NEC Xen Digital Voicemail User's Manual
Contents
1. You can create your own message groups When you send message to a group the message is sent to all members of that group A group can be private or open allowing only you or all users to send messages to the group Use group maintenance features to list groups and members add or delete members and delete established groups Transfer and Delivery Options Callers may be transferred and messages may be delivered to you in a variety of ways Discuss available options with your system manager e Call transfer enables callers to be automatically directed to your extension or another programmed telephone number When Call Screening is on Xen Mail will ask the callers name ring your extension tell you the caller s name and ask if you want to take the call or direct the caller to your voice mailbox When your line is busy and the Call Hold option is on callers will be advised of the number of calls holding and be given the option to hold or leave a message in your mailbox When a new message has arrived in your mailbox you will receive an indication at your telephone Depending on your schedule you may also program the system to alert you at additional numbers home phone mobile phone or pager Personal Options e Access Personal Options to review or change your Security Code Recorded Name Spelled Name and Directory Listing Status Changing Your Setup Options Quick Key 7 You may personalise your voice mai2. DIGITAL VOICEMAIL USER GUIDE Digital Voicemail User Guide Name Extension Number Personal ID To reach Xen Mail From Inside dial From Outside dial System Manager Extension Number To simplify recording write down your greeting here Sample Hi this is I m away from my phone now but I will check my mailbox regularly Leave me a message and I ll return your call as soon as possible Thanks Remember dial 1 for YES 2 for NO Table of Contents General Information Pages 2 3 Getting Started Pages 4 5 Call Forward Settings Calling Your Voice Mailbox Pages 6 7 Checking Messages Leaving Messages Pages 8 9 Reviewing Messages Pages 11 Changing Your Setup Options Pages 13 15 Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record Pages 16 17 Programming Live Record Function Keys Page 18 Live Monitoring Page 19 20 Xen Mail Softkeys amp Definitions Pages 21 25 Xen Mail Access Codes Page 26 General Information Introduction Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail As both the Xen Mail and Xen Mail Lite have common features this guide will only make reference to the Xen Mail This guide describes the system s features and details the steps you need to take to make Xen Mail a working partner in your day to day business Throughout this guide you will find numerous tips and shortcuts designed to help you get
3. You have ___ messages to review would you like to check them mm Dial 1 for YES or 2 for NO to review messages mi Listen to old messages followed by day and time recorded Redirect Copy to another mailbox a Dial 2 while listening to a new or old message Dial 1 for YES to Redirect the message being reviewed Dial the voice mailbox or group to receive the redirected message For more details see Leaving Messages m Dial 1 to confirm your entry m Dial 1 for YES if you want to record an introduction otherwise dial 2 Record your introduction when prompted m Dial to end recording Dial 1 for YES to set special delivery options otherwise dial 2 m Dial 1 for YES to redirect the message to an additional voice mailbox otherwise dial 2 Archive Save Dial 1 for YES to Archive the new or old message being reviewed Note 1 You can redirect the same message as many times as you wish Note 2 Once you listen to an old or archived message you must archive it again to keep it from being deleted immediately 11 Keeping Your Voice Mailbox Current Review and revise your setup options on a regular basis Greetings e You review the greetings you have recorded for the internal and outside callers Greetings can be re recorded at any time An alternative greeting can be recorded and selected to accommodate special situations such as when you are out of the office Message Groups
4. your extension number Dial your security code if prompted When calling from outside Dial your personal ID typically 9 your extension number m Dial your security code if prompted Respond to each question by dialling 1 for YES or 2 for NO OR use Quick Keys to step ahead to a specific topic to a specific topic to check new messages to leave messages to review messages to change your setup option Checking Messages Quick Key 4 Call your voice mailbox for new messages when you receive a voicemail message indication Alternatively you can press the Softkeys as shown in the section titled Xen Mail Softkeys amp Definitions a Dial 1 for YES when asked You have new messages Would you like to hear them 3 Messages marked Urgent are played first 3 Messages from outside callers are played in the order received Messages from other Xen Mail users are sorted by sender At the tone you may record a reply otherwise dial 2 The day and time recorded is announced at the end of each message While listening to a message you can Q m To skip the message and save it as new To repeat the entire message To advance to the end of the message To redirect and or archive save the message To change playback volume To repeat the previous 3 seconds of the message ONIN To pause message playback dial 8 again to resume message playback 9 To advance seconds
