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User`s Guide

1. Password privacy you will mailbox uses the mailbox number as the initial password If you press the system prompts you to enter a new password up to the maximum number of digits allowed When you enter a new password the system repeats the digits and asks for confirmation You can accept the new password or enter a different password If you press 2 the tutorial does not prompt you to enter a new password and the system retains the default password If you press or the tutorial ends and the system plays the mailbox Main Menu Comdial Mar 03 Mailbox Owner User s Guide Tutorial Tutorial Text Keypress Results Part Including If you would like Ifthe last name field of the Your Name to be included in mailbox on the mailbox screen is in the the dial by name blank or if it consists entirely of System directory press 1 digits the system offers you the Directory Otherwise press option to have your name 27 included in the system s directory The system directory is available to callers attempting to reach a specific party If you press the system prompts you to indicate the numbers on the telephone keypad corresponding to the letters that spell out the first 3 letters of your last name Once you enter the numbers letters the system repeats them If you press 2 your name is not included in the dial by name system directory If you press or the tutori
2. telling you when the message was received and who received it in case it was automatically forwarded to a third party The system treats the message it sends to your mailbox as a normal message in that it activates all the normal message notification pager message waiting features This is the same as pressing 1 and then pressing 5 Mar 03 Comdial 21 Using Your Mailbox Press Function Description Multiple send Send this message to several mailboxes or group boxes The system sends the message to the mailbox or group box you first specified then asks you for more box numbers Enter each mailbox or group box number when asked then press when you are finished Append Continue making the recording of this message from the point where you left off You may continue recording up to the total message length allowed by the receiving mailbox s assigned class of service Recap Play back the last five seconds of the recorded message Schedule Schedule this message for delivery at a future time and date The system prompts you to enter the time and date you want it to deliver the message then plays back the information you entered for confirmation Choosing this option takes the place of pressing 1 send which would deliver the message immediately 22 Comdial Mar 03 Mailbox Owner User s Guide 1 6 Changing Mailbox Options If you p
3. ALREADY SENT TO ANOTHER MAILBOX If you press from the Options menu to retrieve a previously sent message the system prompts you to enter the recipient s mailbox number If the mailbox contains messages you have sent and the mailbox owner has not yet listened to those messages the system plays each one After each message plays the system allows you to skip it re play it re record it or delete it 30 Comdial Mar 03 Mailbox Owner User s Guide 1 6 10 LOGGING INTO AND OUT OF CUSTOMER SERVICE BOXES If you press 0 from the Options menu for Customer Service box administration the system asks you to indicate the number of the cus tomer service box you want to modify Enter the customer service box number The system lists the following options To add an extension to this customer service group press 1 To remove an extension press 2 To exit press If you select option 1 or 2 the system asks you for the extension number Note Be sure to enter an extension number not a mailbox number Once the system adds the extension you specified or deletes it from the customer service group it confirms the action taken Extension number has been added to deleted from customer service group name 1 7 Listening To Question Box Answers If your mailbox owns one or more question boxes you can press 4 to listen to answers recorded as messages in the mailbox If you press 4 from the Main Menu to
4. To replay the greeting press 1 To re record the greeting press 2 To delete the greeting press 3 To select a new active greeting press 5 Or to exit press 24 Comdial Mar 03 Mailbox Owner User s Guide Options 1 2 and 3 function the same way as when you use them to record a name for the mailbox the only difference involves boxes that are allowed multiple greetings If your box is allowed multiple greetings and you select option 1 2 or 3 the system prompts you to indicate the number of the greeting 0 9 you want to modify Note If your mailbox is not allowed any greetings then any boxes owned by your mail box are also not allowed any greetings Enter the greeting number or press if you want to work with whichever greeting is currently active If the number you enter is higher than the maximum number of greetings allowed by the assigned class of service the system says That was not a valid entry and replays the Greeting menu Ifthe greeting number is valid the system allows you to play re record or delete it in the same manner as the mailbox name Note If your mailbox is allowed multiple greetings recording one of the greetings does not affect which greeting is active That is if greeting 0 is currently the active greeting recording greeting I does not automatically make it the active greeting You must use option 5 to activate a different greeting Option 5 allows you to
