AT&T PARTNER MAIL® Voice Messaging System Release 3 Planning, Installation, and Use
Copyright © 1996, AT&T All Rights Reserved Printed in U.S.A. AT&T 585-322-516 Issue 1 June 1996 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.
Contents 1 2 3 4 About This Book v ■ Purpose and Audience v ■ Terms v ■ How to Use This Book vi ■ Typographical Conventions vi ■ Safety Labels vii ■ Related Documents vii Overview of System Services and Features 1-1 ■ Introduction 1-1 ■ PARTNER MAIL Services 1-2 ■ System Administrator’s Responsibilities 1-10 Installation 2-1 ■ Introduction 2-1 ■ Preparing for Installation 2-1 ■ Installing the Mail System 2-5 Mail System Initial Programming 3-1 ■ Introduction
Contents 5 ii Contents ■ Call Answer Service ■ Telephone Button Programming 4-8 ■ After Initial Programming 4-12 Understanding the Mail System Features 5-1 ■ Administering Features ■ Announcements (Automated Attendant) 5-1 ■ Automated Attendant Service ■ Broadcast Message 5-10 ■ Bulletin Board ■ Business Schedule and Temporarily Closed 5-14 ■ Call Answer Service Operator ■ Dial 0/Timeout Action (Automated Attendant) 5-30 4-10 5-3 5-12 5-22 5-32 ■ Directory ■ Fax Extension and Fax Message
Contents 6 7 A ■ System Date and Time 5-170 ■ System Language 5-172 ■ Touch-Tone Gate 5-173 Verifying System Operation and Troubleshooting 6-1 ■ Verifying System Operation 6-1 ■ Troubleshooting 6-5 Upgrading the System 7-1 ■ Introduction 7-1 ■ Disconnecting the Mail System 7-2 ■ Removing the Cover 7-4 ■ Adding a Voice Processing Card 7-5 ■ Putting the System Unit Back Together 7-7 Mail System Planning A-1 ■ Introduction A-1 ■ Planning Responsibilities A-2 ■ For
Contents B C D Communications System Planning B-1 ■ Introduction B-1 ■ Form A: System Configuration, Page 1 B-2 ■ Form A: System Configuration, Page 2 B-5 ■ Form B1: System Extensions B-7 ■ Form B2: Customized Extension Settings B-9 ■ Form C: Phone B-12 ■ Form D: Number Lists B-14 Mail System Factory Settings C-1 ■ Introduction C-1 ■ ■ ■ Factory Settings C-1 Default Greetings C-6 Default Menus C-12 Letter Key and Class of Service Table D-1 ■ Letter Key D-1 ■ Clas
About This Book Purpose and Audience This book explains how to install, program, use, and upgrade the PARTNER MAIL® Voice Messaging System. It also explains how to program the PARTNER® II or PARTNER Plus Communications System to work with the mail system. It is written primarily for the system administrator, the person in the company who is responsible for the mail system. Terms To simplify the text, product names are shortened: ■ Mail system refers to the PARTNER MAIL Voice Messaging System Release 3.
How to Use This Book How to Use This Book As System Administrator of the mail system, you will be the primary user of this book. To gain a general understanding of the mail system’s functions and features, and your responsibilities related to programming and system security, read Chapter 1. To record decisions about how the mail system is set up, work with your salesperson or communications consultant to fill out the mail system Planning Forms in Appendix A.
Safety Labels Safety Labels Toll fraud security hazards are indicated by an exclamation point inside a triangle and the words Security Alert. Security Alert: 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.
Related Documents Document No. 518-455-334 518-455-340 518-455-338 518-455-334FRC 518-455-340FRC 518-455-334SPD 518-455-340SPD 518-455-328 518-455-326 518-455-326SP 518-455-319 518-455-317 518-455-317SP 518-455-315 518-455-311 518-455-228 518-455-338 518-455-340 518-455-228FRC 518-455-340FRC 518-455-228SPD 518-455-340SPD 518-455-328 518-455-224 518-455-340SPD 518-455-319 518-455-217 518-455-217SPD viii About This Book Title PARTNER II Communications System Release 4.
Overview of System Services and Features 1 Contents Introduction 1-1 PARTNER MAIL Services 1-2 ■ ■ ■ Automated Attendant Service Interactions with the Communications System Call Answer Service Interactions with the Communications System Voice Mail Service System Administrator’s Responsibilities ■ ■ System Security Preventative Measures Security Policy and User Education Routine Maintenance Helpful Programming Hints 1-4 1-5 1-7 1-8 1-9 1-10 1-10 1-11 1-13 1-14 1-15 Overview of System Services an
Overview of System Services and Features 1 This chapter describes the mail system and explains the responsibilities of the System Administrator. Features in boldface are described in greater detail in Chapter 5. Introduction The PARTNER MAIL Voice Messaging System (hereafter called the mail system) works with the PARTNER II or PARTNER Plus Communications System (hereafter called the communications system) to automate the call answering, voice messaging, and call routing needs of your company.
PARTNER MAIL Services PARTNER MAIL Services The mail system provides three services: ■ Automated Attendant Service answers calls on specified lines and routes the calls to pre-defined destinations or destinations that callers select from a menu of choices. ■ Call Answer Service picks up unanswered calls and transfers them to pre-defined mailboxes.
PARTNER MAIL Services PARTNER MAIL System Monolingual/Bilingual Mode Voice Mail Service Allows subscribers to: ■ Send Messages ■ Listen to Messages ■ Reply to Messages ■ Forward Messages ■ Delete Messages ■ Record Personal Greeting ■ Administer a Personal Operator ■ Change Password ■ Administer Outcalling In bilingual mode, after logging in, subscribers hear prompts in the language administered for their voice mailbox.
PARTNER MAIL Services Automated Attendant Service Automated Attendant Service answers calls and plays a menu of options. Callers can press buttons to select options, thereby determining how their calls will be handled. ■ The Automated Attendant’s Main Menu can include options to: — Transfer the caller to an extension or mailbox that you specify. — Play a Submenu of additional options.
PARTNER MAIL Services Interactions with the Communications System Automated Attendant Service is used with the following communications system features: ■ Group Call Distribution (#206) Setting 1 identifies the lines to be answered by Automated Attendant Service. ■ VMS Hunt Schedule (#507) specifies when the communications system is to route calls to Automated Attendant Service: — Always (factory setting). — Day Only (only when the communications system’s Night Service is off).
PARTNER MAIL Services Immediate Call Handling Control Unit Incoming Calls PARTNER MAIL answers on the second ring Receptionist backs up PARTNER MAIL Delayed Call Handling Control Unit Incoming Calls Receptionist answers incoming calls PARTNER MAIL picks up unanswered calls after the fourth ring Figure 1-2. Immediate and Delayed Call Handling Here are a few simple ways to set up Automated Attendant Service: ■ Case 1: The receptionist is the primary call handler.
PARTNER MAIL Services ■ Case 3: The receptionist answers calls during the day; Automated Attendant Service answers calls at night. 1. Use Group Call Distribution (#206) Setting 1 to identify the lines to be answered by Automated Attendant Service. 2. Set VMS Hunt Schedule (#507) to Night Only. 3. Set VMS Hunt Delay (#506) to Immediate. Call Answer Service Call Answer Service picks up unanswered calls and transfers them to predefine mailboxes.
PARTNER MAIL Services ■ A Transfer-Only mailbox allows transfer to an extension that does not need message storage space, for example, the extension in a conference room. When a caller reaches a Transfer-Only mailbox, the caller hears a greeting. The caller cannot leave a message, but can transfer to another extension. You can create mailboxes of any type for Calling Groups and Hunt Groups.
PARTNER MAIL Services Group Call Distribution (#206) Setting 3 and Line Coverage Extension (#208) differ from each other in the following ways: Calls normally go to Mailboxes after Group Call Distributio n Setting 3 Line Coverage Extension Can send calls immediately to mailboxes Can turn coverage on and off 4 rings No No 1-9 rings as specified by VMS Cover Rings (#117)* Yes, using Do Not Disturb and VMS Cover button.
System Administrator’s Responsibilities In addition, a subscriber with a Call Answer Service mailbox can: ■ Create and send messages. The subscriber can address a message to a specific mailbox number, choose the mailbox from a list of subscribers, or specify a pre-designated group of subscribers. For more information, see Personal Mailbox Administration. The System Administrator can send a message to all subscribers. For more information, see Broadcast Messages. ■ Listen to messages from callers.
System Administrator’s Responsibilities Hackers may pose as telephone company employees or employees of AT&T, Lucent Technologies, or your local authorized dealer. Hackers will go through a company’s trash to find directories, dialing instructions, and other information that will enable them to break into the system.
System Administrator’s Responsibilities For the extensions connected to the Outcalling ports (port 2 on a two-port system, port 4 on a four-port system or ports 5 and 6 on a six-port system), Outgoing Call Restriction should be set to the most restrictive value that the business allows; then Allowed and Disallowed Lists should be assigned as needed. For example, if Outgoing Call Restriction is set to Inside Only, an Allowed List containing all numbers to which Outcalls are allowed must be created.
System Administrator’s Responsibilities Security Policy and User Education As a safeguard against toll fraud, establish policies and educate all mail system users: ■ All reports of trouble, requests to move extensions, or any other administrative details associated with the communications system or the mail system should be handled by one person (the System Administrator) or within one department. Anyone claiming to be a telephone company representative should be referred to this person or department.
System Administrator’s Responsibilities — Callers claiming to be 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). ■ Make users with Outcalling privileges aware of the potential risks and their responsibilities.
System Administrator’s Responsibilities ■ Changing greetings, menus, and announcements to accommodate changes in personnel, your company’s operations and/or services. For programming instructions, see the appropriate feature in Chapter 5. Be sure to update the planning forms so that they accurately reflect the programming for your mail system. You can make a copy of the mail system Planning Forms in Appendix A.
Installation 2 Contents Introduction 2-1 Preparing for Installation 2-1 ■ Mail System Hardware Communications System Hardware ■ Mail System Site Requirements 2-2 2-2 2-3 Installing the Mail System 2-5 Mounting the System Unit Connecting to the Communications System ■ Connecting to the Remote Maintenance Device 2-5 2-7 2-9 ■ ■ ■ Installation 2-i
The exclamation point in an equilateral triangle is intended to alert the user to the presence of important operating and maintenance (servicing) instructions in the literature accompanying the product. IMPORTANT SAFETY INSTRUCTIONS When installing telephone equipment, always follow basic safety precautions to reduce the risk of fire, electrical shock, and injury to persons, including: ■ Read and understand all instructions.
Installation 2 Introduction This chapter explains how to install the mail system hardware. It is intended for qualified installers only. WARNING: Installation should be performed only by a qualified installer. Preparing for Installation Read this entire chapter before you begin the installation. Verify that you have all the required components, and that your installation site meets the requirements specified in this chapter.
Preparing for Installation Mail System Hardware The mail system includes the following hardware components: ■ Mail system cabinet ■ Wall mount and cable manager bracket NOTE: The cabinet and bracket together are referred to as the system unit. ■ 7-foot (2.13m) modular D4BU telephone cords (two-pair, standard phone connection)— 2 for a two-port system, 4 for a four-port system, or 6 for a six-port system. ■ Power cord—6-foot (1.83m), 3-prong, male/female ends ■ Modem cable ■ Four No.
Preparing for Installation ■ A sufficient number of touch-tone receivers on the communications system modules. Each 206 and 200 module has one touch-tone receiver; each 400 module has two. Touch-tone receivers are shared by the mail system and the communications system. The mail system uses one each time it transfers a call, turns a phone’s message light On or Off, or Outcalls. The communications system uses one each time a standard device dials a call (intercom or outside).
Preparing for Installation WARNING: If there is not sufficient room on the existing wood mounting surface, either secure a new surface (a piece of plywood) or use wall studs to install the system unit. This ensures permanent mounting and will prevent wall damage. The system unit should be connected to the same electrical branch circuit as the communications system control unit.
Installing the Mail System Installing the Mail System Installation involves the following activities: ■ Mounting the system unit. ■ Connecting the system unit to the communications system. ■ Connecting the Remote Maintenance Device to the system unit. NOTE: The illustrations show a six-port system; if you are installing a two-port or four-port system, it will look slightly different. Mounting the System Unit 1.
Installing the Mail System 3. Screw the bracket securely to the wall, using the screws provided or their equivalents. For mounting to wall studs through drywall, use four No. 8 1-3/4inch (or longer) pan-head sheet metal screws. 4. Position the cabinet securely on the bracket, placing the cabinet’s bracket lip into the hanger slot on the bracket, as shown in Figure 2-2. Right Side Panel Bracket Lip Captive Retaining Screw Figure 2-2. Mounting the Cabinet 5.
Installing the Mail System Connecting to the Communications System 1. Route the telephone cords through the slots on the bracket and connect them to the appropriate ports on the system unit as shown in Figure 2-3. Figure 2-3. Connecting Cords to the System Unit 2. Connect the other end of the cords to extension jacks on 206 module(s) in the communications system control unit. Refer to the PARTNER MAIL column on communications system Planning Form B1 for extension assignments. 3.
Installing the Mail System 4. Plug the power cord into the system unit’s AC power socket (see Figure 2-5). Ports 1 & 2 Ports 3 & 4 Ports 5 & 6 Status Indicator Lights COM 1 Port (Remote Maintenance Device Connector) COM 2 Port (Not Used) Power Switch AC Power Vents (Do Not Block) Right Side Panel Serial Number Label Comcode Label Figure 2-5. System Unit (Front and Right Side View) 2-8 5.
Installing the Mail System Connecting to the Remote Maintenance Device (Back View) (Front View) REMOTE MAINTENANCE DEVICE Mk III DC Power In On/Off Switch RS–232–C Port Telephone Line Port Figure 2-6. Remote Maintenance Device 1. Use the modem cable provided to connect the RS-232-C port on the Remote Maintenance Device (see Figure 2-6) to the COM1 port on the system unit (see Figure 2-5). 2.
Mail System Initial Programming 3 Contents 3-1 Introduction Before You Begin ■ ■ 3-1 Completing Planning Forms Preparing the Communications System Hunt Group Extensions Line Access Mode Transfer Return Extension Outgoing Call Restriction Line Assignment for the Remote Maintenance Device Automatic Extension Privacy for the Remote Maintenance Device Logging In to System Administration Programming the Mail System ■ ■ ■ ■ ■ Accessing the System Administration Menu Initial Programming Quick Reference Pr
Contents ■ ■ ■ ■ ■ ■ ■ General Mailbox Owner System Administrator’s Mailbox Programming the Schedule System Date and Time Schedule Controller Business Schedule Setting the Touch-Tone Gate Recording System Greetings Recording Touch-Tone Gate Greetings Recording a Voice Mail Greeting Programming the Automated Attendant Menus Recording Announcements Creating Submenus Programming Day and Night Menus Creating Group Lists Assigning Line Ownership Setting System Security Options Minimum Password Length Securi
Mail System Initial Programming 3 Introduction This chapter provides programming procedures for the installer of the mail system. These procedures are required for correct operation of the system. Since certain features (for example, language selection) must be programmed before other features (such as voice mailbox assignments), perform the procedures in the order in which they are presented in this chapter.
Before You Begin Preparing the Communications System You must program a few communications system features before you program the mail system. The following instructions assume that you are familiar with communications system programming. If you are not, refer to the Programming and Use guide for the communications system. For these procedures, you need communications system Planning Forms B1 and B2 to identify the extension numbers associated with the mail system unit and the Remote Maintenance Device.
Before You Begin Line Access Mode NOTE: This procedure applies only to PARTNER II systems in Hybrid mode. If communications system Planning Form B2 indicates that the extensions associated with the mail system unit and the extension where the Remote Maintenance Device is installed are Pooled extensions, use the following procedure to change them to Key extensions: 1. Press [ # ] [ 3 ] [ 1 ] [ 3 ]. 2.
Before You Begin 6. If additional PARTNER MAIL extensions are specified on Form B1, repeat Steps 4 and 5 for each one. 7. Repeat Steps 4 and 5 for each extension that does not have Voice Mail coverage. 8. Continue with “Outgoing Call Restriction.” Outgoing Call Restriction Use this procedure to restrict all extensions associated with the mail system unit and the Remote Maintenance Device from making outside calls.
Logging In to System Administration 2. At the Extension: prompt, enter the extension number where the Remote Maintenance Device (VMS-RMD) is installed as specified on communications system Planning Form B1. 3. Press [ Remove ] to remove all existing line assignments. 4. Continue with “Automatic Extension Privacy.
Logging In to System Administration 2. Enter the System Administrator’s mailbox number + [ # ]. NOTE: Until you change it, the System Administrator’s mailbox is 9997. The password prompt plays. 3. Press [ # ]. NOTE: Until you create it, the System Administrator’s mailbox password is not set. After you press #, you are prompted to change the password. Follow the prompts to enter a password. This password must be used in the future to log in to the System Administrator’s mailbox.
Logging In to System Administration Enter System Administrator’s Mailbox Number + [ # ] Enter System Administrator’s Mailbox Password + [ # ] Voice Mail Activity Menu Press [#] Enter System Administration Password + [ # ] System Paramters 1 Schedule 2 System Administration Menu 9 Automated Attendant 3 Mailboxes 4 Group Lists 5 Line Ownership 6 System Greetings 7 System Security 8 Figure 3-1.
Programming the Mail System Programming the Mail System All of the procedures in this chapter are shown in short form. For more detailed instructions, see the appropriate section in Chapter 5, “Features.” Accessing the System Administration Menu All procedures in this chapter start from the System Administration Menu. This is the menu that you access when you log in to the System Administrator’s Mailbox, as described in the previous section, “Logging In to System Administration” on page 3-5.
Programming the Mail System Initial Programming Quick Reference Go to Mail System Planning... From the System Administration Menu, Select...
Programming the Mail System From the System Administration Menu, Select... Go to Mail System Planning...
Programming the Mail System Programming System Parameters Following is a list of the factory settings for the system parameters covered in this section: Factory Setting Monolingual, English 2 Single Parameter System Language Maximum Digit Length Single or Multiple Automated Attendant Check mail system Planning Form A to see if you need to change any of these factory settings. ■ If you do NOT, skip to “Programming Mailboxes” on page 3-14. ■ If you do, continue with the procedures in this section.
Programming the Mail System System Language Use this procedure to specify whether the mail system operates in monolingual or bilingual mode, and to identify the system languages specified on mail system Planning Form A. For more information, see Language in Chapter 5. 1. From the System Administration Menu, press [ 2. Press [ 9 ] for System Language. 3. Press [ 1 ] for monolingual or [ 2 1 ] for System Parameters. ] for bilingual. 4.
Programming the Mail System Automated Attendant Line Assignments Figure 3-3 shows the options available from the Automated Attendant Menu. System Administration Menu 9 Automated Attendant 3 Automated Attendant Number Line Assignments 6 Review Assigned Lines Delete Line Add Line ✳ D 2 1 Figure 3-3. Automated Attendant Line Assignments This procedure applies only to a Multiple Automated Attendant system.
Programming the Mail System 6. Repeat Step 5 until finished. 7.. Press [ ★ ] [ # ] to quit. 8. If you need to assign lines for another Automated Attendant, press [ Then repeat from Step 2. ★ ] [ 7 ]. Programming Mailboxes Programming mailboxes includes creating mailboxes and assigning Group Mailbox Owners. You must create the mailboxes before you can perform the remaining mail system procedures.