5. Monitoring m Live Monitoring key flashes red while feature is being set Dial the password same as Station Outgoing Lockout password default is 0000000000 a Live Monitoring is continuously lit red Note Activating the Live Monitoring feature will reset Call Forward All settings You will need to set Call Forward All settings again To operate Manual Live Monitoring while the caller is leaving a voicemail message To listen to the caller press the START soft key while the outside caller is leaving a message Live Monitoring key is continuously lit green To stop Live Monitoring while the caller is leaving a voicemail message mi Press the CANCEL soft key or mi Press the green Live Monitoring feature access key To retrieve the call during the Live Monitoring feature Manual Live Monitoring 3 Press the START soft key while the outside caller is leaving a message Pick up the handset Or press SPEAKER Automatic Live Monitoring Pick up the handset Or mi press SPEAKER Note The call will be recorded up to this point To cancel the Live Monitoring feature when not in use mm Press the Live Monitoring feature access key 19 Caller ID with Call Return The Caller ID feature lets you hear or view the phone number of an external caller when you retrieve your messages The Caller ID Call Return feature allows the voicemail system to use Caller ID information captured with the message to call an
6. SPARE PHONE ON OFF PH SCHED MORE Live Monitoring Options After Pressing SETUP PERS and MORE Softkeys Press LM Softkey 24 LIVE MONITORING OFF AUTO gt MAN BACK SETUP OPTIONS GRPS DELIV BACK MORE SETUP GREETING INT ALT BACK MORE RCNAME LM MORE TRANSFER OPTIONS BACK MORE GROUP OPTIONS DEL BACK MORE DELIVERY OPTIONS SPARE BACK MORE WORK PHONE URG BACK MORE HOME PHONE URG BACK MORE PAGER PHONE URG BACK MORE SPARE PHONE URG BACK MORE LIVE MONITORING ON BACK LISTEN FOR OPTIONS BACK MORE Softkeys Live Record Options PAUSE END REREC MORE After pressing RECORD Feature key After pressing PAUSE during Live Record Other Options Called Mailbox with NO MSGS Manager Status Called Mailbox with NO MSGS No Manager Status After the handset is lifted During Call Screening After pressing the EXIT softkey Manager Items Called Mailbox with MSGS Manager Status After pressing MGR softkey NO NEW MSGS OLD LVMSG SETUP NO NEW MSGS OLD LVMSG SETUP CALL SCREENING ACCEPT REJECT MENU OPTIONS QUIT MAIN BACK 2 NEW MSGS NEW OLD LVMSG SETUP MANAGER OPTIONS CHBX GREET SCHED MORE ERASE URGPG NO NEW MSGS SETUP MGR MORE 2 NEW MSGS SETUP MGR MANAGER OPTIONS INFO OPER BACK MORE LISTEN FOR OPTIONS 25 Main Menu Check new messages Leave messages Review old messages Change setup options Setup Options
7. first 3 letters of the person s last name use a Wildcard Key typically 1 or 0 in place of one or more letters This Wildcard matches any letter While recording a message dial to erase your message and begin again Always try to leave a concise and structured message Include the purpose of your call the information required or any information needed to get an answer not just a return phone call Leave fellow Xen Mail users a message from within your own voice mailbox When they listen to your message Xen Mail will automatically prompt them to send you a reply This saves time and almost always guarantees a response The Xen Mail sorts messages in a message stack It plays all urgent messages first then all regular messages It also sorts your messages by sender Use Special Delivery Options when appropriate To cancel a message that has not yet been received begin to send the person or group another message The Xen Mail system will tell you that your last message hasn t been heard and offers you the option to cancel it If you often send messages to the same group of people see Changing your Setup Options to create your own message groups Reviewing Messages Quick Key 6 Messages you ve already listened to old messages can be reviewed for a short while typically until midnight be redirected to another voice mailbox or archived for a longer time Review Dial 1 for YES when prompted
