NEC IPK User's Manual
Contents
1. 519 553 3 31 mon 539 553 MIN Notes Notes2. 17191912 5001100 auow MILA i9AL 9op 19641 oun aseua pue 4015 35 mau pue 4015 31838 ares pue 4015 Bulpuodau aunsay IWNSIY BuLpu0994 asned asnvd MESITA sieadde pajqeua si 011911 a essayy OSWAT Managing Your Voice Messages with Softkeys Jaqunu auoyd Mau 01 J ALL Q SNOLAdud MaLA suoL3do MaLA abessaw 1 ueay obessaw day nusu ULeW MALA IXIN obessaw 01 4984 puas abessaw 19941p9y pue spuodas uno 1584 obessaw 4 awnsay uled dogs pue spuodas unos puLmay abessaw 913190 55 A17130 WOVE 340W AWIL AW1dY 1X3N A1d38 41038 044 3533 3SNVd Mau 130 AHJUY 8 0 Apu UONAO 8141 TIO Jaqunu Mau 01 J ALL Q nusw snoLAaud MaLA suoL3do pue 1 JeaH mau se 55 ares day MALA 40 IXIN obessaw 01 484 puas 4994LP3Y pue spuodas unos 1684 1 0
3. 540089 Y uo SONT L3349 SNOILdO dNLAS 13 87 16 0 ADVSS 140 0 9 1010 TIVI 140 0 825 11 2 5 13 397 553 INOHd 3WYN 540089 39 SYJaWaW 1511 SYa3aWaW 313130 4145 1 11 2 AMAATTAG Y AHASNVYUL 40049 313130 540039 YNOA 1511 won 5438434 540049 YNOA 1103 o dnoy9 31V349 SANOAD e oe a 9 113389 1103 91111389 1103 91113389 31 1 1103 SONIL3349 AAVYANYIS 1103 59 1133489 HILIMS 9 114449 INIYYND a9vSS3W JHL 1V3d38 XV4 6 Y3A1730 19391038 s dWYLSIWIL YV3H 3AIHIYV 9 313130 sl 39 3 MIN 349 el A1d38 JOVSSAW JHL ANAS SYSHLO OL SSIUAAV 1130 1 12345 135 19755344 JHL 1104 lt JIVSS W JHL 1V3d38 MAN SV JAYS XVW Y3A1130 19341038 dWVLSAWIL YV3H 3AIHIAV 313130 0 6 8 L 9 JIVSSIW LX3N A93H9 A1d3 53 4 MIN 11 Y3A17130 4 SNOILdO 40135 39 519 553 010
4. XENMAIL USER S GUIDE NEC Business Solutions Ltd Document No 8563 Release 1 0 June 2004 June 2004 NEC Business Solutions Ltd THIS PAGE INTENTIONALLY LEFT BLANK Xen IPK XenMail CTI User s Guide Doc No 8563 Release 1 0 June 2004 Checking New Messages New messages are messages that have not been played The system notifies you when you have new messages The system plays all urgent messages first then all regular messages It also sorts your messages by sender If the system does not know who left a message it says that the message is from your message box After you listen to the messages from a subscriber you can reply immediately you do not have to dial the subscriber s extension To check new messages 1 Access your mailbox 2 Enter 4 to check new messages Follow the system instructions Enter 1 for Yes 2 for No Optional playback features The system manager can set up special options for your mailbox to 21 Play your new messages automatically each time you call the system Y Provide additional security by always requiring both a personal ID and a security code to play messages 1 Identify you automatically when you are using your assigned extension 1 Tell you how long it will take to play your messages One or more of these features may not be available at your site SEE ALSO Modifying a Message on page 5 Cancelling a Message on page 6 Shortcuts on p
5. uled dogs pue spuodas unos 919 90 DALYIAY A1130 WOVE JYON 3WIL M N 1X3N A1d38 41038 JNNSIY 3SNVd Mau 130 AHIYV Mau 19949 MAN JO Z JO SOA 10 88914 SUONONAJSUI ay UB SI7 uol do ay Asyyos au 669 0 0 0 0 0 MAN jou uoydo S y y SnoLA9Jd M LA 72 8 suoL3do MILA 2 4 m isa auoyd aueds 3JYVdS Jabed y3DVd AJIALLap auoud 2 3WOH i9AL 9p auoyd YOM nusw snoLAdud MaLA wove nusu SnoLA9Jd MaLA 2 8 Lnp yos Su suoL3do 940 MaLA Jaqunu auoyd 2 XV 3 mob 915150 110 330 00 Xe4 440 0 41046 Jnok 1511 1511 NONE BE TE dnou 11p3 1103 410046 98949 31V38 sini 440 uo UOJ JLION xAJILON SNOLAdUd M LA SnoLA9Jd 72 8 5401140 MILA ION 50 01140 MOLA ION 330 u0 1192 9 101 330 00 uaan 330 u0 BuLuaauos 1182 NYIS 9 5 abueyJ AIHIS Jaqunu a o uo AJaALL en 1129 440 NO uo
6. abessaw 440 0 1 nuau 51014920 MSTA Java suoL3do 940 M LA ION suoL3do AuaaL ad 11134 55411195 10 9 0 11 40049 sw SNOLAdud 72 8 8101140 49160841 8401140 MOLA 5001140 euosuad aweu WYNN s6UL1994D 13399 340 40 Bulast 40128410 suondo dnjas sweu 1odsay 11345 JALAS 314 abuey 1402 32 8 501140 auou MaLA ION 401138 1 Asnq 41P3 ASna SuL49846 972449910 11p3 117 puepue2s 21p3 015 5 1 Y9LMS HIIMS 1 1 5 wand SMED System Menus 11043 25 INOHd JONVHO JONVHO 140 0 3NOHd XV4 340 NO 3 4 34YdS 340 NO 3 4 439Vd 440 NO 3 4 3WOH 140 0 404 140 0 ANO 31N03H9S YJSWAN INOHd AJILON 1N394N JONVHO JONVHD ISIE 440 NO INOHd AYOM 440 NO L 9 115171 AYOLIIYIA 9 IWYN 1134538 04093438 1002 ALTUNJIS FJONVHD ons ANOA JD 40 5141 y 5 01140 IVNOSYId 113 Y W3ISNVAL
