User Guide PhoneMail Systems Release 6.
WARNING! Hackers who unlawfully gain access to customer telecommunication systems are criminals. Currently, we do not know of any telecommunications system that is immune to this type of criminal activity. Siemens Information and Communication Networks, Inc. will not accept liability for any damages, including long distance charges, which result from unauthorized use.
Contents Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . How to Use this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . User Guide Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii vii viii Chapter 1. Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Features for Subscribers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Features for Callers .
Listening to Incoming Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . After Listening to Incoming Messages . . . . . . . . . . . . . . . . . . . . . . Saving, Deleting, Replaying a Message . . . . . . . . . . . . . . . . . . . . Message Expiration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Answering a Message Directly to a Sender’s Mailbox . . . . . . . . Forwarding a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Forced Password Expiration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Trivial Password Rejection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using Outcalling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Creating an Outcalling Schedule . . . . . . . . . . . . . . . . . . . . . . . . . Creating an Outcalling Schedule (continued) . . . . . . . . . . . . . .
Listening to PhoneMail Network or AMIS Analog Messages. . . Using Other PhoneMail Network and AMIS Analog Features . . 9-5 9-5 Chapter 10. PhoneMail Applications for TDD Subscribers . . . Using the PhoneMail System with a TDD . . . . . . . . . . . . . . . . . . . . TDD Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Personal Greetings for TDD Users. . . . . . . . . . . . . . . . . . . . . . . . Recording Your Name for Your Mailbox . . . . . . . . . . . . . . . . .
Preface How to Use this Guide This guide is designed as a random-access reference tool. It has a detailed table of contents and comprehensive index; it is cross-referenced throughout so that you can find information quickly when you need it. To get the most out of this guide: • Look over the table of contents, index, and glossary to become familiar with their location and contents.
User Guide Conventions To make this guide more usable, the following conventions are used: • The term the PhoneMail system is frequently abbreviated to the system. • The term dial is frequently used to tell you to press a sequence of keys; for example: Dial 1234 means press 1, press 2, press 3, and press 4, in sequence. Dial extension means press the number keys for the extension in sequence. viii PhoneMail Systems, Release 6.
The PhoneMail voice-messaging system is a valuable telephone communication tool that lets you send, receive, store, and forward voice messages from any telephone, and transfer to any fax server connected to the host telephone system. You call the PhoneMail system to listen to your messages and to send messages to other PhoneMail system subscribers. The PhoneMail system gives you audio prompts to help you select from many options. The PhoneMail system saves voice messages in mailboxes.
Features for Subscribers A subscriber is someone who has a mailbox on the PhoneMail system. Following is an overview of subscriber features to let you: • Listen to your messages, then replay, delete, or save any message. • Send a reply directly to any caller’s mailbox without ringing the caller’s telephone. • Add your comments to, then forward, any message. • Send a message to several subscribers at once, or to a preset distribution list, or to both. • Edit outgoing messages before sending.
Features for Callers The PhoneMail system lets your callers: • Skip over your personal greeting if they have heard it before. Note: Not all greetings can be skipped. Depending on your class of service (COS), you can record an alternate greeting that must play entirely before the caller can leave a message or select another option. • Replay or re-record their messages. • Select urgent delivery.
• If the system asks for a single-key command and you do not press any keys, the system prompts: “If you need help, press Help, or zero.” • If you press an incorrect key, the PhoneMail system prompts: “I do not understand this command. Please try again.” You can then press the correct key. This guide contains decision trees and step-by-step illustrations showing which telephone keys to press; the following pages provide examples of both.
1. Introduction Home state. The starting point after dial-up access and password verification; the main branches from home state are: Listen, Record, Answer, Mailbox Options, and Transfer (see Figure 1-2, shaded area). 3 Listen (If at your own extension) Enter , password, Dial your PhoneMail access number 1 Record Home State options (If at another extension) Enter your extension number or name, , password, Note: Press 0 for help. Figure 1-2.
How to Use a Decision Tree Figure 1-3 is an example PhoneMail decision tree (a segment of the Answering Options branch). The page numbers in bold tell you where to look for details on that option. To save time, use a decision tree while listening to the PhoneMail prompts, and press the applicable telephone buttons to accomplish your desired results. Note: Not all possible telephone buttons are shown on the decision tree, due to space limitations.
Instructions in this guide are shown in a step-by-step format. To use them, simply follow the steps from left to right. When you begin using these instructions, read the text given with the pictures of the keys. When you are familiar with the steps, you can skip the text and use just the pictures. Example Step-by-Step Instruction This example shows how to forward a message to one or more extensions or distribution lists. (Notice that next indicates a loop to permit entry of multiple numbers.
Message Queues Queue: An ordered list of messages; the system maintains several queues. Every mailbox collects its own PhoneMail messages into separate queues, as follows: Text message notifications If you have the PhoneMail Information Exchange (PIE) option, the host computer notifies you of new text messages from the host computer. Refer to “The PIE Option” on page 9-1 for more information.
Introduction 1-9 1. Introduction You can listen to your old, outgoing, or future delivery messages. You can also skip to the next queue while listening to messages in any queue (refer to “Listening Control Features” on page 3-3).
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Chapter 2 Getting Started The purpose of this chapter is to show you, step-by-step how to: Access your PhoneMail system. • Set up your personal mailbox. • End a PhoneMail session. Simply follow the steps in order. Please keep in mind that the diagrams and decision trees in this guide show the main paths and options through the PhoneMail system. No attempt is made to show all possible options and key-press sequences.