8. light red to indicate that recording is in progress Display telephones will indicate recording functions Dial the voice mailbox number to which the recording should be addressed mi Replace the handset to terminate the call The recording will be sent to the appropriate voice mailbox Note 1 The voice mailbox number may be dialled at any time during the conversation before the recording party releases the call If a voice mailbox number is not entered the recording will be sent to your voice mailbox Note 2 If Automatic Recording is assigned the recording begins immediately upon answering an outside call Note 3 If a voice mailbox number has not been entered and if Automatic callback is assigned Xen Mail will call you back to ask you if you want to delete the call address it add an introduction or send it Note 4 To send a Live Recording to multiple voice mailboxes first send the recording to your own voice mailbox and then redirect it accordingly Note 5 Some laws regulations impose restrictions on persons making live telephone recordings Users should seek their own advice in this regard Live Record Options The following Live Record function keys may be programmed PRESS Record To start manual record Pause To stop recording Press PAUSE again to resume recording Re Record To erase the live recording and automatically begin re recording Enter a new voice mailbox number Erase To erase the live recording wit
9. opened you may change various options such as your Greetings Message Groups Transfer and Message Delivery Options and Personal Options Voicemail Message Indication Whenever there are new messages in your Voice Mailbox an indication will be provided at your telephone Digital Display Telephone Display Xen Mail extension number and number of new messages Digital Telephone Large LED Slow flashing red Steady red You may also instruct Xen Mail to call you at your home mobile phone or pager Single Line Telephone MW Lamp Advance Dialling At any time you can dial ahead by entering a series of responses even before hearing the entire question to advance directly to the desired section of your Voice Mailbox quickly Disconnecting From Voicemail When you have completed your voicemail session dial to immediately disconnect the Xen Mail system As an alternative you will be given the option to return to your mailbox access Setup Options or exit voicemail and dial an extension if desired after accessing various Xen Mail operations Quick Transfer Feature The NEC Xen Mail system simplifies message taking by allowing you to transfer a call directly to a user s Voice Mailbox where they will hear the personal greeting and be prompted to leave a message Live Record Feature The Live Record feature is used to record a conversation in progress and then direct it to your own or another user s mailbox Live M
10. the most from Xen Mail Typical system operation is presented here Be sure to consult with your Xen Mail System Manager for any special features or functions that may apply to your particular application Automated Attendant The Automated Attendant serves as a receptionist answering and routing incoming calls automatically Callers hear an opening greeting for your company that gives them instructions and options If a caller does not know the extension number the Automatic Directory can route the call by the person s name When your extension is busy or you are not available to answer the call Xen Mail can connect the caller to your Voice Mailbox automatically Voicemail Access The Xen Mail system can be accessed 24 hours a day from any touchtone telephone in or out of your office Your System Manager has assigned a Personal ID number to you You will need this number when calling the Xen Mail from any phone but your own The Conversation The NEC Xen Mail system is based upon a conversation about your Voice Mailbox Each time you enter your Voice Mailbox you will be asked a series of questions relating to these topics Checking messages Leaving messages Reviewing redirecting messages Changing setup options Answer questions with a simple reply by dialling 1 for YES or 2 for NO In addition by dialling Quick Key numbers you may advance directly to a specific topic Setup Options Once your mailbox has been
11. within the message Note 1 NEW messages are those you haven t yet heard A NEW message will not be deleted until you ve had the opportunity to listen to it Note 2 Messages are OLD once you hear them through to the recorded day and time OLD messages are typically deleted at midnight of the day received unless they have been archived Leaving Messages Quick Key 5 Send messages to other Xen Mail users directly from your voice mailbox Alternatively you can press the Softkeys as shown in the section titled Xen Mail Softkeys amp Definitions mm Dial 1 for YES when asked Would you like to leave any messages Dial the first 3 letters of the last name of the person or the group you want to send a message to OR dial and the voice mailbox number Dial 1 to confirm otherwise dial 2 mm Record your message at the beep m Dial to end recording otherwise dial y to re record Dial 1 for YES for Special Delivery options otherwise dial 2 Note Dial to switch between choosing by mailbox number or by name Special Delivery t When you leave a message you can me There are four special delivery o Urgent Heard first befor Private Cannot be redir Return Receipt Xen Mail tells you the person has Future Delivery The message is and day you sf You can mark a message for more than one You can also change or add to the special you ve already sent 10 If you are unsure of the spelling of the