5. change the number or press pound if you re finished 28 Comdial Mar 03 Mailbox Owner User s Guide This option allows you to change the telephone number the system calls to notify your paging service that you have new messages You can also toggle the pager service feature on and off using this option press To change the pager service number Press if you want to enter a new pager service number The system asks you for the new number Please enter the new number Once you enter the new number the system says Your pager service is telephone number Press to accept the number and return to the Options menu or press to enter a different number Note System Administrators can prevent mailbox owners from changing their pager numbers If you are trying to change your num ber and the system does not allow you to contact your System Administrator When you specify a pager service number you can enter the fol lowing special characters is interpreted as a hook flash is interpreted as a pause The default length of the pause is equal to one comma To remotely enter a longer pause enter k k 6 stars You may enter the number of a telephone outside of your telephone system provided your telephone system supports this feature and the System Administrator has programmed the system to perform external transfers Long distance toll numbers can be restricted by your System Admin
6. messages it stores Mar 03 Comdial 1 Using Your Mailbox Sag nn a a Y If the system pauses for a few seconds Ir i after you finish entering the password press the key This tells the system that you have finished dialing If you enter an invalid password the system asks you for the mailbox and password up to two more times If you do not enter the correct password during the second or third attempt the system says Good bye and disconnects the call If you press once when asked for the password the system assumes you do not want to log in to the mailbox 2 Comdial Mar 03 Mailbox Owner User s Guide 1 2 New User Tutorial The first time new owners open their mailboxes the system provides a brief tutorial session that explains a few basic functions The system then allows owners to record their names record their per sonal greetings and select their passwords The tutorial is described in the following table Tutorial Tutorial Text Keypress Results Part Tutorial Welcome to your If you press the tutorial stops Introduction new mailbox In and the system plays the order to familiarize mailbox Main Menu Pressing you with your new does not permanently remove mailbox we would the tutorial the next time you like to briefly log into the mailbox the tutorial describe some of starts again its features You may exit from this If you press the tu
7. system says J m sorry that was not a valid entry If you are authorized to use the outgoing call feature the system prompts you for the number to which you want to be connected and places a conference three way call to that number 1 10 Exiting a Mailbox If you press from the Main Menu to exit the system closes the mailbox and routes your call to a new box The System Adminis trator determines where to send your call when exiting open mailbox Mar 03 Comdial 33 Using Your Mailbox 34 Comdial Mar 03 Mailbox Owner s Users Guide A answers question boxes 31 C call transfer 26 changing languages 32 changing languages in a mailbox 32 changing mailbox options 23 changing passwords 26 changing the call transfer service 26 changing the message notification service 27 changing the pager service 28 changing the personal distribution lists 30 customer service boxes 31 D distribution lists 30 E exiting a mailbox 33 F future delivery messages 29 identifying yourself as the mailbox owner 1 L languages 32 INDEX listening to messages 11 listening to new messages 13 listening to question box answers 31 loggin into your mailbox 1 logging into and out of customer service boxes 31 mailbox options 23 mailbox owner identifying yourselfas 1 main menu 8 message notification 27 message options 14 messages future delivery 29 messages listen
8. you have any questions see your System Administrator Press Function 1 Forward the Message Description The system prompts you to indicate the mailbox to which you want to forward the message Please enter the box number If you do not know the box number press star Enter the box number or press to use the system dial by name directory You have the following sending options To add your comments to the beginning of the message press 1 To add your comments to the end of the message press 2 To forward the message without comment press 3 To exit without forwarding press If you select option 1 or 2 the system prompts you to add your comments Once you record your comments the system adds them to the message and forwards the message 16 Comdial Mar 03 Mailbox Owner User s Guide Press Function Description Reply to the Message Using Voice Mail The system places you in the mailbox of the sender assuming the message came from another mailbox owner on the system If the message was manually forwarded the system sends your reply to the person who forwarded it If the message was automatically forwarded the system sends the reply to the person who sent the original message If the message was left by a caller rather than a mailbox owner the system cannot send a voice reply If this is the case and you press 2 at the More Options menu the
9. 2 3 Save message as new 4 5 61 Forward the message Change name Change greeting Change password Transfer number Notification number Pager number Review future delivery Personal distribution lists Enable tutorial ACD logon logoff Retrieve sent message ooN DnR WD Exit Questionnaire answer menu 62 Reply to message 63 X fer to message sender 7 Tag Faxmail for retrieval Get Faxmail Exit 1 Play a greeting 2 Re record a greeting 3 Delete a greeting 4 Change TC category 5 Select the active greeting Exit 1 New answers 2 Old answers Exit Supervisor menu 8 Replay previous answer 9 Skip to next answer Pause See section on supervisor functions Goes to box defined in field labeled After exiting open Mail box go to box in System Information screen Replay answer set Next answer set Save answer set as new Delete answer set Hear time and date Exit 10 Comdial Mar 03 Mailbox Owner User s Guide 1 4 Listening to Messages If you press 7 from the Main Menu to listen to messages the system asks you to indicate the type of messages to which you want to listen For new voice mail messages press 1 For saved voice mail messages press 2 For new e mail messages press 3 For saved e mail messages pr
