Lucent Technologies Computer Hardware partner voice messaging card User's Manual
Contents
1. Figure 1 PARTNER Voice Messaging Services Communications System Features Affecting Call Answer Service Call Answer Service works with the following communications system features VMS Coverage Do Not Disturb Group Call Distribution Line Coverage Extension Voice Mailbox Transfer Each of these features is explained briefly below For more information about these communications system features see the Programming and Use guide for your communications system VMS Coverage VMS Coverage can be either automatic or manual Automatic VMS Cover 310 When the communications system Automatic VMS Cover feature is assigned for an extension intercom and transferred callers are transferred to the voice messaging system when the called person does not answer by the fourth ring or by the number of rings specified within the communications system VMS Cover Rings 117 feature The voice messaging system greets the caller with the general greeting To leave a message the caller selects the mailbox by dialing 1 4 or transfers to the receptionist by dialing o Manual VMS Cover F15 Regardless of the Automatic VMS Cover setting the communications system enables subscribers to press a programmed button to turn voice mail coverage on and off at their extension To make this possible the VMS Cover feature must be programmed on a button with lights on the subscriber system phone Do Not Disturb F01 A Do Not Disturb butt2. is assigned to extension 12 m Mailbox 4 is assigned to extension 13 When a call is transferred to PARTNER Voice Messaging the caller hears the general mailbox greeting and can select the subscriber s mailbox by dialing the mailbox number 1 4 or can wait on the line to leave a message in the general mailbox The caller can also dial o to reach the receptionist When a caller leaves a message the voice messaging system places the message in the mailbox and turns on the message light if available at the subscriber s phone gt NOTE It is recommended that mailbox subscribers use system telephones with message lights Subscribers can retrieve messages at their convenience from any touch tone phone either while on site or from an off site location The system informs subscribers of the number of new and old saved messages in their mailboxes and plays new messages first See Using PARTNER Voice Messaging on page 36 for instructions for recording a personal greeting listening to messages transferring to another extension and changing a password Voice Mail Service also enables the System Manager to program the voice messaging system See PARTNER Voice Messaging System Programming on page 14 for more information Subscribers can call into PARTNER Voice Messaging from a system extension or from a remote location To access their mailboxes they enter a mailbox number followed by a password The System Manager
3. many of these message are new and how many are old previously saved messages The voice messaging system provides two types of service m Call Answer Service Allows the caller to leave a message or to transfer to another extension if the called party is busy or does not answer E Voice Mail Service Allows subscribers to listen to messages and to manage their own mailboxes Figure 1 provides an overview of the features associated with each service PARTNER Voice Messaging PC Card Call Answer Service Voice Mail Service Prompts caller to leave a message Allows subscribers to or transfer to another extension Listen to messages when the party is busy Delete messages Record personal greeting s Change their password Replay Messages Skip Messages VMS Extension Coverage Voice Mailbox Transfer System users press a Caller hears the called button to transfer callers party s personal greeting directly to a voice mailbox and can leave a message without ringing the extension first Manual Do Not Disturb VMS Coverage Automatic VMS Coverage Subscribers can use Do Not Subscribers have voice Subscribers can turn Disturb in conjunction with mail coverage on all the voice mail coverage on automatic or manual VMS time at their extension and off at their extension coverage Doing so enables callers to receive Call Answer service Immediately calls do not ring the extension first
4. on page 21 Programming Guidelines Once you are familiar with PARTNER Voice Messaging use these shortcuts to save time while programming E You do not have to wait for a prompt to play before entering digits for the next step m Press RB z at any point during programming to return to the Programming Main Menu E To ensure that you hear voice prompts turn off your microphone when using the speakerphone to program the system m Use the handset rather than the speakerphone to record greetings to avoid background noise in your recordings Hang up to exit programming Assigning a Mailbox to an Extension Before you begin locate Form 1 Mailbox Assignments for PARTNER Voice Messaging Check to see whether mailboxes have been changed from the factory defaults If mailboxes are not numbered differently skip to Recording the General Mailbox Greeting Assign mailboxes to extensions as specified on Form 1 1 If necessary access the Programming Main Menu If you are already at the Programming Main Menu skip to Step 2 A Call PARTNER Voice Messaging m f calling internally press Intercom 7 7 7 or the programmed VMMsggs button see programming instructions on page 33 m f calling from outside the system press R z during the general mailbox greeting B Enter 0 followed by the password for mailbox 0 Press 1 to assign mailboxes to extensions Enter the number of a mailbox to be
5. Press 9 to delete the greeting activate the factory set general mailbox greeting and exit PARTNER Voice Messaging Help If you have a problem with your voice messaging system contact your System Manager If the problem is not solved in the continental U S call the Lucent Technologies Technical Service Center at 1 800 628 2888 Outside the continental U S contact your Lucent Technologies Representative or local Authorized Dealer PARTNER Voice Messaging Planning Forms Form 1 Mailbox Assignments E PARTNER Voice Messaging comes with four mailboxes which are factory set with the extensions 10 13 E Mailboxes provide 5 minutes of message recording time or a maximum of 30 messages Mailbox Extension Subscriber Name Completing this form To assign a mailbox to an extension other than the factory default cross out the factory default and write in the extension to be used E For PARTNER Advanced Communication System R1 1 use an extension number from 10 41 m For PARTNER ACS Release 2 0 use an extension number from 10 49 For every mailbox in use write the name of the mailbox subscriber Form 2 General Mailbox Greeting The general mailbox greeting can supply frequently requested information so that your staff is free to assist customers or to perform other tasks more efficiently Greetings can be up to two minutes long Let callers know who owns each mailbox For example a greeting could be You