12. EET SCHED INFO OPER ACCEPT REJECT RESUME RPLAY BACK CURR SWITCH QUIT MAIN CALL CID Check new messages Change setup options Leave a message for another voice mailbox owner Edit system manager optionst End a live recording Stop current live record and begin again Erase current live record and end recording Change phone number for delivery options Change schedule range for delivery options Enable urgent message delivery Add or delete a voice mailboxt Edit the opening greeting boxt Change system schedulet Hear system information including HDD serial and system ID t Change operator voice mailboxt To accept a call using call screening To reject a call using call screening Resume playing a message after pausing Replay an entire message Back up one menu level Current voicemail message Switch between STD and ALT greeting Quit softkey mode Back to Main Menu Caller ID Call Return Change Caller ID Display between Name and Number tindicates Manager Options 22 Xen Mail Softkeys Softkeys Checking New Messages Called Mailbox with MSGS 2 NEW MSGS No Manager Status NEW OLD LVMSG SETUP During Playback of a NEW CALLER ID CALLER ID CALLER ID Message ARCHV DEL REW MORE PAUSE FFWD REDIR MORE NEXT CID MORE After Pressing the PLAYBACK PAUSED CALLER ID PAUSE softkey RESUME CALL BACK MORE After Playback of CALLER ID CALLER ID CALLER ID NEW message ARCHV DEL NEXT MORE RPLAY REDIR CID CALL BACK MORE Aft i
13. Greetings Groups Transfer 8 delivery Personal options Current menu Return to main menu GO Step back to previous menu Main Menu Check new messages Review old messages Keypad Shortcuts Switch personal greetings Change your security code Change call transfer options Turn call transfer off Turn call transfer on Change phone number for call transfer Greetings Hear current greeting Switch greetings Edit standard greeting Edit alternate greeting Create a group Edit your group List your groups Delete a group Transfer amp Delivery Change call transfer 4 Message delivery C655 Personal Options Change security code Re record name Re spell name Directory listing on off Leave messages Xen Mail Access Codes Edit Groups Add members Delete members List members Change group name Change Transfer Change phone numbers C45 Call screening on off C55 Call holding on off 6 Message Delivery Work phone on off Home phone on off Mobile phone on off Pager Phone on off Change Deliver Change setup opt Turn call screening options on off Turn call holding Add a message gro Edit a message grot List your message g Change your reco Change phone numbers Change schedule C55 Urgent only on off Ce as ETI i ia 15 E E T Kd ai amu m LI etre I
14. after all members are added Dial 1 to record a message for this group now otherwise dial 2 to continue with group maintenance options 13 Would you like to change your Transfer and Delivery Options mm Dial 1 for YES to change your Transfer or Delivery Options Call Transfer Setting Dial 1 to change your Call Transfer setting otherwise dial 2 to advance to Message Delivery Options m Dial 1 to turn Call Transfer on and leave it on otherwise dial 2 to advance to Message Delivery Options Listen to the phone number your calls are currently being transferred to Dial 1 and enter a new phone number up to 9 digits otherwise dial 2 to leave the current setting Note 1 If Call Transfer to your work phone is OFF calls are sent directly to your voice mailbox When Call Transfer to your work phone is ON calls are first directed to your extension Xen Mail Call Forward settings will then apply Note 2 For Call Screening and Call Hold features to operate Call Transfer must be turned on and these features must be assigned by the system manager Call Screening Dial 1 to turn on Call Screening or dial 2 to turn it off Note When you answer your phone and Call Screening is turned on you will hear a beep and announcement call from caller s name m Dial 1 to take the call or 2 to transfer the caller to your mailbox Call Hold a Dial 1 to turn on Call hold or dial 2 to turn it off Note If
