NetComm 3100 User's Manual
Contents
1. soas i ada iaa adan gt tata 13 Cek Messaging 22s 8 oe he Nol A A aa 14 Transferring an Outside Caller to a Mailbox 0 0 0 ccs 14 Accessing the Auto Attendant from a Mailbox 0 0 0 ae 14 Name Dialing p gt sec e546 Av atte sew heise a Be a edad ae nee pane aoa 15 Checking More Than One Mailbox 0 0 c cc ete ee 15 Message Notification 20 0 ce nee tet eee 16 Distribution LISTS sr etori ed Bea ieee a 17 Mailbox Greetings s Jra da feed Mie ig 18 Help tub sAints ie cas Socceteie ate A ane Roa a anata ee Be a 21 24 Hour Touch Tone Accessibility 00 eee 21 Listening to Messages a na a a a tet tee tee tee eee 21 Sending Messages ordear ata E ee eee ee A E 21 Message Storage Limit isco aan fone aoa eae a Gee eee GGG LGM Seay eae ao 21 Forwarding and Transferring Messages 2 00 e eee eee eae 21 Certified Messages 0 5 e bee en ede eee eee eben eee EEDA DEE 21 TYPO ANGAG eii as wie Da a waved coa we 22 Message Length and Conditions 0 0 eee 22 Visual vake Mall li AAA A So elt Boh ed 22 j Voice Mail User Guide Introduction Introduction About Your Voice Mail System The Mitel 3100 Integrated Communications Platform ICP features an automated voice mail system for handling telephone calls and taking messages The system provides you with a mailbox for sending and receiving messages which you can personalize with your name a greeting2. options while listening to a voice message Play Again Repeat the message just played Answer Send a response to the person who sent the message Give Send the message to another mailbox Keep Save this message and play the next if any DOG amp Discard Delete the message just played and play the next if any Discarded messages cannot be recovered GB Play Message Envelope Tell who the message was from and when it was sent You hear the time for messages sent today plus the day for messages sent this week Messages sent more than a week ago include the date EJ Next Message Skip ahead to the next message While listening to a message you can use the following options 1 Pause Stop the message being played press any key to resume Fast Forward Skip forward in the message 5 seconds then resume play Rewind Back up the message 5 seconds then resume play Making and Sending Messages Press g to send a message see the procedure below See Helpful Hints on page 21 for more information 1 Enter all destination mailbox and or distribution list numbers e Fora directory list press El Follow the voice prompts to tell the system where to send this message Continue creating the list of destinations by entering mailbox numbers or distribution list numbers or accessing the directory e Ifyou enter an incorrect number press to delete it from the list e Ifyou normally use a dialing prefix to call the mailbox user
3. Calling for Messages With the Message Light On 1 2 3 Press the Message key or dial the Message Center extension The system prompts you for your passcode Enter your passcode Press to play your messages or press another key to select a different option from the Main Menu See Playing Your Messages on page 12 for more information With the Message Light Off or With No Message Light Indicator 1 2 3 Lift the handset Dial the Message Center extension The system prompts you for your passcode Enter your passcode Voice Mail User Guide 4 Press to play your messages or press another key to select a different option from the Main Menu See Playing Your Messages on page 12 for more information Calling from Outside 1 Ot ae Call your company s Automated Attendant number or Call your extension number and press A when you hear your greeting You are transferred to the Automated Attendant If your mailbox is not on the same voice mail server as the Automated Attendant dial the Message Center extension for your voice mail server Contact your Administrator for more information When the system answers press EJ Enter your mailbox number Enter your passcode Press to play your messages or press another key to select a different option from the Main Menu See Playing Your Messages on page 12 for more information 10 Using the Voice Mail System Usin
4. MITEL Integrated 3100 Communications Platform VOICE MAIL USER GUIDE QA MITEL it s about YOU NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation MITEL The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document Revisions of this document or new editions of it may be issued to incorporate such changes No part of this document can be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without written permission from Mitel Networks Corporation Trademarks Mitel and SX 200 are trademarks of Mitel Networks Corporation Other product names mentioned in this document may be trademarks of their respective companies and are hereby acknowledged 3100 ICP ICP Voice Mail User Guide Release 4 1 November 2004 Trademark of MITEL Networks Corporation Copyright 2004 MITEL Networks Corporation All rights reserved Quick Reference Sheet Ask your Administrator to help you complete this information Write down the following important numbers and keep them handy while using the voice mail system Company Telephone Number Automated Attendant Number The Automated At