6. U S contact your Lucent Technologies Representative or local Authorized Dealer If you have a 2 Slot carrier or a standalone configuration you are finished with this procedure If you have a 5 Slot carrier continue with Step 6A A Make sure all modules are seated properly The cover will not fit if the modules are not seated properly B To replace the cover grasp it by its upper edges and hold it squarely over the control unit C Place the cover over the modules and make sure it fits firmly in place D Tighten the screw on the lower front cover Leave the PARTNER Voice Messaging PC Card in the processor module The card stores message greetings etc PARTNER Voice Messaging Programming This section provides the following information E Initial settings for the communications system and PARTNER Voice Messaging when the PARTNER Voice Messaging PC Card is installed m General instructions for programming PARTNER Voice Messaging followed by instructions for changing the initial PARTNER Voice Messaging settings The order of the procedures in this section enables you to record the general mailbox greeting and change the assignments for the mailboxes before PARTNER Voice Messaging begins to handle calls this order is recommended to ensure that calls are handled correctly for the subscribers who require voice mail coverage In the following step by step instructions note that Step 1 of each procedure for the voice messa
7. can refer to the instructions for changing their pasos Using PARTNER Vole in this guide or refer to the m Monitor your call reporting system records of outgoing calls to identify possible system abuse You should also E Ask users to tell you if any of the following suspicious activity occurs Inability to log into PARTNER Voice Messaging Lost mail messages or altered greetings Inability to get an outside line Series of calls with silence on the other end or with the caller hanging up Sudden increase in wrong numbers Caller complaints that your lines are busy Callers claiming to represent the phone company Ask for a callback number Callers trying to obtain sensitive information or asking for assistance in placing outside or long distance calls Ask for a callback number Increases in internal requests for assistance in making outside calls particularly international calls or requests for dial tone Never distribute the office telephone directory to anyone outside the company E Collect old office telephone directories and shred them Never discuss your telephone system s numbering plan with anyone outside your company Any time a call appears to be suspicious in the continental U S contact your Lucent Technologies Representative or local Authorized Dealer Installation Instructions The PARTNER Voice Messaging PC Card is used with PARTNER Advanced Communications System process
8. carrier telecom munication services or facilities accessed through or connected to it Lucent Technologies will not be responsible for any charges that result from such unauthorized use Lucent Technologies Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical support or assistance call the National Customer Care Center at 1 800 643 2353 Trademarks PARTNER MLS 34D MLS 18D MLS 12D MLS 12 and MLS 6 are registered trademarks of Lucent Technologies in the US and other countries Ordering Information Call Lucent Technologies Publications Center Voice 1 800 457 1235 International Voice 317 322 6791 Fax 1 800 457 1764 International Fax 317 322 6699 Write Lucent Technologies Publications Center 2855 N Franklin Indianapolis IN 46219 Order Document No 518 456 100 Comcode 108073784 Issue 1 November 1997 Support Telephone Number In the continental US Lucent Technologies provides a toll free customer helpline 24 hours a day Call the Lucent Technologies Helpline at 1 800 628 2888 or your Lucent Technologies authorized dealer if you need assistance when installing programming or using your system Table of Contents Purpose of This Guide Key Sequences Voice Messaging Service Overview Communications System Features Affecting Call Answer Service Group Call Distribution 206 Voice Mail Service Security System Security Guidelines Installation Instructions Important Safe
9. have reached Hair It Is Salon To leave a message for the business press 1 To leave a message for Camille press 2 To leave a message for Mary press 3 To leave a message for Jay press 4 If you are not sure leave a general message after the beep or press O for Operator assistance Announcement Completing this form Write your announcement script in the space provided Recording the Announcement To record the Announcement log into mailbox 0 and dial 3 from the Programming menu Lucent Technologies Bell Labs Innovations PARTNER Voice Messaging PC Card Quick Reference Card Logging In 1 Call PARTNER Voice Messaging E f calling internally press intercom 7 7 7 or the programmed VMMsgs button E if calling from outside the system press R z during the general mailbox greeting 2 Enter your mailbox number 3 Select an option from the Voice Mail Menu 2 to get messages 3 to record personal greeting 5 to change password Listening to Messages 1 Log into PARTNER Voice Messaging The Voice Mail Menu plays 2 Press 2 to get messages 3 Press 3 to play the message The Message plays 4 After message plays press 2 3 to replay header 0 to replay message to save message and skip to next header 3 to delete message Recording Your Personal Greeting 1 Log into PARTNER Voice Messaging 2 Press 3 to change your personal greeting The greeting m
10. is responsible for the security of the system As the System Manager it is important that you fully understand and appropriately administer this product to reduce your risk of incurring charges that result from unauthorized use of the system Under the law you the customer is responsible for paying for part or all of those unauthorized calls Be aware that criminals called hackers may attempt to gain unauthorized access to your communications system and your voice messaging system Hackers often try to trick a company s employees into providing them with access to an outside line or an outside operator They may also concentrate their activities in two areas related to the voice messaging system mg They try to dial into a mailbox then execute a transfer to an outside line Then they dial an access code followed by a digit string to either direct dial or access a network operator to complete the call E They try to locate unused or unprotected mailboxes and use them as drop off points for their own messages System Security Guidelines To reduce the risk of unauthorized use of your communications and voice messaging systems you should m Change the System Manager s password from the factory setting Use a hard to guess value m Advise subscribers to protect their mailboxes by changing their passwords a four digit password is required when they log into PARTNER Voice Messaging for the first time and frequently thereafter Subscribers
