Entry Voice Mail for HiPath Systems
Contents
1.2. 9 Accessing Your Personal Standard Mailbox 0 9 Navigating Around Your Standard Mailbox Acoustic User Prompts 10 Overview Announcement Menu and Codes for Your Standard Mailbox ays anise cabo eed eae eee ear amp 12 Overview Message Menu 0 000 e cece eee eee 13 Mailbox Message Retrieval 0 0 0 0 eee 14 Recording and Selecting GreetingS 0 00 cece eee 14 Greeting Settings 0 0 0 0 cece 15 Message Recording On Off 0 000 c eee 16 Changing the Code Number for Personal Standard Mailbox 16 Accessing Attendant Mailboxes 17 Accessing the Attendant Mailbox 0 0 eee 17 Navigating Around the Attendant Mailbox Acoustic User Prompts 17 Overview Announcement Menu and Codes for Your Attendant mailbox 0 00000 e ee eee 19 Recording and Selecting GreetingS 2 0 0 0 00 cece ee eee 20 Greeting SettingS anaana naaa tte eae 21 Changing the Attendant Mailbox Code Number 22 Functions for the Caller 23 OG N EE E E 24 Basic Operating Instructions Basic Operating Instructions Entry Voice Mail EVM is an effective voice mail solution for your HiPath system You can operate all of the available functions via the keys on your optiPoint telephone or on any other telephone with tone dialling DTMF Your Entry Voice Mail supports operation with context sensitive prompts Your Entry Vo
3. announcement 0 Change Enter code number twice 12 Accessing Your Standard Mailbox Overview Message Menu Announcement No of new messages First new message o Announcement No of messages LL EO COCE Nth message E gt 1 If there are no new messages you will be informed of this by a corresponding message 2 If you listen to a new message until the date of the call is announced or for longer than 5 seconds the message is no longer considered new and is automatically regarded as retrieved 13 Accessing Your Standard Mailbox 14 00990 Mailbox Message Retrieval When you access the mailbox the message playback function is offered first Requirement You have accessed your mailbox and activated the Messages function gt Page 9 Follow the prompts Enter code to go to the next message function New messages are played first followed by messages that have already been retrieved but not yet deleted Each message has a date time stamp which is disclosed at the end of the message You are directed to the next mailbox function Greeting selection if e You press during message notification No messages are available or All messages have been retrieved or skipped Enter the code to go back to the previous message function Enter code to replay the last retrieved message Enter code while retrieving the message to call the sender of the m
4. s sssssisiisisiririieirrre 15 Message menu Overview n se 13 Message recording on off seie 16 Message retrieval s s s 14 O Off message recording s s s 16 On message recording s s s 16 Overview announcement MENU ou cece 12 MESSAGE MENU eeeeeeeeeseeeeteteeeeeeeees 13 P PC administration program 4 5 22 R Record greeting cccccecececeeeeee 14 20 Retrieval message Mailbox eect 14 S Select greeting sisisi 14 20 Signalling seian 7 message waiting indication 7 special dial tone sissies 7 Standard Mailbox s is 6 access open V Voice recording capacity Copyright Unify GmbH amp Co KG 11 2013 Hofmannstr 51 81379 Munich Germany All rights reserved Reference No A31003 S2550 B100 3 7619 The information provided in this document contains merely general descriptions or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract Availability and technical specifications are subject to change without notice Unify OpenScape OpenStage and HiPath are registered trademarks of Unify GmbH amp Co KG All other company brand product and service names are trademarks or registered trademarks of their respective holders unify com
5. The selected greeting is activated Enter code to e discard a current system greeting and replace it with a personalised greeting new recording e delete a recorded greeting and replace it with a system greeting The last recorded greeting is activated End recording The recording is then immediately played back Accessing Attendant Mailboxes S 66 Greeting Settings Depending on the day night service settings for your HiPath you can select whether the recorded preset greetings played back to callers are controlled manually as preconfigured gt Page 20 or automatically Automatic day night program For automatic greeting settings greeting 1 is used for day service and greeting 2 is used for night service Requirement You have accessed your mailbox and activated the Select greeting function gt Page 17 Follow the prompts The current status Manual or Automatic is announced Enter code to go to the next mailbox function Code number Enter code to go back to the previous mailbox function Greeting selection Enter code The current status is announced The announced status is active Enter code to switch status The selected status is announced and active 21 Accessing Attendant Mailboxes 22 Changing the Attendant Mailbox Code Number The attendant mailbox is protected against unauthorized access by means of a four digit code number IE The default code number is predefi