Step 1. Accessing the PhoneMail System a. Get your PhoneMail system access number1 and default password from your system administrator. b. Access the PhoneMail system using the applicable access code and password. Table 2-1 lists the access types. Table 2-1. PhoneMail System Access Types Access Type Definition Direct access The direct access number is for subscribers only to call their PhoneMail mailboxes from any telephone. Refer to “Using Direct Access” on page 2-3.
Using Direct Access To Access the PhoneMail System with Direct Access From Your Telephone: 1 2 3 4 5 6 7 8 9 * 0 # When prompted, press: When prompted, dial your password. 1 2 3 4 5 6 7 8 9 * 0 # Press: 2. Getting Started Dial direct access number. From a Remote Telephone: Dial direct access number. When prompted, dial your extension number or name*: Press: When prompted, Press: dial your password.
Using Callback Access To Access the PhoneMail System with Callback Access: From Your Telephone: Press callback button. When prompted, dial your password. Repdial CALLBACK 1 2 3 4 5 6 7 8 9 * 0 # Press: Note: Ask your system administrator if callback access is available on your system. Using TDD Access To Access the PhoneMail System with TDD Access: From Your Telephone: Dial TDD access number; place handset in TDD cradle.
Step 2. Setting Up Your Mailbox To set up and customize your PhoneMail mailbox, perform the following tasks (instructions follow) the first time you access the system: a. Change your password. b. Record your name. (Refer to “Recording Your Name” on page 2-6.) d. Set up your personal referral extension (must-answer line). (Refer to “Setting Up a Personal Referral Extension (Optional)” on page 2-8.
Recording Your Name This feature lets you record your own name for use in your personal mailbox header. Thus, when internal subscribers address messages to you, or receive messages from you, they hear your name. Note: Ask your system administrator if this feature is available to you. To Record Your Name: Call the PhoneMail From home state, system to access select Answer your mailbox.
To Record a Personal Greeting: On a One-Greeting System: After the system plays the current greeting, select Change Greeting press: Call the PhoneMail From the home state, Select Personal Greetings system to access select Answer your mailbox. Options press: press: 2 3 4 5 6 7 8 9 * 0 # 8 1 2. Getting Started 1 After you record, press: 1 On a Three-Greeting System: Call the PhoneMail From the home system to access state, select your mailbox.
Setting Up a Personal Referral Extension (Optional) You can give your callers the option of transferring to a must-answer extension to talk to a person instead of leaving a message, if you are unavailable. To do this, set up a personal referral extension; otherwise, your calls automatically transfer to the PhoneMail system operator when the caller selects the transfer to the must-answer line. Note: Ask your system administrator if the referral extension feature is available on your system.
Step 3. Ending the PhoneMail Session a. To end the PhoneMail session, either hang up the telephone or use transfer out/disconnect. To End a PhoneMail Session: Your PhoneMail Mailbox Returned Messages After you hang up, the system completes the instructions you have given. If you hang up while listening to or recording a message, the system returns the message to your mailbox.
Using PhoneSpell The PhoneSpell feature helps you call a subscriber without having to know, or look for, the correct extension. When your system has PhoneSpell, just press a predefined button (Spell button on a ROLMphone telephone), or dial the PhoneSpell4 extension number. To Use PhoneSpell: Press the Spell button. Spell OR Dial the PhoneSpell extension number. 1 2 3 4 5 6 7 8 9 * 0 # When prompted, dial the person’s name.
Letting the PhoneMail System Answer Calls When your telephone is busy, unattended, or in do-not-disturb mode, your telephone can forward calls to the PhoneMail system. This is called telephone answering. It occurs if: Your extension is set up (by your system administrator) to systemforward to the PhoneMail system. After calls ring at your telephone and you do not answer, the PhoneMail system answers, plays your personal greeting and lets callers leave messages.
Message Waiting Notification for MultipleExtension Mailbox Multiple-extension message waiting notification allows up to six extensions with the same mailbox to be notified (usually by a light) of new messages. Note: Only one subscriber at a time can access the mailbox to retrieve messages. Message Waiting Notification by PIE Through the PIE option, notification of new PhoneMail messages shows up on your workstation screen. For more on this feature, refer to “The PIE Option” on page 9-1.
Chapter 3 Listen Features You can listen to two types of messages: • Incoming messages from others, and, • Outgoing messages you record to send to others. This chapter tells you how to use the many listen options. The “Listen Feature Branch” on page 3-2 and the “Listening Control Features” on page 3-3 show the listen option features. By looking at these two pages, and following the PhoneMail prompts, you can easily navigate the options when you no longer need this chapter’s detailed instructions.
Listen Feature Branch The following PhoneMail decision tree branch shows the structure of listen options explained in this chapter.
Listening Control Features These control features are available while you are listening to messages. Key words are in bold with initial capital letters. While you listen to your messages...
Listening to Incoming Messages To Listen to Messages: Call PhoneMail to access your mailbox 1 2 3 4 5 6 7 8 9 * 0 # To control Speed and Volume, as the system plays your message press: To select Listen, from home state press: Louder 3 5 Slower 7 8 9 Faster Quieter This figure shows how to start the listen process and how to control playback speed and volume. For a complete list of control features, refer to “Listening Control Features” on page 3-3. 3-4 PhoneMail Systems, Release 6.