11. the extension first This feature is useful when a user is handling calls for a subscriber who is not at his or her desk Voice Mail Service Voice Mail service allows subscribers to manage their own mailboxes With it subscriber can Listen to messages Delete messages a E E E Skip Messages E Record a personal greeting E Change the default password for the mailbox to ensure that messages are kept confidential Voice Mail service offers callers the following options when their call is unanswered at a subscriber s extension m Leave a detailed confidential message in the called party s mailbox m Press o to transfer to the receptionist s extension for assistance m Callers can press o or dial any extension before during or after leaving a message gt NOTE Until a customized greeting is recorded for the general mailbox and for individual subscriber mailboxes outside callers who reach the general mailbox or individual subscriber mailboxes hear a factory set message Factory Set General Mailbox Greeting Welcome to PARTNER Voice Messaging Please press 1 leave a message Factory Set Subscriber Mailbox Greeting Your party is not available Please leave a message after the tone The PARTNER Voice Messaging PC Card provides four mailboxes The factory set mailbox assignments are E Mailbox 1 the general mailbox is assigned to extension 10 E Mailbox 2 is assigned to extension 11 E Mailbox 3
12. this procedure to reinitialize the System Manager s password for mailbox 0 If you change the System Manager s password and forget it you can contact the National Customer Care Center at 1 800 628 2888 or call your Lucent Technologies Representative or local Authorized Dealer for instructions for how to reset the password To reinitialize a password to 1234 1 If necessary access the Programming Main Menu If you are already at the Programming Main Menu skip to Step 2 A Call PARTNER Voice Messaging m If calling internally pre Intercom 7 7 7 or the programmed VMMsggs button see on page 33 m f calling from outside the system press R z during the general mailbox greeting B Enter o followed by the password for mailbox 0 Press 9 followed by the mailbox number to reinitialize a password The system plays The password has been reinitialized Press 9 or hang up to quit PARTNER ACS Programming When the PARTNER ACS is installed it uses factory settings that reflect the most common usage of the equipment You can change these settings as required to customize them for the business You can program the communications system from extension 10 or extension 11 You may find it more convenient to program from extension 11 This capability allows the receptionist to continue handling calls at extension 10 while you program System Programming changes settings for the system as a
13. unauthorized programming of the system you should change the default password immediately after installation or any time the password has been reset You must assign four digits for a password It is recommended that you create a password from random nonsequential digits You cannot reinitialize the System Manager s password If you change the password and forget it you can contact the National Customer Care Center at 1 800 628 2888 or call your Lucent Technologies Representative or local Authorized Dealer for instructions for how to reset the password To change the password for mailbox 0 1 If necessary access the Programming Main Menu If you are already at the Programming Main Menu skip to Step 2 A Call PARTNER Voice Messaging m f calling internally press Intercom 7 7 7 or the programmed VMMsgs button see on page 33 m f calling from outside the system press R 7z during the general mailbox greeting B Enter o followed by the password for mailbox 0 2 Press 5 to change the password The prompt asks you to enter your new password 3 Enter four digits for the new password The prompt asks you to re enter your new password 4 Re enter your new password The new password is now active 5 Press R z to return to the Programming Main Menu or press 9 to exit programming or hang up Reinitializing a Mailbox To prepare a previously used mailbox for a new subs
14. A Page 1 Line Coverage 1 Press 2 o 8 2 Atthe Line prompt enter the first line for which an extension is specified in the VMS Mail column of Form A Page 1 Line Coverage At the Data prompt enter the number of the extension specified in the VMS Mail column To program another line press Next Item Or Prev Item until the appropriate line number displays Repeat Steps 3 and 4 for each VMS Mail line for which an extension num ber is written on Form A Continue with the next section Automatic VMS Cover Automatic VMS Cover 310 Check Form B2 to see if Automatic VMS Cover is assigned to any extensions If it is follow the procedure below If not skip to VMS Cover Rings To change the Automatic VMS Cover setting for an extension to Assigned as indicated on Form B2 1 2 Press 3 1 0 Enter the number of the first extension to which Automatic VMS Cover is to be assigned Press Next Data until the display reads 1 Assigned To program another extension press Next tem Or Prev Item until the extension number shows on the display Repeat Steps 3 and 4 for each extension to which Automatic VMS Cover is to be assigned Continue with VMS Cover Rings below VMS Cover Rings 117 Check Form A to see if VMS Cover Rings is different from the factory setting of 3 If it is follow the procedure below beginning with Step 1 If not skip to Step 3 of the p
15. Lucent Technologies Bell Labs Innovations PARTNER Voice Messaging PC Card For the PARTNER Advanced Communications System Installation Programming and Use Copyright 1997 Lucent Technologies 518 456 100 All Rights Reserved Issue 1 Printed in USA November 1997 Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing However information is subject to change Your Responsibility for Your System s Security Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example persons other than your company s employees agents subcontractors or persons working on your company s behalf Note that there may be a risk of toll fraud associ ated with your telecommunications system and if toll fraud orrcurs it can result in substantial additional charges for your telecommunications services You and your system manager are responsible for the security of your system such as program ming and configuring your equipment to prevent unauthorized use The system manager is also responsible for reading all installation instruction and system administration documents pro vided with this product in order to fully understand the features that can introduce risk of toll fraud and the steps that can be taken to reduce that risk Lucent Technologies does not warrant that this product is immune from or will prevent unauthorized use of common
