settings the actual guidance may differ from the guidance described on this manual Caution 1 Copying or reproducing a part of or the whole of this publication is prohibited 2 The information on this publication may change without prior notice 3 The information on this publication has been produced with thorough examination however if any suspected fact or mistakes or missing descriptions are observed please contact us C 2008 2011 NEC Corporation This publication cannot be copied or modified without permission from NEC Corporation 18 INTRODUCTION 2 2 2 1 11111 nnne i eie gcntis ii GETTING STARTED What You Can Do with Voice Mail e 1 2 Using Voice Efficiently Using Voice Mail Control Keys Functions of Voice Mail Control Keys 1 8 Registering Voice Mail Control 1 10 USING THE MAILBOX Basic Operation 1 1 2 ierra Operation FOW Service Option Code List PassWord eszes em rm Ep Listening to Messages Left for YOU Pressing the Mailbox Key to Listen To
63. orders from customers you can receive them in more than one mailbox Several people in charge of receiving orders can respond to them in a short time because ordering messages are approximately evenly sorted into each mailbox D e This service is available only when NTT dial in is used as an extension depart ment group number To enable the Message Ordering Service a setting must be made during instal lation For details check with your sales agent Operations Message Ordering Service In the message ordering service messages are recorded in mailboxes to receive orders according to the following procedures 1 A customer call from an outside A call placed to the NTT dial in number is received by the extension department group calling number and then stored into an extension number a virtual extension of the same extension department group on first come first served basis 2 answering message is heard Example Hello so and so company Your order is being received The order content is recorded in each mailbox to receive orders Using the Message Ordering Service Example of operation of message ordering service Voice Mail box A to ive orders Extension i Orders received Mailbox B to telephones Department Recording orders iro m die calling number NTT dial in ilbox C to ive orders Sort order on first come first served basis Receives calls in the ord
64. r Mailbox This completes the recording of a message to all the mailboxes regis tered to a broadcast abbreviated number In case a voice guidance The record feature is not available at the Nps is heard after Step 6 The number of messages recorded in that mailbox exceeds 200 The maximum number of messages that can be recorded to a mailbox is 200 In case a voice guidance The message cannot record is heard after Step 8 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox that message recording will fail In case you transfer a message to a large number of people After Step 8 it may take approximately 1 to 2 minutes before the voice guidance The mes sage has been registered is heard This time differs depending on the number of destina tions and the recorded time of the message Making Voice Mail Call You Automatically When a Message is Recorded You can automatically set up to make Voice Mail call your mobile phone PHS or an exten sion when a new message is recorded to your mailbox You should set which telephone to be called in advance This function is available when extension answering service automated atten dant busy line attendant and automated attendant monitoring is set for the own mailbox To use this function for busy line attenda
65. r deleting all mes Off sages Delete 6941 Deleting a recorded con Re record versation and re recording Delete 6942 Canceling call recording and deleting Arriving 6943 Notification is sent to noti notifica fication destination of the tion mailbox where recorded conversation is stored Automated attendant set ting is not required Functions of Voice Mail Control Keys Function f Key name Code No Function Key Lamp Display Answer 70 Setting the automated or When the automated atten ing busy line attendant dant is set Machine GALYVLS ONILLAD No 9 When the busy line dant is set Skip Skipping a message for ward and re playing Back skip Skipping a message back ward and re playing Answer Switching the answering Answering message No 1 ing message Machine Answering message No 2 Answer ing mes sage Answering message No 3 Switch Note When there is more than one new message in the mailbox checking even one of them will cause the lamp display to change to steady red light Message lamp large lamp of the Digital Key Telephone and mailbox key on the DSS console Message lamp When there is a new message rapid green flash After you have listened to the message off DSS console When there is a new message rapid red flash After you have listened to the message steady red light When all messages have been deleted
66. r how to record a call refer to Using the Call Recording Service P 3 2 After pressing the number of the mailbox where you wish to store the recorded conversation press or press Mailbox key Press 4 _ call recording calling key KR Q Hang XO amp IVIN ONISN Functions to Manage Your Mailbox Deleting All the Messages in Your Mailbox You can delete all the messages in your mailbox 1 Liftthe handset 2 Press OOQ 839 is the Service Code default of Voice Service Center Guidance This is Voice Service Center The Mail Box number please After this operation all the messages both before and after listening are deleted Please make sure that the messages can be deleted Press your mailbox number and then 2 Example If your mailbox number is 100 press 100 Em Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 12345 Em Service code please 5 Press 7 4 Guidance Do you wish to erase all messages Please dial 0 then to accept 6 Press 0 Emm All message has been erased Service code please Hang up This completes the deletion of all messages Functions to Manage Your Mailbox Calling the Other Party s Number While Message is Being Re played If an indicator displays an incoming number when a message is re p