After Listening to Incoming Messages This section describes the features available after you listen to an incoming message. Saving, Deleting, Replaying a Message After Listening to an Incoming Message To Save, Delete, or Replay the Message: Select one Save the message. 6 Delete the message. 7 3 Replay the entire message. 7 8 Replay Last Few Words of the message. 2 Skip to next message leaves current message in new message queue. 3.
Message Expiration You can save messages for a predetermined amount of time.1 An announcement given after you save a message indicates how long the message will be saved. When a message has been saved for the defined period of time, you receive an announcement the next time you access your PhoneMail messages2. This announcement tells you that the expired message will be deleted when you hang up or end your PhoneMail session. Expired messages are deleted automatically at the end of the session.
Forwarding a Message After Saving or Deleting a Message To Forward the Message: Select Forward, press: When prompted, record your comments. 9 Dial the extensions, names*, or distribution lists for the message. After each extension or list, press After recording, # (names are recognized by press: the system). The system verifies each entry. 1 2 3 4 5 6 7 8 9 * 0 # + (next) (done) Select Delivery Options. Press: Regular Delivery. 3 Special Delivery Options Continue with page 3-10 3.
Listening to Another Message After Saving or Deleting a Message To Listen to Another Message: Select Continue press: The system plays next message or, if there are no more messages, returns to home state. Listening to Outgoing Messages This section describes features for listening to previously recorded outgoing messages. For more on recording and sending messages, refer to “The Record Feature Branch” on page 4-2.
Re-recording a Message After Listening to an Outgoing Message To Re-record the Message: Select Re-record press: 1 After recording, press: The system sends your outgoing message when you end the session. When prompted, re-record your message. The system sends your future delivery message at the specified time and date.
Marking Delivery Options for a Message After Listening to an Outgoing Message To Request (or Cancel) a Return Receipt: Select Delivery Options by pressing: 3 To request or cancel a Return Receipt, press: 1 The system adds a return receipt to the message, or, if the message already had a return receipt request, it is canceled.
Canceling Delivery of a Message After Listening to an Outgoing Message To Cancel Delivery of the Message: Select Cancel Delivery by pressing: The system cancels delivery and 6 deletes the message from its queue. 3.
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Chapter 4 Record Features This chapter tells you how to record, address, and deliver your messages. “The Record Feature Branch” on page 4-2 and the “Recording Control Features” on page 4-3 show the structure of the record options. By looking at these two pages, and following the PhoneMail prompts, you can easily navigate the options when you no longer need this chapter’s detailed instructions. As you record each message, the system includes your header with your name, date, and time you sent the message.
The Record Feature Branch The following PhoneMail decision tree branch shows the structure of record options explained in this chapter. Regular delivery (or cancel special delivery) page 4-6 Record Record message 1 Enter address (extensions or distribution lists) page 4-5 3 Special Delivery page 4-6 6 Cancel page 4-9 Note: Press 0 for help. 4-2 Receipt page 4-6 2 Private Regular Delivery page 4-6 page 4-4 Enter name(s) page 4-5 1 Return PhoneMail Systems, Release 6.
Recording Control Features These control features are available while you record your messages; key words are in bold: While you record your messages... Press 1 Skip Instruction Skip Instructions on how to record, so you can begin recording your message. Stopping and Pausing Stop / Start (pause / continue) recording. 1 Stop recording, and Start Over (re-record message). 6 1 Stop recording, and Cancel Delivery of message. 6 Stop recording, and Replay what you just recorded.
Recording or Re-recording Messages To Record or Re-record Messages: Call the PhoneMail system to access your mailbox. 1 2 3 4 5 6 7 8 9 * 0 # From the home state, to select Record, press: After you hear the tone, record your message. 1 For a full list of controls available while recording messages, see page 4-3. 4-4 PhoneMail Systems, Release 6.3, User Guide Select one. Press: 7 3 Replay what you recorded. 6 1 Start Over. Finished Recording.
Addressing Messages After You Record After you record a message, you can address it to one or more subscribers, or to a group of subscribers (distribution list) by distribution list number. After Recording a Message: To Address the Message: Dial each destination After each After the system extension or confirms each number, distribution list. correct number, press: press: Address by extension number 1 2 3 4 5 6 7 8 9 * 0 # Dial the name until recognized.
Sending Messages After Recording and Addressing Regular Delivery After Recording and Addressing a Message: To Send Using Regular Delivery: Send the message by Regular Delivery by pressing: After you have entered all destinations for the message and you have pressed #: The regular delivery message is delivered when you end the PhoneMail session.
Future Delivery Options • Future Delivery. This lets you specify message delivery in the future, up to one year in advance, in one of two ways: — Send message once. — Send message repeatedly (daily, weekly, or monthly). Note: Your system administrator controls how many future delivery messages you can create.
Repeated Future Delivery Schedule After Pressing 4 to Set Up Future Delivery: For Weekly Repeated Future Delivery: Select Repeated Delivery by pressing: 2 Select Weekly Delivery by pressing: 1 Specify the Week Days* you want the message delivered, then press #. Specify the Time of Day** you want the message delivered, then press #.
Cancel Message Delivery To Cancel a Message While Recording: Press: 6 Cancel message recording. To Cancel a Message After Recording and Addressing: After you have entered all destinations for the message and pressed #: Press: 6 Cancel the message. Processing Returned Messages After Notification of a Returned Message: To Process the Returned Message: Select one. Press: Delete the message. 4 Save the message. 7 3 1 Create Address or Complete the future delivery schedule so you can resend.