5. Options 17 Voice Mail User Guide Press BJ for Distribution List Enter a distribution list number Press B for Delete SO oP Enter the mailbox number to delete using the keypad The system reads back the name or number of the mailbox user 7 Repeat steps 5 and 6 for each number you want to delete To name a distribution list Call the voice mail system and access your mailbox Press EJ for User Options Press BJ for Distribution List 1 2 3 4 Enter a distribution list number 5 Press 4 for Name 6 At the tone record the name of the distribution list This name will be played back when you address a message to this distribution list To use a distribution list Instead of entering a mailbox number enter the number of the distribution list you want to use The system reads back the name or number of the distribution list Mailbox Greetings Using Mailbox Greetings Effectively There are two types of mailbox greetings permanent and temporary You record the permanent greeting when you access your mailbox the first time Temporary greetings override the permanent greeting for the specified duration If there is no temporary greeting callers accessing your mailbox will hear the permanent greeting A permanent greeting cannot be very specific because it is worded to cover all situations To address specific situations create a temporary greeting that will last until you turn it off o
6. To select a menu option that appears in the telephone display you can either press the associated softkey or press the keypad digit for the option Voice Mail User Guide Where to Get Help If you have any problems or questions about procedures consult your Administrator the person in yo ur company who manages the communications system Preparations Before accessing your mailbox you must do three things O O Get the following information from your Administrator and record it in the Quick Reference Sheet at the beginning of this guide the company telephone number the Automated Attendant number the Message Center extension your mailbox number your default passcode the Administrator s name and number Select a new passcode When you first access your mailbox you must change the default passcode to a series of digits that only you know The new passcode must have the same number of character as the default passcode See User Options on page 13 for more information on passcodes Prepare a permanent greeting When you first access your mailbox you must record your permanent greeting This greeting is what callers hear when you are unable to take their calls A sample greeting is given in the start up instructions on the next pages but you may want to create your own See Mailbox Greetings on page 18 for more information Accessing the Voice Mail System Accessing the Voice Mail Sy
7. and a private passcode Easy to use Use your telephone keypad to select options in the voice mail system menus These simple and straightforward menus allow you to concentrate on what to do not on how to do it e Voice prompts guide you every step of the way telling you which menu options are available Don t worry if you make a mistake You can t damage the system so experiment with all the available features Benefits Encourage callers to leave voice messages in your mailbox thereby avoiding missed calls or incorrect messages e Record temporary greetings to let callers know when you are out for the day on vacation or busy in meetings e Listen to or leave messages 24 hours a day from any touch tone telephone e Ifyou are out of the office at another number or with a pager or cellular telephone the voice mail system can notify you when you receive messages Your Telephone Before using the voice mail features of your system familiarize yourself with your telephone e Message key Used to call the Message Center and access your mailbox Keypad Used to make menu selections within the voice mail system Message light Used to indicate when you have messages in your mailbox For telephones that do not have a message light your Administrator can set up the system to call you when someone leaves a message Your telephone may provide softkeys that allow you to select many of the voice mail menu options
