Entry Voice Mail for HiPath Systems
Contents
1. Entry Voice Mail for HiPath Systems User Manual for Your Telephone SIEMENS Global network of innovation About This User Manual About This User Manual This user manual is intended for Entry Voice Mail users and trained operators who are re sponsible 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 char acteristics of performance which in case of actual use do not always apply as described or which may change as a result of further develooment 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 Siemens AG or their respective owners Symbol This device has been manufactured in accordance with a certified environ mental management system ISO 14001 This process ensures that ener gy consumption and the use of primary raw materials are kept to a mini mum thus reducing waste production All electrical and electronic products should be dis2. can now navigate in the three available status announcements func tions Select record announcement and change the attendant mailbox code number e Greeting 1 day or Greeting 2 night gt Page 19 e Greeting setting Manual or Automatic day night program gt Page 20 e Change the attendant mailbox code number Page 21 See also Overview Announcement Menu and Codes for Your At tendant mailbox gt Page 18 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 17 Accessing Attendant Mailboxes 18 dae cages O 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 eae Disconnect Entry Voice Mail possible at any time Overview Announcement Menu and Codes for Your Attendant mailbox Entry Voice Mail code Attendant mailbox code number Status ann Greeting selection Greeting set tings Code number COWN OMOWN gt OUN Previous status announcement Repeat Next status announcement Next greeting Rec
3. default system greeting The most recently selected greeting is only activated if Manual was se lected for the Greetings Settings mailbox function gt Page 15 Requirement You have accessed your mailbox and activated the Greet ing 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 messag es Enter code to replay the preset most recently recorded greeting The selected greeting is activated Enter code to go to the next greeting The selected greeting is activated 8 Os Accessing Your Standard Mailbox Enter code to e discard a current system greeting and replace it with a personalised greeting new recording e 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 HiPath you can select whether the recorded preset greetings played back to callers are control led manually as preconfigured gt Page 14 or automatically Auto matic 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 Pag
4. proposed keys Index A Activation MADOX cairan ENa 7 Announcement examples cenctecnieecacincspeotcaccenoeaasaccant 6 Announcement menu overview attendant mailbox oo ee 18 Announcement overview n 12 Attendant mailbox woes 6 ACCESS OPON sivcsidssmutircansuiacaandctactinauns 17 22 TOS e E EE E E E 6 with attendant option n 6 without attendant option 6 Automatic fax tone recognition 4 C Change code number ccceeeeeeeee 16 attendant mailbox ee 21 Eao seh aces AA EAE 12 18 Context sensitive prompting 0 0 0 0 4 D Day night greeting s ni 15 attendant mailbox oo 20 Deactivation MallOOX woe 7 F Forwarding of fax calls oo eee 4 Functions for the caller oo eee 22 Functions OVErVIeW ainn 4 G Greeting attendant mailbox oo 19 day night sotscicacicencescssteesiddaeenanteidoowengasdazed 15 DIN errr ES 15 record SOC CL enausson 14 Index M Mailbox navigation s 10 17 Mailboxes aCUVAON seei ei 7 deactivation 7 ICUS arosa e 6 retrieval eener 14 Manual greeting eicere 15 Message menu overvieW sien 13 Message recording on off seasan 16 Message retrieval l 14 0 Off Message recording nsei 16 On Message recording nsei 16 Overview ANNOUNCEMENt MENU niinen 12 MESSAGE MENU osise 13 P PC administration program 4 5 21 R Record greeting s in 14 19 Retrieval message Mailbox sisis 14 S Select Greeting ce
5. 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 op tion 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 of fers callers the option of contacting you or a colleague directly Your assigned operator can configure the following types of attendant mail boxes 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 con nected to the attendant for example Example Thank you for calling Unfortunately there is no one avail able to take your call at present Please hold while we try to connect you After the greeting the caller can contact an internal subscriber by di alling an internal extension Example Hello the person you are calling is not available at the mo ment After the tone dial 14 to contact a colleague After the greeting the caller can contact an inter
6. Accessing Your Standard Mailbox 9 Accessing Your Personal Standard Mailbox 0005 9 Navigating Around Your Standard Mailbox Acoustic User Prompts 10 Overview Announcement Menu and Codes for Your Standard MailboX oaoa uaaa aaa 12 Overview Message Menu 0 0 0 0 eee 13 Mailbox Message Retrieval nnana anaa aaa ee 14 Recording and Selecting Greetings 2 0 0 0 ee 14 Greeting Settings t de eed ee be eee hee hae eaede exaete seuss 15 Message Recording On Off 20 0 00 16 Changing the Code Number for Personal Standard Mailbox 16 Accessing Attendant Mailboxes 17 Accessing the Attendant Mailbox 0 0 0 ee ee 17 Navigating Around the Attendant Mailbox Acoustic User Prompts 17 Overview Announcement Menu and Codes for Your Attendant mailbox 0 0 0 0 cee ee 18 Recording and Selecting GreetingS 0 0 anaana aaea eee 19 Greeting SCUINGS ss o s iad ws Kody bbw ee Bae eee do need ee hee ees 20 Changing the Attendant Mailbox Code Number 21 Functions for the Caller 00005 22 IGG erR E RE EO 23 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 s
