Comdial Voice Processing System User Guide Featuring Visual Voice Mail Operation For use with Comdial DXP, DXP Plus, FX, and DSUII Digital Communication Systems GCA70-347.03 4/01 printed in U.S.A.
® Comdial is a registered trademark of Comdial Corporation This book is for the following systems: · DXP, DXP Plus, and FX Digital Communication Systems with software release 180, feature set 16A and later, · DSUII Systems with software revision 2A and later. · All Comdial Voice Processing Systems with software revision 8.2 and later.
GCA70-347 Table of Contents Table of Contents Introducing The Voice Processing System . . . . . . . . . . . . . . . . . . . . . 1 What Is Voice Processing? . . . . How Do I Use Voice Processing? Using Voice Processing Etiquette About Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 1 1 1 Using The Visual Voice Mail Feature . . . . . . . . . . . . . . . . . . . . .
Table of Contents GCA70-347 Understanding Other Features . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Calling Your Mailbox From Another Location. Setting Up Distribution Lists . . . . . . . . . . Using The Call Screening Feature . . . . . . . Using Your Directory . . . . . . . . . . . . . . Understanding Your Mailbox Schedules . . . . Using The Message Waiting Light . . . . . . . Using The Record Feature . . . . . . . . . . . Listening To Incoming Messages. . . . . . . . iv . . . . . . . .
GCA70-347 Introducing The Voice Processing System Introducing The Voice Processing System Congratulations and thank you for using a Comdial voice processing system. This is a powerful system that can greet your callers and record your messages. Using the visual display and interactive buttons on your telephone along with the voice prompts, you’ll find visual voice processing quick and easy to use.
Using The Visual Voice Mail Feature GCA70-347 Using The Visual Voice Mail Feature You will quickly learn that as every voice menu or prompt plays, you see a different message on your telephone display. Most of these messages offer a choice of three different options. You select the option you want by simply pressing the interactive button adjacent to the desired item on your display. For example, suppose you are playing a message you received from another party.
GCA70-347 Getting Started Getting Started The password you will use to log into your mailbox the first time will be the same as your mailbox number, which, in most cases, is your extension number. If you wish, record this number on the line below: As soon as possible, you should personalize your mailbox by recording your name, greeting, and a new password. You can write your password on the following line if you wish.
Getting Started GCA70-347 Using The Tutorial Voice processing systems have a tutorial to help you personalize your mailbox, and to learn some of the many and varied operations of the voice processing system. When enabled, the tutorial plays automatically every time you log into your voice mailbox. You can press # to skip the tutorial or press S any time while the tutorial is playing to turn it off.
GCA70-347 Entering Your Voice Mailbox Entering Your Voice Mailbox Before you can perform any task on your voice processing system, you must enter, or log into, to your voice mailbox. After logging in, you can listen to messages left in your mailbox, send messages to other subscriber’s voice mailboxes, and change any of your voice processing options, such as your name or greeting. You can automatically log into the system by pressing the left button under your display.
Entering Your Voice Mailbox GCA70-347 Using Your Keypad To Enter Your Voice Mailbox Normally, you will automatically log into the system when you enter your voice mailbox as described on the facing page. However, you can enter your voice mailbox from your telephone keypad as follows: 1. Press INTERCOM and dial the extension number for voice processing. Your system administrator can provide you with this number. Write it here for reference if you wish:_____________. 2.
GCA70-347 Listening To Your Messages Listening To Your Messages Once you have logged into your voice mailbox, you can listen to any messages placed there by your callers. The following chart illustrates the relationship between the displays you see when playing your messages. However, when new messages are pending, and your tutorial is turned off, the voice processing system goes immediately to display 3 (Playing message) and starts playing your first new message.
Listening To Your Messages GCA70-347 Using Your Keypad To Listen To Your Messages When you log into your voice mailbox, the system plays new messages immediately after you enter your password. (If you do not wish to listen to new messages, press # immediately after logging in.)You can listen to saved messages by entering the message menu. To listen to saved messages, · Press 1 to enter the message menu. · Press 2 to hear saved (old) voice messages.
GCA70-347 Sending Messages Sending Messages You can send voice messages from your voice mailbox to the voice mailboxes of other voice processing subscribers. Display 1 Main menu Msgs Send Opts Press Send Then, dial mailbox number of . . . or . . . intended receiver. VP system plays recorded name for entered mailbox number and asks for confirmation. Dial for dial-by-name directory.
Sending Messages GCA70-347 Using Your Keypad To Send Messages To send a message to another subscriber’s voice mailbox, · Press 2 from the main menu. The voice processing system will ask you to enter the voice mailbox number of the person you want to receive the message. —or— · Press S if you want to use the dial-by-name directory. · Press 1 to confirm your mailbox selection. NOTE: You may record the mailbox numbers that you call frequently on the personal directory chart on page 24.