8. and check your mailbox by the second time third if busy the system will not call again even if it receives new messages However your telephone s message waiting indicator will be on until the message is checked If your notification number is a pager The system calls only once for each new message that it receives To set Message Notification Follow the procedure below to set your Message Notification options At any time you can press to skip to the next option or to exit Message Notification 1 Call the voice mail system and access your mailbox 2 Press EJ for User Options 3 Press EJ for Message Notification 4 Select when you want to be notified e To be notified during business hours only press E e To be notified outside of business hours only press To be notified around the clock press EJ e To disable Message Notification press g 5 Select the messages for which you want to be notified To be notified for all messages press J e To be notified for urgent messages only press El 16 Ne Using the Voice Mail System Select where you want to be notified To be notified at an internal extension press J e To be notified at an external number press To be notified on a messaging pager press E e To be notified on a tone pager press g To be notified on a digital pager press Bl Enter the number where you want to be notified Distribution Lists You can create several p
9. ary greeting expires at midnight of the last day specified When your temporary greeting expires the caller hears the permanent greeting See Mailbox Greetings on page 18 for more information EJ Memo Record a message for yourself Message Notification Instruct the system to notify you of new messages in your mailbox You can be notified at an internal or external number or at a pager message tone only or digital See Message Notification on page 16 for more information El Exit Options Exit User Options menu 13 Voice Mail User Guide Quick Messaging Quick Messaging allows you to leave messages for yourself or fellow employees without ringing their telephone or accessing your mailbox 1 2 3 Dial the Message Center extension When the system answers press Ea Enter the mailbox number where you wish to leave a message If you normally use a dialing prefix to call the mailbox user enter that prefix before the mailbox number Record the message at least two seconds in length Press any key or hang up Transferring an Outside Caller to a Mailbox To transfer a caller on an outside line to a mailbox 1 5 Press the Transf Conf key If you do not have a Trans Conf key press and release the hookswitch Dial the Message Center extension When the system answers e If you have a mailbox press Ea e If you do not have a mailbox press EJ EJ Enter the mailbox number where t
10. e keypad press 2 for A B or C press 3 for D E or F etc You can enter up to 6 letters 4 Ifa unique match is found the Auto Attendant transfers you to the user If more than one user name start with the letters entered the Auto Attendant lists the number of matches then reads each match s name followed by the keypad number to enter to be transferred to that person For example You are trying to reach James Jones When you press 9 in the Auto Attendant you hear You can enter up to 6 letters of the person s last name using 7 for Q and 9 for Z You enter 5 6 6 3 7 for JONES There is only one voice mail user with the last name spelled by the letters 5 6 6 3 and 7 and you hear You are being transferred to James Jones and the Auto Attendant transfers you You are trying to reach Jamal Singh When you press 9 in the Auto Attendant you hear You can enter up to 6 letters of the person s first name using 7 for Q and 9 for Z You enter 5 2 6 for JAM and wait There is more than one user with the first name starting with the letters on 5 2 and 6 and you hear 3 matches were found To reach Jamal Sing press 1 To reach James Jones press 2 To reach Janette Beauchamps press 3 You press 1 and the Auto Attendant transfers you Checking More Than One Mailbox To check more than one mailbox during a single call to the system 1 Check messages in the first mailbox as you normally do see Calling for Messages o
11. e your name number and a short message Je ne peux prendre votre appel pour le moment Veuillez composer le 8 et laisser votre nom et num ro ainsi qu un court message If you need immediate assistance press 0 Pour obtenir de l aide imm diatement composez le 0 To change a permanent greeting O Tip You create your initial permanent greeting when you first access your mailbox to set your passcode record your name and record your permanent greeting 1 Call the voice mail system and access your mailbox 2 Press EJ for User Options 3 Press EJ for Greeting 4 Record your greeting To end the recording press any key The system plays back your greeting Press BJ to review it A to re record it or EJ to save it and exit To create a temporary greeting Call the voice mail system and access your mailbox Press EJ for User Options 1 2 3 Press 8 for Temporary Greeting 4 Enter the number of days you want the greeting to play from 01 to 99 5 If you have an existing temporary greeting the system plays it back Press 1 to accept this greeting E to review it or E to re record it see step 6 below 6 Record your greeting To end the recording press any key The system plays back your greeting Press to accept it EJ to review it or EJ to re record it 19 Voice Mail User Guide To disable and enable a temporary greeting After creating a temporary greeting you can enable and disable it a