10. COMDIAL Interchange Corporate Office Mailbox Owner User s Guide Interchange Corporate Office Mailbox Owner User s Guide Copyright 2003 Comdial Corporation All rights reserved Unauthorized use of this document is prohibited Comdial Corporation 106 Cattleman Road Sarasota FL 34232 941 554 5000 or 800 419 3800 Notice Comdial reserves the right to make any changes and improvements in the product described in this document at any time and without prior notice Interchange and Corporate Office are trademarks of Comdial Corpora tion All other product names are trademarks of their respected owners First Edition March 2003 Printed in the USA i GCA70 394 Mar 03 This Mailbox Owner User s Guide is applicable for the following systems Product Required Software Version Corporate Office 8 5 9 or later Interchange 11 1 or later GCA70 394 Mar 03 Document Revision History Date Affected Pages Change Mar 28 2003 1 36 Original Release GCA70 394 Mar 03 Mailbox Owner s User Guide TABLE OF CONTENTS 1 Using Your Mailbox 1 1 Identifying Yourself as the Mailbox Owner 1 14 2 New User Tutorial cccecivstcecccceedcuet aii aoe 3 1 3 Selecting Main Menu Options u u d dv dcdcsseeeeerrrerrrrrene 8 1 4 Listening to Messages 2 ccceeceeeecerereeeeeeeeees 11 1 4 1 Listening to New Messages cee
11. Mailbox Owner User s Guide Each of the Main Menu choices is explained in this section For an overview a map of the voice menus you hear in the system is shown in Figure 1 Map of the System Voice Menus Optional features Fax Distribution Talking Classifieds Outbound Telemarketing IVR are not included Note If the system is equipped with one or more optional modules this menu may be slightly modified Mar 03 Comdial Using Your Mailbox Main Voice menu Message menu Figure 1 Map of the System Voice Menus HOARE gt New voice mail message Saved voice mail msg New e mail message Saved voice mail msg All new messages All saved messages Exit 8 Rewind 9 Fast forward 0 Pause Send Replay Re record Cancel Send with confirmation Send mutliple copies Add a Fax document Append Recap Schedule for future PhO ON OO OO Ne BROWN Listen to messages Send a message Change options Listen to questionnaire CONDGA Exit answers Change languages Supervisor functions Fax Short cut to new messages Place an outgoing call Requires optional features softw are Enter box number to which message should be sent or press star for directory Options menu deliv ery Replay message Next message Delete message Message time and date a
12. S If you choose to listen to new messages the system plays each in the following order any urgent messages first oldest first then any non urgent messages oldest first Note If you would prefer to hear your newest messages first and your voice processing system is Interchange your System Adminis trator can set this up for you This option is not available on Cor porate Office The system pauses between each message to allow you to decide what to do with the message When you have heard all new mes sages the system says You have no more new messages and returns you to the Main Menu Note While listening to a message you can fast forward by pressing 9 Or you can rewind by pressing 8 1 4 2 LISTENING TO SAVED OLD MESSAGES If you choose to listen to saved messages the system plays each one in the following order any urgent messages oldest first then any non urgent messages oldest first Note If you would prefer to hear your newest messages first and your voice processing system is Interchange your System Adminis trator can set this up for you This option is not available on Cor porate Office The system pauses between messages to allow you to decide what to do with the message The fast forward rewind and pause functions operate as they do during new message playback Mar 03 Comdial 13 Using Your Mailbox 1 4 3 SELECTING OPTIONS BETWEEN MESSAGES Each time the sys
13. again after requesting that it be deleted the system says You have asked for this message to be deleted then plays the message If you decide you do not want to delete the message you can press 3 to save the message as new Once you press 3 the message is no longer marked for deletion It is good practice to delete messages as soon as possible to prevent the mailbox from becoming full of old unneeded messages You can schedule saved messages for automatic deletion after a certain number of days 5 Adjust The system allows you to adjust the volume Volume 6 More The system offers more options Options If you press 6 for more options the system gives you the following choices To forward a copy of this message press 1 To reply to the message using voice mail press 2 To speak with the sender of the message press 3 To delete the message press 4 To hear the time and date of the message press 5 To reply to the message using e mail press 6 Or to exit press ff Mar 03 Comdial 15 Using Your Mailbox Note The system offers options 2 and 3 only if it has enough infor mation to perform the functions Option 6 is heard only by mailbox owners using the unified messaging feature on the Interchange sys tem these options do not apply to Corporate Office Information on using unified messaging features is available in a help file accessible to users through the PCM interface If