Programming the Mail System Considerations for Creating Mailboxes Remember the following as you create mailboxes: ■ You can create a combined total of 100 Call Answer Service, Bulletin Board, and Automated Attendant mailboxes. To avoid call traffic problems, however, the following maximums are recommended: 60 for a six-port system, 40 for a four-port system, and 20 for a two-port system. ■ You can create up to 58 Transfer-Only mailboxes, in addition to the 100 mailboxes cited above.
Programming the Mail System 10. Press one of the following: ■ [ ★ ] [ # ] to approve. Then go to Step 11. ■ [ 2 ] [ 3 ] to play back. Then repeat Step 10. ■ [ 2 ] [ 1 ] to re-record. Then repeat from Step 9. ■ [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete. 11. Repeat Steps 3 through 10 until finished. Assigning a Group Mailbox Owner Check mail system Planning Form B to see if you need to assign Group Mailbox Owners: ■ If you do NOT, skip to “Specifying Fax Extensions and System Mailboxes” on page 3-17.
Programming the Mail System Specifying Fax Extensions and System Mailboxes The following system parameters are covered in this section: Parameter Fax Extension and Fax Message Receiver Call Answer Service Operator General Mailbox Owner for each Automated Attendant System Administrator’s Mailbox Factory Setting None 10 10 9997 Check mail system Planning Form C to see if you need to change any of the factory settings. ■ If you do NOT, skip to “Programming the Schedule” on page 3-19.
Programming the Mail System Call Answer Service Operator Use this procedure to identify the Call Answer Service Operator as specified on mail system Planning Form C. For more information, see Call Answer Service Operator in Chapter 5. 1. From the System Administration Menu, press [ 1 ] for System Parameters. 2. Press [ 5 ] for Operator Extension. 3. Enter the Call Answer Service Operator Ext. + [ # ].
Programming the Mail System After initial programming is complete, the System Administrator should change the System Administrator’s Mailbox password and the System Administration Password. Instructions are provided at the end of this chapter. Programming the Schedule You must set the system date and time. Also, check mail system Planning Form D to see if you need to change the Schedule Controller setting for an Automated Attendant.
Programming the Mail System System Date and Time Use this procedure to set the date and time for the mail system. For more information, see System Date and Time in Chapter 5. 1 . From the System Administration Menu, press [ 2 ] for Schedule. 2 . Press [ 1 ] for System Date and Time. 3 . Enter the system date, or press [ # ] to leave the date unchanged.
Programming the Mail System 5. Press [ 1 ] for Follow the Switch Mode or [ Business Schedule. 2 ] for Follow the PARTNER MAIL 6. Multiple Automated Attendant only: If you need to change the setting for another Automated Attendant, press [ ★ ] [ # ] and repeat from Step 3. If you selected Follow the PARTNER MAIL Business Schedule in Step 5, you must program the Business Schedule using the next procedure. If you selected Follow the Switch Mode, skip to “Setting the Touch-Tone Gate” on page 3-22.
Programming the Mail System 10. If the System Administrator’s mailbox language is English or Spanish, press [ 1 ] for a.m. or [ 2 ] for p.m. 11. If you need to program another day, press [ # ] for the next day or enter the number for the day as described in Step 5; then repeat Steps 6 through 11. If finished, go to Step 12. 12. Press [ ★ ] [ # ] to quit. 13. Multiple Automated Attendant only: If you need to program a Business Schedule for another Automated Attendant, repeat from Step 2.
Programming the Mail System Use this procedure to specify whether the Touch-Tone Gate for an Automated Attendant is On or Off as specified on mail system Planning Form E. For more information, see Touch-Tone Gate in Chapter 5. ] for Automated Attendant. 1. From the System Administration Menu, press [ 2. Multiple Automated Attendant only: Enter the Automated Attendant number. 3. Press [ 5 ] for Touch-Tone gate. 4. Press [ 9 ] for On or [ 6 ] for Off. 5.
Programming the Mail System System Administration Extension 9 System Greetings 7 Voice Mail Greeting 1 Touch-Tone Gate Greeting 3 Figure 3-7. System Greetings Administration Recording Touch-Tone Gate Greetings This procedure applies only if the Touch-Tone Gate is On. If the Touch-Tone Gate is Off, skip to “Recording a Voice Mail Greeting.” Use this procedure to record the Day and Night greetings that callers hear when an Automated Attendant answers as specified on mail system Planning Form E.
Programming the Mail System ■ [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new greeting and use the previous greeting. 8. If you need to record another greeting for this Automated Attendant, repeat from Step 4. 9. Press [ ★ ] [ # ] to quit. 10. Multiple Automated Attendant only: If you need to record greetings for another Automated Attendant, repeat from Step 3. Recording a Voice Mail Greeting NOTE: It is recommended that you use the factory setting for the Voice Mail Greeting.
Programming the Mail System Programming the Automated Attendant Menus Following is a list of the factory settings for the Automated Attendant menu features covered in this section: Parameter Main Menu Prompt Main Menu Selector Codes Dial 0/Timeout Action Submenus Announcements Factory Setting See Appendix D, “Day/Night Main Menu” 1-5 = Direct Extension Transfer Day: Transfer to Call Answer Service Operator Night: Record Message in General Mailbox None None Check mail system Planning Forms G through K to
Programming the Mail System Recording Announcements Use this procedure to record Announcements that callers hear when they select them from Automated Attendant menus. Announcements are specified on mail system Planning Form K. For more information, see Announcements (Automated Attendant) in Chapter 5. 1. From the System Administration Menu, press [ 3 ] for Automated Attendant. 2. Multiple Automated Attendant only: Enter the Automated Attendant number. 3. Press [ 4 ] for Announcements. 4.
Programming the Mail System 5. Enter the Submenu Number + [ # ]. 6. Enter a Selector Code. 7. Enter the corresponding Action as follows: [ 1 ] + extension number + [ # ]. Selector Code Transfer: [ 2 ] + Submenu number + [ # ]. Play Submenu: [ 3 ] + Announcement number + [ # ]. Play Announcement: Prompted Transfer: [ 4 ]. Direct Extension Transfer: [ 5 ]. or [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete. When prompted, press [ cancel the deletion. 9 ] to approve or [ 6 ] to 8.
Programming the Mail System 3. Press [ 4. Press [ 6 ] to modify the menu. 5. Enter a Selector Code. 6. If prompted, press [ 9 ] to approve, or [ 6 ] to cancel and return to Step 5. 7. Enter the corresponding Action as follows: 1 ] for day; if you do not need to record a Day Menu, skip to Step 16. Selector Code Transfer: Play Submenu: Play Announcement: Prompted Transfer: Direct Extension Transfer: or [ 1 ] + extension number + [ # ]. [ 2 ] + Submenu number + [ # ].
Programming the Mail System 15. Press [ ★ ] [ # ] to program the Night Main Menu and continue with Step 16; otherwise, skip to Step 18. 16. Press [ 2 ] for Night. 17. Repeat Steps 4 through 14 for the Night Main Menu. 18. Multiple Automated Attendant only: If you need to program Main Menus for another Automated Attendant, press [ ★ ] [ 7 ]. Then repeat from Step 2. Creating Group Lists Check mail system Planning Form L to see if you need to create Group Lists.
Programming the Mail System 4. Enter the Mailbox No. + [ # ]. NOTE: If you make a mistake, press [ enter the mailbox you want. ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the entry. Then 5. Repeat Step 4 until finished. 6. Press [ ★ ] [ # ] to quit. 7. If you need to create another Group List, repeat from Step 2. Assigning Line Ownership Check mail system Planning Form M to see if you need to assign Line Ownership. ■ If you do NOT, skip to “Setting System Security Options” on page 3-32.
Programming the Mail System 1. From the System Administration Menu, press [ 2. Press [ 4 6 ] for Line Ownership. ] to assign Line Ownership. 3. Enter a Line No. + [ # ]. 4. Enter the Line Owner’s Extension + [ # ]. 5. Repeat Steps 3 and 4 until finished. 6. Press [ ★ ] [ # ] to quit. Setting System Security Options Security options include Minimum Password Length and Security Violation Notification. There are factory settings for both options.
Programming the Mail System Minimum Password Length Security Alert: A minimum password length of at least six digits is strongly recommended. The shorter the minimum pass word length, the more vulnerable your system is to abuse by unauthorized persons. Choose the largest acceptable minimum length in order to maximize the security of your system. Use this procedure to set the minimum number of digits in user passwords as specified on mail system Planning Form N.
After Initial Programming After Initial Programming When initial programming is completed, notify the System Administrator of the passwords you have assigned. Then work with the System Administrator to change the passwords, using the following procedures. Security Alert: It is strongly recommended that the System Administrator change the System Administrator’s mailbox password and the System Administration Password after initial programming is complete.
After Initial Programming 2. Press [ 8 ] for System Security. 3. Press [ 4 ] for System Administration Password. 4. Enter a new password + [ # ]. This password must be different from the System Administrator’s mailbox password. For system security, make the password a difficult-to-guess value. 5. Re-enter the new password + [ # ]. This new password must be used in the future to access System Administration.
Communications System Initial Programming Introduction 4-1 Before You Begin 4-1 Entering Programming Mode 4-2 Automated Attendant Service 4-2 ■ 4-2 4-2 4-3 4-3 4-3 4-4 4-4 4-5 4-5 4-6 4-6 4-6 4-7 4-7 4-7 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Group Call Distribution VMS Hunt Delay Fax Machine Extensions Fax Hunt Group Line Ringing Automatic Extension Privacy VMS Hunt Schedule Night Service Music on Hold Disallowed Phone Numbers Creating a Disallowed List Assigning the Disallowed Phone Number List Allowed Phone Nu
Contents VMS Cover Rings (Communications System Release 4.
Communications System Initial Programming Introduction This chapter contains procedures for communications system features that must be programmed for proper operation of the mail system. This information assumes that communications system forms have been completed and that you are familiar with communications system programming. For information about communications system forms, refer to Appendix B.
Entering Programming Mode Entering Programming Mode To enter programming mode, at extension 10 or 11, press [ Feature ] [ 0 ] [ 0 ] [ System Program ] [ System Program ]. Automated Attendant Service Check communications system Planning Form A, Page 1, Line Coverage, to see if any lines are checked for VMS-AA. If so, use the procedures in this section to program Automated Attendant Service; otherwise, skip to “Call Answer Service” on page 4-8.
Automated Attendant Service Fax Machine Extensions To assign Fax Machine Extensions specified on communications system Planning Form B1: 1. Press [ # ] [ 6 ] [ 0 ] [ 1 ]. 2. At the Extension: prompt, enter the extension to which the fax machine is connected. 3. Press [ Next Data ] until the display reads 1 Assigned. 4. To identify another extension, press [ Next Item ] or [ Prev Item ] until the extension number shows on the display. Then repeat Step 3.
Automated Attendant Service 3. Press each line button until the green light signifies No Ring. 4. Press [ Central Tel Program ]. 5. Repeat Steps 2 through 4 for each extension to be programmed. 6. When you are finished, press [ Central Tel Program ], then [ System Program ]. Automatic Extension Privacy If VMS Hunt Delay is set to Immediate, use this procedure to prevent subscribers from accidentally picking up calls sent to the mail system.
Automated Attendant Service Night Service Check communications system Planning Form C for extension 10. If a Night Service button is specified, follow the procedure below. To program Night Service on a button with lights at extension 10 as specified on Form C: 1. Press [ # ] [ 5 ] [ 0 ] [ 3 ]. 2.
Automated Attendant Service Disallowed Phone Numbers If Outcalling is permitted, a Disallowed Phone Number List (#404) can be created to restrict calls. Creating a Disallowed List Check communications system Planning Form D to see if a Disallowed Phone Number List is needed for Outcalling. If so, continue with the procedures in this section; otherwise, skip to “Allowed Phone Numbers.” To create a list of Disallowed Phone Numbers: 1. Press [ # ] [ 4 ] [ 0 ] [ 4 ]. 2.
Automated Attendant Service Allowed Phone Numbers If Outcalling is permitted, an Allowed Phone Number List (#407) can be created to identify numbers to which Outcalling is allowed. NOTE: If the PARTNER MAIL extensions were restricted to Inside Only using Outgoing Call Restriction (#401), Outcalling will not work unless an Allowed Phone Number List is created and assigned. Outcalls can be made only to the numbers included in the list.
Call Answer Service Call Answer Service Before you begin, locate communications system Planning Forms A and B2. Line Coverage Check communications system Planning Form A, Page 1, Line Coverage, VMS-Mail: ■ If check marks appear for any lines in this column, use the procedure in “VMS Line Cover,” below. ■ For communications system Release 4.0 or later: If extension numbers are specified for any lines in this column, use the procedure in “Line Coverage Extension (Communications System Release 4.
Call Answer Service 6. Repeat Steps 4 and 5 for each VMS-Mail line for which an extension number is written in the VMS-Mail column. Automatic VMS Cover Check communications system Planning 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. Press [ # ] [ 3 ] [ 1 ] [ 0 ]. 2.
Telephone Button Programming Telephone Button Programming Before you begin, locate communications system Planning Form C. Be sure you have a version 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.
Telephone Button Programming 5 . At this point, do one of the following: ■ Go to Step 3 of the next procedure to program another button for this extension. ■ 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. ■ Press [ Feature ] [ 0 ] [ 0 ] to exit. Voice Mailbox Transfer This button enables any system user to transfer calls to a subscriber’s mailbox, without ringing the extension first.
After Initial Programming After Initial Programming When initial programming for the mail system and communications system is complete, you should perform the verification tests in Chapter 6.
Understanding the Mail System Features Contents Administering Features ■ ■ 5-1 5-2 5-2 5-3 Logging In to Voice Mail Logging In to System Administration Announcements (Automated Attendant) ■ ■ ■ ■ ■ ■ 5-4 5-4 5-5 5-6 5-8 5-9 Announcement Options Announcements and Bulletin Boards Applications Recording an Announcement Playing an Existing Announcement Deleting an Announcement Automated Attendant Service Broadcast Message 5-10 5-12 5-12 5-13 Broadcast Messages and Group Lists ■ Sending a Broadcast Mess
Contents Business Schedule and Temporarily Closed ■ ■ ■ ■ ■ Weekly Business Schedule Temporarily Closed Playing the Business Schedule Creating or Changing the Weekly Business Schedule Programming a Temporary Closing Call Answer Service Operator ■ Changing the Call Answer Service Operator Extension Dial 0/Timeout Action (Automated Attendant) ■ Changing a Dial 0/Timeout Action Directory Using the Directory to Reach a Subscriber Using the Directory to Address a Message ■ Changing a Directory Listing ■ ■
Contents 5-60 5-61 5-62 5-62 5-63 5-64 5-65 5-66 Group Lists ■ ■ ■ ■ ■ ■ ■ Group Lists and Broadcast Messages Creating Group Lists Scanning Group Lists Modifying or Reviewing a Group List Deleting Group Lists Sending a Message to a Group List Forwarding a Message to a Group List 5-67 5-68 5-70 5-71 5-72 5-73 5-74 5-74 5-75 Group Mailbox Owner ■ Assigning or Deleting the Group Mailbox Owner Language ■ ■ Recovering from a Language Choice Error Changing the Language Mode or the Language Line Assignment
Contents Main Menus (Automated Attendant) ■ ■ ■ ■ ■ ■ Menu Prompt Monolingual Mode Example with Touch-Tone Gate On Bilingual Mode Example with Touch-Tone Gate On (Primary Language, English; Secondary Language, Spanish) Monolingual Mode Example with Touch-Tone Gate Off Bilingual Mode Example with Touch-Tone Gate Off (Primary Language, English; Secondary Language, Spanish) Selector Codes Caller Options Playing a Main Menu Prompt or Definition Recording the Main Menu Prompt Only Modifying a Day or Night Main
Contents Passwords ■ ■ ■ ■ ■ ■ ■ ■ ■ 5-129 5-129 5-130 5-130 5-130 5-131 5-131 5-132 5-132 5-133 5-134 System Administrator’s Passwords Minimum Password Length Password Cautions Password Initialization Initializing a Mailbox Password Setting the Minimum Password Length Changing the System Administration Password Changing a Mailbox Password Changing a Bulletin Board Mailbox Password Personal Mailbox Administration ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Transfer-Only Mailboxes Old and New Messages Mailbox Name Per
Contents Submenus (Automated Attendant) ■ ■ ■ ■ ■ ■ ■ ■ ■ Selector Codes and Selector Code Actions Other Submenu Options Submenu Creation Submenu Modification Playing a Submenu Prompt or Definition Creating a Submenu Recording the Submenu Prompt Only Modifying a Submenu Deleting a Submenu System Administrator’s Mailbox Changing the System Administrator’s Mailbox ■ Re-assigning the System Administrator’s Mailbox ■ Changing the System Administration Password ■ Changing the System Administrator’s Mailbox Pas
Understanding the Mail System Features Administering Features This chapter contains PARTNER MAIL features, arranged alphabetically. The following sections are included for each feature, if appropriate: ■ At a Glance—A summary of the key information about the feature. ■ Description—A detailed description of the feature. ■ Considerations and Constraints—Things to be aware of when using the feature.
Administering Features Logging In to Voice Mail To log in to voice mail: 1. Press [ Intercom ] [ 7 ] [ 7 ] [ 7 ]. The Voice Mail greeting plays. The system prompts you to enter the extension and [ # ]. 2. Enter the number of the mailbox you want to access, followed by [ # ]. The password prompt plays. 3. Enter the mailbox password followed by [ # ]. The name of the mailbox owner plays if the name has been programmed. If not, the extension number plays.
Announcements (Automated Attendant) Announcements (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 4 ] Announcements [ 2 ] Play Announcement [ 7 ] Record Announcement [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete Announcement Programmable by System Administrator Caller Options Hear Announcement again [★][4] Play Automated Attendant Main Menu Play previous menu [★][7] Dial 0/Timeout Action [0] Transfer to another extension [ ★ ] [ T ] ([ ★ ] [ 8 ]) Play Announcement i
Announcements (Automated Attendant) Announcement Options A caller plays an Announcement by selecting its Selector Code from a Main Menu or Submenu. The call is disconnected four seconds after the Announcement finishes playing unless the caller presses one of the following: [★][4] Hear the Announcement again. [★][7] Play the Automated Attendant Main Menu. [★][#] Play the previous menu. [0] Perform the Automated Attendant’s Dial 0/Timeout Action. [★][T ] ([ ★ ] [ 8 ]) Transfer to another extension.
Announcements (Automated Attendant) Applications Announcements can provide callers with frequently requested information. For example, an Announcement could describe quarterly profits for your corporation for stockholders: “Zippy Electronics has posted a $1.1 million profit for the third quarter. This is due primarily to a 5% increase in sales of Zip-Widgets and costcutting measures implemented on a company-wide basis. To hear this Announcement again, press [ ★ ] [ 4 ].
Announcements (Automated Attendant) Programming Recording an Announcement Before recording an Announcement, complete mail system Planning Form K. Include in the Announcement the information about how to access options ([ ★ ] [ 4 ], [ ★ ] [ 7 ], [ ★ ] [ # ], [ 0 ], [ ★ ] [ T ] ([ ★ ] [ 8 ]), and [ ★ ] [ 1 ]) if callers can use these options. If the system is in bilingual mode, record the Announcement in both the primary and the secondary language. Action You Hear...
