K Xe n M a i l C T I U s e r ’ s G u i d e NEC Business Solutions Ltd Document No.: 8563 Release 1.
NEC Business Solutions Ltd June 2004 Doc. No. 8563 - Release 1.
Checking New Messages New messages are messages that have not been played. The system notifies you when you have new messages. The system plays all urgent messages first, then all regular messages. It also sorts your messages by sender. If the system does not know who left a message, it says that the message is “from your message box.” After you listen to the messages from a subscriber, you can reply immediately; you do not have to dial the subscriber’s extension. To check new messages 1.
Leaving a Message The system lets you leave voice messages for subscribers, groups, or guests. If you call a subscriber’s extension and the call is unanswered, your call is automatically routed to the subscriber’s mailbox, where you can leave a message. You can also leave messages directly in a subscriber’s mailbox. If your telephone system uses identified subscriber messaging, the system automatically tags a message from your assigned extension with your name.
Leaving a Group Message You can leave a message for more than one subscriber by: T Leaving the message for a message group. T Adding names to the address list. A message group is a mailing list of subscribers and/or guests. Your system manager can create message groups or you can create your own message groups. To leave a group message 1. Access your mailbox. 2. Enter 5 to leave a message. 3. Spell the group name, or enter the special group ID and group number.
Reviewing Messages You can review old messages and archived messages by telephone or by computer. After you have heard a new message, the system saves it for a set amount of time (for example, until midnight). To review messages 1. Access your mailbox. 2. Enter 6 to review old messages. 3. Follow the system instructions. Enter 1 for Yes, 2 for No. Enter 4 to skip a message. Enter 3 7 to archive a message. Redirecting a Message The system lets you: T Redirect a message to another subscriber.
Modifying a Message Depending on system settings, you can use one or more of these message options after you record a message: T Modify the message. T Modify its delivery options. T Mark it for special delivery. T Redirect it to others. To modify a message 1. Record a message. 2. Enter 4 4 to stop recording. 3. While modifying, you can enter 4 to add to the end of the message, 5 to listen to it, or 6 to rerecord the message. 4. Enter 4 when you finish modifying.
Cancelling a Message If the recipient has not heard your last message, the system lets you cancel it. You can then record a new message. To cancel a message 1. Start to leave another message to the same subscriber. 2. If the subscriber has not yet heard your last message, the system asks if you want to review it. 3. Enter 1 to review it. 4. When you hear the message you want to cancel, enter 5 to cancel it. 5. Enter 1 to confirm the cancellation.
Changing Your Greetings Callers hear a greeting before they leave a message. Your mailbox can have one of three greetings: standard, busy, or alternate. You can rerecord or switch between greetings only by telephone. If you want to give your callers the option of activating your pager, add the following message to your greeting: “or press 1 to beep my pager.” STANDARD GREETING The standard greeting plays when your extension is unanswered. A typical standard greeting is: “Hello, this is Pat Green.
3. P alternate greeting, enter 7 4 7 1. P busy greeting, enter 7 4 8 1. Enter 4 to stop recording. To activate your busy greeting 1. Access your mailbox. 2. Enter 7 4 8 2 1 8 to hear your busy greeting. 3. Follow the system instructions to activate your busy greeting. Enter 1 for Yes, 2 for No. Changing Your Security Code Your security code prevents others from using your personal ID to listen to your messages. Change your security code as often as you like.
Changing Call Transfer Options The voice messaging transfers calls to your extension as a receptionist would. When you are unavailable or on another call, the system takes a message for you. If you will be away for a while, you can turn off call transfer. Your system manager can use a variety of call transfer options that control how calls are transferred to you.
Changing Call Screening Options The system can screen your calls.4 When call screening is turned on, the system asks the caller’s name. Then it rings your extension, plays the caller’s recorded name, and asks if you want to take the call. If you do not take the call, the system takes a message for you. If your system manager has set up call screening for your extension, you can turn call screening on and off. To turn call screening on or off 1. Access your mailbox. 2.
Changing Message Delivery Options The system can dial up to four different telephone numbers to deliver your messages. You can set a range of minutes, hours, and days that a message delivery telephone number is in effect. You can tell the system to deliver only urgent messages or to delay any of the delivery numbers. This causes the system to try one delivery number first, then to try others only if necessary.
Using Groups You can create your own message groups. When you send a message to a group, the message is sent to all members of the group. Each group you create has a number or a name. There are two types of message groups: private and open. When you create a private group, only you can send messages to it. When you create an open group, other subscribers also can send messages to it. To confirm that you successfully created a group, you can hear a list of your groups and group members. To create a group 1.
Changing Groups You can add and delete members of your message groups. You can delete any message group that you own, or change the group’s number, spelled name, or recorded name. To add or delete group members 1. Access your mailbox. 2. Enter 7 5 5 to edit a group. 3. Enter the group name or group number. Enter 2 until you hear the name of the group you want, then enter 1. 4. Enter 4 to add members to a group. Or enter 5 to delete members from the group.
Changing Your Recorded and Spelled Names The system uses your recorded name to identify both you and your messages to other callers. You can change your recorded name only by telephone. If your telephone keypad has letters, you also can spell your name for the system. The system uses your spelled name for the directory. Callers can enter the first letters of your name to locate you in the directory.
Quick Message Actions While listening to a message, enter 3 to hear a menu of quick message actions. After you have learned the quick action numbers, you can enter a number right away to take action. Except as noted, these actions are available for both new and old messages. After using a quick message action, you can continue with the next part of the conversation or take more action on a message. For example, you can: T Enter 3 4 to reply to a message, then 3 5 to check the next message.
Shortcuts Use shortcuts to accelerate your responses to the system. VOICE MESSAGING Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks.
E-MAIL INTEGRATION PACKAGE * Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks. Task 4 Shortcut Check new e-mail messages Check old e-mail messages Turn e-mail totalling on or off Change your e-mail password Check today’s calendar or hear new appointments Check today’s tasks This feature may not be available at your site.
18 OLD *This option may not be available. Press 1 for Yes or 2 for No. Listen to the instructions. Press the Softkey under the option you want.
19 Greetings Personal options Transfer options Groups Delivery options View more options View previous menu *This option may not be available.
20 DELIVER ALL NEW FAXES* 4 5 PERSONAL OPTIONS CHANGE SECURITY CODE RERECORD NAME RESPELL NAME DIRECTORY LISTING ON/OFF 4 5 6 7 4 5 6 7 4 5 6 7 CHANGE CALL TRANSFER 4 MESSAGE DELIVERY 5 TRANSFER & DELIVERY CREATE A GROUP EDIT YOUR GROUPS LIST YOUR GROUPS DELETE A GROUP GROUPS HEAR CURRENT GREETING SWITCH GREETINGS EDIT STANDARD GREETINGS EDIT ALTERNATE GREETING EDIT BUSY GREETING EDIT FAX GREETING* GREETINGS GREETINGS GROUPS TRANSFER & DELIVERY PERSONAL OPTIONS # 4 5 6 7 8 9 4 6 4 5 4 5 6
Notes
Notes