14. al ends and the system plays the mailbox Main Menu Note If there is no name recorded for this mailbox the system will not include it in the directory Mar 03 Comdial Using Your Mailbox tutorial The tutorial will be repeated each time you open your mailbox If you would like to cancel it press the star key now Tutorial Tutorial Text Keypress Results Part Concluding Thank you for If you press the system the tutorial taking part in the disables it for the mailbox If you do not press a key the system plays the mailbox Main Menu and repeats this tutorial the next time you log into the mailbox 1 3 Selecting Main Menu Options When you open your mailbox the system says your name and tells you how many messages you have For example John Smith you have five new messages two of these are marked urgent and one old message The system then plays the Main Menu offering you various options Note Not every system or mailbox has access to every option To listen to your messages press 1 To send a message press 2 To change your options press 3 To listen to questionnaire answers press 4 heard only if mailbox owns a question box To change languages press 5 heard only if multi lingual capability is in For supervisor functions press 6 use To place an outgoing call press 0 Or to exit press Comdial Mar 03
15. bers of a group box Enter the group box number All members of a personal Enter the distribution list number distribution list If you do not know the box number of the person to whom you want to send the message press to access the dial by name system directory 20 Comdial Mar 03 Mailbox Owner User s Guide Once you have entered the box number the system plays the name of the owner of that box and asks you to confirm you have indicated the correct box For example John Smith If this is correct press 1 If you press I the system asks you to record your message after the tone Once you record the message the system offers the following options Press Function Description 1 Send Send the message You are offered the following sending options Send with normal delivery the default Send as an urgent message Urgent messages are played first Send as a private message Private messages cannot be forwarded Send and be notified when recipient has listened to the message This is the same as entering number 5 2 Replay Play the message back so you can hear how it sounds Re record Delete this message and record a new one 4 Cancel Delete this message without sending it Send with Send the message and have the system notify confirmation you when the recipient first listens to it Once the recipient hears the message the system sends a message to your mailbox
16. e phone 1 1 Identifying Yourself as the Mailbox Owner When you call in to your voice mail system you are treated as an outside caller and you can leave messages transfer to an extension and access features available to outside callers To listen to the mes sages in a mailbox you must identify yourself to the system as the mailbox owner by logging into your mailbox To log into a mailbox you must access the voice mail gateway by calling into system box 9992 Normally you access this system box via a routing box By default on all routing boxes set up on the system the key routes callers who press it to box 9992 the gateway box If you set up additional routing boxes Comdial strongly rec ommends that you retain the 9992 setting beside the key on routing box setup screens This way a caller can press from almost any where in the system to access the voice mail gateway which provides access to system mailboxes You can also access the voice mail gateway by pressing when the system is playing the greeting for a mailbox for example Hi this is Mary Sorry I cant take your call Leave me a message after the tone When the system routes your call to the voice mail gateway box 9992 the system prompts you to enter your mailbox number Once you enter a valid mailbox number the system prompts you for the password to the mailbox Once you enter the valid password you gain access to the mailbox including all the
17. e system consults the PC clock for this function so it is important that the clock is set to the correct date and time See your System Supervisor if you suspect the time or date is incorrect Mar 03 Comdial 19 Using Your Mailbox Press Function Description 6 Reply to the The system records your reply then attaches it Message as a WAV file to an e mail it sends to the Using E original message sender If the message was Mail manually forwarded the system sends your reply to the person who forwarded it If the message was automatically forwarded the system sends the reply to the person who sent the original message Note This option is only available on the Interchange system it does not apply to Corporate Office If the system does not have access to the e mail address of the message sender it cannot send an e mail reply If this is the case and you press 6 at the More Options menu the system says That was not a valid entry 1 5 Sending a Message If you press 2 from the Main Menu to send a message the system prompts you to indicate the box number You can send a message to any mailbox or group box or to several mailboxes or group boxes You can also send a message to one of the personal distribution lists defined for the mailbox To Send a Message to Do This A single mailbox Enter the mailbox number Several mailboxes Enter the first mailbox number All mem