12. eletes a saved message after the message is older than the number of days set by the Administrator typically 15 days Deleted messages cannot be recovered Forwarding and Transferring Messages The Answer and Give options in the Play menu only work with other mailboxes in your company You cannot reply to a message or forward a message to an outside number Certified Messages When you send a certified message the system creates a receipt containing the names of the message addressees This receipt becomes a saved message in your mailbox Every time you listen to the receipt you can find out who has and who has not listened to the message When everyone has listened to the message you can delete the receipt from your mailbox 21 Voice Mail User Guide Type Ahead You don t need to listen to all menu prompts before pressing a key selection the prompts are only for your convenience If you know which keys to use type ahead and move through the system as fast as you wish Message Length and Conditions There is no time limit on message length but after five minutes the system interrupts the caller and asks if they wish to continue If there is no reply the system stops recording and hangs up The same thing happens if the caller stops talking for more than a few seconds or has a very faint connection If the caller is in a very noisy environment such as a factory or a windy car the system ma
13. enter that prefix before the mailbox number 2 Press to end the destination list then record your message 12 Using the Voice Mail System After recording your message you can choose an option from the Send menu Review Listen to the message you just recorded EJ Discard Replace the recorded message with a new one Append Add to your recorded message G Message Addressing Options Provides the following message addressing options Confidential Prevent the receiver s of your message from forwarding it Receipt Request notification that your message has been heard 8 Urgent Place this message first in the destination mailbox es E Exit Message Addressing Exit the Message Addressing options menu E Send amp Exit Send your message to the destination mailbox es and if required dial another extension User Options Press EJ to choose an option from the User Options menu 4 Greeting Record your permanent greeting E Name Record your name Passcode Change your passcode e Your passcode must have the same number of digits as the default passcode e Your new passcode must be different from your old passcode e You can t use or Ei in a passcode B Distribution Lists Setup and send messages to more than one mailbox at a time See Distribution Lists on page 17 for more information 8 Temporary Greeting Record a greeting lasting a specified number of days from 1 to 99 or until you turn it off The tempor
14. ersonal distribution lists each containing a group of mailbox numbers You can also use global distribution lists defined by your Administrator You can have up to five 5 personal distribution lists numbered from 05 to 09 with up to 49 mailbox numbers in each list Global distribution lists are numbered from 01 to 04 Distribution list number 00 allows you to broadcast a message to every mailbox in the system Always use two 2 digits when entering a distribution list number To create or add a number to a distribution list 7 1 2 3 4 5 6 Call the voice mail system and access your mailbox Press EJ for User Options Press BJ for Distribution List Enter a distribution list number Press E for Add Enter a destination mailbox number using the keypad The system reads back the name or number of the mailbox user If you normally use a dialing prefix to call the mailbox user enter that prefix before the mailbox number Continue entering destination mailbox numbers When you are done press gp To review a distribution list 1 2 3 4 5 Call the voice mail system and access your mailbox Press EJ for User Options Press BJ for Distribution List Enter a distribution list number Press for Review The system reads the name or number of all the entries in the distribution list To delete a number in a distribution list e 2 Call the voice mail system and access your mailbox Press EJ for User
