ElectSys Emerald ICE, User Manual

Page 1: ...Digital Key Telephone System TM Flash Voicemail User Guide This manual is provided to you by ElectSys a certified dealer that installs and supports Tadiran systems Call us at 717 665 2141 or visit www electsys biz ...

Page 2: ... the Manufacturer for the use there of nor for the rights of third parties which may be affected in any way by the use thereof Any representation s in this document concerning performance of the Manufacturerʹs product s are for informational purposes only and are not warranties of future performance either express or implied The Manufacturerʹs standard limited warranty stated in its sales contract...

Page 3: ...Emerald ICE Flash Voice Mail Mailbox Owner s Guide Record of Revisions ROR Record of Revisions Catalogue Number Release Date Supercedes Comments Initial Release August 12 2003 ...

Page 4: ...s 4 1 Reviewing Your Messages 4 1 Playback Controls 4 2 Options while Reviewing 4 2 Skip a Message 4 3 Cancel Play of Messages 4 3 Replay a Message 4 3 Save a Message 4 3 Delete a Message 4 4 Reply to a Message 4 4 Send a Call Directly to Voice Mail 4 4 5 Message Information 5 1 Send a Copy to Someone Else 5 1 Sending a Message 5 2 To send a message 5 2 6 Additional Operations 6 1 Changing Your Ma...

Page 5: ...Table of Contents Emerald ICE Flash Voice Mail Mailbox Owner s Guide TOC 7 Passwords 7 1 Outcall Notification 7 1 Turn Outcall On Off 7 2 ...

Page 6: ...Emerald ICE Flash Voice Mail Mailbox Owner s Guide LIST OF FIGURES LOT List of Tables Table 1 Document Conventions 1 4 ...

Page 7: ...ing system has been designed to provide today s business with a feature rich system enabling small companies to project the image of a much larger company Since a large majority of all telephone transactions require only one way communications the voice mail function contributes to streamlining business communications The purpose of this manual is to provide instructions for programming using the ...

Page 8: ...e retrieved efficiently The system stores messages in mailboxes Users or subscribers are assigned mailbox numbers for their private use Each mailbox is protected by a user defined password Thus subscribers are the only ones who can retrieve messages left in their mailboxes More than one person can use the system at the same time Each port allows one user access to the system A port is a path to th...

Page 9: ... instructions on how to access mailboxes and disconnecting from the system Chapter 4 Basic Operations this chapter provides instructions on how to review messages and options after reviewing playback options skipping messages replaying messages saving and deleting messages and replying to messages Chapter 5 Message Information this chapter describes how to listen to message information such as tim...

Page 10: ...ce prompts Bold italic type Use for menu items form names or items Normal bold Used to indicate keystrokes filenames device names etc Press Means to press a specific key e g press ESC means to press and release the Escape key once Enter Means to type the specified information and then press ENTER e g enter TEST TXT means type TEST TXT on the keyboard and press ENTER NOTE Indicates an informational...

Page 11: ...ssed in response to a prompt The system repeats the caller s options If there is still no response the system automatically transfers a caller not within the voicemail system to an attendant or politely disconnects the call The system counts the number of errors incorrect key presses that a caller makes If the count exceeds a certain number usually 3 the caller is politely disconnected The system ...

Page 12: ...ng 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 How to Use this Guide This guide gives you easy to follow instructions on how to get the most from the features of the system It is divided into several sections To start using the system quickly read through Chapter 3 Getting Started and Chapter 4 Basic Ope...

Page 13: ...ss and your mailbox number With some telephone systems this step will not be required You will automatically be routed to your own mailbox When prompted enter your password The system will then tell you how many new and how many saved messages you have in your mailbox The mailbox Main Menu is then played Disconnecting from the System When you have finished using the system press until the system s...

Page 14: ... before but are considered ʺskipped To review the messages in your mailbox At the main menu press 1 The system plays your messages After each message is reviewed the system asks what you want to do with the message The available options are 1 Replay Repeats the entire message 2 Save Keeps the message in your mailbox for future reference 3 Delete Allows you to discard the message and also requires ...

Page 15: ...flexibility For example with playback controls you can scan through a long message to find a phone number without reviewing the entire message After dialing 1 to review a message you can press 1 Rewind to the beginning of the message 7 Rewind 5 seconds 8 Pause and restart the message 9 Fast Forward 5 seconds Skip to the next message Options while Reviewing In addition to the playback controls you ...

Page 16: ... subscriber forgets to press to cancel review and just hangs up all partially reviewed messages also remain in the new message queue Replay a Message At the end of a message when the system prompts with the ʺAfter Reviewingʺ menu you can replay that message in its entirety 1 Reviewing End of Message 1 Message Replays Save a Message If the message needs to be acted on later it may be saved Saved me...

Page 17: ...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 Therefore subscribers should enter their own mailbox to record a message before sending so that recipients may conveniently reply 1 4 Reply Record Reply Message Acceptable To send the reply Send a Call Directly to Voice Mail A user can send a ca...

Page 18: ...ved This time and date stamp allows the subscriber to know how much longer the message can stay in the mailbox before it is automatically deleted Reviewing a message and re saving it does not change the time and date stamp or when the system automatically deletes the message Send a Copy to Someone Else You may wish to send a copy of a message to another subscriber In this situation you may record ...

Page 19: ...ptable after giving you a chance to 1 Listen to the message you have just recorded 2 To re record the message 3 Append to the recording Delete the message and begin again 4 When the message is acceptable press 5 Enter the destination The destination is the mailbox number of the person who is to receive the message Messages may be sent to any of these individually or in combination with other desti...

Page 20: ...t yet been recorded the system uses the mailbox number as the greeting i e Mailbox 201 What is a Good Mailbox Greeting A good mailbox greeting encourages callers to leave detailed messages not just name and phone number and provides additional information that might be needed It should present the kind of professional image that is appropriate for your particular organization You may wish to inclu...

Page 21: ...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 To delete your mailbox greeting 1 Press 3 at the Main Menu for Personal Options 2 Press 1 for Greetings ...

Page 22: ... speed of information flow with voice mail it is important to warn them when it may take longer then usual for you to respond to their messages The temporary greeting allows you to give them this special notice The temporary greeting plays in place of the mailbox greeting when calls are answered in the telephone answering mode The greeting should emphasize that you will not be checking in for mess...

Page 23: ... 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 3 Press 3 for Temporary Greeting ...

Page 24: ...asily guessed by other people You are strongly discouraged from using birthdays employee numbers parts of social security numbers etc since these numbers could be readily guessed by others You are encouraged to change your password frequently To change your password use the Personal Options menu 1 Press 3 from the Main Menu 2 Press 2 for Passwords 3 Enter the password you have decided on Outcall N...

Page 25: ...d 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 2 Press 3for Outcall Notification and then press 1 ...