6. UNIF Y your enterprise LULT Entry Voice Mail for HiPath Systems User Manual A31003 S2550 B100 3 7619 About This User Manual About This User Manual This user manual is intended for Entry Voice Mail users and trained operators who are responsible for configuring Entry Voice Mail on your HiPath All functions which can be executed via your telephone are described If you discover that certain functions are not available to you it may be as a result of the following e The function is not configured for you please contact your assigned operator e Your Entry Voice Mail or your HiPath does not feature this function please contact your assigned operator for an upgrade The information provided in this document contains merely general descriptions or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of further development of the products An obligation to provide the respective characteristics shall only exist if expressly agreed in the terms of contract All trademarks are the property of Unify GmbH amp Co KG or their respective owners Symbol This device has been manufactured in accordance with a certified es environmental management system ISO 14001 This process ensures that energy consumption and the use of primary raw materials are kept to a minimum thus reducing waste production the municipal waste stream via designated collecti
7. ailbox code number Enter the attendant mailbox number Follow the acoustic prompts Enter the virtual number of the attendant mailbox and press the star button during the announcement Enter the attendant mailbox code number Follow the acoustic prompts Navigating Around the Attendant Mailbox Acoustic User Prompts You can now navigate in the three available status announcements functions Select record announcement and change the attendant mailbox code number e Greeting 1 day or Greeting 2 night gt Page 20 Greeting setting Manual or Automatic day night program gt Page 21 e Change the attendant mailbox code number gt Page 22 ill See also Overview Announcement Menu and Codes for Your Attendant mailbox gt Page 19 You can navigate your mailbox using the numeral keys on your telephone Follow the prompts Depending on the selected status announcement the following settings are possible Enter code to go to the next announcement Enter code to go back to the previous announcement 17 Accessing Attendant Mailboxes 18 So Enter code to replay the current announcement Enter code e to record a greeting for the attendant mailbox e to activate the default greeting e to change your attendant mailbox code number End recording Enter code e to go to the next greeting or e to set the greeting for day night service Disconnect Entry Voice Mail possible at any time Accessing Att
8. eeting the caller can contact an internal subscriber by dialling an internal extension Example Hello the person you are calling is not available at the moment After the tone dial 14 to contact a colleague After the greeting the caller can contact an internal or external subscriber by dialling a speed dial number 0 9 Manual greeting is activated gt Page 15 With automatic greeting Automatic day night program different subscribers can be contacted irrespective of whether day or night mode is set Example Hello If you have questions regarding our products please press 1 If you would like to connect to our hotline please press 2 Mailboxes E Configuring Your Personal Standard Mailbox If your operator has not yet configured a personal standard mailbox for you you can easily do this yourself Requirement The operator has enabled autoconfiguration for standard mailboxes Enter the Entry Voice Mail code the assigned operator will provide you with the code Enter the personal standard mailbox code number default 1234 Listen to the announcement IE Please change the code number when you access your standard mailbox for the first time gt Page 16 If there are no more mailboxes available please contact your assigned operator Activating Your Personal Standard Mailbox To ensure that calls are directed to your Entry Voice Mail you must activate a function such as call forwarding on you
9. endant Mailboxes Overview Announcement Menu and Codes for Your Attendant mailbox l Hiji Entry Voice Mail code l P Attendant mailbox code number Status ann Greeting selection OOWN Greeting settings own OWN Previous status announcement Repeat Next status announcement Next greeting Record default greeting end recording Previous status announcement Repeat Next status announcement On Off manual greeting or Automatic day night program Previous status announcement Repeat Next status announcement Change Enter code number twice 19 Accessing Attendant Mailboxes 20 909 Recording and Selecting Greetings You can record up to two greetings for an attendant mailbox via your telephone If you do not record a greeting the caller hears the default system greeting The most recently selected greeting is only activated if Manual was selected for the Greetings Settings mailbox function gt Page 21 Requirement You have accessed your mailbox and activated the Greeting function gt Page 17 Follow the prompts You hear the current greeting Enter code to go to the next mailbox function Greeting settings Enter code to go back to the previous mailbox function Code number Enter code to replay the preset most recently recorded greeting The selected greeting is activated Enter code to go to the next greeting
10. essage Enter code to delete the last retrieved message Once you have pressed you must confirm the deletion by pressing again Skip all messages and go to the next mailbox function Greeting selection Recording and Selecting Greetings You can record up to two greetings for your standard mailbox via your telephone If you do not record a personalised greeting the caller hears the default system greeting The most recently selected greeting is only activated if Manual was selected for the Greetings Settings mailbox function gt Page 15 Requirement You have accessed your mailbox and activated the Greeting function gt Page 9 Follow the prompts You hear the current greeting Enter code to go to the next mailbox function Greeting settings Enter code to go back to the previous mailbox function Mailbox messages Enter code to replay the preset most recently recorded greeting The selected greeting is activated Accessing Your Standard Mailbox 66 Enter code to go to the next greeting The selected greeting is activated Enter code to e discard a current system greeting and replace it with a personalised greeting new recording delete a personalised greeting and replace it with a system greeting The last recorded greeting is activated End recording The recording is then immediately played back Greeting Settings Depending on the day night service settings for your HiPa