16. al settings for the PARTNER ACS system Release 1 1 or later when a PARTNER Voice Messaging PC Card is present E Virtual extensions 78 and 79 are assigned to the two voice ports on PARTNER Voice Messaging gt NOTE A virtual extension is an extension number that exists in system software only and is not associated with a physical extension jack on a module m The Idle Line Preference for extensions 78 and 79 is automatically set to Intercom First E The Intercom dial tone for extensions 78 and 79 is automatically set to Machine You must perform the following two procedures for every installation E Assign the PARTNER Voice Messaging PC Card s virtual extensions 78 and 79 to PARTNER ACS Hunt Group 7 ICOM 777 used for voice mail systems m Assign an extension as the destination extension for Transfer Return calls from Hunt Group 7 ICOM 777 This ensures that when a caller chooses to transfer to another extension before during or after leaving a message in a subscriber mailbox and the call is unanswered the transferred call will return to the designated system extension where it rings until it is answered If you want calls returned to the receptionist s extension assign extension 10 or 11 as the Transfer Return extension PARTNER Voice Messaging Planning Forms Before you program PARTNER Voice Messaging obtain completed copies of the relevant planning forms for the PARTNER ACS system See PARTNER ACS Planning Forms on pag
17. as a new message E Press Next Data 3 to delete the message The prompt says Deleted and the next message header plays Go back to Step 3 Transferring to an Extension You can transfer to another extension m While logged in to PARTNER Voice Messaging m After hearing someone s personal greeting To transfer Enter the extension number to which you want to be connected To transfer to the receptionist s extension press 0 J Using Dial Code Button Features Press To Call PARTNER Voice Messaging intercom 7 2 z or programmed VMS button Turn voice mail coverage on and off Programmed VMS Cover button Send calls to your mailbox without Programmed DND button and VMS rover ringing your extension first button if applicable Transfer outside callers to another Feature 1 4 of programmed VMBox button subscriber s mailbox then dail the extension number Changing Your Password To prevent unauthorized access to your mailbox and maximize system security change your password the first time you log into PARTNER Voice Messaging and periodically thereafter 1 Log into PARTNER Voice Messaging The Voice Mail Menu plays 2 Press 5 to change your password The prompt says Please enter new password 3 Enter four digits for the new password You should use four random non sequential digits The prompts says Re enter password 4 Enter the new password again 5 Pr
18. before inserting or removing the PARTNER Voice Messaging PC Card A If you have a 5 Slot carrier turn the On Off Switch to Off O Siot Carrier If you have a standalone or a 2 Slot carrier skip to Step 3 If you have a 5 Slot carrier continue with Step 2A A Loosen the screw on the lower front of the cover Then place one hand on the handle on the lower front and place your other hand on the top of the cover B Gently pull the cover up and away from the carrier To insert the PARTNER Voice Messaging PC Card hold it with the Lucent Technologies label facing to the right and slide it gently into one of the PC card slots on the PARTNER ACS processor module When inserted properly the PARTNER Voice Messaging PC Card projects about 1 5 8 4 cm from the module To remove the PC card gently pull straight out with the power off Power up the system A Reconnect the power cord B If you have a 5 Slot carrier move the carrier s On Off switch to the On position Check that the green light on the front of each module is lit A If a single light is out power down the system reseat the module then power up the system If multiple lights are out power down the system reseat the leftmost module that has a light out then power up the system B If the lights are still out in the continental U S call the Lucent Technologies hotline at 1 800 628 2888 for support Outside the continental
19. calling internally press Intercom 7 Z Z or the programmed VMMsgs button m f calling from outside the system press R 8 Z during the general mailbox greeting The system plays a greeting followed by Enter mailbox number followed by a password 2 Enter your mailbox number 3 Enter your password o gt NOTE Until you change it the default password is 1234 The system announces the number of new and old messages in your mailbox 4 Select an option from the Voice Mail Menu E Press 2 to get messages m Press 3 to change your personal greeting m Press 5 to change your password Listening to Messages T Log into PARTNER Voice Messaging The Voice Mail Menu plays 2 Press 2 to get messages The following message plays To listen press 0 to skip press to delete press 3 to replay header press 2 3 3 Press 0 to play the message The message plays gt NOTE New messages are played before old saved messages All new messages are played in the order in which they were received After the message plays do any of the following m Press 2 3 to replay the current message header Go back to Step 3 m Press 0 to replay the current message Repeat Step 4 m Press to skip the message and go to the next message header Go back to Step 3 gt NOTE If you press after listening only to the message header the message remains
20. changed as indicated on Form 1 Enter the extension number for the mailbox as indicated on Form 1 Repeat Steps 2 through 4 for each mailbox to be changed O oa A OO N Go to Recording the General Mailbox Greeting or press 2 to exit programming Recording the General Mailbox Greeting To record the greeting callers hear when PARTNER Voice Messaging answers as specified on Form 2 1 If necessary access the Programming Main Menu If you are already at the Programming Main Menu skip to Step 2 A Call PARTNER Voice Messaging m f calling internally press Intercom 7 7 z or the programmed VMMsgs button m f calling from outside the system press R 2z during the general mailbox greeting B Enter o followed by the password for mailbox 0 Press 3 to record the general mailbox greeting 3 Do one of the following E To approve the greeting press 1 m To re record the greeting press 2 E To exit without changing the greeting press 7 Unlike some voice mail systems PARTNER Voice Messaging allows you to record the general mailbox greeting from a remote location For example if you want to record instructions for inclement weather Changing the System Manager s Password This section tells you how to change the System Manager s password for mailbox 0 that is required for changing PARTNER Voice Messaging settings The factory setting for mailbox 0 is 1234 To prevent
