NEC Xen Voice Mail Cover 18/7/2003 4:42 PM Page 1 DIGITAL VOICEMAIL USER GUIDE
NEC Xen Voice Mail Cover 18/7/2003 4:42 PM Page 2 Digital Voicemail User Guide Name Extension Number Personal ID To reach Xen Mail: From Inside, dial From Outside, dial System Manager Extension Number To simplify recording, write down your greeting here: Sample: “Hi, this is____________. I’m away from my phone now, but I will check my mailbox regularly. Leave me a message, and I‘ll return your call as soon as possible, Thanks”.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 1 Table of Contents General Information Pages 2 - 3 Getting Started Pages 4 - 5 Call Forward Settings Calling Your Voice Mailbox Pages 6 - 7 Checking Messages Leaving Messages Pages 8 - 9 Reviewing Messages Pages 11 Changing Your Setup Options Pages 13 - 15 Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record Pages 16 - 17 Programming Live Record Function Keys Page 18 Live Monitoring Page 19 - 20 Xen Mail Softk
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 2 General Information Introduction Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail! As both the Xen Mail and Xen Mail Lite have common features, this guide will only make reference to the Xen Mail. This guide describes the system’s features and details the steps you need to take to make Xen Mail a working partner in your day-to-day business.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 3 Voicemail Message Indication Whenever there are new messages in your Voice Mailbox, an indication will be provided at your telephone: Digital Display Telephone: Display = Xen Mail extension number and number of new messages Digital Telephone: Large LED = Slow flashing red Single Line Telephone: MW Lamp = Steady red You may also instruct Xen Mail to call you at your home, mobile phone or pager.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 4 Getting Started When you call the Xen Mail system for the first time, you will be asked to personalise your mailbox. Doing this will open your mailbox and make it ready to use. Entering Your Mailbox Press Message OR Lift handset and Dial Xen Mail. Dial your personal ID, if necessary (typically 9+ your extension number). Follow prompts to accomplish the following steps. Dial 1 for YES or 2 for NO to confirm each entry.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 5 Enter a Security Code of 3 to 10 digits via your telephone dialpad. Dial * to complete code entry. Re-enter your security code, as prompted, for confirmation. Dial * to complete code entry. Opening Your Mailbox Dial 1 to confirm your personalised settings and open your mailbox for use, otherwise dial 2. Note: Your personalised settings can be changed at any time through Setup Options. Set Up Tips • Keep your greetings current.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 6 Call Forward Setting Call Forward Busy/No Answer (CF B/NA) The most frequent method of utilising voicemail is to have calls forwarded to your Voice Mailbox when you are busy on another call or are away from your phone. To forward your telephone: Set Lift handset: hear ICM dial tone. Dial the Call Forward Busy/No Answer set code 43. Dial Xen Mail. Replace handset. Cancel Lift handset: hear ICM dial tone. Dial the Call Forward Busy/No Answer cancel code 44.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 7 Calling Your Voice Mailbox Use this simple procedure every time you wish to access your voice mailbox, or press the Softkeys as shown in the section entitled Xen Mail Softkeys & Definitions. Press Message OR Lift handset and Dial Xen Mail, wait for answer. When calling from your telephone: Dial your security code, if prompted. Note: When not using a Dterm Series i telephone, the Xen Mail extension number may be assigned to a one touch key or feature access key.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 8 Checking Messages Quick Key 4 Call your voice mailbox for new messages when you receive a voicemail message indication. Alternatively, you can press the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions. Dial 1 for YES when asked, “You have ___ new messages. Would you like to hear them?” Messages marked “Urgent” are played first. Messages from outside callers are played in the order received.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 9 Leaving Messages Quick Key 5 Send messages to other Xen Mail users directly from your voice mailbox. Alternatively, you can press the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions. Dial 1 for YES when asked, “Would you like to leave any messages?” Dial the first 3 letters of the last name of the person or the group you want to send a message to OR dial ## and the voice mailbox number. Dial 1 to confirm, otherwise dial 2.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 10 Messaging Tips 10 • If you are unsure of the spelling of the first 3 letters of the person’s last name, use a “Wildcard Key”, typically 1 or 0, in place of one or more letters. This “Wildcard” matches any letter. • While recording a message, dial # to erase your message and begin again. • Always try to leave a concise and structured message.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 11 Reviewing Messages Quick Key 6 Messages you’ve already listened to (old messages) can be reviewed for a short while (typically until midnight), be redirected to another voice mailbox or archived for a longer time. Review Dial 1 for YES when prompted “You have ___ messages to review, would you like to check them?” Dial 1 for YES or 2 for NO to review messages. Listen to old messages followed by day and time recorded.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 12 Keeping Your Voice Mailbox Current Review and revise your setup options on a regular basis. Greetings • You can review the greetings you have recorded for the internal and outside callers. Greetings can be re-recorded at any time. • An alternative greeting can be recorded and selected to accommodate special situations such as when you are out of the office. Message Groups • You can create your own message groups.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 13 Changing Your Setup Options Quick Key 7 You may personalise your voice mailbox to accommodate your current schedule or plans by changing your setup options. Alternatively, you can press the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions. Dial 1 for YES, when asked “Would you like to access Setup Options?” Follow prompts to change the desired setup options.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 14 “Would you like to change your Transfer and Delivery Options?” Dial 1 for YES to change your Transfer or Delivery Options. Call Transfer Setting Dial 1 to change your Call Transfer setting, otherwise dial 2 to advance to Message Delivery Options. Dial 1 to turn Call Transfer on and leave it on, otherwise dial 2 to advance to Message Delivery Options. Listen to the phone number your calls are currently being transferred to.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 15 Message Delivery Options Dial 1 for YES or 2 for NO to set message delivery to your work phone, home phone, mobile phone or pager. Enter and confirm the telephone number. Enter and confirm the message delivery schedule (time and days).