7. Modifying a Message on page 5 m Archiving a Message The system saves old messages for a set time for example until midnight To keep a message for a longer period you can archive it The system manager can tell you how long your system saves archived messages You can hear your archived messages when you review messages The only difference between archived messages and old messages is that archived messages are typically saved for a longer period of time After you listen to your archived messages the system gives you the option of archiving the messages again After listening to an archived message you must enter 3 7 to archive it again or it will be deleted To archive a message While listening to a message enter 3 7 to archive it Changing Your Greetings Callers hear a greeting before they leave a message Your mailbox can have one of three greetings standard busy or alternate You can rerecord or switch between greetings only by telephone If you want to give your callers the option of activating your pager add the following message to your greeting or press 1 to beep my pager STANDARD GREETING The standard greeting plays when your extension is unanswered A typical standard greeting is Hello this is Pat Green am not at my desk right now Please leave a message BUSY GREETING The busy greeting plays when your extension is busy A typical busy greeting is Hello this is Pat Green a
8. The message is delivered at the time and day you specify To leave an identified subscriber message 1 Call another subscriber When the subscriber does not answer the call is forwarded to voice mail 2 Enter 5 to leave a message 3 Follow the system instructions Enter 1 for Yes 2 for No To leave a message directly in a subscriber s mailbox 1 Access your mailbox 2 Enter 5 to leave any messages On the telephone spell the subscriber s name Otherwise enter the extension number When spelling a subscriber s last name use a wild card number typically O or 1 for any letter in the last name you do not know 4 Enter 2 until you hear the name of the subscriber you want then enter 1 5 Record your message at the beep The message must be at least three seconds long to be delivered Enter to start over or to stop recording Leaving a Group Message You can leave a message for more than one subscriber by Y Leaving the message for a message group Y Adding names to the address list A message group is a mailing list of subscribers and or guests Your system manager can create message groups or you can create your own message groups To leave a group message 1 Access your mailbox 2 Enter 5 to leave a message 3 Spell the group name or enter the special group ID and group number Enter 2 until you hear the name of the group you want then enter 1 4 After the beep record your message The me
9. age 16 Leaving a Message The system lets you leave voice messages for subscribers groups or guests If you call a subscriber s extension and the call is unanswered your call is automatically routed to the subscriber s mailbox where you can leave a message You can also leave messages directly in a subscriber s mailbox If your telephone system uses identified subscriber messaging the system automatically tags a message from your assigned extension with your name If your telephone system does not use identified subscriber messaging or you are calling from another subscriber s extension you need to identify yourself as a subscriber by entering your personal ID and security code DIRECTORY ASSISTANCE Your system may use automatic directory assistance numeric directory assistance or both to help callers find subscribers extension numbers Callers with letters on their telephones can use automatic directory assistance which identifies subscribers by their last names All callers can use numeric directory assistance which groups subscribers by department location or other categories SPECIAL DELIVERY OPTIONS When you leave an identified subscriber message you can mark it with one or more of these special delivery options Urgent The message is played first before regular messages Private The message cannot be redirected Return Receipt The system tells you when a subscriber has heard the message Future Delivery
10. ailbox 2 Enter 7 6 4 1 5 to turn call screening on or off 3 Enter 1 to turn call screening on Enter 2 to turn it off This feature may not be available at your site Changing Call Holding Options The system can hold a call until your extension is available When call holding is turned on and your extension is busy the system asks callers if they want to hold until you are available or to leave a message The system also tells callers how many calls are holding ahead of theirs If your system manager has set up call holding for you you can turn call holding on and off Your system manager sets the number of calls that the system can hold for you To turn call holding on or off 1 Access your mailbox 2 Enter 7 6 4 1 6 to turn call holding on or off 3 Enter 1 to turn call holding on Enter 2 to turn it off This feature may not be available at your site Changing Message Delivery Options The system can dial up to four different telephone numbers to deliver your messages You can set a range of minutes hours and days that a message delivery telephone number is in effect You can tell the system to deliver only urgent messages or to delay any of the delivery numbers This causes the system to try one delivery number first then to try others only if necessary Entering a pager number may require special dialing characters that are unavailable on a telephone for example a semicolon that represents a 3 second pause C