15. call hold is turned on and your line is busy a caller is prompted to hold or leave a message The system will tell the caller how many calls are already holding 14 Message Delivery Options Dial 1 for YES or 2 for NO to set message delivery to your work phone home phone mobile phone or pager mi Enter and confirm the telephone number m Enter and confirm the message delivery schedule time and days Work phone from to On SMTWTFS Home phone from to On SMTWTFS Mobile phone from to On SMTWTFS Pager from to On SMTWTFS Note 1 Message delivery schedules may overlap Note 2 It is not necessary to dial a line access code i e 0 when entering an outside teleohone number Note 3 When a pager number is programmed the Live Record Urgent Page feature will override your pager message delivery schedule and turn delivery to your pager on or off Would you like to change your Personal Options m Dial 1 for YES to set your security code mm Dial a new security code of to 10 digits Dial to complete code entry Re enter your security code as prompted for confirmation Dial to complete code entry Dial 1 for YES to change your name Dial 1 for YES or 2 for NO to change your Recorded Spelled Name or Directory Listing Status mi Enter and confirm new information 15 Quick Transfer to Voicemail When transferring a call to a user who is away from their phone busy o
16. d connect you to the person that left the message Using a Non Display Multiline Telephone or Single Line Telephone mi Press Message or dial the Xen Mail extension number m After message playback Xen Mail prompts you to hear the Caller ID number or Dial 0 during the message to stop playback and hear the Caller ID number m After the Caller ID number is played the system prompts you with an option to return the call or mi To return the call during message playback dial 0 3 To end a Return Call dial 0 to return to the mailbox and disconnect the outside call Using a Display Multiline Telephone with Softkeys m Press Message or dial the Xen Mail extension number m During message playback Xen Mail displays the Caller ID name and or Number To change display between Name and Number press the MORE Softkey twice then press the CID Softkey or Dial 0 during message to stop playback and hear the Caller ID number only 1 During message playback press the MORE Softkey three times then press the CALL Softkey to return the call a To end a Return Call press the END Softkey to return to the mailbox and disconnect the outside call Note 1 To repeat the Caller ID number during its playback dial To skip to the end of the Caller ID number dial Note 2 Caller ID Call Return must be enabled by the system manager Caller ID name and or number display must be enabled in system programming 20 Xen Mai
17. hout interrupting your conversation Press RECORD and dial a voice mailbox number to begin recording again End To terminate the recording and continue the conversation Address To delete address or record an introduction prior to ending a live recording session Urgent Page Toggles message delivery on off After entering a voice mailbox number a in the display will indicate that the page message delivery option is currently on Note Consult your system manager for additional information about using live record options 17 Programming Live Record Function Keys Feature Access Keys Press Feature Press Redial zm m mm Press Feature Access Key to be programmed Dial 2 Dial Function Code see below Press Feature One Touch Keys m Press Feature Press Redial mm Press One Touch Key to be programmed mm Dial 2 Dial Function Code see below ma Press Feature Note Refer to the Xen IPK digital telephone user guide for additional information on programming feature access keys and one touch keys Function Codes Record Re Record _ mH m 03 Erase E End 05 Urgent Pa 06 Address Live Monitor 18 Live Monitoring Live monitoring allows you to listen to voicemail messages as the outside caller is being recorded by the Xen Mail To Enable Live Monitoring mi Press the feature access key assigned as Live
18. l to end recording and review your name recording Dial 1 to re record otherwise dial 2 Spell Your Name requested spell the first 3 letters of your last name by dialling the corresponding numbers on your telephone dialpad Choose Your Directory Listing Status Dial 1 for YES or 2 for NO to choose whether or not you wish to be listed in the Xen Mail directory It is recommended that you choose to be listed as the directory lets outside callers reach you by your last name if they do not know your extension number Record Your Outside and Internal Greetings Dial 1 for YES if you want to record different greetings for outside and internal callers otherwise dial 2 mm At the prompt record an appropriate greeting to callers who reach your mailbox Use the handset to record your name and a brief descriptive message Dial to end recording and review your greeting Dial 1 to re record otherwise dial 2 Set Your Security Code Dial 1 for YES if you wish to enter a Security Code to safeguard your mailbox from unauthorised access otherwise dial 2 4 Enter a Security Code of 3 to 10 digits via your telephone dialpad 78 Dial to complete code entry Re enter your security code as prompted for confirmation m Dial to complete code entry Opening Your Mailbox m Dial 1 to confirm your personalised settings and open your mailbox for use otherwise dial 2 Note Your personalised setting