Announcements (Automated Attendant) Step 10 Action You Hear... Choose an option: Record the Announcement (up to 2 minutes), then press [ 1 ]. Message Editing Menu. “The existing Announcement will be used.” (Monolingual mode) Announcement Administration Menu. Press [ # ] to use the current Announcement. (This option is offered only if the Announcement already exists.) (Bilingual mode) Prompt to record the Announcement in the secondary language. Repeat Step 10 for the secondary language.
Announcements (Automated Attendant) Playing an Existing Announcement Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to enter the System Administration password + [ # ]. Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu. Step 4 Press [ 3 ] for Automated Attendant.
Announcements (Automated Attendant) Deleting an Announcement When you delete an Announcement, all Selector Codes that refer to the Announcement are automatically removed from all Main Menu and Submenu definitions. You must remember to update mail system Planning Forms I and J, and then re-record any Main Menu or Submenu prompts that are affected.
Automated Attendant Service Automated Attendant Service At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 2 ] Night Menu [ 3 ] Submenus [ 4 ] Announcements [ 5 ] Touch-Tone Gate [ 6 ] Line Assignments (Multiple Automated Attendant Operation only) Programmable by System Administrator Capacities Maximum Number of Automated Attendants 3 Description Automated Attendant Service provides the mail system’s call handling features.
Automated Attendant Service Related Mail System Features ■ Announcements (Automated Attendant) can be included as options on Automated Attendant Main Menus and Submenus. ■ A Bulletin Board mailbox can provide an informational message that callers can hear when they access the Automated Attendant.
Broadcast Message Broadcast Message At a Glance Voice Mail Activity Menu [ 1 ] Record message Used by System Administrator Parameters Message Length Up to two minutes Description Unlike most mail system features, Broadcast Message is accessed from the Voice Mail Activity Menu, even though you, the System Administrator, are the only one who can create and send a Broadcast Message. A Broadcast message can be up to two minutes in length.
Broadcast Message Programming Sending a Broadcast Message To send a Broadcast Message to every Call Answer Service mailbox in the system, use the following procedure: Action You Hear... Step 1 Log in to Voice Mail as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to record at the tone. Step 3 Record the message (up to 2 minutes), then press [ 1 ]. Step 4 Choose an option: [ 2 ] [ 3 ] to play back the message.
Bulletin Board Bulletin Board At a Glance Bulletin Board Activity Menu [ 3 ] Bulletin Board Message [ 1 ] Record message [ 0 ] Listen to message [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete message [ 4 ] Dial 0 Destination [ 0 ] Transfer to Call Answer Service Operator [ 1 ] Transfer to Automated Attendant Menu [ 2 ] Transfer to an extension [ 5 ] Change Password Programmable by Factory Settings Dial 0 Destination System Administrator Users Call Answer Service Operator Caller Options Play Bulletin Board message a
Bulletin Board Monolingual or Bilingual Mode If the mail system is in bilingual mode, the mailbox owner should record the Bulletin Board message in both the primary and secondary languages. Each message can be up to four minutes long. Bulletin Boards and Announcements Bulletin Board messages are similar in function to Automated Attendant Announcements, but have some significant differences as follows: ■ Bulletin Board messages can be up to four minutes in length.
Bulletin Board If the mail system has multiple Automated Attendants, and the Dial 0 Destination is an Automated Attendant Main Menu, the mailbox owner must specify which Automated Attendant’s Main Menu should be played. Other Bulletin Board Options Besides the Dial 0 Destination, callers have three other options: ■ [ ★ ] [ 4 ] Play the Bulletin Board message again. ■ [ ★ ] [ T ] ([ ★ ] [ 8 ]) Transfer to another extension.
Bulletin Board Or a Bulletin Board message could list the homework assignments for a class at a school. In this case, the Dial 0 Destination might be the Automated Attendant Main Menu. For example: “The homework assignment for March 15th is to read pages 61 through 84 in your Geography textbook and to answer questions 1 through 10 on page 78. There will be a quiz on Chapters 1 through 3 on Thursday. To hear this message again, press [ ★ ] [ 4 ] now.
Bulletin Board ■ You create Bulletin Board mailboxes (see Mailbox). After you create a Bulletin Board mailbox, it can be assigned to a user, who accesses and maintains it using the Bulletin Board Activity Menu. ■ If you delete a Bulletin Board mailbox that was assigned as a Selector Code Transfer destination on Main Menus (Automated Attendant) or Submenus (Automated Attendant), you must re-record all menu prompts that are affected.
Bulletin Board Recording or Deleting a Bulletin Board Message Include in the Bulletin Board message information about how to access options [ [ ★ ] [ T ] ([ ★ ] [ 8 ]), [ ★ ] [ 1 ], and [ 0 ] if callers can use them. Action You Hear... Step 1 Log in to Voice Mail using the Bulletin Board mailbox number and password. Bulletin Board Activity Menu. Step 2 Press [ 3 ] to administer the Bulletin Board message.
Bulletin Board Action Step 6 Choose an option: [ 2 ] [ 3 ] to play back the new message. [ 2 ] [ 1 ] to re-record the new message. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new message and use the previous message. [ ★ ] [ # ] to approve the new message. You Hear... Message, then Message Approval Menu. Repeat Step 6. A tone to record the message. Return to Step 5. Confirmation of the deletion. The previously recorded message will be used. Go to Step 7. “Approved.
Bulletin Board Setting a Dial 0 Destination Step 1 Step 2 Step 3 Step 4 Step 5 Action You Hear... Log in to Voice Mail using the Bulletin Board mailbox number and password. Press [ 4 ] to change the Dial 0 Destination. Bulletin Board Activity Menu. The current Dial 0 Destination, then the Dial 0 Destination Menu. Choose an option: [ 0 ] for Transfer to Call Answer Service Operator. Confirmation of Dial 0 Destination. Procedure is complete. [ 1 ] for Transfer to Automated Attendant Main Menu.
Business Schedule and Temporarily Closed Business Schedule and Temporarily Closed At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule [ 0 ] Play the schedule [ 2 ] Weekly Business Schedule or schedule a Temporary Closing [ 1 ] Open [ 2 ] Closed [ 3 ] Temporarily Closed [ 1 ] Regular Night Greeting [ 2 ] Temporary Closure Greeting System Administrator Programmable by Factory Settings Schedule Controller PARTNER MAIL Business Schedule Temporary Closure Greeting See Ap
Business Schedule and Temporarily Closed Weekly Business Schedule These are the most common reasons for changing your regular weekly schedule: ■ A change in your regular business hours ■ Extended hours for a sale or promotion ■ Holiday hours or a holiday closure If you use the Business Schedule and you change your hours of operation, you must reprogram the Business Schedule for the days that changed.
Business Schedule and Temporarily Closed You can program the Temporary Closing up to six days in advance. For example, on Monday you can schedule a Temporary Closing for any day including the current day through the following Sunday. Related Communications System Features The Night Service button has no effect on the Business Schedule. Related Mail System Features ■ The Business Schedule is used if the Schedule Controller is set to Follow the PARTNER MAIL Business Schedule.
Business Schedule and Temporarily Closed Action You Hear... Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu. Step 4 Press [ 2 ] for Schedule. Schedule Administration Menu. Step 5 Press [ 2 ] for Automated Attendant Schedule options. (Multiple Automated Attendant) Prompt to enter the Automated Attendant Number. (Single Automated Attendant) Automated Attendant Schedule Administration Menu. Go to Step 7.
Business Schedule and Temporarily Closed Step 8 Step 9 Action You Hear... Choose a day: [ 1 ] Sunday [ 2 ] Monday [ 3 ] Tuesday [ 4 ] Wednesday [ 5 ] Thursday [ 6 ] Friday [ 7 ] Saturday [ 9 ] All days [ # ] Program the schedule for the next consecutive day. Prompt to enter Open, Closed, or Temporarily Closed. [ ★ ] [ # ] save changes and return to the Schedule Administration Menu. Choose an option: [ 1 ] Open Procedure is complete. [ 2 ] Closed Step 10 Step 11 Prompt to enter opening time.
Business Schedule and Temporarily Closed Step 13 Action You Hear... If System Administrator’s mailbox language is English or Spanish, choose an option. [ 1 ] for a.m. [ 2 ] for p.m. Prompt to choose a day. Return to Step 8. Programming a Temporary Closing To program a Temporary Closing for today or for any of the next six days, use the following procedure: Action You Hear... Step 1 Log in to the mail system as System Administrator.
Business Schedule and Temporarily Closed You Hear... Action Press [ Step 9 3 ] for Temporarily Closed. If you chose the current day, prompt to confirm. Go to Step 10. If you chose a day other than the current one, prompt to choose the regular Night Service greeting or a Temporary Closure Greeting. Go to Step 11. Step 10 Choose an option: [ 9 ] to confirm. [ 6 ] to cancel. Step 11 Choose a greeting: [ 1 ] to use the regular Night Service greeting.
Business Schedule and Temporarily Closed Step 14 Choose an option: [ 2 ] [ 3 ] to play back the new greeting. New Greeting, then Message Editing Menu. Repeat Step 14. [ 2 ] [ 1 ] to re-record the new greeting. A tone to record the greeting. Return to Step 13. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new greeting and use the previous greeting. “Deleted,” then the Temporary Closure Greeting Menu. Return to Step 12. [ ★ ] [ # ] to approve the greeting. Confirmation that the new greeting will be used.
Call Answer Service Operator Call Answer Service Operator At a Glance System Administration Menu [ 1 ] System Parameters [ 5 ] Call Answer Service Operator extension Programmable by System Administrator Factory Setting Call Answer Service Operator extension 10 Mail System Planning Form C Description The Call Answer Service Operator is the extension to which callers needing help are transferred.
Call Answer Service Operator Related Mail System Features Call Answer Service Operator can be used for the following: ■ Dial 0 Destination for Bulletin Board mailboxes. ■ Dial 0/Timeout Action for Main Menus (Automated Attendant). ■ Dial 0 Destination for Call Answer Service or Transfer-Only mailboxes if a Personal Operator has not been programmed.
Dial 0/Timeout Action (Automated Attendant) Dial 0/Timeout Action (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 6 ] Modify Menu [ 0 ] Transfer to Call Answer Service Operator [ 1 ] Record a Message in the General Mailbox [ 2 ] Disconnect [ 3 ] Transfer to Extension [ 2 ] Night Menu [ 6 ] Modify Menu [ 0 ] Transfer to Call Answer Service Operator [ 1 ] Record a Message in the General Mailbox [ 2 ] Disconnect [ 3 ] Transfer to Extension Programmabl
Dial 0/Timeout Action (Automated Attendant) Each Automated Attendant has a Day and a Night Dial 0/Timeout Action. The default for the Day Dial 0/Timeout Action is Transfer to Call Answer Service Operator. The default for the Night Dial 0/Timeout Action is Record a Message in the General Mailbox.
Dial 0/Timeout Action (Automated Attendant) You Hear... Action Choose a Dial 0/Timeout Action: [ 0 ] for Transfer to the Call Answer Service Operator. Step 9 [ 1 ] for Record a Message in the General Mailbox. [ 2 ] for Disconnect. [ 3 ] for Transfer to Extension. [ ★ ] [ # ] to use the existing Dial 0/Timeout Action. Confirmation of the setting, then prompt to record the Main Menu prompt. Go to Step 11. Confirmation of the setting, then prompt to record the Main Menu prompt. Go to Step 11.
Dial 0/Timeout Action (Automated Attendant) You Hear... Action Step 12 Choose an option: [ 2 ] [ 3 ] to play back the new prompt. New Main Menu prompt. Repeat Step 12. [ 2 ] [ 1 ] to re-record the new prompt. A tone to record the Main Menu prompt. Return to Step 11. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new menu prompt and use the previous menu prompt. (Monolingual mode) “Deleted. The existing menu prompt will be used,” then the Menu Administration Menu. Procedure is complete.
Directory Directory At a Glance Caller Options [ ★ ] [ A ] ([ ★ ] [ 2 ]) Used by Internal or external callers Description Callers and mail system subscribers can use the Directory to reach a subscriber whose extension they do not know. In addition, subscribers can use the directory to address messages to other subscribers.
Directory Procedure Using the Directory to Reach a Subscriber Action You Hear... From an Automated Attendant Menu or Submenu: Press [ ★ ] [ A ] ([ ★ ] [ 2 ]) to use the Directory. Prompt to enter the first four letters of the person’s name. Go to Step 3. From Voice Mail Service, Call Answer Service, or an Automated Attendant Announcement: Press [ ★ ] [ T ] ([ ★ ] [ 8 ]). Prompt to enter an extension number. Step 2 Press [ ★ ] [ A ] ([ ★ ] [ 2 ]) to use the Directory.
Fax Extension and Fax Message Receiver Fax Extension and Fax Message Receiver At a Glance System Administration Menu [ 1 ] System Parameters [ 4 ] Fax Extension and Fax Message Receiver [ 1 ] Fax Extension [ 2 ] Fax Message Receiver Programmable by System Administrator Factory Setting Fax Extension Fax Message Receiver None None Mail System Planning Form C Description Fax Extension If VMS Hunt Delay (#506) on the communications system is set to Immediate, Automated Attendant Service can automatic
Fax Extension and Fax Message Receiver When a call is transferred to a Fax Extension, a Fax Notification Message is sent to the Fax Message Receiver and the Fax Message Receiver’s message light is turned on. The Fax Notification Message announces that a fax was delivered to the Fax Extension, and provides the date and time of the last fax received. If the mail system finds a prior Fax Notification Message in the mailbox, that message is replaced by the newer one.
Fax Extension and Fax Message Receiver Programming Creating a Fax Extension or Fax Message Receiver Before creating a Fax Extension or a Fax Message Receiver, update mail system Planning Form C. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to enter the System Administration password + [ # ]. Step 3 Enter System Administration Password + [ # ].
Fax Extension and Fax Message Receiver You Hear... Action Step 9 Choose an option: Enter Fax Message Receiver + [ # ]. Confirmation of the Fax Message Receiver extension. Procedure is complete. Procedure is complete. Enter [ ★ ] [ # ] to quit without making changes. Deleting a Fax Extension or Fax Message Receiver Before deleting a Fax Extension or a Fax Message Receiver, update mail system Planning Form C. Action You Hear... Step 1 Log in to the mail system as the System Administrator.
Fax Extension and Fax Message Receiver Step 8 Action You Hear... Choose an option: [ 0 ] [ # ] to delete the Fax Extension (or Fax Hunt Group). Confirmation that there is no Fax Extension. Procedure is complete. [ ★ ] [ # ] to quit without making changes. Step 9 Choose an option: [ 0 ] [ # ] to delete the Fax Message Receiver. [ ★ ] [ # ] to quit without making changes. 5-42 Fax Extension and Fax Message Receiver Procedure is complete. Confirmation that there is no Fax Message Receiver.
General Mailbox General Mailbox At a Glance System Administration Menu [ 1 ] System Parameters [ 6 ] General Mailbox Owner Programmable by System Administrator Factory Settings General Mailbox Owner (All Automated Attendants) General Mailbox AA1 General Mailbox AA2 General Mailbox AA3 Mailbox Class of Service General Mailbox Password General Mailbox Greeting 9991 9992 9993 5 blank (not set) See Appendix C Mail System Planning Form C Extension 10 Description Calls are directed to the Automated Att
General Mailbox Considerations and Constraints If the General Mailbox Owner also has a personal mailbox, or is the owner of any other mailboxes (for example, a Group Mailbox), the message light on the Owner’s telephone remains lit if there are any new messages in any of the mailboxes. The Owner must remember to check all mailboxes for which he or she is responsible when the message light is lit. The message light will light only if the phone is a system phone or (for a Release 3.
General Mailbox Action You Hear... Step 4 Press [ 1 ] for System Parameters. System Parameters Menu. Step 5 Press [ 6 ] for General Mailbox. (Multiple Automated Attendant) Prompt to enter the Automated Attendant Number. (Single Automated Attendant) Current General Mailbox Owner extension, then prompt to enter the new General Mailbox Owner extension. Go to Step 7. Step 6 (Multiple Automated Attendant Only) Enter Automated Attendant Number.
General Mailbox Action Step 7 Step 8 Step 9 Choose an option: [ 2 ] [ 3 ] to play back your comments. Your comments, then the Message Editing Menu. Repeat Step 7. [ 2 ] [ 1 ] to re-record your comments. A tone to record your comments. Return to Step 6. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete your comments and cancel the forwarding. “Deleted. Message not created. No response sent,” then you are returned to the original message. Go to Step 12. [ ★ ] [ # ] to approve your comments.
General Mailbox Action Step 10 One of the following actions occurs: A match is found. You Hear... The matching name and extension number, then a statement that the call is being transferred. Repeat Step 8. The letters match more than one person. Statement of the number of matches found, then the matching names. Go to Step 11. No match is found. Statement that no matches were found, then prompt to enter an extension or Group List. Repeat Step 8. Step 11 Select the correct entry.
Greetings (Personal) Greetings (Personal) At a Glance Voice Mail Activity Menu [ 3 ] Record name or personal greeting [ 1 ] Administer Personal Greeting [ 1 ] Record, delete, or listen to Greeting 1. [ 2 ] Record, delete, or listen to Greeting 2. [ 3 ] Record, delete, or listen to Greeting 3. [ 9 ] Activate a greeting.
Greetings (Personal) When callers reach a Call Answer Service mailbox, they hear the mailbox’s Personal Greeting followed by a beep tone. For example: “This is Pat Smith. I am out of the office this morning. Please leave a message after the tone, and I will return your call this afternoon. If you need immediate assistance, press 0 to speak to my assistant, Lynn.” (In this example, Pat has programmed Lynn’s extension as the Personal Operator for her phone.
Greetings (Personal) You Hear... Action Step 3 Press [ Step 4 Enter the number of the greeting you want to record. 1 ] to administer your greeting. Announcement of which greeting is active, then menu of choices. Monolingual Mode: Prompt to choose whether to listen to, record, or delete the Personal Greeting. Go to Step 6. Bilingual Mode: Prompt to choose the primary or secondary language.
Greetings (Personal) Activating a Personal Greeting Action You Hear... Step 1 Log in to Voice Mail using your extension number and password. Name, number of new messages and old messages, then Voice Mail Activity Menu. Step 2 Press [ 3 ] to administer your name or greeting. Prompt to administer your greeting or your name. Step 3 Press [ 1 ] to administer your greeting. Announcement of which greeting is active, then menu of choices. Step 4 Press [ 9 ] to activate a greeting.
Greetings (Personal) Step 5 Action You Hear... (Bilingual Mode Only) Choose an option: [ 1 ] to administer your personal greeting in the primary language. Prompt to record, delete, or listen to the greeting in the primary language [ 2 ] to administer your personal greeting in the secondary language. Step 6 Press [ ★ [] D ] ([ ★ ] [ 3 ]) to delete the greeting. Step 7 Choose an option: [ 9 ] to confirm the deletion. Prompt to record, delete, or listen to the greeting in the secondary language.