21. criber you can reinitialize the mailbox This procedure deletes any messages left in the mailbox and turns off the phone s message light if on erases the personal greeting if recorded and changes the password back to the factory setting 1234 To reinitialize a mailbox 1 If necessary access the Programming Main Menu If you are already at the Programming Main Menu skip to Step 2 A Call PARTNER Voice Messaging m f calling internally press Intercom 7 z 7 or the programmed VMMsgs button m f calling from outside the system press R z during the general mailbox greeting B Enter 0 followed by the password for mailbox 0 2 Press 6 to initialize mailboxes The system plays Caution Initializing a mailbox erases its greeting and messages To exit without making any changes press 7 3 Do one of the following E Enter the number of the mailbox you want to initialize m Press R 7 to return to the Programming Main Menu without making changes If you entered a mailbox number in Step 3 The system plays Reinitialized Press 9 to quit or hang up Reinitializing a Password If a subscriber forgets the password for his or her mailbox you can reinitialize the password to the factory setting of 1234 so the user can retrieve messages Remind the subscriber to change the password immediately after logging in for the first time gt NOTE You cannot use
22. e 24 These forms provide the names extensions mailboxes and other information required to program PARTNER Voice Messaging You need the following forms for PARTNER Voice Messaging Form 1 Mailbox Assignments Shows factory set mailbox assignments Allows you to change the mailbox assignments Form 2 General Mailbox Greeting Shows the script used to record the general mailbox greeting that is played when a caller is transferred to PARTNER Voice Messaging Using PARTNER Voice Messaging System Programming Mailbox 0 is a special mailbox with no storage capacity that is used to program PARTNER Voice Messaging The System Manager uses this mailbox to E Change the System Manager s password for mailbox 0 m Reinitialize passwords for mailboxes 1 4 if a subscriber forgets the password E Assign PARTNER ACS system extensions to mailboxes 1 4 m Record the general mailbox greeting You can record a greeting up to two minutes long The factory set password for mailbox 0 is 1234 If you are the System Manager see Changing the System Manager s Password on page 21 for instructions on how to change the password gt NOTE Although mailbox 0 has a password it does not have storage capacity for messages The Programming Main Menu The Programming Main Menu enables you to assign mailboxes to extensions record the general mailbox greeting change the password for mailbox 0 initialize mailboxes and reinitialize mailbox
23. ed Telephone Programming process that is customizing individual telephones from extension 10 or 11 if available E Feature when followed by 0 0 J enters or exits programming mode Programming Mode To enter programming mode 1 At extension 10 or 11 make sure the programming overlay is in place over the system phone s dialpad 2 Press Feature 0 0 3 Press System Program System Program Enter specific programming procedure codes You must program the following for every new installation m VMS Hunt Group Hunt Group 7 Extensions 505 Em Transfer Return Extensions 306 You may also need to program the following E Line Coverage Group Call Distribution 206 Line Coverage Extension 208 E Automatic VMS Cover 310 m VMS Cover Rings 117 E Telephone Button Programming VMS Hunt Group Extensions 505 You must use this procedure to assign virtual extensions 78 and 79 associated with PARTNER Voice Messaging to Hunt Group 7 This Hunt Group which is called the VMS Hunt Group is used exclusively for PARTNER Voice Messaging To assign virtual extension 78 and 79 to Hunt Group 7 1 2 3 Press 5 o 5 At the Group prompt press 7 At the Extension prompt enter 7 8 for the first virtual extension num ber assigned to PARTNER Voice Messaging as shown on form B1 Press Next Data until the display reads 1 Assigned Press Next Item to di
24. ension Settings Contains feature settings such as Automatic VMS Cover and Automatic Extension Privacy and group assignments for each extension E Form C Button Assignments Specifies which features are programmed on buttons for each extension This includes VMS Cover Do Not Disturb Voice Mailbox Transfer and Voice Mail Messages buttons Using PARTNER ACS System Programming System Programming requires a system display phone at extension 10 or extension 11 with a programming overlay placed over the phone s dialpad System Programming procedures are identified by and a 3 digit code for example the procedure code for System Date is 101 You can program the system in one of two ways m Direct Method You access a programming procedure directly by dialing the code for that procedure This method works best when you are using only a few procedures during the programming session and you know the codes For example press 101 to change the system date m Cycle Method You cucle through a sequence of procedures in numerical order by pressing Next Procedure Or Prev Procedure You should use this method when programming the communications system for the first time or when you are changing a series of related settings However procedures 399 609 and 728 cannot be changed by this method o gt NOTE You can talk on the telephone while you program This is useful if you need to call for support while programming However y
25. enu plays 3 Press 1 to change greeting 4 Record new greeting 5 Press 1 when finished recording 6 After recording press 1 to approve 2 to rerecord z to delete the greeting just recorded or 9 to delete the greeting and exit
26. ess 9 to exit PARTNER Voice Messaging or hang up Recording Your Personal Greeting Before you record note that callers who hear your personal greeting can enter an extension number to transfer to another extension or they can press o to reach the receptionist before or after your greeting plays In your personal greeting you may want to prompt the caller for these options o gt NOTE If your mailbox is full callers hear your personal greeting then the message Sorry you cannot leave a message now because this user s mailbox is full To leave a message they must transfer either to the receptionist s extension to leave a message or to another subscriber s extension 1 Log into PARTNER Voice Messaging The Voice Mail Menu plays 2 Press 3 to change your personal greeting and lift the handset The prompt says After recording press 1 Record at the tone 3 After the tone record your personal greeting one minute maximum Example This is Joe Conlin I m in the office today but away from my desk If you would like to talk to the receptionist press o Otherwise please leave your name phone number and a brief message at the sound of the tone 4 Press 1 after recording 5 Choose an option E Press 1 to approve the greeting m Press 2 to re record the greeting Go to Step 3 m Press Next Data 3 to delete the greeting The factory set personal greeting is activated E