19. l Softkeys amp Definitions LM AUTO MAN gt OFF REW PAUSE FFWD DEL ARCH NEXT REDIR REPLY GREET SWTCH STD ALT INT CODE SPELL DIR RCNAME PERS TRF DELIV GRPS CHG SCRN HLDNG WORK HOME PAGER SPARE CREAT EDIT LIST DEL OLD Live Monitoring options Live Monitoring set to AUTOMATIC mode Live Monitoring set to MANUAL mode Indicates the current setting Turns Off the setting Repeat the previous 4 seconds of a message Pause while playing or recording a message Advance 4 seconds while playing a message Delete a played playing message Save a message for the ARCHIVE duration in a voice mailbox Skip a playing message and save as NEW Redirect a message to another voice mailbox owner Reply to a message Setup greetings Switch between STD and ALT Greetings Edit standard greeting Edit alternate greeting Edit internal greeting Change security code Change spelled name Change directory listing status Change recorded name Setup personal options Setup transfer options Setup delivery options Setup group options Change telephone number for call transfer Setup screening options Setup call holding options Change delivery to work phone Change delivery to home phone Change delivery to pager phone Change delivery to spare phone Create a group Edit a group List all groups Delete a group Check old messages 21 Softke NEW SETUP LVMSG MGR END REREC ERASE PH SCHED URG CHBX GR
20. lbox to accommodate your current schedule or plans by changing your setup options Alternatively you can press the Softkeys as shown in the section titled Xen Mail Softkeys amp Definitions mi Dial 1 for YES when asked Would you like to access Setup Options m Follow prompts to change the desired setup options Would you like to change your Greetings Dial 1 for YES to change your Greetings mm Listen to the playback of your current outside greeting mm Dial 1 for YES to switch between standard and alternate greetings otherwise dial 2 Dial 1 for YES to record new greeting otherwise dial 2 mm Using the handset begin recording at the beep Dial to end recording and review greeting Dial 1 to re record otherwise dial 2 m Repeat for internal greeting Would you like to change your Groups m Dial 1 for YES to change your Groups m Dial 1 for YES when asked to create a new group otherwise dial 2 to access group edit list and delete options mm Dial the first 3 letters or digits of the group s name or number m Dial 1 to change group name or number otherwise dial 2 mi Using the handset record a group name m Dial to end recording Dial 1 to change group name otherwise dial 2 Dial 1 to create an open group or dial 2 for a private group Add members to the group by dialling name or extension number Dial 1 to confirm and add member to group Dial
21. ng th or dol LISTEN FOR OPT REPLY softkey After pressing the LISTEN FOR OPT REDIR softkey Checking Old Messages Called Mailbox with MSGS No Manager Status NEW OLD LVMSG SETUP During Playback of an CALLER ID CALLER ID CALLER ID OLD Message ARCHV DEL REW MORE PAUSE FFWD REDIR MORE NEXT CID MORE After Pressing the PLAYBACK PAUSED CALLER ID PAUSE softkey RESUME BACK MORE After Playback of CALLER ID CALLER ID CALLER ID OLD message ARCHV DEL NEXT MORE RPLAY REDIR CID CALL BACK MORE After pressing the LISTEN FOR OPT REPLY softkey Aft ing th S ie LISTEN FOR OPT REDIR softkey 23 Softkeys Set Up Options Called Mailbox with MSGS 2 NEW MSGS No Manager Status After pressing SETUP softkey After pressing GREET softkey After pressing PERS softkey setup After pressing TRF softkey setup After pressing GRPS softkey setup After pressing DELIV softkey setup After Pressing WORK Delivery Option After Pressing HOME Delivery Option After Pressing PAGER Delivery Option After Pressing SPARE Delivery Option NEW OLD LVMSG SETUP SETUP OPTIONS GREET PERS TRF MORE SETUP GREETING CURR SWITCH STD MORE PERSONAL OPTIONS CODE SPELL DIR MORE TRANSFER OPTIONS ON OFF CHG SCRN MORE GROUP OPTIONS CREATE EDIT LIST MORE DELIVERY OPTIONS WORK HOME PAGER MORE WORK PHONE ON OFF PH SCHED MORE WORK PHONE ON OFF PH SCHED MORE PAGER PHONE ON OFF PH SCHED MORE
22. onitoring Feature Live Monitoring allows you to hear a message through the speaker of your phone as the message is being left by an outside caller Caller ID The Caller ID feature lets you hear or view the phone number of an external caller when you retrieve your messages Caller ID Call Return Feature The Caller ID Call Return feature allows the Voicemail system to use Caller ID information captured with the message to call and connect you to the person that left the message Softkeys Softkeys provide an intuitive means of accessing the Xen Mail s menu and options Simply dial into the Xen Mail and select the menu item you wish to access The Xen Mail will also offer various options from time to time Additional Information Refer to your Xen IPK Features and Specifications manual or Xen Digital Telephone User Guide and consult your Xen Mail System Manager for additional information on telephone and Voicemail operation Getting Started When you call the Xen Mail system for the first time you will be asked to personalise your mailbox Doing this will open your mailbox and make it ready to use Entering Your Mailbox m Press Message OR m Lift handset and Dial Xen Mail m Dial your personal ID if necessary typically 9 your extension number Follow prompts to accomplish the following steps a Dial 1 for YES or 2 for NO to confirm each entry Record Your Name mi Record your first and last name Dia
