PARTNER® Messaging User Guide
Contents
1. the instructions that came with your communications system e You must have a Call Screening button programmed on your telephone in order to use this feature This feature must be programmed by the System Manager You must activate this feature before or while the incoming call is ringing at your telephone It cannot be activated after the call has been sent to the Voice Messaging system e You cannot be active on another call while using this feature To use call screening e Press the preprogrammed Call Screening button to have your telephone begin screening incoming calls automatically If you want to speak to the calling party pick up your phone s handset and begin speaking The Voice Messaging system will say goodbye Press the preprogrammed Call Screening button to turn off this feature when you no longer want to screen calls2. you to record a conversation while Record you are active on a call at your extension a Call Feature NOTE l l The Record a Call feature is not available to all users on all systems See your System Manager for feature availability When on a call you want to record do the following to begin recording 1 Press the preprogrammed Record a Call RAC button When the system answers if there is space in your mailbox the system will confirm that it will begin recording 2 You and your party should begin speaking NOTES e f the system detects silence for a period of 15 seconds after you have begun recording a conversation the system automatically turns off the Record a Call feature If this happens you can begin recording again by pressing the Record a Call button When you resume recording the system saves the new recording as a separate message 3 To stop recording the conversation do one of the following e Press the Record a Call button again You will still be connected to the other party e Hang up Recording stops and you are disconnected from your party continued Recording Screening Calls Using the Call Screening Feature This feature allows you to listen to a caller leaving a message in your voice mailbox NOTE The Call Screening feature is not available on all systems See your System Manager for feature availability For more information about using this feature see
3. ET 1 After the recorded message plays press to to a Message respond to the recorded message 2 Choose an option e Press to reply to the sender In order to reply the sender must have a mailbox in the system e Press to forward the recorded message e Press El to return the call to an internal sender continued Your Messages ste eaei 3 Record your message then press again ERCEG 4 Choose an option continued e Press to approve If replying skip to Step 7 e Press to play back your comments e Press to re record your comments e Press to cancel replying or forwarding 5 If forwarding do one of the following e Enter the extension of an individual then press e Press and a Group List number then press f i3 Use Personal Group Lists 1 10 or System Group Lists 50 59 e Press to use the Directory See Using the Directory e Press to delete the last entry Repeat Step 5 to address the message to others 6 Press when finished addressing 7 Choose an option e Press to make this a Private message e Press to make this a Priority message e Press to request a Return Receipt e Press to cancel the category e Press to send the recorded message After you assign a category to a message the system gives you the options to assign the other two categories 8 Return to Step 4 of Listening to Messages Sending 1 Log in to Voice Messaging UA 2 Press to recor
4. ansfer to another extension using the Directory press BB then press BA E To replay a Voice Messaging menu press BO To go back to the previous Voice Messaging menu press E3 m To return to the Voice Messaging Activity Menu press m While a message is playing you can e Press to pause the playback and again to resume playback e Press to raise the volume or to lower it e Press B to rewind the message four seconds and play or to skip forward four seconds and play Getting Started Using DIT ezel YI Button Features Feature 1 4 NOTE In some countries the Voice Mailbox Transfer code is c A B Also some systems allow you to use Voice Mailbox Transfer form a standard phone by pressing 3 El G then the extension number Check with your System Manager Log in to Voice Messaging Press B to change your name recording or greeting Press to change your name recording Choose an option e Press to listen to the current name e Press to record your name Record your name then press Choose an option e Press to approve your name e Press B to play back your name e Press A to re record your name You can have up to 6 different Personal Greetings HINT E If the system is set for Bilingual Mode you can record your Personal Greeting s in both languages Your greeting s should tell the callers they can press E3EJ to hear the P
5. communication PARTNER Messaging User Guide Back Panels Front Panels 518 100 701 ue June 2001 Getting Started Eeee BB 1 Choose an option In e If you are at an internal extension go to Step 2 e If you are at an external telephone call in on a line answered by PARTNER Messaging Automated Attendant or Call Answer Service and press when you hear the menu or greeting Skip to Step 3 2 Dial the PARTNER Messaging extension 000 to access the Voice Messaging system 3 Choose an option e If you are at your own extension press e f you are at another telephone enter your extension number then press El 4 Enter your Password then press The first time you log in your Password is not set Press for Step 4 then follow the system prompts to record your name and to enter your new Password The system announces the number of new and old messages in your mailbox Getting Started Once you have logged in you can choose any of the following options Change your name or Personal Greeting Change your Personal Operator Change your Password Change Call Answer Mode 1 Record and send messages Ea Program Outcalling if Outcalling permission is activated for your mailbox Details for the options listed above are located in this User Guide HINTS To transfer to another extension at any time press 8B and then the extension number followed by E m To tr