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Chapter 5 Answering Options This chapter explains the PhoneMail answering options and how to: • Record the name used in your header. • Record and set up your personal greetings. • Set up your answering mode. • Set up your personal referral extension. The two Answering Options branches that follow show the answering options explained in this chapter.
The Answering Options Branches Answering Options for One Personal Greeting Systems 1 Record New Greeting page 5-4 4 Keep Current Greeting page 5-4 1 Personal Greetings page 5-4 6 Change to System Greeting page 5-4 4 Accept 2 Answering Answering Options 8 Mode page 5-11 3 Personal Referral Extension page 5-12 4 Record Name page 5-13 Return to Home State Messages page 5-11 6 Do Not Accept Messages page 5-11 1 Change Referral Extension page 5-12 4 Keep Current Referral Extension page 5-12 1 Rereco
Answering Options for Three Personal Greetings Systems 1 Change 1 Change External (no-answer) Greeting page 5-9 Regular Greeting page 5-9 2 Change 2 Change Alternate Greeting page 5-10 Internal (busy) Greeting page 5-9 3 Select 1 Personal Greetings page 5-4 Which Greeting Answers page 5-11 2 Answering 8 1 Regular Greetings page 5-11 Finished Answering Options Finished 2 Alternate Mode page 5-11 Greeting page 5-11 4 Accept 3 Personal Referral Extension page 5-12 4 Record Name page 5-13 Re
Using Personal Greetings The PhoneMail system comes with a default system greeting. You can have the system play your own personal greeting instead to callers when the PhoneMail system answers your telephone. Depending on your class of service (COS), callers cannot skip your alternate greeting. This allows you to record pertinent information or specific instructions in your alternate greeting if you are on vacation or an extended absence.
“Hello, this is Robin. I am in meetings all day today. Please leave a message and I will return your call as soon as I can. If you need to talk to someone now, press zero, then pound. You will be transferred to Mary Yetter, my secretary. Thank You.” No-Answer Greeting “Hello, this is David Baker. Welcome to my PhoneMail mailbox. I am in the office today but away from my desk now. Please leave a detailed message and I will return your call as soon as I can.
Extended Absence Greeting2 “Hello, this is Michael O’Reilly. I will be out of the office on medical leave through January 23. During my absence, please press zero, then pound at the end of this greeting. You will be transferred to Virginia Baily at extension 6400. Virginia is covering all project- and personnel-related issues during my absence. Thank you.
Using Three Personal Greetings Systems If you have a three personal greetings system, your system administrator will set up one of the following options for you: • Internal / External • Busy / Ring-No-Answer With either of the above two options, you have three personal greetings: two regular personal greetings and one alternate personal greeting as follows: Internal / External • An internal regular greeting answers internal calls if you do not answer within 3 to 4 rings or if your line is busy.
Setting Up Internal / External Greetings In Figure 5-1, if your telephone is busy or there is no answer, an internal caller hears your internal greeting (or alternate greeting); an external caller hears your external greeting (or alternate greeting). For instructions on how to use the alternate greeting, refer to “Changing Your Alternate Personal Greeting” on page 5-10. Figure 5-1.
Using the Three Personal Greetings Feature To Select Personal Greetings: Select Personal Greetings by pressing: Call PhoneMail From home state, to access select Answering your mailbox. Options by pressing: 1 2 3 4 5 6 7 8 9 * 0 # Select one. Press: 1 Change Regular personal greetings. Continue on page 5-9 2 Change Alternate personal greeting. Continue on page 5-10 3 Select Answer Greeting. Continue on page 5-11 1 8 The system plays your current personal greeting.
Changing Your Alternate Personal Greeting Your alternate greeting can substitute for your regular greetings when the PhoneMail system answers your telephone. Example: use the alternate greeting when you are out of your office. When you return, switch back to your regular greetings (refer to ““Selecting Your Personal Greetings” on page 5-11”). After You Press 2 to Change Alternate Greeting: Select one. Press: Select one. Press: 1 Record New Alternate greeting. 4 Keep current alternate greeting.
Selecting Your Personal Greetings After you record your regular or alternate greetings, specify which greeting will answer your calls. (To select the default system greeting, refer to ““Changing Your Alternate Personal Greeting” on page 5-10.”) After You Press 3 to Select Which Greeting Answers: Select one. Press: 1 Set Regular Personal Greetings to answer your calls. 2 Set Alternate Personal Greetings to answer your calls.
Changing Your Referral Extension Sometimes callers want to talk to a person, either before or after leaving a PhoneMail message. Therefore, you should supply a referral (must-answer extension) in your personal greetings. Note: Ask your system administrator if access to this feature is available. Callers transfer from the PhoneMail system to your referral extension by pressing 0 and . External callers can transfer by remaining on the line.
Recording Your Name for Your Mailbox This feature lets you record your own name for use in your personal mailbox header. When an internal subscriber addresses a message to you, or receives a message from you, they hear your recorded name. Ask your system administrator if this feature is available to you. Note: To Select Recorded Names: Call the PhoneMail system to access your mailbox.
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6. Mailbox Options Chapter 6 Mailbox Options This chapter explains the Mailbox Options and how to: • Set up your personal distribution lists. • Set your prompt level. • Set up your outcalling schedules. • Set up your playback options. • Set up your default language.1 The Mailbox Options Branch on the next page shows the mailbox options explained in this chapter. The facing page shows two handy forms for keeping track of your personal distributions lists and your outcalling schedule.
