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Record of Revisions Initial Release Release Date Supercedes Comments August 12, 2003 ROR Catalogue Number Emerald ICE Flash Voice Mail Mailbox Owner’s Guide Record of Revisions
Table of Contents 1 Introduction ........................................................................................................................ 1-1 Capabilities ............................................................................................................................. 1-2 Document Overview ............................................................................................................. 1-3 Document Conventions .........................................................
7 Passwords ............................................................................................................................ 7-1 Outcall Notification ............................................................................................................... 7-1 Turn Outcall On/Off ..............................................................................................................
List of Tables LOT Table 1. Document Conventions ............................................................................................
1 Introduction The Emerald ICE Voice Flash Voice Mail is a powerful, compact voice processing system that uses state-of-the-art Digital Signal Processing hardware and software, interfaced with the Emerald ICE compact communications platform. All voice processing uses digital voice processing chips for the utmost in voice clarity and reliability.
Capabilities The basic system includes the ability to: Send messages in telephone answering and voice mail mode. Send copies of messages. Send messages to multiple destinations. Obtain a summary count of messages waiting for review. Delete, reply, save, or skip a message. Receive message information indicating the date, time, and sender information, if available. Change recorded name, personal greeting, and password.
Document Overview This document is is arranged in the following sections: Chapter 1: Introduction- this chapter describes the overall capabilities of the system including System Capabilities, Basic Operation, and an overview of this document. Chapter 2: Learning the System – this chapter provides descriptions of the use of the * key, the # key, interrupting prompts and how to use this guide.
Document Conventions This manual uses several conventions to convey information more clearly to the reader. It is recommended that the conventions shown below in Table 1 be reviewed and understood before continuing. Table 1. Document Conventions Convention Purpose Normal Used for body text throughout the manual. Normal, italic Used in describing actual voice prompts. Bold, italic type Use for menu items, form names or items. Normal, bold Used to indicate keystrokes, filenames, device names, etc.
2 Learning the System The best way to learn how to use the system is to experiment. No actions that you take can damage the system. It is recommended that you learn the operation of the system by sending messages to yourself. Access the personal options and change them. Changes are not permanent except when deleting a message. The system is programmed to respond when any of the twelve telephone keys are pressed. If no key is pressed in response to a prompt. The system repeats the caller’s options.
The # Key Press # whenever you want to complete a step, or send a message. Press # twice to skip a message. # can also be used to denote the end of a variable length number like a password. This keeps the system from having to wait to determine if you are finished entering digits. Interrupting the Prompts - Dial Ahead Function You can interrupt most prompts if you know what you want to do. You can even enter several commands at once.
3 Getting Started Accessing Your Mailbox Call the Voice Mail system by pressing your dedicated Voice Mail key on your phone or dial the Voice Mail system hunt group number: 253. The hunt group number is a number assigned by your administrator in system configuration so that users can dial directly into the voicemail system and access the features. If you hear the system greeting, press # and your mailbox number. With some telephone systems this step will not be required.
4 Basic Operations Reviewing Your Messages Messages in your mailbox come from two places: from non-subscribers who leave messages while in the telephone answering mode or from other subscribers. Messages are presented to you in the following order: new messages, skipped messages, and saved messages. After the last new message has been presented to you, the system searches the mailbox to see if there are any remaining new messages to be reviewed.
You may cancel message review at any time by pressing *. Any message not completely reviewed and either saved or deleted remains in the new message queue. If a subscriber forgets to press * to cancel review and just hangs up, all partially reviewed and unheard messages also remain in the new message queue. Playback Controls As you become more experienced, you will want to control the playback of the messages you’ve received.
Skip a Message You may skip to the next message while listening to any message by pressing #. Cancel Play of Messages You may cancel message review by pressing *. Any message not completely reviewed remains in the new message queue. If a subscriber forgets to press * to cancel review and just hangs up, all partially reviewed messages also remain in the new message queue.
Delete a Message If the message does not require action, it should be deleted. Deleting messages keeps the mailbox clear and reduces the need for system storage capacity. 1 Reviewing → 3 → Delete → # → Confirm Deletion Request Once a message has been deleted, it cannot be retrieved. Reply to a Message A user can reply to a message sent from another subscriber’s mailbox by dialing one key.
5 Message Information Sometimes a subscriber wants to know details about a message such as who sent it and the time and date it was delivered. This information is called Message Information. The message information can be heard at any time while listening to the message by pressing 5. 1 Review → 5 → Listen to Message Information The time and date stamp on a new message always relates to message delivery. Once a message is saved, the time and date stamp refers to the first time it was saved.
Sending a Message 2 Record → # → Message 1 2 3 * Message Acceptable # Review Message Re-record Message Append to Message Cancel Message → Enter Destination Mailbox * Cancel → Send the Message # To send a message: 1. Press 2 at the Main Menu to Send a Message. The system prompts you to begin recording your message. 2. Record the message. 3. Press # to end the message.
6 Additional Operations Changing Your Mailbox Greeting Your mailbox greeting is played to outside callers who enter a system mailbox in the telephone answering mode. This greeting enables you to give callers information about your schedule and to encourage callers to leave detailed messages. To change your mailbox greeting, temporary greeting or recorded name, simply enter personal options from the mailbox menu by pressing 3 and select 1 for Greetings.
4. Press 2 for Mailbox Greeting. 5. Record your greeting, and then press # . Reviewing Your Greeting You may use Personal Options to review your recorded greeting. To review your mailbox greeting: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greetings. 3. Press 1 for Review. 4. Press 2 for Mailbox Greeting. Deleting Your Greeting The standard system greeting (recorded name) may be chosen at any time by deleting your recorded greeting without recording a new one.
Recording Your Name You should record your name the first time you use your mailbox. The recording of the name will be used: (1) to verify destinations, or (2) as part of a system-generated personal greeting. You may change the way your name is recorded at any time. To record your name: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greeting. 3. Press 2 for Record. 4. Press 1 for Name. 5. Record your name, and then press #.
Review Your Temporary Greeting To review your temporary greeting: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greetings, and then press 1 for Review. 3. Press 3 for Temporary Greeting. Delete Your Temporary Greeting To delete your temporary greeting: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greeting, then press 3 for Delete. 6 Additional Operations 3. Press 3 for Temporary Greeting.
7 Passwords There is one password that is associated with each subscriber mailbox. Each password is four digits long. Zero should not be used as the first digit. A temporary password is given to each subscriber and is used to enter the system for the very first time. It should not be used again. Your password should represent numbers that are easy for you to remember yet not easily guessed by other people.
Turn Outcall On/Off Once the outcall schedules have been programmed, outcall notification can be turned on and off whenever desired. Outcall On/Off is a toggle. If outcall notification is on, this procedure turns it off. If outcall notification is off, this procedure turns it on. To Turn Outdial ON or OFF: 1. Press 3 from the Main Menu for Personal Options. 7 Passwords 2. Press 3for Outcall Notification, and then press 1.