7. d 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 set tings 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 21 Functions for the Caller 22 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 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 Page 6 Follow the acoustic prompts Press the
8. 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 record ing 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 al an Ciim uiam Od O e Accessing Attendant Mailboxes 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 IIE You can only open the mailbox in the way described below if the at tendant mailbox code number was changed as recommended dur ing mailbox configuration gt Page 21 Enter the code for Entry Voice Mail Enter the attendant mailbox 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
9. e 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 selec tion 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 Oo 09 Message Recording On Off You can specify whether callers can leave messages for you or not mes sage recording on or off Requirement You have accessed your mailbox and activated the Mes sage 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 set tings 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 Number for Personal Standard Mailbox Your personal standard mailbox is protected against unauthorized access with a four digit code number gt 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
10. e ceeeeeeeeeeeeee 14 19 GRANG aace ean 7 message waiting indication 0 7 Special dial tone necne 7 Standard Mailbox n e 6 ACCESS OPEN iieii 9 22 V Voice recording capacity ieeeeen 4 23 www siemens com hipath The information provided in this document contains merely general de scriptions or characteristics of performance which in case of actual use do not always apply as described or which may change as a result of fur ther 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 Siemens AG or their respective own ers Siemens AG 2005 Siemens Communications Hofmannstr 51 D 81359 Munich Reference No A31003 S2550 B100 2 7619 Right of modification reserved Subject to availability 16 09 05
11. g Attendant Mailboxes 20 8 Os 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 control led manually as preconfigured gt Page 19 or automatically Auto matic 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 selec tion Enter code The current status is announced The announced status is active Enter code to switch status The selected status is announced and active Accessing Attendant Mailboxes Changing the Attendant Mailbox Code Number The attendant mailbox is protected against unauthorized access by means of a fourdigit code number Ts The default code number is predefined as 0000 HiPath 1200 or 1234 HiPath 500 2000 3000 5000 Please change the code number when you access the attendant mailbox for the first time Only the numeric characters 0 9 are per mitted If you forget the code number you can revert to the default setting via the PC administration program Requirement You have accesse
12. ion to a precontig ured fax destination The recording quality for greetings can be set via a PC administration program The follow ing 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 opti mized greetings and messages Voice recording capacity can be improved by deleting unnecessary languages Basic Operating Instructions e Signalling if system memory is more than 80 full Transfer of individual announcements via the PC administration pro gram Guide to Reading the User Manual User actions are graphically displayed in logical succession in the left col umn The graphics have the following meanings BEE i 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 attendant 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
13. mailbox con figuration 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 announce ment Enter the personal standard mailbox code number Follow the acoustic prompts Accessing Your Standard Mailbox 10 e 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 activated 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 Aro
14. nal or external sub scriber by dialling a speed dial number 0 9 Manual greeting is acti vated 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 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 he 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 gt 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 as signed 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 your 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 If a
15. ord 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 O 9009 Accessing Attendant Mailboxes Recording and Selecting Greetings You can record up to two greetings for an attendant mailbox via your tele phone If you do not record a greeting the caller hears the default system greet ing The most recently selected greeting is only activated if Manual was se lected for the Greetings Settings mailbox function gt Page 20 Requirement You have accessed your mailbox and activated the Greet ing 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 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 19 Accessin