27. ging system is logging into PARTNER Voice Messaging However if you are already logged into PARTNER Voice Messaging you can skip Step 1 Initial Settings When the PARTNER Voice Messaging PC Card is installed in the PARTNER ACS processor module see Installation Instructions on page 11 and the system is powered up some settings are established for both PARTNER Voice Messaging and the PARTNER ACS system If you want to make changes to the initial settings for PARTNER Voice Messaging use the instructions in Using PARTNER Voice Messaging System Programming jon page 17 If you want to make changes to the initial PARTNER ACS settings use the instructions in PARTNER ACS Programming on PARTNER ACS Programming on page 24 PARTNER Voice Messaging Initial Settings The following are the initial settings for PARTNER Voice Messaging m Mailbox 1 the general mailbox is assigned to extension 10 Mailbox 2 is assigned to extension 11 Mailbox 3 is assigned to extension 12 Mailbox 4 is assigned to extension 13 The following factory set general mailbox greeting plays if a call is transferred to PARTNER Voice Messaging Welcome to the PARTNER Voice Messaging Please press 1 to leave a message m The following factory set Personal Mailbox greeting plays for individual subscriber mailboxes 1 4 Your party is not available Please leave a message after the tone PARTNER ACS Initial Settings Following are the initi
28. he general mailbox greeting You should hear the following Welcome to PARTNER Voice Messaging Please enter your mailbox number and password Call Answer Service VMS Extension Coverage 1 Press the Do Not Disturb button at the appropriate destination extensions to quickly route your test calls to Call Answer Service 2 For extensions that do not have Automatic VMS Cover turn on coverage by pressing the VMS Cover button at those extensions 3 Call the first extension that has VMS coverage either automatic or man ual If Do Not Disturb is on at the extension PARTNER Voice Messaging should answer the call after one ring and you should hear the general mailbox greeting If Do Not Disturb is not on the call rings at the exten sion before Call Answer Service answers it 4 Repeat this procedure for every extension that has voice mail coverage Group Call Distribution 206 1 2 Call in on the first line that is programmed for Group Call Distribution PARTNER Voice Messaging should answer the call on the fifth ring and you should hear the general mailbox greeting Repeat this procedure for every line that has Group Call Distribution Line Coverage Extension 208 1 2 Make sure VMS Cover is on at the owner s extension Call in and make sure the call goes to VMS Cover by the number of rings specified by VMS Cover Rings 117 Verify that you hear the general mailbox greeting Repeat this procedu
29. isplay extension 79 the second virtual extension num ber assigned to PARTNER Voice Messaging as shown on form B1 5 Atthe Data prompt enter the extension number for the Transfer Return extension 6 Continue with Line Coverage on the next page Line Coverage Refer to Form A Page 1 Line Coverage VMS Mail 1 If check marks appear for any lines in this column use the procedure in Group Call Distribution below 2 If extension numbers are specified for any lines in this column use the procedure in Line Coverage Extension below Group Call Distribution 206 To assign VMS Mail lines checked on Form A Page 1 Line Coverage to Hunt Group 7 1 Press 2 o amp At the Group prompt press 7 At the Line prompt enter the first line checked in the VMS Mail column 2 3 4 Press Next Data until the display reads 3 VMS Line Cover 5 To program another line press Next Item Or Prev Item until the appropriate line number displays O Press Next Data until the display reads 3 VMS Line Cover 7 Repeat Steps 5 and 6 for each VMS Mail line checked on Form A 8 If extension numbers are specified for any lines in this column use the fol lowing procedure in Line Coverage Extension Otherwise continue with the section Automatic VMS Cover Line Coverage Extension 208 To assign line coverage for the extension numbers specified in the VMS Mail column on Form
30. m and go to Step 2 of any button programming procedure in this section to program a button for a different extension E Press Feature 0 0 to exit Voice Mail Messages This intercom Auto Dial button allows the subscriber to access PARTNER Voice Messaging with the touch of one button To program a Voice Mail Messages VMMsgs button as specified on Form C 1 2 3 4 5 Press Feature 0 0 System Program System Program Central Tel Program Dial the number of the extension to be programmed Press a programmable button Press left intercom 7 7 7Z At this point do one of the following Press Central Tel Program and go to Step 2 of any button programming procedure in this section to program a button for a different extension E Press Feature 0 0 to exit Verifying System Operation After you finish programming the PARTNER Voice Messaging and the communications system you should perform the tests described in this section to verify system operation If your system allows programming from extension 11 you should perform these tests from extension 11 leaving extension 10 for the receptionist to handle calls Voice Mail Service Make a call to the VMS Hunt Group by doing one of the following m f calling internally press Intercom 7 7 z or the programmed VMMsgs button m f calling from outside the system press R 2z during t
31. nces This guide instructs you to press key sequences on the telephone s dialpad to perform tasks Each sequence includes a letter associated with a task Since some dialpads do not have letters the sequences are also referred to with a number The numerical sequences and their associated letter sequences are listed below for your reference Delete D 3 Restart R 2 Transfer T 3 Exit 2 9 Voice Messaging Service Overview The PARTNER Voice Messaging PC Card is designed to work with the communications system The system configuration consists of two voice channels ports and four mailboxes providing the following basic voice messaging capabilities m Handles up to two calls simultaneously and provides service for four subscribers m Answers outside calls plays a customized message prompting the caller to select a mailbox 1 4 for the party for whom the caller wants to leave a message all without the aid of a receptionist m Allows callers to leave a private message if the called party does not answer or is busy on another call The caller can also transfer to another system extension or the receptionist s extension for assistance m When a message is left in one of the four mailboxes the message light on the system phone associated with the mailbox comes on m Allows subscribers to retrieve messages from any touch tone phone on the premises or from a remote locations The system informs subscribers how