67. r the telephone can generate DTMF PB dial Privacy Before recording a call always ask for the other party s permission first V Remaining recording time warning indication When the remaining recordable time of mailbox falls to 10 or less or 3 or less the fol lowing warning is given to the indicator of the telephone CONV REC gt BOX 200 Display alternately 52 VMB HD REMAINS 10 or 52 VMB HD REMAINS 3 If the above shown warning is given listen to the message recorded in the mailbox and then delete it If you keep using it without deleting any message you may run out the remaining recordable time and fail to record your important conversation Cautions GETTING STARTED Using Voice Mail Efficiently Using Voice Mail Efficiently GALYVLS ONILL3O Using Voice Mail Control Keys We recommend setting up Voice Mail control keys on your Digital Key Telephone DSS con sole or Digital Cordless Telephone to allow you to use Voice Mail efficiently V Setting up a 24 key Digital Key Telephone and DSS console You can allocate the required function to As mailbox keys you cannot only allocate any function keys your own box but also allocate multiple box keys Large lamp If you set up a specific box key for Mess lam someone who calls you often record you Message p can specify the mailbox to which the calls N will be saved by just pressin
68. ransferring to more than one person s mailbox 2 16 Transferring to one person s mailbox 2 15 Service Option Code List 2 4 Setting to use Voice Mail 5 5 Basic setup Call information setup 5 10 Live recording setup 5 9 Mail box 5 8 Message recording setup 5 9 Other 5 5 17 Voice announcement Service Option 5 13 Voice Mail automated attendant data setup 5 11 Voice mail multiple address group 5 13 Voice prompt language assignment for each mail 5 12 Voice prompt language assignment for system 5 12 Setting up an automatic calling 2 20 Calling a trunk line 2 20 Calling an 2 21 Skipping backward the re play of a message for a fixed time 2 14 Skipping forward the re play of a message for a fixed time SMTP Setup Specify a answering message Specifying directly the mailboxes to record a message to 2 18 INDEX 2 Specifying
69. sages are re played Messages are re played from the latest one default When you finish listening to one message Guidance Option code please 5 Input the option code Refer to the Service Option Code List P 2 4 If you are not using the optional function proceed to Step 6 6 Hang up When there is no message Zane A guidance There are no messages Service code please will be heard If you want to end the operation hang up to finish Listening to Messages Left for You Following the Voice Guidance Listen Messages When you are using a Single Line Telephone a Digital Key Telephone Digital Cordless Tele phone without the mailbox key set up to listen to messages follow the procedures below 1 Lift the handset 2 Press 8 G 9 839 is the Service Code default of Voice Service Center Em This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 Emm Password please If you have not set a password to your mailbox proceed to Step 5 JHL ONIS 4 Input the password and then press Example If your password is 1234 press 12348 Guidance Service code please 5 Press D Em The number and time of a message which were recorded can be heard Example If one message has been recorded on Ist January 10 00 PM the guidance will be heard One One Jan
70. sion instrument Please consult with the sales agency and agree on a maintenance contract SUOLVHLISINIINGV WALSAS SHL OL SYOLVYLSININGY WALSAS 3H L OL Upon Management Mailbox Types There are the following three types of mailboxes Mailbox Incoming call to individual extension Trunk Answering Record Box Incoming call to atrunk line Destination Unknown Box Call recording ends This box is used for nighttime and holidays machine 14 OG ZA For whom is this left for A mailbox that corresponds to an extension number including the virtual extension or an Extension Depart ment group number which is allocated to each user This mailbox is also used when using the extension answering service My own mailbox o 2 A m Mail Box Box for Voice Mail to act as an answering machine for calls received by the specified trunk line number at night time or on holidays KZI LY 7 3 Trunk Answering Record Box Z_ A box to keep the recorded conversations if the saving destination is unknown keep it ve Destination Unknown Box Z_ 900 Upon Management Setting to Use Voice Mail Voice Mail has the following four types of services so that it can be used to suit the com pany s different operations e Mailbox service Call recording service Extension answering service