The Mailbox Options Branch 1 Create page 6-4 3 Modify 1 Add Destinations page 6-9 3 Review list page 6-9 page 6-4 6 Delete 1 Personal Distribution Lists page 6-4 6 Delete Destinations page 6-9 page 6-4 9 Review Finished page 6-4 1 Standard Home State 2 Abbreviated page 6-6 page 6-6 2 Prompt Keep as-is page 6-6 Level page 6-6 1 Create/ Mailbox Options 3 Password page 6-7 Modify page 6-11 Enter password + 1 Modify Entire Schedule page 6-11 6 Delete 9 page 6-11 2 Modify Destination pa
6. Mailbox Options Table 6-1. Personal Distribution Lists List Number _____ Name Extension List Number _____ Name Extension 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Table 6-2.
Using Personal Distribution Lists You can create personal distribution lists so that you can send one message to many subscribers at the same time; each list can have up to 20 subscribers. You can create, modify, delete, or review your personal distribution lists at any time. Tell your system administrator if you need more distribution lists or want system distribution lists for use by you and other subscribers. To Select Personal Distribution List: Call the PhoneMail system to access your mailbox.
After You Press 1 to Create Your Distribution List: When prompted, dial the extension number or name* of the subscriber: The system prompts: “You are creating distribution list number (n).” 1 2 3 4 5 6 7 8 9 * 0 # After each extension number, press: When finished entering extensions or names for the list, press: Done More * (n) is the next available list number, assigned sequentially by the system. Your system administrator sets up how your distribution lists are numbered.
Deleting Personal Distribution Lists After You Press 6 to Delete Your List: Dial the number of the list to delete. 1 2 3 4 5 6 7 8 9 * 0 # Confirm deletion by pressing: Press: The system verifies the number of the list. The system deletes the list when you end the session. Reviewing Personal Distribution Lists After You Press 9 to Review Your Lists: Select one. Press: The PhoneMail system recites the contents of your lists, one item at a time, beginning with your first list.
Your system administrator can set a minimum password length to increase PhoneMail security. You cannot have a password shorter than the specified length. Maximum password length is 24 digits. To Change Your Password: Call the PhoneMail system to access your mailbox. From the home state, Select Change Password by select Mailbox Options by pressing: pressing: 9 3 Dial your new password. 1 2 3 1 2 3 4 5 6 4 5 6 7 8 9 7 8 9 * 0 # * 0 # Press: The system verifies your new password.
Using Outcalling Use the outcalling feature to have the PhoneMail system notify you, at a predefined telephone or pager, that you have messages waiting in your mailbox. Before outcalling can work, you must create a schedule to tell the system when to notify you. You can create up to three schedules. You must also tell the system to notify you when any message, or just urgent messages, are received. Ask your system administrator if outcalling is available to you.
6. Mailbox Options Creating an Outcalling Schedule After You Press 1 Dial the schedule number you want to create (1, 2, or 3). 1 2 3 4 5 6 7 8 9 # 0 * Dial the DAYS of the week you want the schedule to be active, then press #.2 Select one. Press: 1 Pager Destination 2 Telephone Destination 1 2 3 4 5 6 7 8 9 * 0 # + The system verifies your selection. Dial the START TIME for the schedule, then press #. 3 Select one.
Creating an Outcalling Schedule (continued) Select one. Press: Dial STOP TIME then press #.3 1 2 3 4 5 6 7 8 9 * 0 # + Select one. Press: 1 A.M. 1 2 P.M. 2 The system verifies your selection. Dial the FREQUENCY of outcalls (how often the system notifies you) by pressing #.4 1 2 3 4 5 6 7 8 9 * 0 # + The system verifies your selection. 4 All Messages trigger the schedule. Only Urgent Messages trigger the schedule. The system verifies your selection. Select one.
6. Mailbox Options Modifying an Outcalling Schedule After You Press 1 to Modify a Schedule: Dial the schedule number you want to modify (1, 2, or 3). 1 2 3 4 5 6 7 8 9 * 0 # Select one. Press: 1 Modify entire schedule. 2 Modify Destination type (telephone or pager) and destination number. 3 Modify Active Days. 4 Modify Active Times. 5 Modify Message Type that triggers the schedule. 6 Modify Frequency of outcall notifications. .
Reviewing an Outcalling Schedule After You Press 9 to Review a Schedule: Dial schedule number to review (1, 2, or 3). 1 2 3 4 5 6 7 8 9 * 0 # The system provides a summary that tells you: 1. If the schedule is active. 2. The destination pager or telephone number. Stop this summary and return to home state, press: 3. The active times for the schedule. 4. The message type that triggers outcalling. 5. When the system will notify you of calls.
When an outcalling notice is triggered, the PhoneMail system places a call to the destination telephone or pager. When the system detects that the destination telephone has answered, it prompts: “Hello, this is the PhoneMail voice messaging system with a message for .” Note: You should always record your name if you have outcalling to a telephone. The PhoneMail system then plays a series of prompts telling the called party how to treat the call: “If you need to transfer this call, press 1.
• If you press 5 , the PhoneMail system retrieves the message. The system places you in the direct access state, where you need to dial your password. Using Playback Options You can change the audio volume of both prompts and messages you receive. You can change the speed that messages (but not prompts) play. Adjusting Message Volume The PhoneMail system has five volume levels. Your system administrator sets the default volume.