32. on can be programmed on a user s phone to prevent calls for that extension from audibly alerting lights still flash Subscribers who have VMS Extension Coverage either automatic or manual can use this communications system feature when they want calls sent to the voice messaging system immediately Group Call Distribution 206 Group Call Distribution assigns outside lines to Hunt Groups If you want an outside line to ring directly into PARTNER Voice Messaging instead of being answered and transferred by the receptionist assign the line to Hunt Group 7 which is used exclusively for PARTNER Voice Messaging Line Coverage Extension 208 Line Coverage Extension identifies an extension as the owner of a specific line so the extension can activate Call Coverage or VMS Cover for that line When a call comes in on a covered line the system routes the call directly to PARTNER Voice Messaging if the call is not answered The caller has the option of leaving a message in the general mailbox selecting one of the four subscriber mailboxes and leaving a message or transferring to another extension or dialing o to reach the receptionist Line ownership typically is assigned to personal lines or to lines to be used for outside access to the PARTNER Voice Messaging Voice Mailbox Tranfer F14 A Voice Mailbox Transfer button can be programmed on a user s phone to transfer callers directly to PARTNER Voice Messaging without ringing
33. or module Release 1 1 or later available separately The processor module uses PC cards for backup or restore functions for software upgrades for Automatic System Answer Direct Extension Dialing ASA DXD functions as well as for PARTNER Voice Messaging Make sure that you have the required PARTNER Voice Messaging PC Card and PARTNER ACS Release 1 1 or later before beginning these installation procedures If you are using Release 1 0 of the Partner ACS processor module you will need to upgrade to Release 1 1 or later before you can install the PARTNER Voice Messaging PC Card Contact your Lucent Technologies Representative or your local Authorized Dealer Important Safety Instructions Always follow these basic safety precautions when using this product Read and understand all instructions Follow all warnings and instructions marked on the product Do not drop bend or crush the card Keep the card away from moisture high temperatures and direct sunlight Keep the connector on the card clean A CAUTION Before starting verify that you have batteries installed in the PARTNER ACS processor module if extension 10 shows the ReplaceSysBat W Power On message in the display replace the batteries without turning off the system oh eae See A CAUTION To avoid damage to the PARTNER ACS processor module or to the card do not install or remove the card when power is on 1 a Power down the PARTNER Advanced Communications System
34. ou must place the call before you enter programming mode and you must use the handset not the speakerphone to talk The Programming Overlays During System Programming the normal functions of several buttons on the phone at extension 10 or 11 if available change For example left Intercom becomes System Program which is the button used to enter programming mode To identify these buttons while programming place the appropriate programming overlay provided with the system over the dialpad of the phone at extension 10 or 11 Use the following special buttons while programming E Next Procedure and Prev Procedure cycle forward and backward through the programming procedures E Next Item and Prev Item cycle forward and backward through a procedure s parameters A parameter is typically an outside line an extension or a telephone list entry E Next Data and Prev Data cycle forward and backward through the valid list entries These buttons work only for fixed data such as a line or extension number They do not work for variable data such as date time password telephone numbers or doorphone assignments E Remove returns the current setting to the factory setting E Enter ends an entry of variable length such as a telephone number in an Allowed Phone Number List E System Program Starts the System Programming process m Central Tel Program starts the Centraliz
35. passwords PARTNER Voice Messaging Press Intercom 7 7 7 if calling internally or Press B 7 while listening to general mailbox greeting if calling from an outside tine Enter 0 and password factory setting 1234 to select mailbox O Meads Reinitialize a Assign Record General Change Initialize Mailbox Password Mailbox to Mailbox Your a Extension Greeting Password Mailbox Press 9 followed by the Mailbox Press 1 Press 3 Press 5 Press 6 Figure 2 Programming Menu Accessing the Programming Main Menu To access the Programming Main Menu 1 Call PARTNER Voice Messaging E f calling internally press Intercom 7 7 7z or the programmed VMMsgs button m f calling from outside the system press R 7z during the general mailbox greeting The system plays a greeting followed by Enter mailbox number followed by a password 2 Enter 0 and the four digit password The factory set password is 1234 The system plays To assign a mailbox to an extension press 1 To administer the general greeting press 3 To change your password press 5 To initialize a mailbox press 6 j To re initialize a mailbox password press 9 followed by the mailbox number The first time you access this menu you should change the factory set password Use a hard to guess value and record it in a safe place See Changing the System Manager s Password
36. re for every Line Coverage extension Using PARTNER Voice Messaging This system serves as your personal answering machine Callers from inside and outside your company can hear your personal greeting and leave messages in your mailbox You can listen to your messages save them or discard them You can create your own password to keep messages private Helpful Hints m While using PARTNER Voice Messaging you can Dial the next step of any procedure without waiting for a greeting or prompt to finish Use the following key sequences Next Data or 3 to delete a message z or 8 to restart Dial the person s extension to transfer m You can press 2 to exit PARTNER Voice Messaging and make other calls without having to hang up the handset This is useful when you are calling from a pay phone or making credit card calls m PARTNER Voice Messaging turns on the message light on your system phone when a message is sent to your mailbox and turns off the message light after you listen to all of your new messages m Your mailbox accommodates up to 5 minutes of stored messages or up to 30 messages m When your mailbox is 80 full you will hear the Mailbox is 80 Full warning when you log into PARTNER Voice Messaging If your mailbox is 100 full your callers are notified that they cannot leave messages Logging into the System 1 Call PARTNER Voice Messaging m f