15. g the Voice Mail System This section describes the options available in the voice mail system After you call the system and access your mailbox choose from the menus and options shown below e Menu Overview Main Menu UM Play QR y Play Menu LN Play Again E Keep EM Discard UN Pause Send 8 Exit Tip After playing or sending messages the system may return you to a previous menu with different options than the menu you were just using Auto Attendant User Options Transfer to FF Operator Change User Options Send Menu Review Discard yams Append Message Addressing baad as iEnter Mailbox e mpora A Number a Greeting E Cecil 8 Your Directory a Name Mamo I Woe roscoe an i GEA Distribution Exit Y Lists Options Message Addressing Options Confidential 2 Cancel Cancel Receipt Receipt 2 Confidential E Urgent gt E Cancel Urgent Exit Message Addressing 1P0686 After opening your mailbox choose from the following menu options Geo amp Transfer to Operator Play Play your message s Exit Exit your mailbox Make Record and send a message User Options Manage your mailbox Transfer to the operator Auto Attendant Transfer to the Auto Attendant 11 Voice Mail User Guide Playing Your Messages Press to play your messages After listening to a message choose an option from the Play menu You can also use these
16. he caller wants to leave a message If you normally use a dialing prefix to call the mailbox user enter that prefix before the mailbox number Hang up immediately Q Tip If you do not hang up immediately the caller will miss part of the mailbox s greeting Accessing the Auto Attendant from a Mailbox To dial another extension when you call someone and get their mailbox 1 2 During the mailbox greeting press to transfer to the Auto Attendant Dial the extension you want to reach If Name Dialing is enabled on the system you can use the keypad to spell the name of the party you want to reach To call another extension when you are logged in your personal mailbox 1 2 Press to transfer to the Auto Attendant Dial the extension you want to reach If Name Dialing is enabled on the system you can use the keypad to spell the name of the party you want to reach 14 Using the Voice Mail System Name Dialing When enabled the Name Dialing feature allows you to reach a mailbox user from the Auto Attendant by dialing the user s name on the keypad The system can be configured to dial by last name or by first name Up to 6 letters of the name can be entered If there is more than one match the Auto Attendant lists the names of the matches along with the key to press to call each match To dial by name 1 Press 4 to transfer to the Auto Attendant 2 Dial EJ 3 Atthe prompt enter the name using th
17. n page 9 After you finish with that mailbox press to return to the Auto Attendant Press when you hear the company greeting The system asks for the new mailbox number Enter the mailbox number Repeat steps 2 to 4 for each mailbox that you wish to check 15 Voice Mail User Guide Message Notification Message notification allows you to leave the office and have the system notify you when you receive messages The system will call you at a telephone number or pager number You can also use notification to alert you to messages if your telephone does not have a message light With Message Notification you can e Specify when notification should take place when the business is open closed always or never Indicate that you want notification only for urgent messages If your Administrator has given you the ability to specify your own mailbox type and number you can Enter a notification type internal extension number external number message pager tone only pager or digital pager Enter an extension number or telephone number at which to be notified If you have not been given the ability to specify your own mailbox type and number the Administrator must program the notification type and number for you If your notification number is a telephone number The system calls that number at 15 minute intervals twice if there is no answer three times if the number is busy If you do not call in
18. r for a specified number of days Two examples of temporary greetings are Hi You have reached Julie Jones I m on vacation from Friday June 18 through Friday June 25 I ll be back on Monday June 28 so please leave a message and I ll get back to you as soon as possible If you require immediate assistance press O and ask to be transferred to Christine Conner This is Harry Smith and today is Thursday May 13 have a meeting all day today so will not be available to answer calls Please leave a message and I ll get back to you tomorrow 18 Using the Voice Mail System You can change your temporary greeting anytime you wish to let callers know about any schedule changes It s a good idea to create a temporary greeting every day it shows callers that you really do use voice mail You can also leave the name of a backup person if you will not be available to answer calls About Bilingual Greetings Callers to a bilingual system can change the language of the spoken prompts by pressing the Language toggle key This does not change the language of your greeting Contact your Administrator for more information If your system is bilingual you may want to record a bilingual greeting You can use this example as a guide in this example the Language toggle key is 8 You have reached Christine Conner Vous avez joint la boite vocale de Christine Conner can t answer the phone right now so please leav