18. efore ending the recording This will slow the progression of calls to the mailbox Once the name has been recorded the system plays the above menu again If you press 3 the system deletes the current recording of the name If you press the system returns you to the Options menu 1 6 2 RECORDING A GREETING If you press 2 from the Options menu to record a greeting the system examines the class of service assigned to the mailbox and checks to see if you are the owner of any other box in the system routing box question box etc The next prompt you hear depends on Whether the mailbox is allowed to record multiple greetings a single greeting or no personal greeting as defined by your System Administrator If your mailbox is not permitted to record a personal greeting the system says That was not a valid entry and plays the Options menu again When the system routes a call to your mailbox the caller hears the default system greeting Name is not available right now Whether your mailbox owns one or more other system boxes If your mailbox owns another system box the system prompts you to select in which box you want to change the greeting Please enter the box number If you enter a number for a box that you do not own the system says I m sorry you do not own that box then re plays the Options menu If you enter a number of a box that you do own the system plays the following menu
19. ess 4 For all new messages press 5 For all saved messages press 6 Or to exit press Note Options 3 and 6 are heard only by mailbox owners using the unified messaging feature on the Interchange system these options do not apply to Corporate Office Information on using unified mes saging features is available in a help file accessible to users through the PCM interface If you make no choice or choose to exit the system returns you to the Main Menu When the system plays messages it plays each one in turn beginning with the oldest If any of the messages are marked urgent the system plays those first As the system plays each message it provides certain information about the message Note If you would prefer to hear your newest messages first and your voice processing system is Interchange your System Administrator can set this up for you This option is not available on Corporate Office Before the system plays a message it provides the following infor mation If the sender indicated the message is urgent the system says This message is marked urgent The system plays urgent messages before non urgent messages If the sender indicated the message is private the system says This message is marked private Private messages cannot be forwarded to another mailbox Mar 03 Comdial 11 Using Your Mailbox If you indicated the message is to be deleted the system reminds you tha
20. ing to 11 N new messages 13 new user tutorial 3 notification 27 O outgoing calls 33 P pager 28 passwords 26 personal distribution lists 30 placing an outgoing call from a mailbox 33 playback options 14 R recording greetings 24 Mar 03 Comdial 35 Index recording names 23 retrieving a message already sent to another mailbox 30 retrieving sent messages 30 reviewing messages scheduled for future delivery 29 S selecting options between messages 14 sending messages 20 sent messages 30 T transfer 26 tutorial 3 U using your mailbox 1 36 Comdial Mar 03 GCA70 394 Rev 1 Mar 03
21. ion on and off using this option press To change the first message notification number Press if you want to enter a new call transfer number The system asks you for the new number Please enter the new number Once you enter the new number the system says Your message notification feature is tele phone number Press to accept the number and return to the Options menu or press to enter a different number Note System Administrators can prevent mailbox owners from changing their message notification numbers If you are trying to change your number and the system does not allow you to contact your System Administrator When you specify a message notification number you can enter the following special characters is interpreted as a hook flash is interpreted as a pause The default length of the pause is equal to one comma To remotely enter a longer pause enter wwe 6 stars You may enter the number of a telephone outside of your telephone system provided your telephone system supports this feature and the system has been programmed to perform external transfers Long distance toll numbers can be restricted by your System Adminis trator 1 6 6 CHANGING THE PAGER SERVICE If you press 6 from the Options menu to change the pager service the system informs you of the current state of the feature Your pager service is telephone number or Your pager service is off Press 1 to
22. istrator 1 6 7 REVIEWING MESSAGES SCHEDULED FOR FUTURE DELIVERY If you press 7 from the Options menu to review future delivery mes sages the system plays information about the next message you have scheduled for future delivery Message for receiving mailbox owner s name date at time or You have no messages scheduled for future delivery Mar 03 Comdial 29 Using Your Mailbox If you currently have messages scheduled for future delivery the system plays the following menu of options To listen to the message press 1 To hear the next message press 2 To cancel the message press 4 Or to exit press You can only listen to or cancel future delivery messages from this menu If the contents of the message are not satisfactory you must delete the message then return to the Main Menu and press 2 to re record and reschedule the message If you do not have any messages scheduled for future delivery or after you have listened to all of the future delivery messages the system says You have no more messages scheduled for future delivery 1 6 8 CHANGING THE PERSONAL DISTRIBUTION LISTS If you press 8 from the Options menu to change a personal distri bution list the system prompts you through the process of making personal distribution list modifications This option allows you to add mailboxes to or remove mailboxes from a personal distribution list 1 6 9 RETRIEVING A MESSAGE