6. Mailbox Options Changing Volume Temporarily To Change Volume Temporarily: Call the PhoneMail system to access your mailbox. 1 2 3 4 5 6 7 8 9 * 0 # From the home state, select Listen by pressing: 3 The system plays your messages. Select one. Press: 5 Increase Volume. The volume increases each time you press until you reach the loudest volume. 8 Decrease Volume. The volume decreases each time you press until you reach the quietest volume.
Adjusting Message Speed The PhoneMail system has eight message playback speeds. Your system administrator sets a default speed for all messages. You can adjust the speed using one of two methods: • You can temporarily adjust the speed for the current session during message playback. (This does not adjust speed of PhoneMail prompts.) When you end the session, the speed returns to the system’s default speed or to your own default speed (if you specified one).
Cascade outcalling permits you to predefine up to five cascade outcalling destinations. The system automatically calls destinations in sequence, one at a time, until a successful outcall occurs or until there are no more destinations. Each outcall schedule can be expanded to up to five destinations. Repeated Outcalling to a Pager With this feature, calls to pagers are repeated until you access your mailbox, or when the maximum number of retries has been done for your pager.
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Chapter 7 Disconnect/ Transfer Out This chapter explains the Disconnect/Transfer Out Options and how to: Transfer out of PhoneMail. • Disconnect from PhoneMail. • Transfer to a fax server. • Set up your playback options. The “The Disconnect/Transfer Out Branch” on page 7-2 shows the options explained in this chapter. By using the decision tree and the PhoneMail prompts, you can easily navigate the options when you no longer need this chapter’s detailed instructions.
The Disconnect/Transfer Out Branch The following PhoneMail decision tree shows the structure of the options within the disconnect/transfer out branch explained in this chapter. 0 Transfer Out of PhoneMail page 7-3. Return to home state. Transfer Out/ Disconnect 7 4 Transfer to fax server page 7-4. 6 Disconnect page 7-3. Note: Press 0 for help. 7-2 PhoneMail Systems, Release 6.3, User Guide Operator page 7-3. Enter extension, page 7-3. Enter a Name page 7-3.
Disconnecting From the PhoneMail System To Disconnect While in Home State: Select Transfer Out/ Disconnect by pressing: Disconnect by pressing: 7 6 7. Disconnect/ Transfer Out To Disconnect While Recording: STOP current message by pressing: Select Transfer Out/ Disconnect by pressing: Disconnect by pressing: 7 6 Transferring Out of the PhoneMail System You can transfer out of the PhoneMail system to the operator or to another extension.
Transferring to a Fax Server The transfer-to-fax server feature lets subscribers access their fax messages by transferring to a fax server access number (defined in the subscriber’s class of service). To Transfer to a Fax Server: Select Transfer Out/ Disconnect by pressing: 7 7-4 4 Transfer to fax server. PhoneMail Systems, Release 6.
Chapter 8 Features for Callers Summary of Features for Callers This chapter describes how callers can leave messages for PhoneMail subscribers. It also describes features they can use after their calls are forwarded into the PhoneMail system. Tell your callers they can: • Leave a message for you three ways (see “Leaving Messages for PhoneMail Subscribers” on page 8-2): 2. They can be transferred into your mailbox by a third party. 3.
• Select a language, if the multilingual feature is available. to replay a recorded message, Note: The caller must know to press cancel delivery, re-record, or mark urgent; otherwise the system will not offer these options. Leaving Messages for PhoneMail Subscribers A caller can leave a message for a PhoneMail subscriber the following ways: • Their call can be answered by the PhoneMail system. Usually, a caller dials a telephone number to talk to the subscriber.
• Callers can access a mailbox directly, without ringing the subscriber’s telephone, then leave messages (using a guest or TDD access number). The system prompts the caller to dial the subscriber’s extension or name. The caller then hears the subscriber’s greeting and leaves a message. Callers using a guest access number must use a touch-tone telephone. When using TDD access, a caller must use a touch-tone telephone and a TDD.
Replaying Messages While Recording To Replay a Message You Are Recording: Record message. After or during recording, press: Select one. Press: 7 1 3 Replay the message. Continue Recording the message. Canceling Message Delivery or Re-recording a Message To Cancel or Re-record a Message: Record message. After or during recording, press: Select one. Press: Cancel the message. 6 6 8-4 1 PhoneMail Systems, Release 6.3, User Guide Cancel the message and re-record.
Leaving Urgent Messages for Subscribers An urgent message is delivered to the top of the receiver’s message queue. To Mark a Message Urgent: Record message. After recording, press: Select one. Press: Mark Urgent. 3 Continue without marking the message. Callers can press 0 to transfer to the operator, to another extension, or to a personal referral extension (if specified). They do this during or after the personal greeting, or while leaving a message.
Camping On to a Busy Extension Sometimes an internal caller on a ROLMphone telephone system calls a subscriber and gets forwarded to the system because the line is busy. On some Siemens systems, the caller can camp on to the subscriber’s line. This is useful when a caller needs to talk to a subscriber immediately instead of leaving a message. To Camp On to a Subscriber’s Line: After the system answers your call and you hear the personal greeting, press: 1 Hang up your telephone.
Chapter 9 PhoneMail System Options The PIE Option PhoneMail Information Exchange (PIE)1 supplies message notification between the PhoneMail system and host computer systems: • When you receive text messages on your computer system, you are notified through the PhoneMail system’s message waiting indicators. When you listen to your messages, you hear the voice prompt: “You have new text messages as of
Addressing PhoneMail Network Messages To send messages to other PhoneMail subscribers in the PhoneMail network, you must know the addressing plan. Check with your system administrator for the addressing plan. Check with your system administrator if you are unable to address a network message to a remote subscriber by name. Your system administrator determines which, if any, remote subscribers can be addressed by name.