37. rocedure below To change the number of times calls ring before they are sent to the voice messaging system as indicated on Form A Page 2 VMS Cover Rings 1 Press 1 1 z Enter the VMS Cover Rings setting 1 9 specified on Form A 2 3 Press Feature 0 o to exit programming mode 4 Continue with the next section Telephone Button Programming Telephone Button Programming Before you begin locate Form C of the System Planner for the communications system Be sure you have a copy of the form for each subscriber s phone Use this section to program buttons on subscribers phones including the receptionist s phone This section uses Centralized Telephone Programming When you are finished programming be sure to label all buttons on subscribers phones Manual VMS Cover F15 This button allows the subscriber to turn voice mail coverage and off To program a VMS Cover button as specified on Form C 1 Press Feature 0 0 System Program System Program Central Tel Program 2 Enter the number of the extension to be programmed 3 Press a programmable button with lights 4 Press Feature 1 5 5 At this point do one of the following m Go to Step 3 of the next procedure to program another button for this extension m Press Central Tel Program and go to Step 2 of any button programming procedure in this section to program a button for a different extension E Pres
38. s Feature 0 0 to exit Do Not Disturb F01 Used in conjunction with either automatic VMS cover or manual VMS cover this button lets a subscriber send calls immediately to his or her mailbox instead of ringing the extension first To program a Do Not Disturb DND button as specified on Form C 1 Press Feature 0 0 System Program System Program Central Tel Program J Enter the number of the extension to be programmed 2 3 Press a programmable button with lights 4 Press Feature 0 1 5 At this point do one of the following E Go to Step 3 of the next procedure to program another button for this extension m Press Central Tel Program and go to Step 2 of any button programming procedure in this section to program a button for a different extension E Press Feature 0 0 to exit Voice Mailbox Transfer F14 This button lets any system user transfer calls directly to PARTNER Voice Messaging without ringing the extension first To program a Voice Mailbox Transfer VMBox button as specified on Form C 1 Press Feature 0 0 System Program System Program Central Tel Program 2 Enter the number of the extension to be programmed 3 Press a programmable button 4 Press Feature 1 4 At this point do one of the following m Go to Step 3 of the next procedure to program another button for this extension m Press Central Tel Progra
39. splay extension 79 the second virtual extension num ber assigned to PARTNER Voice Messaging as shown on form B1 Press Next Data until the display reads 1 Assigned Continue with Transfer Return Extensions on the next page Transfer Return Extensions 306 For virtual extension 78 and 79 assigned to PARTNER Voice Messaging use the following procedure to assign an extension as the Transfer Return extension If a caller chooses to transfer to another extension before during or after leaving a message in a subscriber mailbox and the call is unanswered the communications system transfers the call to the Transfer Return extension For extensions that do not have PARTNER Voice Messaging coverage or if the Voice Mail coverage is off this procedure ensures that unanswered calls transferred from PARTNER Voice Messaging return to the designated receptionist s extension where they ring until they are answered If you want calls returned to the receptionist assign extension 10 or 11 If you want calls returned to another system extension assign any valid extension 10 49 To assign the Transfer Return extension for virtual extensions 78 and 79 1 Press 3 0 6 2 Atthe Extension prompt enter 7 8 for the first virtual extension num ber assigned to PARTNER Voice Messaging as shown on form B1 3 Atthe Data prompt enter the extension number for the Transfer Return extension 4 Press Next Item to d
40. ty Instructions PARTNER Voice Messaging Planning Forms 16 21 22 NIN O1 Go PO e gt Kori Kor Kor kO _ O O N _ h Alo Changing the System Manager s Password Reinitializing a Mailbox Reinitializing a Password 23 Using PARTNER ACS System Programming 25 i 4 7 8 9 0 1 1 Changing Your Password 9 Recording Your Personal Greeting 40 Help 41 PARTNER Voice Messaging Planning Forms 43 2 2 2 3 3 3 3 i 3 3 i 3 3 3 3 3 3 Purpose of this Guide This guide provides instructions for installing programming and using the PARTNER Voice Messaging PC Card with the PARTNER Advanced Communications System ACS Release 1 1 or later This guide is intended for m The technician who installs the hardware and programs the initial system settings m The System Manager the person who is responsible for managing the system on an ongoing basis m The subscriber a user who has been assigned one of the four mailboxes on PARTNER Voice Messaging Terminology This guide uses the following terms m Communications system CS in most countries Release 1 1 or later of the PARTNER Advanced Communications System m System phones the telephones specifically designed to work with the communications system including the PARTNER 34D PARTNER 18D PARTNER 18 PARTNER 6 MLS 34D MLS 18D MLS 12D MLS 12 MLS 6 MLC 6 MDC 9000 MDW 9000 MDW 9010 and MDW 9030P Key Seque
41. whole or for individual lines or extensions Refer to the Programming and Use guide for the PARTNER ACS system for more information about System Programming options You must perform the following two procedures for every installation m Assign the PARTNER Voice Messaging PC Card s virtual extensions 78 and 79 to PARTNER ACS Hunt Group 7 ICOM 777 used for voice mail systems m Assign extension 10 or extension 11 as the destination extension for Transfer Return calls from Hunt Group 7 ICOM 777 This ensures that when a caller chooses to transfer to another extension before during or after leaving a message in a subscriber mailbox and the call is unanswered the transferred call will return to the designated receptionist s extension where it rings until it is answered PARTNER ACS Planning Forms Refer to the communications system s System Planner when you are changing system settings and be sure to record any changes you make The following forms from the System Planner contain information about PARTNER Voice Messaging m Form A System Configuration Contains basic information about the system This includes the line number and type of voice messaging service required for each line m Form B1 System Extensions Contains basic information about each extension This includes the type of phone or auxiliary equipment at the extension and the name of the user or a description of how the extension is used E Form B2 Customized Ext
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