23. listen to answers the system asks you whether you want to listen to new or old questionnaire answers For new questionnaire answers press 1 For old questionnaire answers press 2 Or to exit press When you select option or 2 the system searches through all the question boxes owned by your mailbox and plays any old or new messages it finds Mar 03 Comdial 31 Using Your Mailbox Note Questionnaire answers are arranged in sets with each set con sisting of the answers supplied to the questions 1 through n recorded in the question box While the system plays back a set of answers you can press amp to replay the last answer You can also press 9 to skip forward to the next answer and press 0 to pause the playback To resume playback you have paused press 0 again or wait 30 seconds The system will automatically resume playback After the system has played an entire set of questionnaire answers it gives you the following options To replay the message press 1 To play the next message press 2 To save the message as new press 3 To delete the message press 4 For message time and date press 5 To exit press Press to replay the entire set of answers press 2 to save the set as an old set and proceed to the next set of answers press 3 to save the set as a new Set of answers and press 4 to delete the answers When you have listened to all sets of answers the system says You have
24. me a message press 1 or press 3 if you would like to speak to someone else Once you have recorded your greeting you can change it at any time Press 1 if you would like to record your personal greeting now Otherwise press 2 Tutorial Tutorial Text Keypress Results Part Recording Ifyou are not able If you press the system Your to answer your prompts you to record your Greeting phone I will play greeting if the mailbox is allowed multiple greetings in its assigned class of service the greeting recorded here is greeting 0 After the system records the greeting it plays it back to you and allows you to accept it re record it or delete It If you press 2 the system does not prompt you to record a greeting and proceeds to the next part of the tutorial If you press or the tutorial ends and the system plays the mailbox Main Menu Note Until mailbox owners record their greetings the system substitutes the greeting is not available right now as a default Mar 03 Comdial Using Your Mailbox be asked to enter your password each time you open your mailbox This prevents unauthorized callers from gaining access to your messages You should change your password frequently If you would like to change it now press 1 Otherwise press oe Tutorial Tutorial Text Keypress Results Part Entering a To protect your Note By default each new
25. no more new old messages Note You cannot forward a question box answer to another mailbox 1 8 Changing Languages In A Mailbox For voice mail systems using multiple languages you can press 5 at the Main Menu to switch to the next language For example assume that the first language on the system is English the second language is Spanish and the third language is UK English If you are listening to the Main Menu in English and you press 5 the system restarts the menu again in Spanish Spanish is now the current language for the call All menus and prompts are played in Spanish If you record a greeting it should be in Spanish 32 Comdial Mar 03 Mailbox Owner User s Guide If you go back to the Main Menu and press 5 again the system starts playing the Main Menu in UK English UK English is now the current language for the call All menus and prompts are played in UK English If you record a greeting it should be in UK English Note Your System Administrator must have previously configured your voice mail system to use multiple languages for this feature to work Ifyou have any questions about whether your system is con figured for multiple languages see your System Administrator 1 9 Placing an Outgoing Call from a Mailbox If you press 0 from the Main Menu to place an outgoing call the system checks the class of service assigned to the mailbox to verify this feature is available to you If it is not the
26. ress 3 from the Main Menu to change the mailbox options the system plays the Options menu To record your name press 1 To record your greeting press 2 To change your password press 3 To change your call transfer feature press 4 To change your message notification feature press 5 To change your pager feature press 6 To review messages scheduled for future delivery press 7 To change your personal distribution lists press 8 To reactivate the tutorial press 9 To retrieve a message you have already sent to another mailbox press Or to return to the Main Menu press Note If this mailbox owns a Customer Service box the menu also includes an option to log agents into or out of the customer service group If you do not make a selection the system returns you to the Main Menu 1 6 1 RECORDING A NAME If you press 7 from the Options menu to record a name in the mailbox the system plays the current recording of the name and prompts you to change it To replay your name press 1 To re record your name press 2 To delete your name press 3 Or to exit press If you press I the system plays the current recording of the name then plays the menu again Mar 03 Comdial 23 Using Your Mailbox If you press 2 the system asks you to record your name after the tone Say the name then press to end the recording If you do not press the system will record a few seconds of silence b