GCA70-347 Changing Your Options Changing Your Options There are many voice processing options you can change such as your name or greeting. You can change many of these options directly from the interactive buttons under your display, while others require you to press one of the buttons on your telephone keypad. These option changes and their associated displays are illustrated below.
Changing Your Options GCA70-347 Recording Your Name You need to record your name so the system can inform callers they are leaving a message or being transferred to the correct person. By recording your name, you are included in the directory. 1. Log into your voice mailbox. The following display appears: Main Menu Msgs Send Opts 2. Press Opts from the main menu and the options menu appears: Options menu Xfer Greet Exit 3. Press 1 on your telephone keypad while the options menu is active.
GCA70-347 Changing Your Options Recording Your Greeting You can record up to ten greetings for your voice mailbox if your installer has arranged the system for you to do so. It is not necessary to record any greeting at all; however, it is more personal if your callers hear a message from you in your voice. If you record more than one greeting, choose which greeting will be played by selecting 0 through 9.
Changing Your Options GCA70-347 Viewing Sample Greetings Sample Greeting 0: Hello, this is Bob. I’m either on the phone or away from my desk. Please leave me a detailed message at the tone and I will return your call as soon as possible. Sample Greeting 1: Hello, this is Bob. Today is August 15 and I’ll be out of the office all day. Please leave me a detailed message at the tone and I’ll get back to you as soon as possible. You can change greetings as often as you like.
GCA70-347 Changing Your Options Changing Your Password To change your password, log into your voice mailbox. The following menu appears. Main Menu Msgs Send Opts Press Opts from the main menu to select the options menu. Options menu Xfer Greet Exit To enter a new password, press 3 on your telephone keypad while the options menu is active, and follow the voice prompts. NOTE: For privacy, always select a password known only to you.
Changing Your Options GCA70-347 Using Call Transfer When the voice processing system receives a call, the system either transfers the call to your telephone or puts the call in your voice mailbox if you are not available. If you are going to be away from your telephone for an extended period, or do not wish to be disturbed, you can divert the calls from your telephone to another telephone or directly to your voice mailbox so that the voice processing system can take a message.
GCA70-347 Changing Your Options Using Message Notification Message notification will call you at another telephone (at home or at the office) and inform you that you have messages in your voice mailbox. Your installer must configure your voice mailbox to provide this feature. It may be necessary to consult your dealer for advanced applications of this feature. 1. Log into your voice mailbox. Main Menu Msgs Send Opts 2. Press Opts from the main menu for the options menu. Options menu Xfer Greet Exit 3.
Changing Your Options GCA70-347 Reviewing Messages For Future Delivery You can record messages and save them for future delivery. The voice processing system allows you to review these messages by using the review future delivery option. 1. Log into your mailbox. Main Menu Msgs Send Opts 2. Press Opts from the main menu for the options menu. Options menu Xfer Greet Exit 3.
GCA70-347 Understanding Other Features Understanding Other Features This section contains descriptions for some other your voice processing features. Since your system may not include all of these features, consult your system administrator or your dealer for feature availability and additional information. Calling Your Mailbox From Another Location You can call your voice mailbox when you are away from your office—from another extension, at home, in your car, or from a public pay station.
Understanding Other Features GCA70-347 To access your voice mailbox from another extension, 1. Press the VMAIL button. 2. When the voice processing system asks for the password of the extension that you are using, press the # button. When the display is blank, press # again. 3 At the prompt to enter the mailbox number, enter the number of your personal voice mail box—not the voice maibox number for the extension that you are using. 4.
GCA70-347 Understanding Other Features Setting Up Distribution Lists Your installer can arrange the voice processing system with a list of voice mailboxes that you can include in certain messages. For instance, if you are a manager, you could create a list of all people that report to you so that you could send one message to everyone at once. You can create up to four, 20-member distribution lists.
Understanding Other Features GCA70-347 Using The Record Feature The record feature enables you to record conversations and save them. (Installers enable the record feature on a per-mailbox basis.) The voice processing system allows you to access your voice mailbox and listen to the recorded conversations just as you would a voice processing message. 1.
GCA70-347 Understanding Other Features Listening To Incoming Messages The listen feature allows you to screen calls by listening to an incoming message and determining if the call needs your immediate attention. If you wish to speak to the person leaving the message, you can cancel the recording and take the call. 1.
Understanding Other Features GCA70-347 Personal Directory Name Mailbox Number Important Numbers VP’s Extension My mailbox # My password Number 24 Record Multiple Greetings Here Comdial Voice Processing System User Guide
This manual has been developed by Comdial Corporation (the “Company”) and is intended for the use of its customers and service personnel. The information in this manual is subject to change without notice. While every effort has been made to eliminate errors, the Company disclaims liability for any difficulties arising from the interpretation of the information contained herein.
GCA70-347.03 4/01 Printed in U.S.A.