11. em also saves your message as old when you enter 3 5 to check the next message Task Quick message action Reply 73 41 Check the next message sys Delete Archive Hear when the message was sent Redirect Save as new new messages only PBEBEEBE LEEEEEEE Repeat the message Exit quickly E MAIL INTEGRATION PACKAGE While listening to an e mail message appointment or task enter 3 3 to hear a menu of additional options Task Quick message action Hear who else received the message appointment or task 3 4 Accept appointment or task 3151 Decline appointment task HAA Mark a task complete BJE Exit quickly J This feature may not be available at your site Shortcuts Use shortcuts to accelerate your responses to the system VOICE MESSAGING Enter your personal ID and security code if required then enter the following shortcuts to do these tasks Task Shortcut Task Shortcut Check new messages 4 Change your security code 7 7 4 Leave a message 5 Turn call transfer off 2718 412 Review old messages 6 Turn call transfer on 71614111 Change setup options 7 Change the telephone number for Bagdad call transfer Switch personal greetings 7 4 5 Turn call screening options off 72161413151 Change your standard greeting 7 4 6 Add a message group meg Change your alternate greeting 7 4 7 Edit a message group Bee C
12. hange your busy greeting 7 4 8 List your message groups 7 5 6 Change your recorded name 7 7 5 Enter you personal ID and security code if required then enter the following shortcuts to do these tasks Task Shortcut Edit your fax greeting mice Change your fax delivery agaga Deliver all faxes 4 5 Fax a particular e mail message appointment or task JEJ This feature may not be available at your site E MAIL INTEGRATION PACKAGE Enter your personal ID and security code if required then enter the following shortcuts to do these tasks Task Shortcut Check new e mail messages Check old e mail messages Turn e mail totalling on or off 7 7 Change your e mail password 1717 Check today s calendar or hear new appointments EELEE Check today s tasks This feature may not be available at your site nusw snoLAdud MaLA 72 8 501140 56011195 xoq Joj3eJado afueyy 33d0 501015 15 5 ueay 0431 5 waysks 96 94 2 03 25 afueyy 13389 x0q Leu 239104 a6uey dn jas s a eueu 01307 xoqLteu 9210 OF 193 193234 Lleo 14922 14322 sje 104 sieadde pajqeusa si LOACAA LdAOOV
13. ial delivery options The system does not let you redirect messages that are designated as private by the original sender otherwise enter the extension number To redirect a message 1 While listening to a message enter 3 9 to interrupt it 2 Spell the last name of the subscriber to whom you are redirecting the message 3 Enter 1 to confirm that you want to redirect the message Modifying a Message Depending on system settings you can use one or more ofthese message options after you record a message 1 Modify the message 1 Modify its delivery options Mark it for special delivery Redirect it to others To modify a message 1 Record a message 2 Enter 4 to stop recording While modifying you can enter 4 to add to the end of the message 5 to listen to it or 6 to rerecord the message 4 Enter when you finish modifying SEE ALSO Leaving a Message on page 2 Redirecting a Message on page 4 Cancelling a Message on page 6 Cancelling a Message If the recipient has not heard your last message the system lets you cancel it You can then record a new message To cancel a message 1 Start to leave another message to the same subscriber 2 If the subscriber has not yet heard your last message the system asks if you want to review it 3 Enter 1 to review it 4 When you hear the message you want to cancel enter 5 to cancel it 5 Enter 1 to confirm the cancellation SEE ALSO
14. lt caller s name gt This response means the call is from a subscriber on an internal extension Call from lt caller s name spoken by the caller gt This response means that the call is from a number outside the system or from an internal extension that is not identified as a subscriber Enter 1 to take the call or 2 and I ll take a message This response gives you a choice Turn on call transfer before transferring your calls to a different telephone number You can enter up to nine digits for the new telephone number To turn call transfer on or off 2 3 Access your mailbox Enter 7 6 4 to turn call transfer on or off Follow the system instructions Enter 1 for Yes 2 for No To change the number to which calls are transferred 1 2 3 Access your mailbox Enter 7 6 4 1 4 to change the number to which your calls are transferred Follow the system instructions Enter 1 for Yes 2 for No This feature may not be available at your site Changing Call Screening Options The system can screen your calls When call screening is turned on the system asks the caller s name Then it rings your extension plays the caller s recorded name and asks if you want to take the call If you do not take the call the system takes a message for you If your system manager has set up call screening for your extension you can turn call screening on and off To turn call screening on or off 1 Access your m