16. personal standard mailbox has not yet been configured callers hear an announcement when the mailbox is activated or are trans ferred 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 anew message when you pick up the handset Signalling is activated as soon as a new message Is received and is auto matically 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 at tendant mailboxes automatic attendant consoles Configure a function such as call forwarding on your telephone For in structions 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 for warding destination ask the assigned operator O o Accessing Your Standard Mailbox Accessing 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 You can only open the mailbox as described below if the standard code number was changed as recommended during
17. posed of separately from the municipal waste stream via designated collection facilities appointed by the government or the local authorities The correct disposal and separate collection of your old appliance will help REE prevent potential negative consequences for the environment and human health It is a precondition for reuse and recycling of used electrical and elec tronic equipment For more detailed information about disposal of your old appliance please contact your city office waste disposal service the shop where you pur chased the product or your sales representative The statements quoted above are only fully valid for equipment which is in stalled 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 equip ment Contents About This User Manual 00008 2 VINO sae setae s bones oad s eee enh oe Geena ye eae ER 2 Basic Operating Instructions 4 Overview of Functions 0 00 0 ee ee 4 Guide to Reading the User Manual 0 0 0 0 5 NMGNNOXGS 50 25 i04 610 1019400040040 940000 040008 6 Configuring Your Personal Standard Mailbox 5 7 Activating Your Personal Standard Mailbox 0 000005 7 SCHUM easa dow oS Gun Ga a a a a Seca oe er er 7 Activating Your Attendant Mailbox 00 0000 eee 8
18. 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 ie Entry Voice Mail code l ie Personal standard mailbox code number Status ann 1 Previous status announcement or message Messages 2 Repeat Menu 3 Next status announcement or message new gt Page 13 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 Previous status announcement Repeat Next status announcement Next greeting Record default greeting end recording Greeting selection OOWN gt Previous status announcement Repeat Next status announcement On Off manual greeting or Automatic day night program Greeting Set tings COWN Message 1 Previous status announcement recording 2 Repeat on off 3 Next status announcement o 0 On Off 1 Previous status announcement Code number 2 Repeat 3 Next status announcement 0 Change Enter code number twice 12 Accessing Your Standard Mailbox Overview Message Menu A Announcement No of new messages ee 7 _ sii Announcement No of messages Nth message o me 1 If there are no new messages you
19. und Your Standard Mailbox Acoustic User Prompts You can now navigate in the five available status announcements func tions You can retrieve messages select record announcements or make r if required Message retrieval gt Page 14 Your mailbox does not contain any new or previously retrieved messag es The number of available messages is stated The most recent mes sage 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 Message recording on off gt Page 16 e Changing the standard mailbox code number gt Page 16 gt See also Overview Announcement Menu and Codes for Your Standard Mailbox gt Page 12 S60 Accessing Your Standard Mailbox 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 greeting to activate the default greeting e 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 e to
20. upports operation with context sensitive prompts Your Entry Voice Mail is configured activated by the assigned operator via a PC administration program Overview of Functions Each Entry Voice Mail telephone features the following functions 24 standard mailboxes voice mailboxes four attendant mailboxes automatic attendant consoles AutoAt tendant 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 Automatic configuration of mailboxes Usercontrolled mailbox configuration Announcement music on hold before answering Up to two different greetings Greetings can be selected manually or according to the time of day for day night service Context sensitive prompting available in seven languages Announcements inform the user of the options available in the current menu Option for parallel attendant and answering machine procedures 2 ports Up to 120 minutes of voice recording capacity Maximum recording time of a voice message per mailbox 5 minutes can be configured in increments of 1 to 5 minutes default value 2 minutes 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 recognit
21. 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 Os Mailbox Message Retrieval When you access the mailbox the message playback function is offered first Requirement You have accessed your mailbox and activated the Mes sages 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 e No messages are available or e 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 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 tel ephone If you do not record a personalised greeting the caller hears the
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