27. s about what numbers are restricted on your mailbox 18 Comdial Mar 03 Mailbox Owner User s Guide Press Function Description If the Message is from a Mailbox Owner The system places you on hold and dials the extension number associated with the sender s mailbox Certain additional conditions apply to this feature The sender s mailbox call transfer feature must be enabled If it is not you hear the mailbox owner s personal greeting just as if you had called the system and entered the mailbox number Your telephone system must support extension to extension transfers Delete the Message The system marks the message to be deleted and temporarily stores it as a saved message The system does not actually delete the message until you exit from the mailbox If you play the message again after requesting that it be deleted the system says You have asked for this message to be deleted then plays the message If you decide you do not want to delete the message you can press 3 to save the message as new Once you press 3 the message is no longer marked for deletion It is good practice to delete messages as soon as possible to prevent the mailbox from becoming full of old unneeded messages You can schedule saved messages for automatic deletion after a certain number of days Hear the Time and Date The system plays the time and date the message was received Th
28. select another greeting as the currently active greeting The active greeting is the greeting played to callers when they are routed to the mailbox Once you select a new active greeting the system plays the greeting back to you for confirmation cl HINT SEE If your mailbox allows multiple greetings Ir ranging from 0 to 9 record greeting 0 first since this is the active greeting by default You can then record as many additional greetings as allowed for your mail box If you are unsure how many greetings you are allowed see your System Administrator rt att Mar 03 Comdial 25 Using Your Mailbox 1 6 3 CHANGING A PASSWORD If you press 3 from the Options menu to change your password the system prompts you to enter a new password The password can contain the digits 0 9 and the character and it can be up to 10 digits characters long Once you enter a new password the system prompts you to re enter it for confirmation This ensures that you did not make a mistake when you entered it the first time Once you enter the same password twice the system plays the prompt Your password has been changed and will be in effect the next time you call If you do not re enter the password when prompted or you do not enter two matching password as prompted the system does not accept the new password and plays the prompt Your password has not been changed Note If you enter 0000 fo
29. sseeeeeeeeeeeee 13 1 4 2 Listening to Saved Old Messages eee 13 1 4 3 Selecting Options Between Messages 14 1 5 Sending a Message ss eissiyoit vesndcceceerestvaibcneheones tresses 20 1 6 Changing Mailbox Options eeeeeteeeeeeeees 23 1 6 1 Recording a Name cccceeeeeeeseeceeeeeeeeeeeeees 23 1 6 2 Recording a Greeting 2 cccceceeeesseceeeete eset 24 1 6 3 Changing a Password u Wu u u u dcdsseeeereeee renen nn nnnnee 26 1 6 4 Changing the Call Transfer Service 2 26 1 6 5 Changing the Message Notification Service 27 1 6 6 Changing The Pager Service s on 28 1 6 7 Reviewing Messages Scheduled For Future DEA EE E ds Sachs ene dabeded Mt A 29 1 6 8 Changing The Personal Distribution Lists 30 1 6 9 Retrieving A Message Already Sent To Another MailbOoX 555600 hon le Aberne lobes enleaseanenuneesetorusts 30 1 6 10 Logging Into And Out Of Customer Service 510D EE A A eN ner 31 1 7 Listening To Question Box Answers 0 31 1 8 Changing Languages In A Mailbox 2 32 Mar 03 Comdial V Contents 1 9 Placing an Outgoing Call from a Mailbox 33 1 10 Exiting a Mailbox scsn ssneeieiddee inn 33 vi Comdial Mar 03 Mailbox Owner User s Guide 1 USING YOUR MAILBOX Your voice processing system Interchange or Corporate Office allows you to make changes to your mailbox settings by calling into the system over th
30. system says That was not a valid entry Note The Reply To Message Using Voice Mail Option is available only if a message was sent by other mailbox owners from within their open mailboxes senders have logged in to their mailboxes and chosen option 2 Send a message from the Main Menu Mar 03 Comdial 17 Using Your Mailbox Press Function Description 3 Transfer to The operation varies slightly depending on Message whether the message is from an outside caller or Sender from a mailbox owner If the Message is from an Outside Caller This option is available only if the sender s telephone number is attached to the message as the account number When you select the transfer to sender option the system interprets the account number as a telephone number It places you on hold and dials the digits stored in the account number When it has finished dialing the number it connects you with the called party Certain additional conditions apply to this feature If you select this option the system assumes the account number associated with the message is a valid telephone number and tries to dial it Do not use this option if the account number is not a telephone number Before making the outgoing call the system checks to see if the number is allowed from your mailbox If the telephone number is restricted the system does not make the call See your System Supervisor if you have question
31. t it is marked for deletion You have asked for this message to be deleted The system deletes the message a few minutes after you exit from your mailbox If the senders specify that they want to be informed when you hear the message the system says The sender will be notified that you have received this message If the message was sent to a group box of which you are a member rather than specifically to your mailbox the system tells you the name of the group box for example Message for all managers After the message plays the system provides the following infor mation If there was an account number associated with the call the system says the account number for example from 5552211 If messages are sent by other mailbox owners from within their mailboxes the system says the name of the sender for example From Ted Smith If the message was manually forwarded the system says who the original recipient was for example This message was forwarded from Mary Jones e If the message was automatically forwarded the system says who the original recipient was for example This message was automatically forwarded from Mary Jones The system plays the message time and date Note While listening to a message you can fast forward by pressing 9 Or you can rewind by pressing 8 12 Comdial Mar 03 Mailbox Owner User s Guide 1 4 1 LISTENING TO NEW MESSAGE