71. sword Max 48 one byte characters Not set Sets the login password for connection to the POP3 server Upon Management Other Settings Next settings are set up as required for Voice Mail operation For details consult the sales agency Setting authority level IN Installation service SA System Administrator 1 Setting Item Overview Setting authority level Date and Time Setup Sets the date and time transmitted on guid ance SA Conversation Recording Resource Sets the number of call recording used to secure conference resource for call record ing IN Virtual Extension number setup Sets virtual extension number to receive orders when message ordering service is used Extension Depart ment group pilot number setup Sets an extension department group pilot number when message ordering service is used Voice Mail Center Access Sets the number to access the Voice Mail Center default 839 Night Mode function Setup Selects the switching method for system operation mode when using the Trunk answering service Automatic Night Ser vice Patterns Sets the daily pattern for the automatic switching operation mode when using the Trunk answering service Weekly Night Ser vice Switching Sets the operation mode weekly schedule when using the Trunk answering service Holiday Night Ser vice Switching Sets the operation mode sched
72. tendant is set Guidance Do you wish to cancel automated attendant Guidance Please dial 0 then to accept 6 Press 0 When setting Em Automated attendant has been set When canceling Emm Automated attendant has been canceled Emm Service code please Hang up This completes the setting or canceling of the extension answering service Bs ASIAYAS ANIHOVW ONIH3MSNV 3H L ONISN On a telephone without the automated attendant key set up the busy line atten dant feature cannot be set 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Extension Answering Service V When Using the Automated Attendant Monitoring You can listen to the answering status and the caller s message through the speaker when Voice Mail answers a call lt lt Setting gt gt A setting must be made during installation For details consult the sales agency 1 Press the 4 J automated attendant key three times The automated attendant key will slowly flash in red This completes the setting of the extension answering service For all calls received by the specified extension number you can listen to the caller s voice through the speaker on the telephone during call recording Answering the call during monitoring Lift the handset and answer the call The message recorded before you answer the call is cancelled Canceling the monitoring operation during monitoring Press the Exit key
73. the answer message number of trunk answering service 4 17 Stopping a message re play and 22 2 21 2 15 T To the System Administrators 5 1 Transfer To more than one person s 2 16 To one person s mailbox 2 15 Trunk answering record box 5 4 Trunk answering service 1 4 4 15 Trunk line automatic call recording 1 3 3 2 U Use as an answering machine 1 4 USING iet e here 3 1 Using the broadcast abbreviated cen cul 2 19 V Setting to use Voice Mail Voice announcement Service 5 13 Voice announcement service option 5 13 Voice Mail Basic setup 5 5 Control keys 1 7 1 8 1 10 5 2 Telephones which are compatible with Voice Mail 1 5 Voice Mail automated attendant data setup 5 11 Voice Mail control keys 1 7 Functions wi 1 8 Registration 1 10 Voice Mail E mail Notification Setup 5 14 Voice mail multiple address group setup nene 5 13 Voice prompt language assignment for each mail 5 12 Voice prompt language assignment for syst
74. the key switches as shown in the following Answering message Answering message Answering message switch key switch key switch key aJ gt a gt a S When the answering message When the answering message When the answering message No 1 is set No 2 is set No 3 is set Lamp extinguishes Lamp steady red light Lamp flashing red ight 39IAH3S 3NIHOVIN ONIH3MSNV 3H ONISN Using the Extension Answering Service Setting to Not Record the Caller s Message When you are away from your desk or absent you can set Voice Mail to only transmit the answering message calls received to the extension and not record the caller s message 1 Liftthe handset 2 Press 8 3 09 839 is the Service Code default of Voice Service Center Em This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 Emm Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 Em Service code please 5 Press 6 6 When the message recording is not restricted Guidance Do you wish to restrict message recording Please dial 0 then to accept When the message recording is restricted Emm Do you wish to cancel the restriction of message recording Please dial 0 then to accept 6 Press 0 When setting the mess
75. the mail address to which e mail notification is sent SA Attaching Audio File 0 Not attach 1 Attach SMTP Setup Sets whether to attach an audio file to e mail An audio file is attached only when the file size is less than 1 MB for mes sage of 2 minutes or less No file of 1 MB or more is attached lt PRG 47 18 gt Setting authority level IN Installation service SA System Administrator 1 This setting is enabled only for CCPU B1 or equivalent Setting Setting Item Setting data Default Overview authority level SMTP setup 0 Disable 0 Sets whether to disable or IN 1 Enable enable the SMTP setup for e mail notification Server name Max 48 one byte Not set Sets the SMTP server name IN characters or IP address SMTP Port 0 to 65535 25 Sets the port number of the IN SMTP server Setting Item Setting data Default Upon Management Overview Setting authority level Encryption set ting Disable Enable Set this to 1 enable when the SMTP server requests encryption connection IN Authentication method Without authentication With authenti cation 2 POP3 Sets whether SMTP authenti cation is required Set POP3 when login to the receiving server before sending a mail is requested Account name Max 48 one byte characters Not set Sets the account name for logon to the SMTP server when 1 With