Recording and Sending a PhoneMail Network Message To Record and Send a PhoneMail Network Message: Call the PhoneMail system to access your mailbox. 1 2 3 4 5 6 7 8 9 * 0 # From the home state, select Record by pressing: After you hear the tone, record your message. When you are finished recording, press: Press: After the system confirms the correct address, press: Dial the name of the remote subscriber until recognized.
Recording and Sending an AMIS Analog Networking Message To Record and Send an AMIS Analog Networking Message: Call the PhoneMail system to access your mailbox. 1 2 3 4 5 6 7 8 9 * 0 # From the home state, select Record by pressing: After you hear the tone, record your message. When you are finished recording, press: 1 Dial the AMIS Analog network address.* 1 2 3 4 5 6 7 8 9 * 0 # Press: After the system confirms the correct address, press: Select one.
Listening to PhoneMail Network or AMIS Analog Messages Listen to PhoneMail network or AMIS Analog messages the same way you listen to local messages. The message header tells you the sender’s network address and possibly the sender’s name and site location (the header does not include the remote subscriber’s name for AMIS Analog messages). To Listen to PhoneMail Network and AMIS Analog Messages: Call the PhoneMail system to access your mailbox.
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Chapter 10 PhoneMail Applications for TDD Subscribers Using the PhoneMail System with a TDD This chapter describes how speech- and hearing-impaired users can operate the PhoneMail system. The following items are required: • A dual-tone multifrequency (DTMF) telephone • A telecommunications device for the deaf (TDD) • A PhoneMail TDD access number • TDD system support You can use a TDD able to transmit DTMF and receive TDD tones at the same time. If so, your TDD must have DTMF and keys.
• Camping on to another extension (for PhoneMail systems integrated with a Siemens CBX or Hicom 300 E CS only) These features are not available with TDD: • Volume control • Speed control • Outcalling to a telephone or pager If you enter a command that PhoneMail does not support or cannot process, it tells you: “INVALID COMMAND. PLS TRY AGAIN.” Note: The actual wording of TDD prompts may vary slightly from those described in this user guide.
Using a TDD to Access Your Mailbox Use the TDD to read prompts and to type messages; use the telephone to access PhoneMail options. To Access the PhoneMail System Using TDD Access: From Your Telephone: Dial the TDD access number; place handset in the TDD cradle. When prompted, press: When prompted, press: When prompted, dial your password. 1 2 3 1 2 3 4 5 6 4 5 6 7 8 9 7 8 9 * 0 # * 0 # Press: From a Remote Telephone: Dial the TDD access number; place handset in the TDD cradle.
Using Abbreviated Prompts If you think it takes too long to read PhoneMail’s prompts on the TDD, or if you are familiar with the PhoneMail system, you can use abbreviated prompts. To Change Your Prompt Level: Call the PhoneMail system to access your mailbox. 1 2 3 4 5 6 7 8 9 * 0 # From home state, select Mailbox Options by pressing: 9 Select Prompt Level, press: Select Prompt Level by pressing: Select one. Press: 2 Abbreviated prompts. 1 Standard prompts.
PhoneMail Abbreviations The PhoneMail system uses several abbreviations in the TDD prompts, including: Table 10-1. PhoneMail Abbreviations for TDD Prompts Abbreviation Explanation of Abbreviations CHG Change (“YOU MAY CHG YOUR MAILBOX OPTIONS...”) CO. OPR Company operator (“YOU’LL BE XFERRED TO THE CO. OPR.”) DELIV Delivery (“FOR SPECIAL DELIV OPTIONS, DIAL 3.”) DEST Destination (“THIS MSG WILL BE SENT TO 2 DESTS.”) EXT Extension (“MSG 1 FROM MARY SMITH AT EXT 23240...
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Decision Tree 9 1 Skip to next queue 1 Return Regular Delivery (cancel Special Delivery) Receipt Dial your direct access Record 1 Regular Delivery Enter Record Message extensions or distribution lists, Start over 6 Cancel Enter Enter month day time (1–12) 2 Repeated (1–31) 1 Weekly Delivery Enter Greetings 4 Keep Delivery 2 Monthly Regular Delivery Enter Enter days of month time Mode password, 3 Referral 6 Do Not Accept Messages Extension Referral Extension 1 Re-recor
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Chapter 12 VoiceActivated Call Routing • Speech commands work best when there is little background noise; a headset works better than a speaker phone. • Speech commands are equivalent to keypad commands. Wait for the tone, then say your command. • You must wait for the prompt and the before speaking, because speech commands do not override system prompts. (There is no speech recognition during voice prompts, playback, or during record.
• For extension dialing, you are prompted for each digit. (Refer to “Example Direct Access Caller Interface” on page 12-3.) • If your system has the multilingual feature, voice-activated call routing recognizes German when the PhoneMail system is playing German prompts, and English when the PhoneMail system is playing English prompts. Refer to “English / German Voice Commands” on page 12-4.
Example Direct Access Caller Interface Table 12-1 is an example sequence that demonstrates the voice-activated call routing interface for direct access. A trained PhoneMail subscriber calls from an external phone without DTMF. (The subscriber’s mailbox is set for abbreviated prompts.) Caller PhoneMail System Response Dials direct access number “Three” “Two” “Seven” “Seven” “Enter” or “Pound” “Hello. This is the PhoneMail system. Dial your extension and push pound.