Greetings (System) Greetings (System) At a Glance System Administration Menu [ 7 ] System Greetings [ 1 ] Voice Mail Greeting [ 3 ] Automated Attendant Touch-Tone Gate Greeting [ 1 ] Day Greeting [ 2 ] Night Greeting Programmable by Factory Settings Voice Mail Greeting (English) Automated Attendant Touch-Tone Gate Greeting (English) System Administrator “Welcome to PARTNER MAIL. Please enter extension and pound sign.” See Appendix C for other languages. “Welcome to PARTNER MAIL.
Greetings (System) Automated Attendant Touch-Tone Gate Greeting The Touch-Tone Gate Greeting is heard by any caller who reaches an Automated Attendant that has the Touch-Tone Gate turned On. There is a Day Touch-Tone Gate Greeting and a Night Touch-Tone Gate Greeting. The primary purpose of the Touch-Tone Gate Greeting is to allow callers to notify the system that they are calling from a telephone that supports touch-tone signaling.
Greetings (System) Main Menu, Primary Language For sales, press [ 1 ]. For customer service, press [ 2 ]. If you know the extension of the person you are calling, press [ For a directory of employees listed by last name, press [ ★ ] [ A ]. To reach the operator, press [ 0 ]. 8 ]. Main Menu, Secondary Language Para el departmento de ventas, marque el [ 1 ]. Para servicio de los clientes, marque el [ 2 ]. Si sabe la extensión de la persona a quien llama, marque el [ 8 ].
Greetings (System) Related Mail System Features ■ A Touch-Tone Gate Greeting is used only if the Touch-Tone Gate is On. ■ The Day Touch-Tone Gate Greeting plays when the mail system is in Day mode, and the Night Touch-Tone Gate Greeting plays when the mail system is in Night mode. See Business Schedule and Temporarily Closed and Schedule Controller for more information.
Greetings (System) Action Step 6 Choose an option: [ 1 ] to record a greeting. You Hear... Prompt to record the greeting. Go to Step 7. [ 0 ] to listen to the greeting. Current greeting, then the Voice Mail Greeting Menu. Repeat Step 6. [ 2 ] to use the system default greeting. (Monolingual mode) System default greeting confirmation, then the System Greetings Menu. Procedure is complete. (Bilingual mode, primary language) System default greeting confirmation, then the Voice Mail Greeting Menu.
Greetings (System) You Hear... Action Step 8 Choose an option: [ 2 ] [ 3 ] to play back the greeting. [ 2 ] [ 1 ] to re-record the greeting. New greeting. Repeat Step 8. A tone to record the greeting. Return to Step 7. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new greeting. “Deleted,” then the Voice Mail Greeting Menu. Return to Step 6. [ ★ ] [ # ] to approve the greeting. (Monolingual Mode) “Approved. This new greeting will be used,” then the System Greetings Menu. Procedure is complete.
Greetings (System) Step 6 Step 7 Step 8 Action You Hear... (Multiple Automated Attendant Only) Enter Automated Attendant Number. Choose an option: [ 1 ] for Day Greeting. Prompt to choose the Day or Night Greeting. [ 2 ] for Night Greeting. Automated Attendant Touch-Tone Gate Greeting Menu. [ ★ ] [ # ] to quit Procedure is complete. Choose an option: [ 1 ] to record a greeting. Step 10 Prompt to record the greeting. Go to Step 9. [ 0 ] to listen to the greeting.
Group Lists Group Lists At a Glance System Administration Menu [ 5 ] Group Lists [ 2 ] Scan Group Lists [ 4 ] Create a Group List [ 6 ] Modify or review a Group List [ 1 ] Add entry [ ★ [] D ] ([ ★ ] [ 3 ]) Delete entry [ # ] Next entry [ ★ ] [ 1 ] Go to beginning of list [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete a Group List Programmable by System Administrator Subscriber Option Send Message using Group List [★][5] Parameters Maximum Number of Group Lists Maximum Number of Mailboxes in a Group List Mail Sys
Group Lists Since only the System Administrator can create Group Lists, it is your responsibility to maintain these lists and to provide information about them to subscribers. Note the following when creating Group Lists: ■ You can create up to 99 Group Lists. ■ You can include the same mailbox on more than one Group List. ■ You can assign up to 100 Call Answer Service mailboxes to each Group List.
Group Lists Programming Creating Group Lists Before creating a Group List, complete mail system Planning Form L. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration. Prompt to enter the System Administration password + [ # ]. Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu.
Group Lists Action You Hear... Step 5 Press [ Step 6 Choose an option: Step 7 2 ] for Scan Group Lists. Information about the first Group List. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the list. Prompt to confirm deletion. Go to Step 7. [ # ] to scan the next list. Information about the next Group List. Repeat Step 6. [ ★ ] [ # ] to quit. Group List Administration Menu. Procedure is complete. Choose an option: [ 9 ] to confirm deletion of the list. [ 6 ] to cancel deletion of the list.
Group Lists Action Step 7 You Hear... Choose an option: [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the entry played. “Deleted,” then the next entry. Repeat Step 7. [ # ] to review the next Group List entry. Next entry. Repeat Step 7. When there are no more entries in the list, the system says so, then plays the Group List Administration Menu. If desired, return to Step 5. [ 1 ] to add an extension to the Group List. Prompt for the new entry if the Group List has less than 100 entries. Go to Step 8.
Group Lists You Hear... Action Step 6 Enter Group List Number + [ # ]. [ ★ ] [ # ] to return to the Group List Administration Menu. Step 7 Choose an option: [ 9 ] to confirm deletion of the list. [ 6 ] to cancel deletion of the list. Prompt to confirm that you want to delete the Group List. Group List Administration Menu. Procedure is complete. Confirmation of deletion, then prompt to enter the number of the next Group List to be deleted. Return to Step 6.
Group Lists Step 7 Action You Hear... Choose an option: To address the message to another Group List, press [ ★ ] [ 5 ]. Prompt to enter a Group List number. Return to Step 6. To address the message to an individual mailbox, enter the mailbox number + [ # ]. Prompt to enter an extension or a Group List. Repeat Step 7. To address the message using the Directory, press [ ★ ] [ A ] ([ ★ ] [ 2 ]) and follow the prompts. Prompt to enter an extension or a Group List. Repeat Step 7.
Group Mailbox Owner Group Mailbox Owner At a Glance System Administration Menu [ 4 ] Mailboxes [ 7 ] Assign a Group Mailbox Owner Programmable by System Administrator Mail System Planning Form B Description You can create mailboxes of any type (Call Answer Service, Bulletin Board, Automated Attendant, or Transfer-Only) for Hunt Groups (771-776) and Calling Groups (71-74).
Group Mailbox Owner If the Group Mailbox Owner also has a personal mailbox, or is responsible for any other mailboxes (for example, a General Mailbox), the message light on the owner’s telephone remains On if there are any new messages in any of the mailboxes. The owner must remember to check all mailboxes for which he or she is responsible for new messages when the message light is On. Related Communications System Features A Group Mailbox is used for Calling Groups and for Hunt Groups.
Group Mailbox Owner Step 6 Action You Hear... Enter Group Mailbox Number ( 71–74, 771–776) + [ # ]. Mailbox number. If the mailbox has an owner: Name of the mailbox owner (or the number if the name is not recorded), then prompt to delete the owner. If the mailbox has no owner: “The mailbox has no owner,” then prompt to enter the owner’s extension. Press [ Step 7 ★ ] [ # ] to quit. Choose an option: Press [ 0 [] # ] to delete the Group Mailbox Owner. Mailbox Administration Menu.
Language Language At a Glance System Administration Menu [ 1 ] System Parameters [ 9 ] System Language [ 1 ] Monolingual mode [ 1 ] English [ 2 ] French [ 3 ] Spanish [ 2 ] Bilingual mode [ 1 ] English [ 2 ] French [ 3 ] Spanish Programmable by System Administrator Caller Option Change Language (bilingual mode only) [★][1 ] Factory Settings Mode Language Monolingual English Mail System Planning Form A Description The mail system can operate in monolingual mode or bilingual mode.
Language Considerations and Constraints If you change from bilingual to monolingual mode, the mail system retains all greeting, menu, and Announcement recordings for bilingual mode. If you later choose to return to bilingual mode for the same languages, you can use the old recordings regardless of which language is primary or secondary. However, if you change to a different language combination, the system will need to be reinitialized and reprogrammed.
Language Changing the Language Mode or the Language Before changing the mode or the language, update mail system Planning Form A. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to enter the System Administration Password + [ 9 ] for System Administration. # ]. Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu.
Line Assignments Line Assignments At a Glance System Administration Menu [ 3 ] Automated Attendant [ 6 ] Line Assignments [ 1 ] Review line assignments [ 2 ] Add line [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete line Programmable by System Administrator Factory Setting Line Assignment All lines assigned to AA 1 Mail System Planning Form A Description If you have only one Automated Attendant, or if your system does not provide Automated Attendant Service, do not program Line Assignments.
Line Assignments Related Communications System Features ■ Line Assignments should be used only for lines that are assigned Automated Attendant Service using Group Call Distribution (#206) Setting 1—Assigned. ■ Do not use Line Assignments with Group Call Distribution (#206) Setting 3, or with Line Coverage Extension (#208). Related Mail System Features Line Assignments is used only when the system is configured for Multiple Automated Attendants. See Single/Multiple Automated Attendant.
Line Assignments Action You Hear... Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu. Step 4 Press [ Prompt to enter the Automated Attendant number. Step 5 Enter Automated Attendant Number ([ 2 ] or [ 3 ]). Automated Attendant Service Administration Menu. Step 6 Press [ 6 ] for Line Assignments. Line Assignment Menu. Step 7 Press [ 2 ] to add a line to Automated Attendant 2 or 3. Choose an option: Enter the Line Number + [ # ].
Line Assignments Action You Hear... Step 6 Press [ 6 ] for Line Assignments. Line Assignment Menu. Step 7 Press [ Prompt to enter the line number. Step 8 Choose an option: Enter line number + [ # ]. ★ ] [ D ] ([ ★ ] [ 3 ]) to delete a line. [ ★ ] [ # ] when finished. Step 9 Choose an option: [ 9 ] to confirm deletion. [ 6 ] to cancel deletion. 5-76 Line Assignments Prompt to confirm the deletion. Line Assignment Menu. Procedure is complete.
Line Ownership Line Ownership At a Glance System Administration Menu [ 6 ] Line Ownership [ 2 ] Scan Line Ownership [ ★ ] [ D ] ([ ★ ] [ 3 ]) Deallocate Line Ownership [ 4 ] Assign Line Ownership [ 6 ] Modify Line Ownership Programmable by System Administrator Factory Settings None Mail System Planning Form M Description Line Ownership determines how the mail system handles calls that come into the mail system on lines for which Group Call Distribution (#206) Setting 3—VMS Line Cover was used to a
Line Ownership Considerations and Constraints If you do not use line Ownership to asign owners to lines for which Group Call Distribution (#206) Setting 3—VMS Line Cover was used to assign Voice Mail coverage, all calls on those lines will be directed to the General Mailbox for Automated Attendant 1. If you change Group Call Distribution (#206) to Setting 2—Not Assigned for a line on the communications system, remember to deallocate Line Ownership for that line on the mail system.
Line Ownership You Hear... Action Step 6 Choose an option: If you know the line number, enter it + [ # ]. If a line owner is assigned: The line number, then the owner’s name (or the mailbox number if no name is recorded). If no owner is assigned: Announcement of this fact. Step 7 If you do not know the line number, press [ # ]. The first line number, then the line owner’s name (or mailbox number if no name is recorded). Press [ Line Ownership Administration Menu. Procedure is complete.
Line Ownership Step 6 Action You Hear... Enter a Iine number + [ If the line number has an owner: The line owner’s name (or the mailbox number if no name is recorded). Repeat Step 6 to assign ownership for another line. (To change the Iine owner, see “Modifying Line Ownership.”) # ]. If no owner is assigned: Prompt to enter the owner’s mailbox number. Step 7 Press [ ★ ] [ # ] to quit. Line Ownership Administration Menu. Procedure is complete.
Line Ownership Deallocating Line Ownership Before deallocating Line Ownership, update mail system Planning Form M. After Line Ownership is deallocated, the mail system prompts callers who call in on this line to leave a message in the General Mailbox. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration.
Mailbox Mailbox At a Glance System Administration Menu [ 4 ] Mailboxes [ 2 ] Play a mailbox configuration [ 4 ] Create a mailbox [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete a mailbox [ 6 ] Modify a mailbox [ 1 ] Modify name [ 2 ] Modify Class of Service [ 3 ] Initialize password [ 4 ] Change language (bilingual mode only) [ 7 ] Assign a Group Mailbox Owner Programmable by Factory Settings System Administrator’s Mailbox Mailbox COS System Administrator’s Password General Mailbox Number Automated Attendant 1 Automate
Mailbox Description The System Administrator’s Mailbox and the General mailboxes are factory-set. You, the System Administrator, must create all other mailboxes. Security Alert: For security reasons, the mail system will not transfer a call to any destination that does not have a mailbox. Therefore, you must create a mailbox for every extension, Hunt Group, and Calling Group that callers need to reach from the mail system.
Mailbox Table 5-1.
Mailbox Message Length Messages can be stored only in Call Answer Service mailboxes. The maximum length of an individual message that can be recorded by a caller is 5, 10, or 30 minutes, depending upon the mailbox’s Class of Service. Greeting Length For Call Answer Service and Transfer-Only mailboxes, each Personal Greeting can be up to two minutes long. Each subscriber can record up to three Personal Greetings.
Mailbox Call Answer Service mailboxes with Class of Service 5, 6, or 18 also can be created for people who need to be able to receive messages, but who do not have their own extensions, such as temporary workers, contract workers, and consultants. These are called Guest Mailboxes. ■ Transfer-Only Mailboxes allow transfers to extensions that do not need mailboxes with message storage capability.
Mailbox Mailboxes of any type (Call Answer Service, Automated Attendant, Bulletin Board, or Transfer-Only) can be created for Calling Groups (71, 72, 73, 74) and Hunt Groups (771, 772, 773, 774, 775, 776). Then, if the group is busy when a caller tries to transfer from the mail system to the group, the caller will be transferred to the mailbox. NOTE: The system considers a Hunt Group to be busy if all members of the group are on the phone or have Do Not Disturb turned On.
Mailbox Mailbox Name If the mail system is to offer a Directory of subscribers, you should specify a name as you create each Call Answer Service and Transfer-Only mailbox. Use consistently either the first four letters of the first name or the first four letters of the last name. You can enter a name such as “CONF” (for Conference Room) for a Transfer-Only mailbox. The letters are programmed using two-digit numbers, as shown in the following Letter Key. Table 5-2.
Mailbox Considerations and Constraints ■ For security reasons, the mail system will not transfer a call to any destination that does not have a mailbox. Therefore, you must create a mailbox for every extension, Hunt Group, and Calling Group that callers need to reach from the mail system. There are two exceptions: — The extension designated as the Call Answer Service Operator is not required to have a mailbox. — The extensions or Hunt Groups designated as Fax Extensions should not have mailboxes.
Mailbox ■ For Release 4.0 and later communications system only, users with Automatic VMS Cover (#310) assigned or with VMS Cover turned On can activate Do Not Disturb to Send All Calls immediately to their mailbox. ■ Users can program [ Intercom ] [ 7 ] [ 7 ] [ 7 ] on an Auto Dial button for one-touch access to their mailbox. Related Mail System Features 5-90 Mailbox ■ Bulletin Board mailboxes allow users to record messages up to four minutes long that can be accessed by callers.
Mailbox Programming Playing a Mailbox Configuration Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration. Prompt to enter the System Administration Password + [ # ]. Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu. Step 4 Press [ 4 ] for Mailbox Administration. Mailbox Administration Menu.
Mailbox Creating Mailboxes Before creating a mailbox, udate mail system Planning Form B. IMPORTANT: You must follow this procedure to the end (until you hear “Approved”), or the mailbox will not be created. Security Alert: Before you create a mailbox with Outcalling privileges, it is strongly recommended that you read “System Security” in Chapter 1. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu.
Mailbox Step 9 Action You Hear... (Bilingual mode only). Choose an option: [ ★ ] [ # ] to approve the language selected. Prompt to enter the mailbox name. Go to Step 10. [ 1 ] to re-enter the language selected. Prompt to select a mailbox language. Return to Step 8. Step 10 Substituting number codes for letters, as shown in the Letter Key on page 5-88, use the dialpad to enter the first four letters of the mailbox name + [ # ], or press [ 0 ] if you do not want to enter a name.
Mailbox Deleting a Mailbox Before deleting a mailbox, update mail system Planning Form B. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration. Prompt to enter the System Administration Password + [ ]. # Step 3 Enter System Administration Password + [ # ]. Security message, then System Administration Menu.
Mailbox Action You Hear... Step 6 Enter Mailbox Number + [ # ]. Mailbox number and mailbox name (if recorded), then the Mailbox Modification Menu. Step 7 Press [ Prompt to enter the mailbox name. Step 8 Substituting number codes for letters, as shown in the Letter Key on page 588, use the dialpad to enter the first four letters of the mailbox name + [ # ] or press [ 0 ] if you do not want to enter a name. 1 ] to change the mailbox name. Note: If you press [ Step 9 0 ], do not press [ # ].
Mailbox Changing the Class of Service Before changing a Class of Service, update mail system Planning Form B. IMPORTANT: You can only change a Class of Service to that of a mailbox of the same type. If you need to change to a different mailbox type, delete the mailbox and create it again with the new Class of Service. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu.
Mailbox Action Step 7 Press [ You Hear... 3 ] to initialize the password. Confirmation that the password has been initialized, then the Mailbox Modification Menu. Procedure is complete. Changing the Mailbox Language (Bilingual Mode Only) Before changing the mailbox language, update mail system Planning Form B. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, Number of new messages and old messages, Voice Mail Activity Menu.
Main Menus (Automated Attendant) Main Menus (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 2 ] Play menu [ 6 ] Modify menu [ 2 ] Night Menu [ 2 ] Play menu [ 6 ] Modify menu Programmable by System Administrator Factory Settings Day Dial 0/Timeout Action Night Dial 0/Timeout Action Selector Codes 1–5 Selector Codes 6–9 Transfer to Call Answer Service Operator Record a Message in the General Mailbox Direct Extension Transfer None Caller Options
Main Menus (Automated Attendant) Menu Prompt If the system is in monolingual mode, each Main Menu has a prompt (up to two minutes long). If the system is in bilingual mode, each Main Menu has a prompt (up to two minutes long) recorded in the primary language and a prompt (up to two minutes long) in the secondary language. The Main Menu prompt should tell callers what options are available on the Main Menu.
Main Menus (Automated Attendant) Main Menu, Primary Language: For sales, press [ 1 ]. For customer service, press [ 2 ]. If you know the extension of the person you are calling, press [ 8 ]. For a directory of employees listed by last name, press [ ★ ] [ A ]. To reach the operator, press [ 0 ]. Main Menu, Secondary Language: Para el departmento de ventas, marque el [ 1 ]. Para servicio de los clientes, marque el [ 2 ]. Si sabe la extensión de la persona a quien llama, marque el [ 8 ].
Main Menus (Automated Attendant) Action to meet the needs of your business. In the menu definition, each Selector Code can be assigned one of the following five Selector Code Actions: ■ Action 1—Selector Code Transfer —When a caller presses the Selector Code, the call is transferred to the predetermined extension, Hunt Group, Calling Group, or mailbox (Call Answer Service, Bulletin Board, Transfer-Only, or Automated Attendant) that is assigned to the Selector Code.