32. tem plays a message it ends by offering you the fol lowing choices To replay the message press 1 To save and play the next message press 2 To save the message as new press 3 To delete the message press 4 To adjust the volume press 5 For more options press 6 Or to exit press ff If you do not press a digit the system returns you to the Main Menu Press Function Description 1 Replay The system plays the current message again Message 2 Next The system moves on to the next message in the Message mailbox saving the current message as an old message If you have just listened to the last new message the system says You have no more new messages 3 Save As The system moves on to the next message but New stores the current message as a new message as if you have not yet listened to it You can use this option to undelete a message you have asked to be deleted see Delete Message Note When you save a message as new mailbox functions such as message waiting lamp control and message notification also treat the message as new the message waiting lamp remains on 14 Comdial Mar 03 Mailbox Owner User s Guide Press Function Description 4 Delete The system marks the message to be deleted Message and temporarily stores it as a saved message The system does not actually delete the message until you exit from the mailbox If you play the message
33. to number Press to accept the number and return to the Options menu or press to enter a different number Note System Administrators can prevent mailbox owners from changing their call transfer numbers If you are trying to change your number and the system does not allow you to contact your Sys tem Administrator When you specify a call transfer number you can enter the following special characters is interpreted as a hook flash is interpreted as a pause The default length of the pause is equal to one comma To remotely enter a longer pause enter wwe 6 stars You may enter the number of a telephone outside of your telephone system provided your telephone system supports this feature and the System Administrator has programmed the system for external transfers Long distance toll numbers can be restricted by your System Administrator 1 6 5 CHANGING THE MESSAGE NOTIFICATION SERVICE If you press 5 from the options menu to change the message notifi cation feature the system tells you the current state of the feature Your message notification feature is telephone number or Your message notification feature is off Press I to change the number or press pound if you re finished Mar 03 Comdial 27 Using Your Mailbox This option allows you to change the first telephone number the system calls to inform you that you have new messages You can also toggle message notificat
34. torial stops tutorial at any time and the system plays the by pressing the mailbox Main Menu However pound key pressing permanently disables the tutorial It will not be played the next time you log into the mailbox Mar 03 Comdial 3 Using Your Mailbox your name For example when the system is about to transfer a call to your extension the caller will hear Please hold while I transfer your call to Mary Jones I need to record your name Press if you would like to record your name Otherwise press Qe Tutorial Tutorial Text Keypress Results Part Recording There are times If you press the system Your Name when I need to say prompts you to record your name After recording the name the system plays it back to you and allows you to accept the recording or re record or delete It If you press 2 the system does not prompt you to record a name and proceeds to the next step in the tutorial If you press or the tutorial ends and the system plays the mailbox Main Menu Note Until mailbox owners record their names the system substitutes the prompt that extension as a default Comdial Mar 03 Mailbox Owner User s Guide your personal greeting to the caller Your greeting should sound something like this Hello this is Mary I m sorry I cannot take your call right now If you would like to leave
35. ur zeros as the password you will disable the password protection feature for your mailbox If the system does not prompt for a password to your mailbox anyone can open your mailbox and delete messages change your settings etc You are strongly urged to always password protect your mailbox and to change the password regularly for maximum security When you do change your password be sure to tell your System Administrator 1 6 4 CHANGING THE CALL TRANSFER SERVICE If you press 4 from the Options menu to change the call transfer service the system announces the current state of the service If the service is currently enabled on you hear the prompt Your calls are currently being transferred to number Press I if you would like to change the number If the call transfer service is currently disabled off you hear the prompt Your calls are currently being transferred to voice mail Press 1 if you would like to change the number 26 Comdial Mar 03 Mailbox Owner User s Guide Press to toggle the call transfer service on callers are transferred to the telephone and off callers hear the mailbox greeting immedi ately After you press the system confirms the current state of service Press if you want to enter a new call transfer number The system asks you for the new number Please enter the new number Once you enter the new number the system says Your calls are currently being transferred

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