11. ice Mail is configured activated by the assigned operator via a PC administration program IE For security reasons you should change the code number of your standard mailbox after logging in for the first time gt Page 7 Otherwise unauthorized users could potentially use the code number to access your voicemails and fax messages or redirect your station number to external toll based destination for example Overview of Functions Each Entry Voice Mail telephone features the following functions e 24 standard mailboxes voice mailboxes four attendant mailboxes automatic attendant consoles AutoAttendant automatic call acceptance greeting with attendant option day night service speed dial for HiPath 1200 24 standard mailboxes four attendant mailboxes for HiPath 500 2000 3000 5000 24 standard mailboxes up to four of which are attendant mailboxes e Automatic configuration of mailboxes User controlled mailbox configuration e Announcement music on hold before answering Up to two different greetings e Greetings can be selected manually or according to the time of day for day night service e Context sensitive prompting available in seven languages Announcements inform the user of the options available in the current menu e Option for parallel attendant and answering machine procedures 2 ports Up to 120 minutes of voice recording capacity e Maximum recording time of a voice message per mailbox 5 minute
12. ivated on your phone Enter your number and press the star button during the announcement Enter the personal standard mailbox code number Enter your personal mailbox number own internal station number Follow the acoustic prompts Navigating Around Your Standard Mailbox Acoustic User Prompts You can now navigate in the five available status announcements functions You can retrieve messages select record announcements or make settings if required e Message retrieval gt Page 14 Your mailbox does not contain any new or previously retrieved messages The number of available messages is stated The most recent message is played first Each message has a time and date stamp e Greeting 1 day or Greeting 2 night gt Page 14 e Greeting settings Manual or Automatic day night program gt Page 15 e Message recording on off gt Page 16 e Changing the standard mailbox code number gt Page 16 Ts See also Overview Announcement Menu and Codes for Your Standard Mailbox gt Page 12 Accessing Your Standard Mailbox 80 You can navigate your mailbox using the numeral keys on your telephone Follow the prompts Depending on the selected status announcement the following settings are possible Enter code to go to the next announcement Enter code to go back to the previous announcement Enter code to replay the current announcement Enter code to delete the message Enter code to record a personal g
13. ndant mailboxes The rest can be used as personal standard mailboxes You can find out which mailbox is configured for you from your assigned operator If the assigned operator has not yet configured a mailbox for you a mailbox will be automatically assigned to you the first time you dial the voice mail system You can only access the mailboxes by entering a code number gt Page 9 An assigned operator configures the attendant mailboxes for you gt Page 17 based on your telephony requirements Your personal standard mailbox accepts your calls greets the caller with your personalised or standard announcement and offers the caller the option of leaving a message For example This is the voice mailbox of Max Mustermann am not at my desk at the moment please leave me a message after the tone will call you back as soon as possible In addition to the standard mailbox functions the attendant mailbox offers callers the option of contacting you or a colleague directly Your assigned operator can configure the following types of attendant mailboxes e Automatic call acceptance without attendant option The caller only hears a greeting e Greeting with attendant option The caller hears an announcement music on hold and is then connected to the attendant for example Example Thank you for calling Unfortunately there is no one available to take your call at present Please hold while we try to connect you After the gr
14. ned as 0000 HiPath 1200 o 1234 HiPath 500 2000 3000 5000 Please E the code number when you access the attendant mailbox for the first time Only the numeric characters 0 9 are permitted If you forget the code number you can revert to the default setting via the PC administration program Requirement You have accessed your mailbox and activated the Code number function gt Page 17 Follow the prompts Your current code number is announced Enter code to go to the next mailbox function Greeting selection Enter code to go back to the previous mailbox function Greetings settings Enter code The current code number is announced The announced code number is active Enter code You are requested to enter a new code number For security reasons you will be requested to enter the new code number again The specified code number is announced and is active Functions for the Caller oe Functions for the Caller As well as leaving messages callers can also use other functions Call Attendant Callers can terminate the greeting at any time and connect to the attendant if this function has been configured Press key Terminate Greeting Callers can terminate the greeting at any time and leave their messages after the tone if the function for leaving messages has been activated gt Page 16 Press key Wait for the tone and speak Access the Standard Mailbox Attendant Mailbox Callers can terminate