19. s required or let the system switch to your permanent greeting after a specified number of days 1 2 3 4 Call the voice mail system and access your mailbox Press EJ for User Options Press 8 for Temporary Greetings When prompted to set the duration of the temporary greeting press E EJ to disable an existing greeting or to re enable the greeting Or enter the number of days from 1 to 99 that you want the greeting to last before the system switches to your permanent greeting 20 Helpful Hints Helpful Hints 24 Hour Touch Tone Accessibility The voice mail system functions 24 hours a day 7 days a week All you need is a touch tone telephone to check messages anytime from any location Listening to Messages The Pause Rewind and Fast Forward options in the Play menu apply only while you are listening to a message Use these keys to replay information you missed to pause a message so you can write something or to quickly move ahead to another message While listening to messages new messages play before saved messages After you listen to all messages you are returned to the Main Menu Sending Messages You can use distribution lists to send messages to multiple mailboxes at once You can send a message to more than one distribution list for example if you need to send a message to more mailboxes than a distribution list can accommodate Message Storage Limit The system d
20. stem Calling the Voice Mail System for the First Time 1 2 3 4 5 10 11 Lift the handset or use handsfree dialing Dial the Message Center extension The system prompts you for your passcode Enter your default passcode Press E The system prompts you for a new passcode you must change the passcode Enter your new passcode Your new passcode must have the same number of digits as the default passcode You cannot re enter the default passcode or use or 4 in your new passcode The system asks you to re enter your new passcode for confirmation Enter your new passcode again The system asks you to record your name Say only your name for example Christine Conner Speak immediately after the tone and press any key when you have finished Press 1 to accept to review or to discard your name and re record it The system prompts you for a greeting Keep your greeting short and professional For example You have reached Christine Conner can t answer the phone right now so please leave your name number and a short message will get back to you as soon as possible If you need immediate assistance press O and ask to be transferred to my associate Julie Jones To end the recording press any key The system plays back your greeting Press 1 to accept it ES to review it or EJ to discard and re record it You have now successfully set up your mailbox and can send and listen to messages
21. tendant replaces or assists a live operator in answering and transferring calls to extensions or voice mailboxes Message Center Extension The Message Center enables you to call someone s mailbox to leave a message without having to speak directly to the person You can also retrieve and create messages after logging in your own mailbox through the Message Center For more information see Quick Messaging on page 14 Your Mailbox Number Your Default Passcode Write your Administrator s name and extension number in case you need help with voice mail Name Extension Table of Contents x Quick Reference Sheet 00 A E ee Pe eee ee ae oe S N 3 INtrOdUCTION wii ie ee ee ee ee ee ee eee ee ee ee ee eae eee 7 About Your Voice Mail System lt a rs eatha aa a eee eae 7 Your Telephone iii ii A hE Ra ee ed eee eae 7 Where to GetiHelp ps 0 vercg ater ira A AA 8 Preparations s msn Ca Wha A gaa A Sanaa Aa A a a 8 Accessing the Voice Mail System 2 2 0 00 eee eee eee 9 Calling the Voice Mail System for the First Time 0 00 cee eee eee 9 Calling for Messages s errare ii eee ae 9 Using the Voice Mail System 0c ccc eee eee eee eee 11 MEn CNVOS tasa tha a gs poe ao EGE Mee A he eae es 11 Main MENU 203 22 fee ee ee eee ede E eae eee ae 11 Playing Your Messages 0 0005 cece eee eee eee eee eee eee 12 Making and Sending Messages o ococcccco eee 12 User Options
22. y disconnect The caller should try again from a quieter location Minimum message length is two seconds Visual Voice Mail If you have a 5140 or 5240 IP Appliance you can use the Visual Voice Mail application to access your voice mail messages Not all voice mail features are available from Visual Voice Mail see your IP Appliance User Guide for more information 22
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