6. d Using Outcalling About If you turn on Outcalling PARTNER Messaging calls the Outcalling numbers which you have programmed to signal that a new message has arrived in your mailbox You can have Outcalling for all messages or just for Priority messages HINT m f you choose Outcalling for Priority messages only give your callers instructions on how to leave a Priority message Check with your System Manager to see if your mailbox has been assigned Outcalling privileges Outcalling continues until one of the following happens a During the Outcalling message call you press to cancel Outcalling until a new message arrives for you m You log in to your mailbox and listen to the message a The interval specified in your Outcalling Schedule expires PARTNER Messaging has called all numbers in your Outcalling List the number of times specified by the Outcalling Cycles option 1 Log in to Voice Messaging 2 Press B to select Outcalling 3 Press then choose an option e Press to turn Outcalling On for all messages e Press to turn Outcalling On for Priority messages only e Press to turn Outcalling Off e Press to return to the Outcalling menu Setting 1 Log in to Voice Messaging Your 2 Press to select Outcalling Outcalling 3 Press to change your list of Outcalling Numbers Nitec 4 Choose the entry number 1 5 If an Outcalling Number is programmed you hear the Outcalling en
7. d a message 3 Record your message 4 Press when finished recording continued AVAYA communication To order additional PARTNER Messaging User Guides please call 800 457 1235 Copyright 2001 and reference document Avaya Inc number 518 100 701 All Rights Reserved Your Messages Directory Choose an option e Press to approve the recorded message Go to Step 6 e Press BB to play back the recorded message e Press BD to re record the message Go to Step 3 e Press EA to delete the recorded message and return to the Voice Messaging Activity Menu Choose an option e Enter the extension of an individual then press E e Press E3 B and a Group List number then E3 Use Personal Group Lists 1 10 or System Group Lists 50 59 e Press BA to use the Directory See Using the Directory e Press E36 to delete the last entry Repeat Step 6 to address the recorded message to others 7 Press when finished addressing Choose an option e Press to make this a Private message e Press to make this a Priority message e Press El to request a Return Receipt e Press to cancel the category e Press EJ to send the recorded message After you assign a category to a message the system gives you the options to assign the other two categories WARE To use the Directory to transfer to an extension 1 Press 8B then to transfer to a user s extension 2 Enter up to the first
8. ersonal Greeting in an alternate language Log in to Voice Messaging Press B to change your name recording or greeting Press to change your greeting The system announces the current setting s Enter the greeting number 1 6 Choose an option e If the system is set for Monolingual Mode go to Step 6 e If the system is set for Bilingual Mode press to record your greeting in the Primary Language or press to record your greeting in the Secondary Language Then go to Step 6 Choose an option e Press to listen to your greeting e Press to record your greeting e Press E38 to delete your greeting continued Record your greeting then press Choose an option e Press to approve your greeting Go to Step 6 of Activating a Personal Greeting e Press B to play back your greeting e Press A to re record your greeting e Press E38 to delete the greeting just recorded Do one of the following e lf greeting is not already active go to Step 6 of Activating a Personal Greeting e If greeting is currently active choose one of the following Press E3E3 to keep current activation setting Press to change then go to Step 6 of Activating a Personal Greeting You can record up to 6 Personal Greetings Activate the Personal Greeting you want a caller to hear You can activate up to 2 Personal Greetings You can have 1 greeting for internal calls and 1 greet
9. g to a pager continued Using Outcalling EXAMPLE Your Outcalling Number is a paging system To place the call the Voice Messaging system must access an outside line dial the number wait several seconds for the paging system to answer enter your PIN followed by J and a Callback Number followed by The Outcalling Number you would enter is B amp 5 N Bi E KI R ME 5 Ke 5 e MI EI Mi Bi E MI i i E5 3 To enter this Outcalling Number you must dial u EJE3 where 3 represents a pause to allow the Voice Messaging system time to access an outside line u BBEGHHBD to reach your paging system to allow several seconds for the paging system to answer u GAA followed by as your PIN followed by as your Callback Number Reviewing Your Outcalling Numbers 1 Log in to Voice Messaging 2 Press to select Outcalling 3 Press to review your Outcalling Numbers The system announces your list of Outcalling Numbers Your Outcalling Cycles setting determines the number of times the system will call your list of Outcalling Numbers The default setting is 3 times It is suggested that you use at least 2 cycles Log in to Voice Messaging Press to select Outcalling Press B to change the number of Outcalling Cycles Choose an option e Enter the number of times 1 9 your Outcalling List should be called then press El e Press to keep the current setting and return to the O