Main Menus (Automated Attendant) For example, the Travel Agency has eighteen travel agents with extensions ranging from 11 to 29. The Travel Agency wants callers to be able to reach these agents from the Main Menu, but wants to use Selector Codes 1 and 2 for other options (Cruises and Corporate Travel). The Travel Agency assigns Action 4 to Selector Code 8. The Travel Agency’s Main Menu says, “If you know your party’s extension, press [ 8 ].
Main Menus (Automated Attendant) Both the Day and the Night Main Menus must be programmed, even if they are identical. RECOMMENDATION: Although you can create up to 99 menus with up to nine options on each menu, it is recommended that you limit the number of menu levels to three and the number of options on each menu to five so as not to confuse callers. Also, remind callers from each menu that they can get assistance by dialing [ 0 ].
Main Menus (Automated Attendant) You Hear... Action Step 4 Press [ 3 ] for Automated Attendant. (Multiple Automated Attendant) Prompt to enter the Automated Attendant Number. (Single Automated Attendant) Automated Attendant Administration Menu. Go to Step 6. Step 5 (Multiple Automated Attendant only) Enter Automated Attendant Number. Automated Attendant Administration Menu. Step 6 Choose an option: [ 1 ] Day Menu Menu Administration Menu. [ 2 ] Night Menu Menu Administration Menu.
Main Menus (Automated Attendant) Step 6 Action You Hear... Choose an option: [ 1 ] Day Menu Menu Administration Menu. [ 2 ] Night Menu Menu Administration Menu. Step 7 Press [ 6 ] to modify the Main Menu. Prompt to enter a Selector Code. Step 8 Press [ ★ ] [ # ] or just [ # ] to indicate that there are no changes to Selector Codes. Current Dial 0/Timeout Action, then the Dial 0/Timeout Action Menu.
Main Menus (Automated Attendant) Action Step 11 Choose an option: [ 2 ] [ 3 ] to play back the new Main Menu prompt. You Hear... New Main Menu prompt, then the Message Editing Menu. Repeat Step 11. [ 2 ] [ 1 ] to re-record the new Main Menu prompt. A tone to record the Main Menu prompt, Return to Step 10. [ ★ ] [ D ] ([ ★ ] [ 3 ] to delete the new Main Menu prompt and use the previous Main Menu prompt. “Deleted. The existing menu prompt will be used. Menu saved.
Main Menus (Automated Attendant) Modifying a Day or Night Main Menu The following procedure can be used to: ■ Add, change, or delete Selector Codes. ■ Change Selector Code Actions. ■ Change the Dial 0/Timeout Action. ■ Record a Main Menu prompt. Before you modify a Main Menu, update mail system Planning Forms G and H. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu.
Main Menus (Automated Attendant) You Hear... Action Step 9 Choose an option: [ 9 ] to confirm Confirmation of Selector Code, then Selector Code Menu. Go to Step 10. Prompt to enter a Selector Code. Return to Step 8. [ 6 ] to cancel Step 10 Choose an option: [ 1 ] for Selector Code Transfer. Prompt to enter the extension. Go to Step 11. [ 2 ] for Submenu. Prompt to enter the Submenu number. Go to Step 12. [ 3 ] for Announcement. Prompt to enter the Announcement number. Go to Step 13.
Main Menus (Automated Attendant) You Hear... Action Step 15 Step 16 Step 17 Choose an option: [ 0 ] for Transfer to system operator. The selected Dial 0/Timeout Action, then prompt to record the Main Menu prompt or to use the existing menu prompt. Go to Step 17. [ 1 ] for Record a message in the General Mailbox. The selected Dial 0/Timeout Action, then prompt to record the Main Menu prompt or to use the existing menu prompt. Go to Step 17. [ 2 ] for Disconnect.
Main Menus (Automated Attendant) Action Step 18 Choose an option: [ 2 ] [ 3 ] to play back the new Main Menu prompt. You Hear... New Main Menu prompt, then the Message Editing Menu. Repeat Step 18. [ 2 ] [ 1 ] to re-record the new Main Menu prompt. A tone to record the Main Menu prompt. Return to Step 17. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new Main Menu prompt and use the previous Main Menu prompt. “Deleted. The existing menu prompt will be used.” (Monolingual mode) Menu Administration Menu.
Maximum Digit Length Maximum Digit Length At a Glance System Administration Menu [ 1 ] System Parameters [ 8 ] Maximum Digit Length [ 2 ] Two digits [ 3 ] Three digits [ 4 ] Four digits Programmable by System Administrator Factory Setting Maximum Digit Length Two digits Mail System Planning Form A Description The mail system needs to know the maximum number of digits that a caller or subscriber is allowed to dial to transfer to an extension, Calling Group, Hunt Group, or mailbox.
Maximum Digit Length Step 6 5-112 Action You Hear... Enter Maximum Digit Length (2–4). Confirmation of the maximum digit length, then the System Parameters Menu. Procedure is complete.
Open or Closed for Today Open or Closed for Today At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule Menu [ 3 ] Open or Closed for Today [ 1 ] Open for Today [ 2 ] Close for Today [ 1 ] Regular Night Greeting [ 2 ] Temporary Closure Greeting [ 3 ] Resume Regular Schedule Programmable by System Administrator Factory setting Temporary Closure Greeting See Appendix C Description Your company’s business schedule may change unexpectedly due to an emergency, such as s
Open or Closed for Today Close for Today When you change an Automated Attendant to Close for Today, callers hear the Automated Attendant’s Night Main Menu. If the Touch-Tone Gate is On, you have to choose one of the following options: ■ Use the Night Touch-Tone Gate Greeting. ■ Use the default Temporary Closure Greeting. (See “Default Temporary Closure Greetings” on page 5-115.) ■ Record a Temporary Closure Greeting.
Open or Closed for Today Default Temporary Closure Greetings Touch-Tone Gate Off—Monolingual English Welcome to PARTNER MAIL. Our business is temporarily closed. French PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sont temporairement fermés. Spanish Bienvenido a PARTNER MAIL Nuestra empresa está cerrada temporalmente. Touch-Tone Gate On—Monolingual English Welcome to PARTNER MAIL. Our business is temporarily closed.
Open or Closed for Today French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sont temporairement fermés. Welcome to PARTNER MAIL. Our business is temporarily closed. Spanish Primary/English Secondary Bienvenido a PARTNER MAIL. Nuestra empresa está cerrada temporalmente. Welcome to PARTNER MAIL. Our business is temporarily closed. Touch-Tone Gate On—Bilingual English Primary/French Secondary Welcome to PARTNER MAIL. PARTNER MAIL vous souhaite la bienvenue.
Open or Closed for Today Related Mail System Features ■ If you want to program a closing in advance, you can use the Temporarily Closed option of the Business Schedule and Temporarily Closed. ■ You may want to listen to the Main Menus prompts and the Touch-Tone Gate Greeting. See Main Menus (Automated Attendant) and Greetings (System).
Open or Closed for Today Step 9 Action You Hear... Choose an option: [ 1 ] to use the regular Night Greeting for the Automated Attendant. Note: If the Touch-Tone Gate is Off and Night Greeting is chosen, no greeting plays before the Main Menu. Confirmation of Closed for Today, then the Automated Attendant Schedule Administration Menu. Procedure is complete. [ 2 ] to select a Temporary Closure Greeting. Step 10 Choose an option: Press [ 1 ] to record a Temporary Closure greeting.
Open or Closed for Today Resuming the Regular Schedule To override Open for Today, Close for Today, or the Temporarily Closed option of the Business Schedule, use the following procedure: You Hear... Action Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to enter the System Administration password + [ 9 ] for System Administration. # ]. Step 3 Enter System Administration Password + [ # ].
Outcalling Outcalling At a Glance Voice Mail Activity Menu [ 6 ] Outcalling Main Menu [ 1 ] On/Off [ 2 ] Review Outcalling List [ 3 ] Listen to Instructions [ 4 ] Outcalling List [ 5 ] Outcalling Schedule [ 6 ] Minimum Time between Outcalls [ 7 ] Number of Outcalling Cycles Owners of Class of Service 3, 4, and 6 mailboxes Programmable by Factory Settings Outcalling Minimum Time Between Outcalling Attempts Outcalling Cycles Outcalling Schedule Off 15 minutes (5–99 min.
Outcalling If the designated Outcalling number is a telephone number or voice pager, the mail system dials the Outcalling number when the subscriber gets a new message, announces the mailbox name, identifies the call as coming from the mail system, and delivers the following message: “You have a new message. To access your new message, enter extension and [ # ]. To avoid further notification about this message, press [ ★ ] [ # ].
Outcalling Use the following examples as a guide. Example 1: For a standard telephone number, 1 800 555-2020. 1. Enter [ 9 ] [ ★ ] [ 1 ][ 8 ][ 0 ][ 0 ][ 5 ][ 5 ][ 5 ][ 2 ][ 0 ][ 2 ][ 0 ] 2. Enter [ ★ ] [ # ] to signal the end of the number. Explanation: The [ 9 ] accesses an outside line. The [ ★ ] causes a 1.5-second pause. The rest of the digits are the telephone number to be called.
Outcalling Outcalling Cycles This is the maximum number of times the mail system will call all the numbers in the Outcalling list for a new message (factory setting: 3 cycles, range: 1–9). If the subscriber does not log in or cancel Outcalling for that message within the programmed number of cycles, the mail system waits until a new message arrives for the mailbox before Outcalling again. Outcalling Schedule The Outcalling Schedule defines the hours when outcalls are made.
Outcalling Procedures Turning Outcalling On/Off Action You Hear... Step 1 Log in to Voice Mail (the mailbox must have Outcalling privileges). Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu. Step 3 Press [ 1 ] to turn Outcalling On or Off. Confirmation that Outcalling is On or Off. Reviewing the Outcalling List Action You Hear... Step 1 Log in to Voice Mail (the mailbox must have Outcalling privileges).
Outcalling You Hear... Action ] to change your Outcalling list. Step 3 Press [ Step 4 Enter the number ([ 1 ]–[ 5 ]) of the entry you want to change. Step 5 Choose an option: [ 1 ] to change the Outcalling number. 4 [ ★ ][ D ] ([ ★ ][ 3 ]) to delete the Outcalling number. [ 0 ] to listen to the Outcalling number. Step 6 Choose an option: [ 9 ] to confirm the deletion. [ 6 ] to cancel the deletion. Step 7 Choose an option: [ 1 ] for telephone or voice pager number. Outcalling List Menu.
Outcalling Setting Up the Outcalling Schedule Action You Hear... Step 1 Log in to Voice Mail (the mailbox must have Outcalling privileges). Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu. Step 3 Enter [ 5 ] for Outcalling Schedule. Current Outcalling schedule, then the Schedule Change Menu. Step 4 (Not set to all hours) Choose an option: [ 1 ] to set the Outcalling schedule to all hours.
Outcalling Action Step 7 You Hear... Choose an option: Enter ending time in hhmm format where: hh =hour (01–12) or (00–23), mm=minute (00–59). If System Administrator's mailbox language is English or Spanish, use 12-hour format (0100–1259). (12-hour format entered) Prompt to select [ 1 ] for a.m. or [ 2 ] for p.m. Go to Step 8. If System Administrator’s mailbox language is French, use 24-hour format (0000–2359).
Outcalling Setting the Number of Outcalling Cycles Action You Hear... Step 1 Log in to Voice Mail (the mailbox must have Outcalling privileges). Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu. Step 3 Press [ Current setting, then prompt to enter the maximum number of times the entire Outcalling list should be dialed. Step 4 Choose an option: Enter number of times the Outcalling list is dialed (1–9) + [ # ].
Passwords Passwords At a Glance System Administration Menu [ 8 ] System Security [ 2 ] Minimum Password Length [ 4 ] System Administration Password System Administrator Users Programmable by Factory Settings Mailbox Password System Administration Password Minimum Password Length Maximum Password Length Blank (Not Set) Blank (Not Set) 6 digits (0–15 digits) 15 digits (not changeable) Description Every Call Answer Service mailbox, Bulletin Board mailbox, and Transfer-Only mailbox has a password that mu
Passwords IMPORTANT: If you change the System Administrator’s mailbox, the previously selected System Administration Password becomes the System Administration Password for the new mailbox. The mailbox password, however is not transferred to the new mailbox. It is a good idea to change the System Administration Password when you transfer System Administration privileges to a different mailbox. Minimum Password Length You can set the Minimum Password Length to any value from 0–15 digits.
Passwords To protect the mailbox, as soon as its password is initialized, the subscriber should log in to the mailbox and change the password. Failure to do so leaves the mailbox unprotected. When you initialize a password, all other information associated with the mailbox remains unchanged, including greetings, messages, and so on.
Passwords Step 6 Action You Hear... Enter Minimum Password Length + [ # ]. Confirmation of password length, then the System Security Menu. If the password length is less than six digits, the system warns you that the setting leaves your system vulnerable to toll fraud by unauthorized persons. Procedure is complete. Changing the System Administration Password Action You Hear... Step 1 Log in to the mail system as the System Administrator.
Passwords You Hear... Action Step 4 Re-enter the password + [ # Confirmation that the password is changed. ]. Changing a Bulletin Board Mailbox Password Action You Hear... Bulletin Board Activity Menu. Step 2 Log in to Voice Mail as the Bulletin Board mailbox owner. Press [ 5 ] to change the password. Step 3 Enter the new password + [ # Prompt to re-enter the password. Step 4 Re-enter the password + [ ]. Step 1 # ]. Prompt to enter the new password.
Personal Mailbox Administration Personal Mailbox Administration At a Glance Voice Mail Activity Menu [ 1 ] Record and send messages [ 2 ] Listen to messages [ 3 ] Record name or Personal Greeting [ 4 ] Choose Personal Operator [ 5 ] Change Password [ 6 ] Administer Outcalling (if available) [ ★ ] [ T ] ([ ★ ] [ 8 ]) Transfer to another extension Programmable by Subscriber Factory Settings Voice Mail Greeting (English) “Welcome to PARTNER MAIL. Please enter extension and pound sign.
Personal Mailbox Administration Old and New Messages Once a new message has been played, it becomes an old message. If only the message header is played, the message remains a new message. The message light goes off when there are no new messages in a subscriber’s mailbox. Mailbox Name You record the Mailbox Name initially (or the extension number) when you create the mailbox. The subscriber can then re-record the name in his or her own voice.
Personal Mailbox Administration Outcalling You can assign a Class of Service to the subscriber’s mailbox that permits Outcalling. This allows the mail system to dial up to five telephone numbers to notify the subscriber that a message has arrived in the subscriber’s mailbox. Security Alert: You should provide Outcalling only to subscribers who have a business need for this feature.
Personal Mailbox Administration Recording and Sending a Message To record and send a message to one or more subscribers, use the following procedure: Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ Prompt to record your message. Step 3 Record your message, then press [ 1 ]. Step 4 Choose an option: [ ★ ] [ # ] to approve the message. Step 5 1 ] to record a message. Prompt to choose an option.
Personal Mailbox Administration Action Step 6 You Hear... Enter the first four letters of the name. Example: To find the extension for John Conlin if subscribers are listed by last name, enter [ 2 ] [ 6 ] [ 6 ] [ 5 ] (CONL). If subscribers are listed by first name, enter [ 5 ] [ 6 ] [ 4 ] [ 6 ] (JOHN). Use [ 7 ] for the letter Q; [ 9 ] for the letter Z. One of the following actions occurs: A match is made. The letters match more than one person.
Personal Mailbox Administration Listening to Messages Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ 2 ] to get messages.. Message header. Step 3 Press [ The message. Step 4 Choose an option: [ 3 ] to pause. 0 ] to play the message. [ 3 ] (again) to resume playing. Message stops. Message resumes. [ 5 ] to rewind four seconds and play. [ 6 ] to skip forward four seconds and play.
Personal Mailbox Administration Replying to a Message After listening to a message, you may want to reply. You can record a response and send it. (To forward the message to another user without adding a response, see “Forwarding a Message” on page 5-141.) Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ 2 ] to get messages.. Message header. Step 3 Press [ 0 ] to play the message. The message.
Personal Mailbox Administration You Hear... Action Step 9 Enter the first four letters of the name. Example: To find the extension for John Conlin if subscribers are listed by last name, enter [ 2 ] [ 6 ] [ 6 ] [ 5 ] (CONL). If subscribers are listed by first name, enter [ 5 ] [ 6 ] [ 4 ] [ 6 ] (JOHN). Use [ 7 ] for the letter Q; [ 9 ] for the letter Z. One of the following actions occurs: A match is made. The letters match more than one person.
Personal Mailbox Administration You Hear... Action Step 4 After the message plays, press [ respond to the message. Step 5 Press [ 2 ] to forward. Step 6 Choose an option to send the message: Extension (or mailbox number) + [ # ]. Step 7 1 ] to Prompt to reply or forward the message. Prompt to enter the extension or Group List number. Repeat Step 6 until finished. [ ★ ] [ 5 ] + Group List Number (1–99) + [ # ]. Repeat Step 6 until finished. [ ★ ] [ A ] ([ ★ ] [ 2 ]) for the Directory.
Personal Mailbox Administration Recording a Mailbox Name Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ 3 ] to administer a name or greeting. Press [ 2 ] to administer a name. Prompt to select greeting or name. Step 3 Step 4 Choose an option: Press [ 0 ] to listen to the name. Press [ 1 ] to record the name. Name Editing Menu. The name (if one is recorded). Repeat Step 4.
Personal Operator Personal Operator At a Glance Voice Mail Activity Menu [ 4 ] Personal Operator Operator’s No. + [ # ]: Add Personal Operator [ 0 ] + [ # ]: Remove Personal Operator Subscriber Programmable by Factory Setting Personal Operator No Personal Operator. (Calls are transferred to the Call Answer Service Operator).
Personal Operator An employee on vacation wants callers to be able to reach a person covering for her: The employee’s Personal Greeting says, “Hello, this is Lou. I’ll be on vacation until July 25. If you leave a message, I’ll call you when I return. If you need immediate assistance, press [ 0 ] now.” A teacher administers a Bulletin Board mailbox as his Personal Operator. The teacher’s Personal Greeting says, “This is Les Brown. To leave me a message, wait for the tone.
Schedule Controller Schedule Controller At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule [ 1 ] Schedule Controller [ 1 ] Follow the Switch Mode [ 2 ] Follow the PARTNER MAIL Business Schedule Programmable by System Administrator Factory Setting Schedule Controller Follow the Switch Mode Mail System Planning Form D Description The Schedule Controller determines whether the communications system (Night Service) or the mail system Business Schedule controls the
Schedule Controller Follow the PARTNER MAIL Business Schedule You use Business Schedule to enter your normal hours of operation. If you set the Schedule Controller to Follow the PARTNER MAIL Business Schedule, Night Service notifications from the communications system are ignored.
Schedule Controller Programming Setting the Schedule Controller Before setting the Schedule Controller, complete mail system Planning Form D. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to enter the System Administration Password + [ 9 ] for System Administration. # ]. Step 3 Enter System Administration Password + [ # ].