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 16 Quick Transfer to Voicemail When transferring a call to a user who is away from their phone, busy or declines a voice announcement, the Quick Transfer to Voicemail feature simplifies and speeds message taking. You can easily redirect the call to the Xen Mail user’s voice mailbox, where they will hear the personal greeting and be prompted to leave a message. With an outside call in progress: Press Transfer. Dial station number or press programmed DSS.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 17 A tone burst may be provided and the RECORD key will light red to indicate that recording is in progress. Display telephones will indicate recording functions. Dial the voice mailbox number to which the recording should be addressed. Replace the handset to terminate the call. The recording will be sent to the appropriate voice mailbox.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 18 Programming Live Record Function Keys Feature Access Keys Press Feature. Press Redial. Press Feature Access Key to be programmed. Dial 2. Dial Function Code (see below). Press Feature. One Touch Keys Press Feature. Press Redial. Press One Touch Key to be programmed. Dial 2. Dial Function Code (see below). Press Feature. Note: Refer to the Xen IPK digital telephone user guide for additional information on programming feature access keys and one touch keys.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 19 Live Monitoring Live monitoring allows you to listen to voicemail messages as the outside caller is being recorded by the Xen Mail To Enable Live Monitoring Press the feature access key assigned as Live Monitoring. Live Monitoring key flashes red while feature is being set. Dial the password (same as Station Outgoing Lockout password; default is 0000000000). Live Monitoring is continuously lit red.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 20 Caller ID with Call Return The Caller ID feature lets you hear or view the phone number of an external caller when you retrieve your messages. The Caller ID Call Return feature allows the voicemail system to use Caller ID information captured with the message to call and connect you to the person that left the message. Using a Non-Display Multiline Telephone or Single Line Telephone Press Message, or dial the Xen Mail extension number.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 21 Xen Mail Softkeys & Definitions Softkeys Definitions LM Live Monitoring options AUTO Live Monitoring set to AUTOMATIC mode MAN Live Monitoring set to MANUAL mode > Indicates the current setting OFF Turns Off the setting REW Repeat the previous 4 seconds of a message PAUSE Pause while playing or recording a message FFWD Advance 4 seconds while playing a message DEL Delete a played/playing message ARCH Save a message for the ARCHIVE duration
NEC Xen VoiceMail 18/7/2003 4:27 PM Softkeys Definitions NEW Check new messages Page 22 SETUP Change setup options LVMSG Leave a message for another voice mailbox owner MGR Edit system manager options† END End a live recording REREC Stop current live record and begin again ERASE Erase current live record and end recording PH.
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 23 Xen Mail Softkeys Status Softkeys Checking New Messages Called Mailbox with MSGS No Manager Status 2 NEW MSGS NEW OLD LVMSG SETUP During Playback of a NEW Message CALLER ID ARCHV DEL REW MORE^ After Pressing the PAUSE softkey CALLER ID PAUSE^ FFWD REDIR MORE PLAYBACK PAUSED RESUME After Playback of NEW message CALLER ID ARCHV DEL NEXT MORE After pressing the REPLY softkey LISTEN FOR OPT. After pressing the REDIR softkey LISTEN FOR OPT.
NEC Xen VoiceMail 18/7/2003 Status 4:27 PM Page 24 Softkeys Set Up Options Called Mailbox with MSGS No Manager Status NEW 2 NEW MSGS OLD LVMSG After pressing SETUP softkey GREET SETUP OPTIONS PERS TRF MORE SETUP OPTIONS GRPS DELIV BACK MORE After pressing GREET softkey CURR. SETUP GREETING SWITCH STD MORE INT SETUP After pressing PERS. softkey (setup) PERSONAL OPTIONS CODE SPELL DIR MORE After pressing TRF.
NEC Xen VoiceMail 18/7/2003 Status 4:27 PM Page 25 Softkeys Live Record Options After pressing RECORD Feature key PAUSE After pressing PAUSE during Live Record RESUME END REREC MORE ERASE URGPG MORE Other Options Called Mailbox with NO MSGS Manager Status NO NEW MSGS OLD LVMSG SETUP Called Mailbox with NO MSGS No Manager Status NO NEW MSGS OLD LVMSG SETUP After the handset is lifted During Call Screening CALL SCREENING ACCEPT REJECT After pressing the EXIT softkey MENU OPTIONS QUIT MA
NEC Xen VoiceMail 18/7/2003 4:27 PM Page 26 Xen Mail Access Codes Greetings Main Menu Check new messages 4 Leave messages 5 Review old messages 6 Change setup options 7 Setup Options Hear current greeting 4 Switch greetings 5 Edit Groups Edit standard greeting 6 Add members 4 Edit alternate greeting 7 Delete members 5 List members 6 Change group name 7 Groups Create a group 4 Edit your group 5 Change Transfer List your groups 6 Change phone numbers 4 7 Call screening
NEC Xen Voice Mail Cover Notes 18/7/2003 4:42 PM Page 3
NEC Xen Voice Mail Cover 18/7/2003 4:42 PM Page 4 The material contained herein is subject to change without prior notice at the sole discretion of NEC Business Solutions Ltd. Stock# 8502588 Version 1 DPA. June 2003 Copyright ©2003 NEC Business Solutions Ltd Document No.