15. m on the telephone now Please leave a message For callers to hear your busy greeting you must activate it If you do not want to use a separate busy greeting then record a standard greeting for all situations when you are unavailable For example Hello this is Pat Green am not available at this time Please leave a message This feature may not be available at your site ALTERNATE GREETING The alternate greeting plays for special occasions such as a vacation A typical alternate greeting is Hello this is Pat Green am out of the office today and will return tomorrow When your alternate greeting is active the system plays it instead of any of your other greetings SYSTEM GENERATED GREETINGS If you do not record greetings in your own voice the system plays greetings that include your recorded name or your extension For example Y Fora standard greeting Pat Green is not available right now Y Fora busy greeting Extension 1 2 3 is busy Foran alternate greeting Pat Green is out today To switch between your standard and alternate greeting 1 Access your mailbox 2 Enter 7 4 5 to switch to your other greeting standard or alternate To rerecord your standard alternate or busy greeting 1 Access your mailbox 2 your O standard greeting enter 7 4 6 1 O alternate greeting enter 7 4 7 1 O busy greeting enter 7481 3 Enter to sto
16. mbers 1 2 5 6 Access your mailbox Enter 755to edit a group Enter the group name or group number Enter 2 until you hear the name of the group you want then enter 1 Enter 4 to add members to a group Or enter 5 to delete members from the group When deleting group members enter the first three letters of the person s last name or enter three wild card numbers for example 1 1 1 to list each group member then choose the member s name you want to delete To confirm your additions or deletions enter 1 Enter when you are finished adding or deleting members To change a group name or number 1 pr y Access your mailbox Enter 7 5 5 to change a group name or number Enter the first three letters of the group name Or enter the first three digits of the group number Enter 1 to confirm or enter 2 to hear the name of the next group Enter 7 to change the group name or group number Follow the system instructions to change the group s recorded name Enter 1 for Yes 2 for No This feature may not be available at your site Changing Your Recorded and Spelled Names The system uses your recorded name to identify both you and your messages to other callers You can change your recorded name only by telephone If your telephone keypad has letters you also can spell your name for the system The system uses your spelled name for the directory Callers can enter the first letters of your name to l
17. ocate you in the directory You can remove yourself from automatic directory assistance so that callers cannot learn your extension number To add or remove your name from automatic directory assistance enter 1 when asked to change your directory listing status after changing your recorded name To change your recorded name 1 Access your mailbox 2 Enter 7 7 5 to change your recorded name 3 Follow the system instructions to record your name Enter 1 for Yes 2 for To change your spelled name 1 Access your mailbox 2 Enter 7 7 6 to change your spelled name 3 Follow the system instructions to change your spelled name Enter 1 for Yes 2 for No Quick Message Actions While listening to a message enter 3 to hear a menu of quick message actions After you have learned the quick action numbers you can enter a number right away to take action Except as noted these actions are available for both new and old messages After using a quick message action you can continue with the next part of the conversation or take more action on a message For example you can Y Enter 3 4 to reply to a message then 5 to check the next message Enter 3 9 to redirect a message After you finish redirecting the message you can enter 3 4 to reply to the original sender After you reply you can enter 3 6 to delete the message When you exit the quick message actions the system saves your message as an old message The syst