10. ilbox is in Record Mode callers can leave a message when it is in Answer Only Mode they cannot Log in to Voice Messaging Press to change Call Answer Mode Choose an option e Press El for Record Mode e Press for Answer Only Mode e Press if finished Your Messages About You can assign Priority Private and or Return Receipt Message categories to messages you send New Priority messages are Categories heard first when listening to new messages Private messages cannot be forwarded Return Receipt messages notify you when the message is listened to by the recipient You can assign one two or all three categories to a message Log in to Voice Messaging Press to get messages The system plays the message header 3 Choose an option e Press to listen to the message body e Press to skip the message The message will remain as new until you listen to the body HINTS While the message plays you can choose additional options a Press El to pause and again to resume a Press to rewind four seconds and play a Press to skip forward four seconds and play Press to increase volume or to decrease volume After the message plays choose an option e Press EBB to delete the message e Press amp to save skip the message e Press to replay the message e Press to replay the header only e Press to respond to the message see next section E
11. ing for external calls or you can use the same greeting for both internal and external calls Log in to Voice Messaging Press to change your name or greeting Press to change your greeting Press to activate a greeting If a Personal Greeting is not active the system greeting is used Choose an option e Enter the number of the greeting you want to activate e Press to activate the system default greeting Choose an option e Press to use this greeting for all calls e Press to use this greeting for internal calls only e Press to use this greeting for external calls only e Press if finished continued Your Personal Operator is the person who you want to handle your calls when the caller needs immediate assistance and you are not available In your greeting be sure to mention that callers can press to reach your Personal Operator or the System Operator Log in to Voice Messaging Press to change your Personal Operator Choose an option e Enter your Personal Operator s extension then press e Press B to delete your Personal Operator e Press if finished Log in to Voice Messaging Press B to change your Password Enter the new Password then press 3 Re enter the new Password then press E Call Answer mode determines whether or not the system allows callers to leave a message after listening to your Personal Greeting When your ma
12. ten letters of the name then E Ask your System Manager if users are listed by first or last name To use the Directory to address a message or to add entries to a Group List 1 Press BA to access the Directory 2 Enter up to the first ten letters of the name then You can use Group Lists to address messages to sets of mailboxes without entering each extension individually You can create up to 10 Personal Group lists each with up to 50 mailboxes in it Log in to Voice Messaging Press Wto select Group Lists Press to create a list Enter the Group List number 1 10 then press Choose an option e Enter the extension of the mailbox then press e Press BA to use the Directory See Using the Directory e Press to delete the last entry Repeat Step 5 for each mailbox that you want to add Press when finished Log in to Voice Messaging Press to select Group Lists Press to review or modify Group Lists The system announces the number of entries in the first Group List Choose an option e Press to review or modify the list e Press to delete the list e Press to skip to the next list Repeat step 4 Choose an option e Press amp to skip the extension e Press to delete the extension e Press to add an extension then choose an option Enter the extension of the mailbox then press Press to use the Directory see Using the Directory e Press if finishe
13. try information If an Outcalling Number is not programmed you hear Entry x is not used continued Choose an option e Press Eto change or add an Outcalling Number Go to Step 6 e Press to delete the Outcalling Number e Press to keep the Outcalling Number and return to the Outcalling menu Choose an option e Press to enter a telephone Outcalling Number e Press to enter a pager Outcalling Number e Press to return to the Outcalling menu without making a change Enter the Outcalling Number and wait 5 seconds for the system confirmation See Guidelines for further details and examples of how to set your Outcalling Numbers Choose an option e When prompted press amp if you are finished entering the number Listen to the Outcalling entry information and go to Step 9 e Press to enter more digits then repeat Step 7 Choose an option e Press to confirm your entry e Press to cancel your entry Return to Step 4 to program more Outcalling Numbers You may enter any combination of up to 60 digits including O E3 for a 1 5 second pause and in an Outcalling Number The Outcalling Number can consist of E to access an outside line this is required to reach an external number m The telephone number and or paging system number including area code if necessary m Your paging system Personal Identification Number PIN if any m A Callback Number if Outcallin
14. utcalling menu continued Using Outcalling Setting Your Outcalling Interval is the minimum amount of time Your in minutes the system will wait before calling the next number Out calling in your Outcalling List The system default is 15 minutes Interval 1 Log in to Voice Messaging 2 Press to select Outcalling 3 Press to change the Outcalling Interval 4 Choose an option e Enter the number of minutes 5 99 for the Outcalling Interval then press e Press to keep the current setting and return to the Outcalling menu You can set the time period during which the system will perform Outcalling for your mailbox The default schedule is p set to perform Outcalling 24 hours a day du 1 Log in to Voice Messaging Press B to select Outcalling 3 Press B to change your Outcalling Schedule Choose an option e Press El to change starting time and or ending time e Press to keep the current schedule and return to the Outcalling Menu 5 Enter the starting time in 24 hour format in the form hhmm hh hour mm minute or to keep the current starting time press E 5 Enter the ending time in 24 hour format in the form hhmm or to keep the ending current time press 8 Choose an option e Press to approve your new schedule and return to the Outcalling menu e Press amp J to re enter Return to Step 5 Recording Screening Calls WAK This feature allows
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