Security Violation Notification Security Violation Notification At a Glance System Administration Menu [ 8 ] System Security [ 3 ] Security Violation Notification [ 1 ] Mailbox Lock [ 2 ] Warning Message [ 3 ] No Security Violation Notification Programmable by System Administrator Factory Settings Notification type Unsuccessful Iogin attempts Warning Message 5 (2–18 attempts) Mail System Planning Form N Description You can program one of three Security Violation Notification settings systemwide fo
Security Violation Notification Unsuccessful Login Attempts An attempt to log in is counted when a person enters the mailbox number followed by the pound sign. An unsuccessful attempt occurs if the person does not enter a correct password (followed by the pound sign). The default is to permit five unsuccessful attempts before invoking Security Violation Notification. The maximum number of attempts to log in per call is three.
Security Violation Notification ■ You are responsible for establishing a systemwide Minimum Password Length. ■ Users are responsible for their own mailbox Passwords. Programming Changing the Security Violation Notification Before changing the Security Violation Notification setting, update mail system Planning Form N. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu.
Single/Multiple Automated Attendant Single/Multiple Automated Attendant At a Glance System Administration Menu [ 1 ] System Parameters [ 1 ] Single or Multiple Automated Attendant [ 1 ] Single Automated Attendant [ 2 ] Multiple Automated Attendants Programmable by System Administrator Factory Setting Single/Multiple Automated Attendant Operation Single Automated Attendant Mail System Planning Form A Description You can have one or up to three separate Automated Attendants.
Single/Multiple Automated Attendant On the mail system, create an Automated Attendant mailbox and use Line Ownership to assign the Automated Attendant mailbox as the owner of the line(s). The communications system will direct calls both day and night to the Automated Attendant mailbox after four rings. Using this method, there is no way to send calls immediately to the mailbox. For more information, see “Form A: Page 1 Description” in Appendix B. ■ For Release 4.
Single/Multiple Automated Attendant On Release 4.0 or later communications systems, you can use Line Coverage Extension (#208) and an Automated Attendant Mailbox to provide Automated Attendant Service. Programming Setting Single or Multiple Automated Attendants Before changing the Single/Multiple Automated Attendant setting, update mail system Planning Form A: Action You Hear... Step 1 Log in to the mail system as the System Administrator.
Submenus (Automated Attendant) Submenus (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 3 ] Submenus [ 2 ] Play menu [ 4 ] Create menu [ 6 ] Modify menu [ ★ ][ D ] ([ ★ ][ 3 ]) Delete menu Programmable by System Administrator Parameters No.
Submenus (Automated Attendant) There can be up to 99 Submenus. Each Submenu can have up to nine options on it. The same submenu can be assigned to more than one Automated Attendant. Selector Codes and Selector Code Actions Selector Codes on a Submenu have no default Selector Code Actions to determine the action performed when the caller presses the Selector Code.
Submenus (Automated Attendant) Other Submenu Options In addition to the Selector Codes, the following options are available from the Submenu: [★][4] Replay the Submenu [★][7] Play the Automated Attendant Main Menu [★][#] Play the Previous Menu [0] Perform the Automated Attendant’s (Day or Night) Dial 0/Timeout Action.
Submenus (Automated Attendant) If an extension, Calling Group, Hunt Group, Bulletin Board, Guest mailbox, or Automated Attendant is deleted, it may be necessary to re-record any Submenu prompt that refers to it. Related Mail System Features ■ Announcements (Automated Attendant) must be created before they can be assigned to the Submenus.
Submenus (Automated Attendant) Action You Hear... Step 8 Submenu number + [ # ]. Prompt to select the Submenu prompt or the Submenu definition. Step 9 Choose an option: [ 1 ] to play the Submenu prompt. Submenu prompt. Procedure is complete. [ 2 ] to play the Submenu Selector Codes and Selector Code Actions. Submenu Selector Codes and Selector Code Actions. Procedure is complete. [ ★ ] [ # ] to return to the Submenu Administration Menu. Submenu Administration Menu. Procedure is complete.
Submenus (Automated Attendant) Action Step 10 Step 11 Choose an option: [ 1 ] for Selector Code Transfer. You Hear... Prompt to enter the extension. Go to Step 11. [ 2 ] for Submenu. Prompt to enter the Submenu number. Go to Step 12. [ 3 ] for Announcement. Prompt to enter the Announcement number. Go to Step 13. [ 4 ] for Prompted Transfer. Confirmation that the Selector Code is programmed for Prompted Transfer. then prompt to enter a Selector Code. Return to Step 9.
Submenus (Automated Attendant) Step 16 Action You Hear... Choose an option: [ 2 ] [ 3 ] to play back the Submenu prompt. Submenu prompt, then the Message Editing Menu. Repeat Step 16. [ 2 ] [ 1 ] to re-record the Submenu prompt. A tone to record the Submenu prompt. Return to Step 15. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new Submenu prompt. Confirmation of the deletion, then prompt to record the Submenu prompt. Return to Step 15. [ ★ ] [ # ] to approve the Submenu prompt. “Approved.
Submenus (Automated Attendant) Action You Hear... Step 6 Press [ 3 ] for Submenus. Submenu Administration Menu. Step 7 Press [ Prompt to enter a Submenu number. Step 8 Submenu number + [ # ]. Prompt to enter a Selector Code. Step 9 Press [ ★ ] [ # ] to indicate that there are no changes to Selector Codes. Prompt to record the Submenu prompt or to use the existing Submenu prompt. Step 10 Choose an option: Press [ # ] to use the existing prompt. 6 ] to modify the Submenu.
Submenus (Automated Attendant) Modifying a Submenu The following procedure can be used to: ■ Add, change, or delete Selector Codes. ■ Change Selector Code Actions. ■ Record a Submenu prompt. Before you change a Submenu, update mail system Planning Forms I and J. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ Prompt to enter the System Administration Password + [ # ].
Submenus (Automated Attendant) Action Step 10 Choose an option: [ 9 ] to confirm. [ 6 ] to cancel. Step 11 Choose an option: [ 1 ] for Selector Code Transfer. You Hear... Confirmation of Selector Code, then Selector Code Menu. Go to Step 11. Prompt to enter a Selector Code. Return to Step 9. Prompt to enter the extension. Go to Step 12. [ 2 ] for Submenu. Prompt to enter the Submenu number. Go to Step 13. [ 3 ] for Announcement. Prompt to enter the Announcement number. Go to Step 14.
Submenus (Automated Attendant) Action Step 15 Choose an option: [ 9 ] to confirm deletion. [ 6 ] to cancel the deletion. You Hear... Confirmation that the Selector Code is not used, then prompt to enter a Selector Code. Return to Step 9. “Deletion canceled,” then prompt to enter a Selector Code. Return to Step 9. Step 16 Choose an option: [ # ] to use the existing Submenu prompt. (Monolingual mode) “The existing Submenu prompt will be used. Menu saved,” then the Menu Administration Menu.
Submenus (Automated Attendant) Deleting a Submenu When you delete a Submenu, all Selector Codes that refer to the Submenu are automatically removed from Main Menu and Submenu definitions. Be sure to rerecord all Main Menu and Submenu prompts that are affected. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu.
System Administrator’s Mailbox System Administrator’s Mailbox At a Glance System Administration Menu [ 1 ] System Parameters [ 7 ] System Administrator Mailbox Programmable by System Administrator Factory Settings System Administrator Mailbox System Administrator’s Mailbox Password System Administration Password Mail System Planning Form 9997 Blank (Not Set) Blank (Not Set) C Description The System Administrator’s mailbox is used for all administration of the mail system.
System Administrator’s Mailbox If the System Administrator’s Mailbox or System Administration is locked because of too many unsuccessful Iogin attempts, you must call for support as described on the inside front cover of this book. You should have the following information available: ■ System Administrator’s mailbox number. ■ Serial number of the system. (The serial number is located on the right side panel of the mail system unit.
System Administrator’s Mailbox Programming Re-assigning the System Administrator’s Mailbox Before re-assigning the System Administrator’s mailbox, update mail system Planning Form C. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration. Prompt to enter the System Administration Password + [ # ]. Step 3 Enter System Administration Password + [ # ].
System Date and Time System Date and Time At a Glance System Administration Menu [ 2 ] Schedule [ 1 ] Update System Date and Time System Administrator Programmable by Description System Date and Time is used to control the Business Schedule. It is also used to stamp each message that is deposited into the subscriber’s mailbox. The subscriber can obtain that information by listening to the message header. System Date and Time is programmed when the mail system is installed.
System Date and Time Action You Hear... Step 4 Press [ 2 ] for Schedule. Schedule Administration Menu. Step 5 Press [ 1 ] for System Date and Time. Current date, then prompt to enter a new date. Step 6 Choose an option: Enter date (mm=01–12, dd=01–31, Prompt to confirm or re-enter the date. yy=91–99, 00–65). If System Administrator’s mailbox language is English: Use mmddyy format. If System Administrator’s mailbox language is French or Spanish: Use ddmmyy format.
System Language System Language For information about System Language, see Language.
Touch-Tone Gate Touch-Tone Gate At a Glance System Administration Menu [ 3 ] Automated Attendant [ 5 ] Touch-Tone Gate [ 6 ] Deactivate [ 9 ] Activate Programmable by System Administrator Factory Setting Touch-Tone Gate Off Mail System Planning Form E Description A caller’s response to the Touch-Tone Gate allows the system to know whether or not the caller is calling from a touch-tone telephone.
Touch-Tone Gate ■ When the mail system is in bilingual mode, the Touch-Tone Gate Greeting must prompt the caller to press [ 1 ] to indicate that the call is being made from a touch-tone telephone and the caller wants to hear prompts in the primary language, or to press [ ★ ] [ 1 ] to indicate the call is from a Touch-Tone telephone and the caller wants to hear prompts in the secondary language.
Touch-Tone Gate ■ If you have Multiple Automated Attendants, each Automated Attendant has its own Touch-Tone Gate setting. See Single/Multiple Automated Attendant. Programming Turning the Touch-Tone Gate On or Off Before changing the Touch-Tone Gate setting, update mail system Planning Form E. Action You Hear... Step 1 Log in to the mail system as the System Administrator. Name, number of new messages and old messages, Voice Mail Activity Menu.
Verifying System Operation and Troubleshooting 6 Contents Verifying System Operation 6-1 Voice Mail Service Verify Mail Service Greeting Automated Attendant Service Immediate Call Handling Delayed Call Handling Day Menu Night Menu Resume Regular Schedule Fax Machines Call Answer Service VMS Extension Coverage VMS Line Coverage 6-1 6-1 6-2 6-2 6-2 6-3 6-3 6-4 6-4 6-4 6-4 6-4 ■ ■ ■ Troubleshooting ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ 6-5 6-5 6-5 6-6 6-7 6-7 6-7 6-8 6-8 6-9 6-9 6-9 Callers hear ringing, but the
Contents ■ ■ ■ ■ ■ 6-ii A message light on a single telephone is not turned On and Off in a timely manner Message lights on multiple telephones are not turned On and Off in a timely manner Outcalling is delayed Outcalling is not working While programming, you find yourself in a language that you do not understand Verifying System Operation and Troubleshooting 6-11 6-12 6-14 6-14 6-17
Verifying System Operation and Troubleshooting 6 Verifying System Operation The procedures in this section can be used to verify that the mail system is operating properly. If you have any problems, check the programming as described in Chapters 3 and 4. If you cannot resolve the problem, call for support: in the continental U.S., call the hotline at 1 800 628-2888; outside the continental U.S., call your Sales Representative or local Authorized Dealer.
Verifying System Operation Automated Attendant Service If Automated Attendant Service is used, perform the following procedures as applicable. If there are multiple Automated Attendants, repeat the procedures for each Automated Attendant. Immediate Call Handling Use this procedure if the mail system is using Immediate Call Handling. 1. Call in on a line answered by Automated Attendant Service. Automated Attendant Service should answer after one or two rings. 2.
Verifying System Operation Day Menu If the communications system VMS Hunt Schedule is set to Always or Day Only, use this procedure to verify the correct functioning of the Day Main Menu. 1. Use the Open for Today feature to put the Automated Attendant in Day Mode. (For instructions, see Open or Closed for Today in Chapter 5.). 2. Call in on a line answered by the Automatic Attendant. 3. The Automated Attendant should answer as follows: ■ If Immediate Call Handing, after one or two rings.
Verifying System Operation Resume Regular Schedule After verifying the Day Menu and/or Night Menu functions, return the mail system to its normal schedule by using the Resume Regular Schedule feature. (For instructions, see Open or Closed for Today in Chapter 5.) Fax Machines Use this procedure if Automated Attendant Service should automatically transfer fax calls to a Fax Extension. 1. Send a fax to one of the incoming lines assigned to Automated Attendant Service. 2.
Troubleshooting Troubleshooting If you have a problem with your system, you may be able to solve it by following the appropriate troubleshooting procedures described in this chapter. If not, you can call for help: in the continental U.S., call the hotline at 1 800 6282888; outside the continental U.S., call your Sales Representative or local Authorized Dealer. Callers hear ringing, but the mail system does not answer Possible Cause All mail system ports are busy.
Troubleshooting The mail system does not answer immediately—Continued Corrective Action Check the modular cords to make sure they are securely connected. Call each extension connected to a mail system port to see if the call is answered. If it is not answered, you may need to replace the modular cord to that port. Call for support as described on page 6-5. Possible Cause The modular cords connecting the mail system unit to the communications system 206 module are loose.
Troubleshooting Calls are not transferred properly Possible Cause Automated Attendant Service is not administered properly. Corrective Action Make sure the menu prompt matches the programmed Selector Codes. If the problem involves the Call Answer Service Operator, be sure the proper extension has been designated as the Call Answer Service Operator. There may be a hardware problem. Call for support as described on page 6-5.
Troubleshooting Touch-tones are entered but not detected Possible Cause The system is not able to interpret touch-tones while a prompt or greeting plays because the line is too noisy. Corrective Action 1. Wait until the prompt or greeting finishes before entering touch-tones. If the problem is solved, you may want to call the telephone company to correct the noisy lines, If the problem is not solved, go to Step 2. 2. If you are using a speakerphone. turn off the microphone.
Troubleshooting A caller is cut off while leaving a message in a mailbox Possible Cause The message exceeded the time limit. Corrective Action See Appendix C for maximum message length. The mail system interpreted the caller’s voice as a touch-tone signal. No action is required. A subscriber receives a busy signal when calling Voice Mail Possible Cause If it is 3 a.m., maintenance is being performed on the mail system. Corrective Action This is normal. Try again later. All mail system ports are busy.
Troubleshooting A subscriber is unable to log in to Voice Mail—Continued Possible Cause If the Security Violation Notification option is set to Mailbox Lock, the mailbox may be locked because of too many unsuccessful login attempts. Corrective Action You can unlock a Call Answer Service, Transfer-Only, or Bulletin Board mailbox by re-initializing the mailbox’s password. If system administration or the System Administrator’s mailbox is locked, you must call for support as described on page 6-5.
Troubleshooting A message light on a single telephone is not turned On and Off in a timely manner Possible Cause It takes about 30 seconds for the mail system to turn the message light On or Off. If there is heavy call traffic, it may take slightly longer. Corrective Action No action is required. There are new messages in the mailbox. Once you listen to all new messages, the message light goes Off.
Troubleshooting Message lights on multiple telephones are not turned On and Off in a timely manner Possible Cause There is heavy call traffic and Outcalling volume on the mail system. The same port used for message light activation and deactivation is used for Outcalling and call handling. Corrective Action Reduce Outcalling volume. If the problem is not resolved, consider adding more ports to the mail system.
Troubleshooting Message lights on multiple telephones are not turned On and Off in a timely manner—Continued Possible Cause The mail system port or the 206 extension jack is defective. Corrective Action To test whether one of the elements is faulty: 1. Unplug port 2 on a two-port system, port 4 on a four-port system, or ports 5 and 6 on a sixport system from the mail system and connect the modular cord to a standard telephone. 2. Pick up the handset and verify that you have dial tone. 3.
Troubleshooting Outcalling is delayed Possible Cause There is heavy call traffic and Outcalling volume on the mail system. The same port used for Outcalling also is used for message light activation and deactivation and call handling. Corrective Action Reduce Outcalling volume. If the problem is not resolved, consider adding more ports to the mail system.
Troubleshooting Outcalling is not working—continued Possible Cause The Outcalling number is not programmed properly. Corrective Action Check that the Outcalling number is correct. If the number is an outside (external) number, be sure [ 9 ] [ ★ ] precedes the telephone number. All numbers must end with [ ★ ] [ 3 ]. If the Outcalling number is not programmed properly, the subscriber should re-program the number.
Troubleshooting Outcalling is not working—continued 6-16 Possible Cause The communications system extension connected to the mail system Outcalling port is restricted. Corrective Action Check the communications system Outgoing Call Restriction (#401), Disallowed Phone Number Lists (#404), Disallowed List Assignment (#405), Allowed Phone Number Lists (#407), and Allowed List Assignment (#408) settings.
Troubleshooting While programming, you find yourself in a language that you do not understand Possible Cause You inadvertently changed the system language to one that you do not understand. Corrective Action 1. Hang up and log in again to System Administration. 2. From the System Administration Menu, press [ 1 ] [ 9 ] [ 1 ]. 3. Press [ 1 ] for English, [ 2 ] for French, or [ 3 ] for Spanish. 4. Press [ ★ ] [ # ]. 5. Hang up and log in again.
Upgrading the System 7 Contents Introduction 7-1 Disconnecting the Mail System 7-2 Removing the Cover 7-4 Adding a Voice Processing Card 7-5 Putting the System Unit Back Together 7-7 Upgrading the System 7-i
Upgrading the System 7 Introduction Customers with a two-port or four-port mail system may want to upgrade to a four-port or six-port system to support more users or a greater volume of calls. To increase the number of ports, a voice processing card must be added to the mail system unit. Each voice processing card provides two ports. This chapter contains instructions for adding a voice processing card. It is intended for qualified installers only.
Disconnecting the Mail System Disconnecting the Mail System CAUTION: Attach a grounded wrist-strap to the bare skin of your body before handling any components sensitive to electrostatic discharge. The wrist strap should be connected to ground through a one-megaohm resistor (usually built into the grounding cord). 1. Turn off the power switch on the right side panel of the system unit. 2. Unplug the power cord. WARNING: The mail system unit must be unplugged before removing the cover.
Disconnecting the Mail System 5. Carefully lift the cabinet from the bracket (see Figure 7-2). Place the cabinet on a sturdy, flat tabletop with the bracket side down. Lift up and out Figure 7-2.
Removing the Cover Removing the Cover 1. Using a Phillips®-head screwdriver, loosen the four cover screws (see Figure 7-3). Cover Screws Cover Screws Figure 7-3. Removing the Cover Screws 2. Slide the cover back slightly to release the slip-clasp that holds the cover to the chassis frame (see Figure 7-4). Slip-clasp Figure 7-4. Removing the Cover 3. 7-4 Carefully lift the cover up, remove it from the chassis, and set it aside.
Adding a Voice Processing Card Adding a Voice Processing Card 1. Set the bank of eight DIP switches (switch S1) and the bank of four DIP switches (switch S2) on the card being installed as shown in Figure 7-5. Outside of the United States, some telephone networks provide a tone similar to the U.S. busy tone to signal that the far-end caller has hung up.