18. ontact your system manager for assistance Use the form below to plan your telephone numbers and schedules for message delivery F Enter to insert a 1 second pause where you want the system to pause between digits dialed Fill in your message delivery numbers and schedule Number Time End Time WORK PHONE FROM TO SMTWTFS OR EXTENSION HOME PHONE FROM TO SMTWTFS PAGER PHONE FROM TO SMTWTFS SPARE PHONE FROM TO SMTWTFS FAX PHONE FROM TO SMTWTFS To change message delivery 1 Access your mailbox 2 change your message delivery options for your O work phone enter 76654 O home phone enter 76655 O pager enter 7 6656 O spare phone enter 76657 O fax phone enter 7 6658 3 Enter 1 to turn on delivery for that number or 2 to turn off delivery Enter 4 to change the telephone number After you enter a telephone number enter to end the entry 5 Enter 5 to change the schedule and then follow the system instructions Enter 1 for Yes 2 for No Enter 6 to change the delivery mode for messages delivered to this number and then follow the system instructions Enter 1 for Yes 2 for No 7 Enter 7 to change fax notification and then follow the system instructions Enter 1 of Yes 2 for No Change any remaining message delivery numbers by repeating the procedure Using Groups You can create your own message groups When you send a message to a group the message is sent to all members of the group Each gro
19. p recording To activate your busy greeting 1 Access your mailbox 2 Enter 7 48 2 1 8 to hear your busy greeting 3 Follow the system instructions to activate your busy greeting Enter 1 for Yes 2 for No Changing Your Security Code Your security code prevents others from using your personal ID to listen to your messages Change your security code as often as you like Your security code should be 4 to 10 digits long If you forget your security code call your system manager To change your security code 1 Access your mailbox 2 Enter 7 7 4 to change your security code 3 Follow the system instructions Enter 1 for Yes 2 for No When you change your mailbox security code update your TeLANophy security code in your user profile Changing Call Transfer Options The voice messaging transfers calls to your extension as a receptionist would When you are unavailable or on another call the system takes a message for you If you will be away for a while you can turn off call transfer Your system manager can use a variety of call transfer options that control how calls are transferred to you Depending on these options you may hear one or more of the following prompts when you answer a call 4 4 4 4 4 A beep indicates the call is from a number outside the system not an internal extension Call for lt your name gt This response is used if you share an extension with another person Call from
20. ssage must be at least seconds long to be delivered To leave a message to several subscribers 1 Leave a message for the first subscriber 2 Enter to stop recording 3 Follow the system instructions to add a subscriber as a message recipient 4 Repeat step for each subscriber you want to receive the message The system tells you when everyone in a group has received your message If you do not get this confirmation you can ask the system who in the group has not yet heard the message To find out who has not heard a group message 1 Start to leave a new message to the group 2 system says that some members not heard your last message Enter 1 to review the message Listen to the message or enter 2 to interrupt it Enter 2 to avoid cancelling the message 5 Enter 7 to list who has not heard the message Enter to stop the list Reviewing Messages You can review old messages and archived messages by telephone or by computer After you have heard a new message the system saves it for a set amount of time for example until midnight To review messages 1 Access your mailbox 2 Enter 6 to review old messages Follow the system instructions Enter 1 for Yes 2 for No Y Enter to skip a message Enter 3 7 to archive a message Redirecting a Message The system lets you 1 Redirect a message to another subscriber 21 Record an introduction to the message 21 Use spec
21. up you create has anumber or aname There are two types of message groups private and open When you create a private group only you can send messages to it When you create an open group other subscribers also can send messages to it To confirm that you successfully created a group you can hear a list of your groups and group members To create a group 1 2 3 Access your mailbox Enter 7 5 4 to create a new group For numbered groups enter a 3 digit group number For named groups enter the first three letters of the group s name Record a name for the group Enter when you are finished Enter 1 to make the group an open group or 2 to make it a private group Follow the system instructions to add members to the group You can add them by name or extension number Enter when you are finished adding members Enter 1 to leave a message for this group now Otherwise enter 2 Vly 3 Guests do not have extension numbers so add them to the group by spelling their names or by Y entering their personal IDs To hear a list of your groups and group members 1 2 3 Access your mailbox Enter 7 5 6 to list your groups and group members Follow the system instructions Enter 1 for Yes 2 for No Changing Groups You can add and delete members of your message groups You can delete any message group that you own or change the group s number spelled name or recorded name To add or delete group me
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