15. on facilities appointed by the government or the local authorities The correct disposal and separate collection of your old appliance will help naar prevent potential negative consequences for the environment and human health It is a precondition for reuse and recycling of used electrical and electronic equipment For more detailed information about disposal of your old appliance please contact your city office waste disposal service the shop where you purchased the product or your sales representative The statements quoted above are only fully valid for equipment which is installed and sold in the countries of the European Union and is covered by the directive 2002 96 EC Countries outside the European Union may have other regulations regarding the disposal of electrical and electronic equipment et All electrical and electronic products should be disposed of separately from Contents Contents About This User Manual 2 SYMON 0 363 clsink Sods ees ES Coed ied ea Oe oad ade ans 2 Basic Operating Instructions 4 Overview of Functions 0 00 002 cc eee 4 Guide to Reading the User Manual 0 0 00 e eee ee 5 MANDONSS tbo boda eek ee ER ea aace naa 6 Configuring Your Personal Standard Mailbox 000 7 Activating Your Personal Standard Mailbox 0 005 7 Activating Your Attendant Mailbox 0 0 02200022 000 ee 8 Accessing Your Standard Mailbox
16. r telephone For instructions on how to activate deactivate call forwarding refer to the user manual for your telephone As the forwarding destination specify the Entry Voice Mail extension you can obtain this number from the assigned operator IE If a personal standard mailbox has not yet been configured callers hear an announcement when the mailbox is activated or are transferred to the attendant Signalling If message waiting indication is configured on your telephone the mailbox LED lights up or flashes automatically if new messages are received optiPoint telephones with display indicate the number of new messages saved for example 3 new messages You also hear a special dial tone indicating the receipt of a new message when you pick up the handset Signalling is activated as soon as a new message is received and is automatically deactivated once the message has been retrieved Mailboxes Activating Your Attendant Mailbox Once configured ask operator you can also divert calls to up to four attendant mailboxes automatic attendant consoles Configure a function such as call forwarding on your telephone For instructions on how to activate deactivate call forwarding refer to the user manual for your telephone Enter the station numbers for the relevant attendant mailboxes as the forwarding destination ask the assigned operator Accessing Your Standard Mailbox E E He c E FO ii Acces
17. reeting to activate the default greeting to activate deactivate message recording or e to change your mailbox code number Enter code to skip all messages and play the next status announcement End recording Enter code e to skip Greeting 1 or 2 or to set the greeting for day night service Disconnect Entry Voice Mail possible at any time 11 Accessing Your Standard Mailbox Overview Announcement Menu and Codes for Your Standard Mailbox Hiji Entry Voice Mail code Hips Personal standard mailbox code number Status ann 1 Previous status announcement or message 2 Repeat 3 Next status announcement or message new messages are played first followed by messages that have already been retrieved but not deleted After the last message the next status announcement is played 0 0 Delete Skip all messages and play next status announcement Messages Menu gt Page 13 Previous status announcement Repeat Next status announcement Next greeting Record default greeting end recording Greeting selection OCOaWN Previous status announcement Repeat Next status announcement On Off manual greeting or Automatic day night program Greeting Settings o w N gt Message 1 Previous status announcement recording 2 Repeat on off 3 Next status announcement 0 On Off 1 Previous status announcement Code number 2 Repeat 3 1 3 Next status
18. s can be configured in increments of 1 to 5 minutes default value 2 minutes 1 The recording quality for greetings can be set via a PC administration program The following three possibilities exist Memory optimized greetings and messages Greetings in HiQuality memory optimized messages Greetings and messages in HiQuality A voice recording capacity of 120 minutes is only possible with the setting Memory optimized greetings and messages Voice recording capacity can be improved by deleting unnecessary languages Basic Operating Instructions Date time stamp for every message The number n of messages recorded in the EVM is displayed on the optiPoint display for example 3 new messages Forwarding of fax calls automatic fax tone recognition toa preconfigured fax destination e Signalling if system memory is more than 80 full e Transfer of individual announcements via the PC administration program Guide to Reading the User Manual User actions are graphically displayed in logical succession in the left column The graphics have the following meanings ann rig Enter extension or code oo Enter code 1 Dependant on your HiPath software version Mailboxes Mailboxes Your Entry Voice Mail provides up to 24 standard mailboxes Four additional attendant mailboxes can be set up for HiPath 1200 In the case of HiPath 500 2000 3000 5000 up to four of the 24 standard mailboxes can be set up as atte