Adding a Voice Processing Card 2. Remove the slot plate from the slot where the new voice processing card will be placed. Save the screw for use in Step 4. 3. Insert the voice processing card (see Figure 7-6) into the appropriate slot. Card 1 goes in Slot 1, Card 2 goes in Slot 2, and Card 3 goes in Slot 3. Make sure the gold fingers of the voice processing card are firmly connected into the expansion socket (slot).
Putting the System Unit Back Together Putting the System Unit Back Together 1. Replace the cover, first lowering it over the chassis and then sliding it forward to engage the slip-clasp (see Figure 7-4). 2. Tighten the four cover screws (see Figure 7-3). 3. Lift the cabinet and securely position it on the bracket, placing the cabinet’s bracket lip into the hanger slot on the bracket (see Figure 7-2). 4.
Putting the System Unit Back Together Security Alert: Outcalling introduces the risk of toll fraud abuse. Outgoing Call Restriction, Allowed Lists, and Disallowed Lists can reduce the risk. Extensions connected to the mail system ports should be restricted as much as the needs of the business allow. For the extensions connected to port 1 on a two-port system, ports 1, 2, and 3 on a four-port system, or ports 1 through 4 on a six-port system, Outgoing Call Restriction should be set to Inside Only.
Mail System Planning A Contents Introduction A-1 Planning Responsibilities A-2 ■ ■ When to Fill Out the Forms How to Fill Out the Forms ■ Information for the Installer A-2 A-2 A-3 Form A: System Parameters—Part 1 Description A-4 Form B: Mailboxes Description A-6 ■ ■ A-6 A-8 Class of Service Instructions Form C: System Parameters—Part 2 Description A-10 Form D: Schedule Description A-11 Form E: Touch-Tone Gate Description A-12 Form F: Voice Mail Greeting Description A-14 Form G: Main
Mail System Planning A Introduction This appendix contains the mail system Planning Forms and provides information about filling them out. The forms are used to record information that is necessary to program the mail system. Table A-1.
Planning Responsibilities Planning Responsibilities As part of the planning process for the mail system, the customer should identify a person in the company to act as System Administrator. The System Administrator is the person who is responsible for the mail system. The System Administrator should work with the salesperson or systems consultant to fill out the PARTNER MAIL Planning Forms. The System Administrator should also participate in the training for the system.
Planning Responsibilities Information for the Installer Because it is necessary to program Announcements and Submenus before the higher-level menu options that select them, the installer should reorder the forms as follows: A, B, C, D, E, F, K, J, I, H, G, L, M, N, O The installer should record all Announcements first. Then program Submenus, starting with the lowest-level Submenu and continuing up the Submenu levels so that the Main Menus are the last ones programmed.
Form A: System Parameters—Part 1 Description Form A: System Parameters—Part 1 Description 1 . System Language ( ✔ = Monolingual English) The mail system comes with recorded greetings and prompts in U.S. English, Canadian French, and Latin American Spanish. It can operate in monolingual or bilingual mode. ■ In monolingual mode, callers and mail system users hear language. ■ In bilingual mode, callers and mail system users can choose between two languages. One of the languages must be English.
Form A: System Parameters—Part 1 Description ■ 4. For Multiple Automated Attendants, different VMS-AA Lines are answered by different Automated Attendants. Each Automated Attendant has its own Greeting, Menu Structure, and Schedule Controller setting. The VMS Hunt Schedule and VMS Hunt Delay settings are the same for all Automated Attendants. Line Assignment ( ✔ = Automated Attendant 1) Complete this section only if there are Multiple Automated Attendants.
Form B: Mailboxes Description Form B: Mailboxes Description The mail system comes with the following factory-set mailboxes. General Mailbox for Automated Attendant 1 General Mailbox for Automated Attendant 2 General Mailbox for Automated Attendant 3 System Administrator’s Mailbox Mailbox No. 9991 Mailbox No. 9992 Mailbox No. 9993 Mailbox No. 9997 All other mailboxes must be created.
Form B: Mailboxes Description ■ Mailbox Type identifies the function that the mailbox performs: — A Call Answer Service mailbox provides message storage space. A caller who reaches a Call Answer Service mailbox hears a greeting; the caller can leave a message. This is the most commonly-used type of mailbox for extensions.
Form B: Mailboxes Description Instructions 5. Fill in a row of the table on Form B for each mailbox to be created, as follows: a. Description: Write the name of the person, group, location, or other descriptive label for the mailbox. Examples are Joe Jones, Billing Department, Conference Room 201, and New Product Bulletin Board. Leave this field blank for the Transfer-Only mailbox for the Remote Maintenance Device. b. Mailbox No.
Form B: Mailboxes Description e. Mailbox Name: The name is used to create a directory that callers and subscribers can access when they do not know the extension number. Write the first four letters of the name of the person associated with the mailbox. Use first or last names consistently.
Form C: System Parameters—Part 2 Description Form C: System Parameters—Part 2 Description 6. Fax Extension and Fax Message Receiver Fax Extension is the destination to which fax calls answered by the Automated Attendant are transferred. This can be an extension to which a fax machine is connected or a Hunt Group consisting of multiple fax machines. NOTE: In order for the Automated Attendant to transfer fax calls automatically, VMS Hunt Delay (#506) on the communications system must be set to Immediate.
Form D: Schedule Description Form D: Schedule Description 10. System Date and Time The installer must set the date and the time for the mail system. You do not need to write anything on the form for this item. 11. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. 12.
Form E: Touch-Tone Gate Description Form E: Touch-Tone Gate Description 14. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. 15. Touch-Tone Gate ( ✔ = Off) It is recommended that the Touch-Tone Gate be On if most callers have rotary telephones and Off if most callers have touch-tone telephones. When the Touch-Tone Gate is on, calls from rotary telephones can be handled more quickly.
Form E: Touch-Tone Gate Description ■ In bilingual mode, both day and night greetings first must tell callers in the Secondary Language to press [ ★ ] [ 1 ] to hear prompts in the Secondary Language. Then the greetings must tell them in the Primary Language to press [ 1 ] if they are calling from a touch-tone telephone. For Multiple Automated Attendants, there is a day and a night Touch-Tone Gate Greeting for each Automated Attendant for which the Touch-Tone Gate is turned on.
Form F: Voice Mail Greeting Description Form F: Voice Mail Greeting Description 17. Voice Mail Greeting Although the Voice Mail Greeting can be changed, it is recommended that the factory-set Voice Mail Greeting be used. The Voice Mail Greeting plays when subscribers call Voice Mail Service to get or send messages or administer their mailboxes. In bilingual mode, the Voice Mail Greeting plays first in the Primary Language and then in the Secondary Language.
Form G: Main Menu Prompt Description Form G: Main Menu Prompt Description Creating a Main Menu consists of multiple tasks. ■ Form G must be used to write the Main Menu prompt. ■ Form H must be used to specify the Main Menu option definitions. ■ Forms I and J may be used for Submenus. ■ Form K may be used for Announcements. 18. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. 19.
Form G: Main Menu Prompt Description ■ ■ If desired, include an option for callers who send faxes from older-model fax machines that do not send the industry-standard fax (CNG) tone. Tell callers to wait for the fax machine to answer before pressing the Start button on their fax machine. Tell callers using rotary phones or callers needing assistance to stay on the line. ■ You can tell callers to press [ ★ ] [ 4 ] to replay the menu.
Form H: Main Menu Definition Description Form H: Main Menu Definition Description 21. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. 22. Day or Night Main Menu Check one of the two boxes to show whether this prompt is for the Day Main Menu or the Night Main Menu. 23.
Form H: Main Menu Definition Description 24. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. 25. Dial 0/Timeout Action (Day ✔ = Transfer to Call Answer Service Operator; Night ✔ = Transfer to General Mailbox) The Dial 0/Timeout Action specifies the action that the Automated Attendant takes if the caller dials 0 or does not enter a Selector Code.
Form I: Submenu Prompt Description Form I: Submenu Prompt Description A Submenu provides callers with additional options when there are more options than can fit on the Day or Night Main Menu. A Submenu can be invoked from an option on a Day Main Menu, a Night Main Menu, or another Submenu. Up to 99 Submenus can be created. It is recommended that no more than three levels be used; too many menu levels can confuse callers. The same Submenu can be invoked from more than one menu.
Form J: Submenu Definition Description Form J: Submenu Definition Description 29. Submenu Number The number for a Submenu that is invoked from a Main Menu is specified on Form H. The number for a Submenu that is invoked from another Submenu is specified on Form J. 30. Submenu Name The name for a Submenu that is invoked from a Main Menu is specified in the Description column on Form H. The name for a Submenu that is invoked from another Submenu is specified in the Description column on Form J. 31.
Form K: Announcement Description Form K: Announcement Description An Announcement provides up to two minutes of frequently requested information, such as directions and hours of operation. Announcements can be updated regularly to provide callers with the latest information about frequently-changing topics, such as weather reports, interest-rate quotes, product prices, and entertainment listings. An Announcement can be invoked from a Day Main Menu, a Night Main Menu, or a Submenu.
Form L: Group List Description Form L: Group List Description If there are groups of subscribers who frequently need to be sent the same message, Group Lists can be created. Each list is assigned a number. Then, subscribers can send messages to the group by dialing the list number, rather than dialing each recipient’s mailbox number individually. Up to 99 Group Lists can be created. 35. Group List Number Write a number (1–99) to identify this Group List. 36.
Form M: Line Ownership Description Form M: Line Ownership Description Complete this form only if VMS-Mail Lines specified on communications system Planning Form A are to be assigned coverage using Group Call Distribution (#206) Setting 3. This form should not be used if VMS-Mail Lines are to be assigned coverage using Line Coverage Extension (#208); skip to Form N.
Form N: System Security Description Form N: System Security Description There are two programmable system security features that are designed to maintain the confidentiality of subscribers’ messages, ensure the integrity of the mail system, and protect the communications system against toll fraud abuse. These features are: ■ Passwords ■ Security Violation Notification 39.
Form O: Security Checklist Description Form O: Security Checklist Description Form O is a security checklist. It should be completed as the last step of mail system planning to ensure that all available security features have been implemented. NOTE for Item 12: Extension(s) used for Outcalling are as follows: If the system has... 2 ports 4 ports 6 ports The Outcalling port is... No. 2 No. 4 No.
Customer Name: Contact Name: Phone: PARTNER MAIL Voice Messaging System Release 3.0 Form A: System Parameters—Part 1 Instructions: ✔ indicates the factory setting. To indicate your selection, check the box or the line provided. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form. For more information, see “Form A: System Parameters—Part 1 Description.” 1 .
PARTNER MAIL Voice Messaging System Release 3.0 PAGE 1 of 1 Form B: Mailboxes Instructions: If necessary, make copies of this form for additional mailboxes. For information about mailboxes, see “Form B: Mailboxes Description.” Programming Path is for the installer. Ignore when filling out the form. 5. a. Description b. Mailbox c. COS No. d. Lang. f. Group Mailbox Owner e.
PARTNER MAIL Voice Messaging System Release 3.0 Form C: System Parameters—Part 2 Instructions: ✔ indicates the factory setting. To indicate your selection, write the information on the lines provided. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form C: System Parameters—Part 2 Description.” 6 . Fax Extension and Fax Message Receiver Fax Message Receiver Ext. Fax Ext.
PARTNER MAIL Voice Messaging System Release 3.0 PAGE 1 of 1 Form D: Schedule Instructions: If necessary, make copies of this form for additional Automated Attendants. ✔ indicates the factory setting. To indicate your selection for Items 11 and 12, check the box provided. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form. For more information, see “Form D: Schedule Description.” 10.
PARTNER MAIL Voice Messaging System Release 3.0 Form E: Touch-Tone Gate PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Automated Attendants. ✔ indicates the factory setting. To indicate your selection for Items 13 and 14, check the box provided. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form. For more information, see “Form E: Touch-Tone Gate Description.” 14.
PARTNER MAIL Voice Messaging System Release 3.0 Form F: Voice Mail Greeting PAGE 1 of 1 Instructions: Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form F: Voice Mail Greeting Description.” 17. Voice Mail Greeting a. Write the greeting (maximum two minutes). Be sure to tell subscribers to enter extension and pound sign. ........................................................................................ ............................................
PARTNER MAIL Voice Messaging System Release 3.0 Form G: Main Menu Prompt PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Main Menus. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form. For more information, see “Form G: Main Menu Prompt Description.” 18. Multiple Automated Attendant ONLY This applies to: ❑ AA1 ❑ AA2 ❑ AA3 19. Day or Night Main Menu ❑ [1] Day ❑ [2] Night 20. Main Menu Prompt a.
PARTNER MAIL Voice Messaging System Release 3.0 Form H: Main Menu Definition PAGE 1 of 2 Instructions: If necessary, make copies of this form for additional Main Menus. ✔ indicates the factory setting. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form. For more information, see “Form H: Main Menu Definition Description.” 21. Multiple Automated Attendant ONLY This applies to: ❑ AA1 ❑ AA2 ❑ AA3 22. Day or Night Main Menu ❑ [1] Day ❑ [2] Night 23.
PARTNER MAIL Voice Messaging System Release 3.0 Form H: Main Menu Definition Instructions: If necessary, make copies of this form for additional Main Menus. ✔ indicates the factory setting. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form. For more information, see “Form H: Main Menu Definition Description.” 24. Multiple Automated Attendant ONLY This applies to: ❑ AA1 ❑ AA2 ❑ AA3 25.
PARTNER MAIL Voice Messaging System Release 3.0 Form I: Submenu Prompt PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Submenus. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form I: Submenu Prompt Description.” 26. Submenu Number (01-99) 27. Submenu Name 28. Submenu Prompt a. Write the prompt (maximum two minutes). ........................................................................................ ..............
PARTNER MAIL Voice Messaging System Release 3.0 Form J: Submenu Definition PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Submenus. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form J: Submenu Definition Description.” (01-99) 29. Submenu Number 30. Submenu Name 31. Submenu Definition Selector Code a. Action b. Number Description 1 2 3 4 5 6 7 8 9 a.
PARTNER MAIL Voice Messaging System Release 3.0 Form K: Announcement PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Announcements. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form K: Announcement Description.” 32. Announcement Number (01-99) 33. Announcement Name 34. Announcement a. Write the Announcement (maximum two minutes). ........................................................................................
PARTNER MAIL Voice Messaging System Release 3.0 PAGE 1 of 1 Form L: Group List Instructions: If necessary, make copies of this form for additional mailboxes or additional Group Lists. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form L: Group List Description.” (1-99) 35. Group List Number 36. Group List Name 37. Group List Members Mailbox No. Name Mailbox No.
PARTNER MAIL Voice Messaging System Release 3.0 Form M: Line Ownership Instructions: Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form M: Line Ownership Description.” 38. Line Ownership Line No. Line Owner’s Mailbox No.
PARTNER MAIL Voice Messaging System Release 3.0 Form N: System Security PAGE 1 of 1 Instructions: ✔ indicates the factory setting. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form N: System Security Description.” 39. Minimum Password Length (0-15, ✔ = 6) Security Alert: A minimum password length of at least 6 digits is strongly recommended. The shorter the minimum password length, the more vulnerable the system is to abuse by unauthorized persons.
PARTNER MAIL Voice Messaging System Release 3.0 PAGE 1 of 1 Form O: Security Checklist Instructions: To complete this security checklist, for each item, check the Yes column if the item is done or the No column if the item is not done. For more information, see “Form O: Security Checklist Description.” Mail System Item Yes No Yes No 1. Create only mailboxes that are necessary. 2. Permit no Outcalling, or permit it only for those requiring it. 3. Change System Administrator’s Mailbox. 4.
Communications System Planning B Contents Introduction B-1 Form A: System Configuration, Page 1 B-2 ■ B-2 Form A: Page 1 Description Form A: System Configuration, Page 2 B-5 Form A: Page 2 Description B-5 Form B1: System Extensions B-7 ■ ■ B-7 Form B1: Description Form B2: Customized Extension Settings ■ Form B2: Description Form C: Phone B-9 B-9 B-12 Form C: Description B-12 Form D: Number Lists B-14 Form D: Description B-14 ■ ■ Communications System Planning B-i
Communications System Planning B Introduction This appendix provides information about the communications system planning forms. It describes the features that interact with the mail system. It is for reference purposes only. Forms shown are from the System Planner for Release 4.1 of the communications system. The appearance and the terminology in column headings may vary slightly on forms for earlier releases of the communications system.
Form A: System Configuration, Page 1 Form A: System Configuration, Page 1 Form A: System Configuration PAGE 1 of 3 Required for PARTNER II System and PARTNER Plus System. For additional instructions, see page 2. 6. Configure Hardware for Hybrid Mode (PARTNER II system only): 1. Customer Billing Name No ❑ 2. Installation Address 3. Contact Name 4. Person to be Trained Phone ( 5.
Form A: System Configuration, Page 1 ■ VMS Hunt Delay (#506) determines whether Automated Attendant Service answers calls immediately (on the second ring) or after a delay (after the fourth ring). The VMS Hunt Delay setting is specified on Form A Page 2. If the mail system will have multiple Automated Attendants and not all Automated Attendants can follow the same VMS Hunt Schedule and VMS Hunt Delay, you cannot use Group Call Distribution (#206) Setting 1 to configure all of the Automated Attendants.
Form A: System Configuration, Page 1 The following table summarizes the interactions between the VMS Cover button and the Do Not Disturb button. VMS Cover ON VMS Cover OFF Do Not Disturb ON Calls sent to Automated Attendant immediately. Do Not Disturb OFF Calls sent to Automated Attendant after VMS Cover Rings interval. No Automated Attendant service. No Automated Attendant Service. VMS-Mail For PARTNER II Release 3.0 systems, VMS-MAIL is written in the Line Coverage column.
Form A: System Configuration, Page 2 Form A: System Configuration, Page 2 Form A: System Configuration PAGE 2 of 3 Required for PARTNER II System and PARTNER Plus System. For additional instructions, see page 3. 9. System Settings. Write response on line for each item. ● Receptionist answers calls during business hours? Write “Yes” or “No”______.
Form A: System Configuration, Page 2 VMS Cover Rings (#117) ( ✔ = 3) Release 4.0 and later communications systems ONLY The number of times that calls ring (1-9) before they are routed to the mail system’s Call Answer Service is identified in this field. This feature applies to all intercom calls, transferred calls, and outside calls on owned lines specified using Line Coverage Extension (#208) for extensions that have VMS Cover or Automatic VMS Cover (#310) active.
Form B1: System Extensions Form B1: System Extensions Form B1: System Extensions PAGE 1 of 4 Required for PARTNER II System and PARTNER Plus System.
Form B1: System Extensions PARTNER MAIL For PARTNER II Release 3 systems, this column heading is VMS. The extensions to which the mail system unit is to be connected are identified in this column. Two extensions should be checked for a two-port mail system, 4 extensions for a four-port mail system, or 6 extensions for a six-port mail system. Also, the extension to which the Remote Maintenance Device is to be connected should be checked.
Form B2: Customized Extension Settings Form B2: Customized Extension Settings Form B2: Customized Extension Settings PAGE 1 of 2 Required if you want to change extension settings from defaults for PARTNER II System and PARTNER Plus System. For additional instructions, see pages 6 and 7.
Form B2: Customized Extension Settings Automatic VMS Cover (#310) ( ✔ = Not Assigned) There should be an “A” (Assigned) in this column for each extension for which unanswered calls are to be sent automatically to the mailbox associated with that extension. No Ring If the mail system will automatically transfer fax calls, Line Ringing for the fax extensions should be set to No Ring. Fax Machine Extensions (#601) are identified on communications system Form B1.