English / German Voice Commands Table 12-2 shows the English and German voice commands and the corresponding PhoneMail commands. Table 12-2.
Glossary This glossary defines terms and abbreviations as they are used in this guide. If you do not find the term you are looking for, refer to the index or the table of contents. A abbreviated prompts. Phonemail prompts that are shorter and more concise than standard prompts, selected in mailbox options. Contrast with standard prompt. alternate greeting. A personal greeting that can be substituted for the regular greetings on three personal-greeting systems.
C callback access. The process by which subscribers access their PhoneMail mailboxes from their own telephone using a preprogrammed callback or repdial button. Contrast with direct access. cascade outcalling. A feature that permits a system outcall to multiple destinations within an outcall schedule. control features. Options a subscriber or caller can use while listening to or recording messages.
extension number. A group of one to seven numbers that identifies a subscriber mailbox, call processing mailbox, or specific telephone. extension-only system. A PhoneMail system in which subscribers can only access their mailboxes and address messages by keying in their mailbox extension numbers. Contrast with name-only system. F FIFO. First-in first-out. first-in-first-out (FIFO). A queuing technique in which the next item to be retrieved is the item that has been in the queue for the longest time. flash.
home state. The starting point in the PhoneMail system, reached (for example) by dialing the PhoneMail direct access number, subscriber extension and subscriber password. From home state, the subscriber can enter one of the five branches: listen, record, answering options, mailbox options, or transfer out. M mailbox. A depository in the PhoneMail system assigned to each subscriber that permits the subscriber to send and receive PhoneMail messages. mailbox number.
N name-only system. A PhoneMail system in which subscribers access their mailboxes and address messages by keying in their names on the telephone keypad, last name first. The number 7 is used for Q and the number 9 for Z. new message. A message (including urgent messages) received but not listened to by the subscriber. normal message delivery. A feature of the PhoneMail network that lets a subscriber send a network message to a subscriber at a remote site at a time defined by the system. O old message.
personal referral extension. A mailbox option that permits subscribers to set up an extension number to which callers are transferred if they want to talk to someone instead of leaving a PhoneMail message. Siemens suggests that the personal referral extension also be a must-answer extension. PhoneMail Information Exchange (PIE). An PhoneMail option that supplies message notification between the PhoneMail system and a host computer system. PhoneMail network option.
regular greeting. Personal greetings that can be activated in the PhoneMail system to answer subscribers’ calls. The two regular greetings can include one greeting to answer external calls and one greeting to answer internal calls. Another option is to have one greeting to answer calls when the subscriber is away from the telephone and another greeting to answer calls when the subscriber is using the telephone. The system administrator configures greeting capabilities. repdial (repertory dial) keys.
system administrator. The employee at your site who configures, monitors, and maintains the PhoneMail system. Also responsible for generating reports and communicating with Siemens service providers. system distribution list. A list of subscriber extensions, set up and maintained by the system administrator, that can be used by all subscribers to send the same message to all subscribers on the list. system forwarding.
text message. A message notification between the PhoneMail system and external electronic mail systems. Subscribers using PIE have a PhoneMail system indicator added to their screen when PhoneMail voice messages are received. U urgent message. A message marked for urgent delivery is placed at the beginning of the recipient’s new message queue. The message is identified as urgent to the recipient. V volume level.
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Index A abbreviated prompts, using 6-6 abbreviations for TDD prompts 10-5 access types 2-2 Activated 12-1 addressing messages 4-5 alternate greeting, changing 5-10 AMIS Analog option addressing, overview 9-2 defined 9-1 listening to messages 9-5 other features 9-5 recording, sending message 9-4 answering a message 3-6 answering mode, selecting 5-11 answering options 5-1 Audio Messaging Interchange Specification, see AMIS C D decision tree definition, how to use 1-5 decision trees answering options one per
disconnecting from system 7-3 distribution lists creating 6-5 deleting 6-6 modifying 6-5 reviewing contents 6-6 selecting feature 6-4 DTMF and voice-activated call routing 12-3 E ending PhoneMail session, summary 2-9 English / German commands 12-4 enhanced multilingual feature definition 2-12 language selection 1-2, 2-12 exiting the PhoneMail system 7-1 extended-absence greeting 5-6 F fax messages 7-4 feature summary for callers 1-3 for subscribers 1-2 first time mailbox setup 2-5 forced password expirati
summary 2-11 using outcalling 2-12 modifying distribution lists 6-5 monthly future delivery 4-8 multilingual, see enhanced multilingual feature 2-12 multiple-extension mailbox message waiting notification 2-12 must-answer line, see referral extension N name, recording 5-13 networking options 9-1 notification, see message waiting notification O P Password forced expiration 6-7 password changing 6-7 changing default 2-5 trivial 6-7 personal distribution lists, see distribution lists personal greetings exam
receiving outcall notification 6-13 recording messages 4-4 recording your mailbox name 2-6 recording your name 5-13, 10-2 referral extension 5-12 changing 5-12 initial setup 2-8 regular delivery, using 4-6 regular greetings, changing 5-9 remote subscriber 9-2 repeated future delivery 4-8 replying to a message 3-6 requirements, TDD 10-1 re-recording outgoing messages 3-9 returned messages reasons for return 4-9 specifying options 4-9 reviewing contents of distribution lists 6-6 ROLMfax, transfer to 7-4 S sc
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