19. sing Your Standard Mailbox To set up your personal mailbox or retrieve messages from it you have to open it first Accessing Your Personal Standard Mailbox IE You can only open the mailbox as described below if the standard code number was changed as recommended during mailbox configuration gt Page 7 gt Page 16 On your own telephone Enter the Entry Voice Mail code the assigned operator will provide you with the code Or if existing configured press the Mailbox key or follow the optiPoint user prompts See also the user manual for your telephone Enter the personal standard mailbox code number Follow the acoustic prompts On other internal telephones Enter the Entry Voice Mail code the assigned operator will provide you with the code Enter the personal standard mailbox code number Enter your personal mailbox number own internal station number The forwarding function for Entry Voice Mail is activated on your phone Enter your internal number and press the star button during the announcement Enter the personal standard mailbox code number Follow the acoustic prompts Accessing Your Standard Mailbox 10 On external phones Establish the connection to your HiPath you can obtain this number from the assigned operator Enter the personal standard mailbox code number Enter your personal mailbox number own internal station number The forwarding function for Entry Voice Mail is act
20. th you can select whether the recorded preset greetings played back to callers are controlled manually as preconfigured gt Page 14 or automatically Automatic day night program For automatic greeting settings greeting 1 is used for day service and greeting 2 is used for night service Requirement You have accessed your mailbox and activated the Select greeting function gt Page 9 Follow the prompts The current status Manual or Automatic is announced Enter code to go to the next mailbox function Message recording on off Enter code to go back to the previous mailbox function Greeting selection Enter code The current status is announced The announced status is active Enter code to switch status The selected status is announced and active 15 Accessing Your Standard Mailbox 16 Message Recording On Off You can specify whether callers can leave messages for you or not message recording on or off Requirement You have accessed your mailbox and activated the Message recording on off function gt Page 9 Follow the prompts The current on or off status is announced Enter code to go to the next mailbox function Code number Enter code to go back to the previous mailbox function Greetings settings Enter code The current status is announced The announced status is active Enter code to switch status The selected status is announced and active Changing the Code N
21. the greeting at any time and open their personal standard or attendant mailboxes only possible internally gt Page 9 and gt Page 17 Press key Follow the acoustic prompts User Attendant Mailbox Functions Once configured callers can fulfil different predefined aims gt Page 6 Follow the acoustic prompts Press the proposed keys 23 Index Index A Activation Mall POX sosaren nE 7 Announcement examples oo ceccccccccecsecsecsessessesetsesseeseeatees 6 Announcement menu overview attendant Mailbox oo eee 19 Announcement OvervieW seser 12 Attendant mailbox 0ccccecceeeeeseereeseees 6 ACCESS OPEN oiiire 17 23 LY oo a eee ee ne ee eee ENE 6 with attendant Option 6 without attendant option 6 Automatic fax tone recognition 5 C Change code number n s 16 attendant Mailbox oo cece eee 22 COdCS ui ceed ee na ee 12 19 Context sensitive prompting s s s 4 D Day night Greeting sssrin 15 attendant Mailbox oo eee 21 Deactivation Mailbox 7 F Forwarding of fax calls sieaas 5 Functions for the caller osc 23 Functions OVervieW cieerec 4 G Greeting attendant Mailbox o n 20 Gay NIQNU seriosas nnen ro 15 manualis eaea ees ee ee Cer ne 15 r cord SCISCE pomanensis 14 24 M Mailbox navigation 0 0 0 10 17 Mailboxes ACUVAUON isa ce rene enea 7 deactivation va deat nteld dere Roald dae 7 number TOUIOVAL userii nas Manual greeting
22. umber for Personal Standard Mailbox Your personal standard mailbox is protected against unauthorized access with a four digit code number IIE The default code number is 1234 Please change the code number when you access your mailbox for the first time Only the numeric characters 0 9 are permitted If you forget your code number your assigned operator can restore the default settings Requirement You have accessed your mailbox and activated the Code number function gt Page 9 Follow the prompts Your current code number is announced Enter code to go to the next mailbox function Messages Enter code to go back to the previous mailbox function Message recording Enter code The current code number is announced The announced code number is active Enter code You are requested to enter a new code number For security reasons you will be requested to enter the new code number again The specified code number is announced and is active Accessing Attendant Mailboxes ar Accessing Attendant Mailboxes This section is only intended for authorised personnel The attendant mailboxes can be configured once they have been set up by the assigned operator Accessing the Attendant Mailbox I You can only open the mailbox in the way described below if the attendant mailbox code number was changed as recommended during mailbox configuration gt Page 22 Enter the code for Entry Voice Mail Enter the attendant m
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