Form B2: Customized Extension Settings Disallowed List Assignment (#405) If the mail system permits Outcalling, this column can identify the Disallowed Phone Number List that is to be assigned to the PARTNER MAIL extensions that are connected to the Outcalling ports (port 2 on a two-port system, port 4 on a four-port system, or ports 5 and 6 on a six-port system), as identified on Form B1. The Disallowed Phone Number List is created using communications system Form D.
Form C: Phone Form C: Phone Form C1: PARTNER-34D Phone PAGE 1 of 8 Make as many copies as you need. Use template and/or checklist. For additional instructions, see page 8. Check Desired Features Also write in extension or group number SAMPLE Template Instructions ● If desired, write in line number, pool access code, dial code feature, or auto dial number. ● If desired, write in Line Ringing (Imm, Del, or No) from Form B2.
Form C: Phone On communications systems Release 4.0 or later, if Do Not Disturb is on at the same time as Automatic VMS Cover (#310) is Active or VMS Cover is on, intercom, transferred, and outside calls on lines identified using Line Coverage Extension (#208) do not alert at the extension; they go to the extension’s mailbox. VMS Cover (Feature 1 5) A VMS Cover button lets a system phone user at an extension with a mailbox press the button to turn VMS Cover on and off.
Form D: Number Lists Form D: Number Lists Form D: Number Lists PAGE 1 of 2 Required if Form B1 identifies External Hotlines, or if Form B2 identifies Disallowed or Allowed List Assignments. For additional instructions, see pages 14 and 15. Disallowed Phone Number Lists {#404) Emergency Phone Number List {#406} Required only if Disallowed List Assignment {#405} is specified on Form B2. Write the telephone numbers that users are prevented from dialing.
Form D: Number Lists It is recommended that List 4 be used for Outcalling restrictions. Using Disallowed List Assignment (#405) (see Form B2), the List should be assigned to the extensions that are connected to the Outcalling ports (port 2 on a two-port system, port 4 on a four-port system, or ports 5 and 6 on a six-port system), as identified on Form B1. Allowed Phone Number Lists (#407) An Allowed Phone Number List identifies specific numbers that are exceptions to restrictions.
Mail System Factory Settings C Contents Introduction C-1 Factory Settings C-1 Default Greetings C-6 ■ ■ ■ ■ ■ C-6 C-6 C-7 C-8 C-8 C-8 C-9 C-9 C-10 C-11 C-12 Automated Attendant Touch-Tone Gate Greeting Touch-Tone Gate On—Monolingual Touch-Tone Gate On—Bilingual Temporary Closure Greetings Touch-Tone Gate Off—Monolingual Touch-Tone Gate On—Monolingual Touch-Tone Gate Off—Bilingual Touch-Tone Gate On—Bilingual Voice Mail Greetings Personal Mailbox Greetings General Mailbox Greetings Default Menu
C Mail System Factory Settings Introduction This appendix contains: ■ A table of features showing the factory setting and valid entries. ■ A table of mail system capacities. ■ Default greetings and menus. Factory Settings The table below shows the factory settings and valid entries for system feature options. Table D-1.
Mail System Factory Settings Feature Factory Setting System Parameters (continued) None Fax Message Receiver—AA1 Fax Message Receiver—AA2 None Fax Message Receiver—AA3 None Call Answer Service Operator Extension Maximum Digit Length 10 Language Mode Monolingual 2 System Languages—Monolingual English System Languages—Bilingual None General Mailbox Owner—AA1 General Mailbox Owner—AA2 General Mailbox Owner—AA3 Schedule Schedule Controller 10 10 10 PARTNER MAIL Business Schedule Closed All Day
Mail System Factory Settings Feature Automated Attendant Service Main Menu Selector Codes 1–5 Factory Setting Valid Entries Action 5—Direct Extension Transfer [ 1 ] Selector Code Transfer [ 2 ] Play an existing Submenu [ 3 ] Play an existing Announcement [ 4 ] Prompted transfer [ 5 ] Direct Extension Transfer [ 1 ] Selector Code Transfer [ 2 ] Play an existing Submenu [ 3 ] Play an existing Announcement [ 4 ] Prompted transfer [ 5 ] Direct Extension Transfer AA2 AA3 [ 0 ] Transfer to Call Answer Servic
Mail System Factory Settings Feature Factory Setting Valid Entries Line Ownership Security System Minimum Password Length None Any valid mailbox 6 digits Security Violation Notification Warning Message Unsuccessful login attempts before violation notification Personal Operator Personal Operator 5 unsuccessful attempts 0-15 digits ( > 6 digits strongly recommended) [ 1 ] Mailbox Lock [ 2 ] Warning Message [ 3 ] No Notification 2–18 unsuccessful attempts No Personal Operator (Transfer to Call Ans
Mail System Factory Settings Table D-2.
Mail System Default Greetings Default Greetings The greetings that are heard depend on whether the system is in monolingual or bilingual mode, what languages are used, and whether the Touch-Tone Gate is On or Off.
Mail System Default Greetings Touch-Tone Gate On—Bilingual English Primary/French Secondary Welcome to PARTNER MAIL PARTNER MAIL vous souhaite la bienvenue. Pour le français, appuyez sur l’étoile suivit du un maintenant. Si vous n’appelez pas d’un appareil téléphonique touch-tone, veuillez patienter. If you are calling from a touch-tone telephone, press one now; otherwise, please wait for assistance. English Primary/Spanish Secondary Welcome to PARTNER MAIL. Bienvenido a PARTNER MAIL.
Mail System Default Greetings Temporary Closure Greetings Touch-Tone Gate Off—Monolingual English Welcome to PARTNER MAIL. Our business is temporarily closed. French PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sent temporairement fermés. Spanish Bienvenido a PARTNER MAIL Nuestra empresa está cerrada temporalmente. Touch-Tone Gate On—Monolingual English Welcome to PARTNER MAIL. Our business is temporarily closed.
Mail System Default Greetings Touch-Tone Gate Off—Bilingual English Primary/French Secondary Welcome to PARTNER MAIL. Our business is temporarily closed. PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sont temporairement fermés. English Primary/Spanish Secondary Welcome to PARTNER MAIL. Our business is temporarily closed. Bienvenido a PARTNER MAIL. Nuestra empresa está cerrada temporalmente. French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue.
Mail System Default Greetings French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue. Welcome to PARTNER MAIL. Our business is temporarily closed. For English, press star one now. If you are not calling from a touch-tone phone, please wait for assistance. Nos bureaux sont temporairement fermés. Si vous appelez d’un appareil téléphonique touch-tone, appuyez sur le un maintenant. Sinon, veuillez patienter pour un instant. Spanish Primary/English Secondary Bienvenido a PARTNER MAIL.
Mail System Default Greetings Personal Mailbox Greetings Bilingual English/French Your call is being answered by PARTNER MAIL. Pour le français, appuyez sur l’étoile suivit du un. [name or mailbox number] is not available. After recording, either hang up or press one for more options. Record at the tone. Bilingual English/Spanish Your call is being answered by PARTNER MAIL. Para español, marque asterisco uno. [name or mailbox number] is not available.
Mail System Default Menus General Mailbox Greetings English Default Mailbox Name: General Mailbox English Default Greeting: At the tone, please record your name, your telephone number, the name of the person you are trying to reach, and a brief message. French Default Mailbox Name: Boîte Vocale Centrale French Default Greeting: Après le signale sonore veuillez enregistrer votre nom, votre numéro de téléphone, et la nom de la personne avec qui vous désirez communique ainsi qu’un bref message.
Mail System Default Menus Day/Night Main Menu The Day/Night Main Menus offer callers choices on how their calls should be handled. Touch-Tone Gate On—Monolingual and Bilingual English Day/Night Menu Please enter the extension number of the person you wish to reach. For a directory of extensions, press star A. For assistance, press zero or wait on the line. French Day/Night Menu Veuillez composer le numéro du poste désiré. Pour le répertoire des postes, appuyez sur l’étoile suivit du deux.
Mail System Default Menus Touch-Tone Gate Off—Bilingual English Primary/French Secondary–English Day/Night Menu Welcome to PARTNER MAIL. PARTNER MAIL vous souhaite la bienvenue. Pour le français, appuyez sur l’étoile suivit du un maintenant. Si vous n’appelez pas d’un appareil téléphonique touch-tone, veuillez patienter. Please enter the extension number of the person you wish to reach. For a directory of extensions, press star A. For assistance, press zero or wait on the line.
Letter Key and Class of Service Table D Contents Letter Key D-1 Class of Service Table D-2 Letter Key and Class of Service Table D-i
Letter Key and Class of Service Table D Letter Key Table D-1 should be used to convert letters of the alphabet into numbers. The numbers must be used to program names for the mail system Directory. Table D-1.
Class of Service Table Class of Service Table Table D-2 summarizes the Classes of Service of mailboxes. Table D-2.
Glossary A Announcement An informative message that provides frequently requested information. It is recorded by the System Administrator and plays to callers who select it from an Automated Attendant’s Main Menu or Submenu. Automated Attendant mailbox A mailbox with Class of Service 15–17 or 21–23 that provides Automated Attendant Service. Callers who reach an Automated Attendant mailbox hear a menu of options.
Glossary D F Delayed Call Handling Mode in which the communications system receptionist (or other extensions) is the principal handler for incoming (external) calls. The mail system serves as backup. Dial plan The extension assignments possible in the communications system. For PARTNER Plus systems, extensions 10–33, 71–74, and 771–776; for PARTNER II systems, extensions 10–57, 71–74, and 771–776.
Glossary Immediate Call Handling Mode in which Automated Attendant Service serves as the primary call handler for incoming (external) calls. The communications system receptionist (or other extensions) serves as backup for the Automated Attendant. Main Menu A list programmed for an Automated Attendant from which the caller selects an option by entering the corresponding Selector Code.
Glossary Outcalling list The programmed numbers that the mail system dials when Outcalling is On and a new message is received in the subscriber’s mailbox. An Outcalling list can contain up to five numbers. Outcalling Schedule The time during which Outcalling is attempted when Outcalling is On and a new message is received in the subscriber’s mailbox. P Personal Greeting A message recorded by the subscriber that callers hear when they are transferred to the subscriber’s mailbox.
Glossary System Administrator The person who updates and maintains the mail system to meet the company’s requirements. System Administration Password A password used to access the menus needed to update and maintain the mail system. System Language See Primary language and Secondary language. T Temporary Closure Greeting A greeting that callers can hear when a company closes for a holiday or unexpectedly because of inclement weather, emergency, or other reasons.
Index A About This Book how to use, vi purpose, v safety labels, vii terms used, v typographical conventions used, vi Allowed List Assignments, 4-7, 5-123 Allowed Phone Number Lists, 4-7, 5-123 Announcements (Automated Attendant) applications, 5-5 caller options, 5-4 compared to Bulletin Boards, 5-4, 5-15 description, 5-3 mail system, related features, 5-5 overview, 5-3 Planning Form I, using, 5-9, A-19 Planning Form J, using, 5-9, A-20 Planning Form K, using, 5-3, 5-9, A-21 programming Deleting an Announc
Index Class of Service, 5-83, 5-89 creating, 5-18, 5-92 deleting, 5-94 description 1-7, 5-86 Dial 0 Destination, 5-15 password, 5-16, 5-130 transfer type Not Permitted, 5-85 message deleting, 5-19 example of, 5-16, 5-86 information to include in, 5-16 language options, 5-85 length, 5-85 recording, 5-19 procedures Accessing a Bulletin Board Message, 5-18 Changing a Bulletin Board Mailbox Password, 5-21 Deleting a Bulletin Board Message, 5-19 Recording a Bulletin Board Message, 5-19 Setting a Dial 0 Destinat
Index Auto Dial button, 5-90 Automatic Extension Privacy, 3-5, 4-4 Automatic VMS Cover, 1-8, 4-9, 5-39, 5-89, 5-90 Calling Group Extensions, 5-68, 5-89 Disallowed List Assignments, 5-123 Disallowed Phone Number Lists, 5-123 Do Not Disturb, 4-10, 5-89, 5-90 Fax Machine Extensions, 4-3, 5-39 Group Call Distribution, 4-2, 5-73, 5-77, 5-78 Setting 1, 1-5 Group Call Distribution, Setting 3, 1-8 Hunt Group Extensions, 3-2, 5-39, 5-68, 5-89 Line Access Mode, 3-3 Line Coverage, 1-8, 4-2, 4-8 Line Coverage Extensio
Index Using the Directory to Address a Message, 5-37 Using the Directory to Reach a Subscriber, 5-37 Disallowed List Assignments, 5-123 Disallowed Phone Number Lists, 5-123 Do Not Disturb, 4-10, 5-89, 5-90 Documents, related document numbers, vii ordering information, vii titles, vii F Factory settings greetings Temporary Closure Greeting, C-8 Touch-Tone Gate Greeting, C-6 Voice Mail Greeting, C-10 mail system features, for, C-1 menus Day Main Menu, C-13 Night Main Menu, C-13 Fax Call Handling description
Index wait for, not necessary to, 1-15 Greetings cut off, troubleshooting, 6-10 factory setting for Temporary Closure Greeting, C-8 Touch-Tone Gate Greeting, C-6 Voice Mail Greeting, C-10 personal, 5-48 recording, 1-15 system, 5-53 Greetings (Personal) default, 5-49 description, 5-48 language options, 5-49 mail system, related features, 5-49 multiple, 5-48 overview, 5-48 procedures Activating a Personal Greeting, 5-51 Deleting a Personal Greeting, 5-51 Recording a Personal Greeting, 5-49 Greetings (System)
Index Hunt Group busy, definition of, 5-67, 5-87 numbers available, 5-67 Hunt Group 7, the VMS Hunt Group, 3-2 Hunt Group Extensions, programming, 3-2, 5-68, 5-89 I Immediate Answer, testing, 6-2 Immediate Call Handling illustration, 1-6 programming, 1-5 Initial mail system programming.
Index Line Ringing, setting for Fax Extension, 5-38 Remote Maintenance Device, for, 3-4 Line Assignments adding lines, 5-74 communications system, related features, 5-74 description, 5-73 mail system, related feature, 5-74 overview, 5-73 Planning Form A, using, 5-73, 5-74, 5-75, A-4 programming Adding Line Assignments, 5-74 Removing Line Assignments, 5-75 Reviewing Line Assignments, 5-74 removing, 5-75 reviewing, 5-74 single Automated Attendant, not used for, 5-73 Line Coverage, 1-8, 4-2, 4-8 Line Coverage
Index number recommended, 5-89 port availability, 5-89 required, 5-89 total number possible, 5-89 total Transfer-Only possible, 5-89 creating by system, 5-83 by System Administrator, 5-83 description, 5-83 Directory, using.
Index menu prompt maximum length, 5-99 Night Main Menu, 5-99 overview, 5-98 Planning Form G, using, 5-104, 5-107, A-15 Planning Form H, using, 5-107, A-17 Planning Form I, using, 5-9, A-19 programming Modifying a Day or Night Menu, 5-107 Playing a Main Menu Prompt or Definition, 5-103 Recording the Main Menu Prompt Only, 5-104 Selector Code Action Direct Extension Transfer (Action 5), 5-102 Play a Submenu (Action 2), 5-101 Play an Announcement (Action 3), 5-101 Prompted Transfer (Action 4), 5-101 Selector
Index cycles, 5-123 default setting, 5-87 delayed, troubleshooting, 6-14 description, 5-87, 5-120 factors that end, 5-121 factory setting, 5-87 impact on system, 6-12 list, 5-121 mail system size recommended with, 5-123 mail system, related feature, 5-123 maximum number of Outcalling numbers, 5-120 numbers examples, 5-122 maximum 60-digit, 5-121 pauses, programming, 5-121, 5-122 troubleshooting, 6-15, 6-16 overview, 5-120 pager callback number, 5-122 Personal Identification Number (PIN), 5-122 PIN (Persona
Index Personal Identification Number (PIN) Outcalling pager, for, 5-122 Personal Mailbox Administration description, 5-134 factory-set greetings, 5-134, C-6, C-10 mail system, related features, 5-136 mailbox name, recording, 5-135 messages message light, 5-135 old and new, definition of, 5-135 overview, 5-134 programming Activating Personal Greetings, 5-51, 5-143 Choosing a Personal Operator, 5-143 Forwarding a Message, 5-141 Listening to Messages, 5-139 Logging In to Voice Mail, 5-136 Recording a Mailbox
Index Play an Announcement (Selector Code Action 3), 5-101, 5-156 Programming Quick Reference, 3-9 Programming, initial (required).
Index overview, 5-146 Planning Form D, using, 5-146, 5-148, A-11 programming Setting the Schedule Controller, 5-148 setting options Follow the Business Schedule, 5-146 Follow the Switch mode, 5-146 overriding with Close for Today, 5-147 overriding with Temporarily Closed, 5-147 Script, recording Announcement, 5-6 Submenu, 5-161 Security Alert, description of, vii Security responsibilities choosing passwords, 1-13 educating users, 1-13 establishing a policy, 1-13 limiting Outcalling, 1-11, 1-12, 1-14 RMD, r
Index Planning Form I, mail system, updating, 5-157 Planning Form J, mail system, updating, 5-157 Planning Form J, using, 5-9, A-20 playing, 5-158 programming Creating a Submenu, 5-159 Deleting a Submenu, 5-166 Modifying a Submenu, 5-163 Playing a Submenu Prompt or Definition, 5-158 Recording the Submenu Prompt Only, 5-161 programming requirements for, 5-101, 5-157 script, recording only the, 5-161 Selector Code Action Direct Extension Transfer (Action 5), 5-156 Play a Submenu (Action 2), 5-156 Play an Ann
Index System Greetings. See Greetings (System) System Language.
Index troubleshooting, 6-8 Transfer permission description, 5-85 types Not Permitted, 5-85 Permitted, 5-85 Transfer problems, troubleshooting, 6-7 Transfer Return Extensions, programming, 3-3 Transfer-Only Mailbox busy, action when extension is, 5-86 Class of Service, 5-83 maximum number available, 5-89 messages, cannot record, 5-134 password maintained by System Administrator, 5-90 restrictions, messages, cannot record, 5-134 storage capability, lack of, 1-8, 5-86 usage example, 1-8, 5-86 Troubleshooting,
Nota: Las opciones en los cuadros en guiones están disponibles únicamente sistema está configurado para funcionamiento de varias operadoras automáticas. La opción de asignaciones de línea está disponible única si el sistema está programado para el funcionamiento de varias operad automáticas y si se ha seleccionado la operadora automática 2 o la 3.
Remarque: Les options ligurant dans les boîtes en pointillé ne sont disponibles que si le systéme a été configuré pour l’opération standardiste automatisée multiple. L'option attribution des lignes est uniquement disponible si le systéme a été programmé pour l'opération standardist automatisée multiple et que la standardiste automatisée 2 ou 3 a été sélectionnée.
Note: Options in dashed boxes are available only if system is set up for Multiple Automated Attendant Operation. The Line Assignments option is available only if the system is programmed for Multiple Automated Attendant operation and Automated Attendant 2 or 3 is chosen.
AT&T 585-322-516 Comcode 107747503 Issue 1 June 1996 Graphics © AT&T 1988