23. r declines a voice announcement the Quick Transfer to Voicemail feature simplifies and soeeds message taking You can easily redirect the call to the Xen Mail user s voice mailbox where they will hear the personal greeting and be prompted to leave a message With an outside call in progress 8 Press Transfer Dial station number or press programmed DSS Determine called party is unavailable Dial 7 to transfer call to the called party s mailbox Replace handset immediately With a recall in progress mi Press Line Key mi Press Feature and dial 86 mi Replace handset immediately Note Your Quick Transfer Access Codes may differ from the above based on system programming Transferring a Call Directly to a Voice Mailbox To simplify message taking outside callers can be transferred directly into a Xen Mail user s voice mailbox where they will hear the personal greeting and be prompted to leave a message With an outside call in progress mm Press Transfer m Dial Xen Mail wait for answer m Dial the voice mailbox number of the user the call is to be transferred to Dial 2 mi Replace handset immediately Live Record Live record allows you to record a conversation with an outside caller and direct it to your own or another user s mailbox With an outside call in progress mi Press RECORD to begin recording the conversation 16 mi A tone burst be provided and the RECORD key will
24. r pss mg om mm ELLE rur eee ILI ca cma aum a TH HET y f EH hi a The material contained herein is subject to change without prior notice at the sole discretion of NEC Business Solutions Ltd Stock 8502588 Version 1 Copyright 2003 NEC Business Solutions Ltd DPA June 2003 Document No NEC 8056
25. s can be changed at any time through Setup Options Set Up TI Keep your greetings current Change them your greetings are accurate callers are m message Personalise your greeting Record your first and last name and if appropriate hearing your voice feel more confident t message You can have different greetings for o callers See Changing your Setup Opt outside greeting to use on special occasi will be out of the office Remember Xen Mail tells you the day and tim left There s no need to ask callers to include this their message may be dialled by someone needing imr Record a clear and audible greeting Init write down your greeting When record normal voice directly into the handset Your security code protects your privacy protection You can change or delete touchtone telephone If you forget yo System Manager to delete your code an 1 new Call Forward Setting Call Forward Busy No Answer CF B NA The most frequent method of utilising voicemail is to have calls forwarded to your Voice Mailbox when you are busy on another call or are away from your phone To forward your telephone Set mi Lift handset hear ICM dial tone Dial the Call Forward Busy No Answer set code 43 Dial Xen Mail Replace handset Cancel mm Lift handset hear ICM dial tone Dial the Call Forward Busy No Answer cancel code 44 Replace handset Note A CF B NA key may be assigned in
26. system programming to set cancel this feature When setting Call Forward Busy No Answer a destination station must be entered A lit LED indicates that CF B NA is set Call Forward All Calls CFA When you plan on being away from your phone for an extended period of time you can have all of your calls routed directly to your voice mailbox To forward your telephone Set Press Feature Do not lift the handset 3 Dial the Call Forward All set code 60 Dial Xen Mail 3 Press Feature Cancel m Press Feature Do not lift the handset Dial the Call Forward All cancel code 69 Press Feature Note A CFA DND key may be assigned in system programming to set cancel this feature When setting Call Forward All a destination station must be entered A lit LED indicates that Call Forward All Do Not Disturb is set Calling Your Voice Mailbox Use this simple procedure every time you wish to access your voice mailbox or press the Softkeys as shown in the section entitled Xen Mail Softkeys amp Definitions Press Message OR Lift handset and Dial Xen Mail wait for answer When calling from your telephone m Dial your security code if prompted Note When not using a Dterm Series telephone the Xen Mail extension number may be assigned to a one touch key or feature access key When calling from another telephone Dial 24 to start the main greeting zm Dial your personal ID typically 9
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