76. the voice guidance to listen to messages Functions to manage your mailbox Installation environment 1 5 K Key lamp display 1 8 L Listen to broadcast message 2 12 Listening to 2 8 Mailbox 2 8 Voice guidance 2 9 Listening to messages from an outside 4 12 4 19 Calling an extension directly 4 13 Calling the Voice Service Center 4 14 Live recording setup 5 9 M Mailbox eter erede Mailbox key Mailbox key on the DSS console 1 9 Mailbox management sheet 5 20 Mailbox service 1 2 box setup 5 8 Mailbox 5 4 Maintenance and Changing the 5 8 Making E mail Notification Automatically When a Message Is Recorded 2 26 Making Voice Mail call you automatically when a message is recorded 2 20 Calling a trunk 2 20 Calling an extension 2 21 When you receive a call from Voice
77. tions and the recorded time of the message Functions to Manage Your Mailbox Using the broadcast abbreviated number You can record a message to all the mailboxes registered to a broadcast abbreviated number maximum 100 mailboxes Broadcast Abbreviated Number A broadcast abbreviated number is more than one person s mailbox number registered to one number To enable the broadcast abbreviated number a setting must be made during installation For details check with your system administrator 1 Liftthe handset Press 83 9 839 is the Service Code default of Voice Service Center Guidance This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 Eme Service code please 5 Press 27 Guidance Please dial abbreviated number 6 Aftera beep was heard press the broadcast abbreviated number 0 to 9 and then Guidance Please record your message Two short beeps N Record the message 8 When you finish recording press 2 Emm The message has been registered Service code please 9 Hang up AHL ONISN XO amp IVIN 5 Functions to Manage You
78. uary 10 00 PM default 6 Messages are re played Messages are re played from the latest one default When you finish listening to one message Guidance Option code please Input the option code Refer to the Service Option Code List P 2 4 If you are not using the optional function proceed to Step 8 8 Hang up When there is no message A voice guidance There no messages Service code please will be heard If you want to end the operation Hang up to finish XO amp IVIN ONISN Recording a Message Recording a Message You can record a message to another person s your own mailbox to pass on information or to take notes by voice Recording message directly to another mailbox You can directly record a message to another person s mailbox 1 Lift the handset 2 Press 8 3 09 839 is the Service Code default of Voice Service Center Em This is Voice Service Center The Mail Box number please Press GO the mailbox number of the person s mailbox and then Example If the mailbox number of the person s mailbox is 107 Press 3 1079 Em Please record your message and two beep 4 Record a message 5 Hangup This completes the recording of a message to another person s mail box In case a guidance The record feature is not available at the moment is pe heard after Step 3 The number of messages recorded in that mailbox exceeds 20
79. ule on a spe cific day Conversation Recording Destina tion for Trunk line Sets the call recording destination exten sion number automatic call recording recording box specification and auto matic call recording for outgoing call SUOLVHLISINIINGV WALSAS OL SYOLVYLSININGVY WALSAS 3H L OL Upon Management Setting Item Overview Setting authority level Programmable Func tion Key Sets the function keys for mailbox Voice Mail service call recording service answering machine and answering mes sage switch IN Conversation Recording Destina tion for Extension Sets the call recording destination exten sion number automatic call recording recording box specification and auto matic call recording for outgoing call Extension Depart ment group basic data setup Sets Circular Routing to extension department group No of department group calling number to receive orders when message ordering service is used Extension group setup on a telephone Sets department group numbers to virtual extension numbers to which incoming calls are sorted when the message ordering ser vice is used Incoming Ring Group for Normal Ring Trunk Selects Voice Mail when using the Trunk answering service DIL Assignment Sets the extension number to receive calls when using the Extension answ
80. vice 4 20 What Each Person in Charge Does sse 4 22 TO THE SYSTEM ADMINISTRATORS Upon Management nnne 5 2 18 15 ONILI39 XO amp IVIN JHL ONISN AOIAYAS ONIQHOO3H TWO JHL ONISN AOIAYAS 3NIHOVIN ONIB3MSNV JHL ONISN SHOLVHYLSININGY WALSAS SHL OL Voice Mail Specification 2 5 2 Maintenance and Changing the Equipment 5 8 Mailbox Types Setting to Use Voice Mail Voice Mail Basic Setup Mail Box Setup cote eee tectae Cote t Ce I edes Message Recording Setup sse 5 9 Live Recording Setup Call Information Setup Voice Mail Automated Attendant Data Setup 5 11 Voice Prompt Language Assignment for System based 5 12 Voice Prompt Language Assignment for each Mail Box 5 12 Voice Mail Multiple Address Group Setup 5 13 Voice Announcement Service Option 5 13 Voice Mail E mail Notification Setup 5 14 SMTP Setup ec 5 14 POPS Set p z seo ee Ie be ee 5 16 Other Settings vices ncc c c tee co cd rend dte edes 5 17 Mailbox

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