NEC Aspire S IntraMail, System Manual

Page 1: ... 51 or higher If you are not familiar with the IntraMail features review the IntraMail Feature Glossary on page 18 Default Mailbox List Mailbox Type Range Announcement Routing Mailboxes 9 16 Call Routing Routing Mailboxes 1 8 Subscriber 301 308 Master Undefined Total Mailboxes 160 By default Subscriber Mailboxes are enabled for extensions 301 308 To activate additional Subscriber Mailboxes turn to...

Page 2: ...ade that this manual is complete or accurate in all respects and NEC Unified Solutions Inc shall not be liable for any errors or omissions In no event shall NEC Unified Solutions Inc be liable for any incidental or consequential damages in connection with the use of this manual This document contains proprietary information that is protected by copyright All rights are reserved No part of this doc...

Page 3: ...ication Examples 13 Examples of Some Common Applications 13 Example 1 Set Up Separate Day and Night Greetings 13 Example 2 Provide Unique Day and Night Dialing Options for Callers 14 Example 3 Manual Night Mode Control of the Automated Attendant 15 Chapter 2 Features 17 Introduction to IntraMail Features 17 IntraMail Feature Glossary 18 Announcement Mailbox 28 The Next Call Routing Mailbox Options...

Page 4: ...3 Flexible Numbering Plan Example 83 2 Digit Extension Numbering Example 84 Forced Unscreened Transfer 85 Getting Recorded Help 86 Go To A Mailbox 87 Greeting 89 Remote Greetings 89 Multiple Greetings 89 Group Shared Mailbox 93 Guest Mailbox 96 Hang Up 99 Instruction Menu 100 Leaving a Message 102 Additional Options While Leaving a Message 102 Listening to Messages 104 Telephone Display while List...

Page 5: ...e 148 Record and Send a Message 150 Recording Options 150 Remote Programming 152 Routing Mailbox 153 Screened Transfer 154 Screened vs Unscreened Transfer 154 Screened Transfer and Inactive Mailboxes 154 Security Code 157 Single Digit Dialing 159 Station Mailbox 161 Subscriber Mailbox 162 System Administrator 164 System Administrator Mailbox 166 System Re initialization 167 Time and Date 170 Time ...

Page 6: ... 47 01 05 Message Backup Go Ahead Time 195 47 01 06 Fax Extension 195 47 01 07 Digital Pager Callback Number 195 47 01 08 Delay in Dialing Digital Pager Callback Number 196 47 01 09 Wait Between Digital Pager Callout Attempts 196 47 01 10 Wait Between Non Pager Callout Attempts 196 47 01 11 Wait Between Busy Non Pager Callout Attempts 196 47 01 12 Wait Between RNA Non Pager Callout Attempts 197 47...

Page 7: ...scriber Mailbox Options 212 47 06 01 Number of Messages 212 47 06 02 Message Playback 212 47 06 03 Auto Erase Save of Messages 212 47 06 04 Message Retention 213 47 06 05 Recording Conversation Beep 213 47 06 06 Message Waiting Lamp 213 47 06 07 Auto Attendant Do Not Disturb 214 47 06 08 Forced Unscreened Transfer 214 47 06 09 Auto Time Stamp 214 47 06 10 System Administrator 214 47 06 11 Dialing ...

Page 8: ... Answer Schedule Options 232 Type 1 Day of Week Example 232 Type 2 Range of Days Answer Schedule Options 233 Type 2 Range of Days Example 233 Type 3 Date Answer Schedule Options 234 Type 3 Date Example 234 47 13 IntraMail Dial Action Tables 235 47 13 01 Dial Action Table Actions 236 TRF Action Screened Transfer 1 236 UTRF Action Unscreened Transfer 2 237 REC1 Action Quick Message With Greeting 3 2...

Page 9: ...ialing Mailbox Options 246 Options 246 47 15 01 Minimum Number of Letters Required 246 47 15 02 Directory List Number to Use 246 47 15 03 Extension Name Match 246 47 15 04 Unscreened or Screened Transfer 247 47 15 05 Screened Transfer Timeout 247 47 15 06 Time Limit for Dialing Commands 247 47 15 07 Fax Detection 247 47 15 08 Next Call Routing Mailbox 248 47 14 Program Entry 248 Chapter 4 Soft Key...

Page 10: ...Table of Contents viii Table of Contents IntraMail for Aspire System Guide ...

Page 11: ...he Front Cover Before installing the IntraMail PCB you must remove the Aspire S front cover With the cover removed you can check the CPU PCB LEDs prior to powering down the cabinet Step 1 Loosen the front cover screws Figure 1 Loosening the Front Cover Screws Loosen the 4 front cover captive screws Figure 1 Loosening the Front Cover Screws 0893130 1 screws screws Front Cover ...

Page 12: ...raMail for Aspire System Guide Step 2 Lift off the front cover Figure 2 Lifting Off the Front Cover Lift up slightly on the bottom of the front cover bullet 1 Gently slide the cover up over the tabs to remove it bullet 2 Figure 2 Lifting Off the Front Cover 0893130 2 1 2 ...

Page 13: ... LEDs Figure 3 Checking the CPU LEDs Make sure that LD2 is the only LED flashing on the CPU LD2 flashes green 1 2 second on and 1 2 second off If any other LEDs on the CPU are flashing wait until they stop If you turn off the system while LEDs other than LD2 are flashing system data could become corrupted as the system powers down Figure 3 Checking the CPU LEDs Step 2 Turn the power switch to OFF ...

Page 14: ...fs Figure 4 Installing the IntraMail PCB Included with the IntraMail PCB are four plastic stand offs spacers You must install one stand off in each corner of the IntraMail PCB Be sure to install the stand offs from the back underneath side of the PCB Once installed the IntraMail CompactFlash card must face up Step 3 Insert the IntraMail CompactFlash card into the IntraMail PCB Step 4 Insert the In...

Page 15: ...uide Chapter 1 Quick Setup 5 1 Removing the IntraMail PCB Step 1 Use pliers to squeeze the top of each plastic standoff Figure 5 Removing the IntraMail PCB Step 2 Unplug the IntraMail PCB from the CN4 connector and the plastic standoffs Figure 5 Removing the IntraMail PCB ...

Page 16: ...mpactFlash card to activate those new features Step 1 Be sure the system is powered down You should never remove the IntraMail CompactFlash card with the system powered up Step 2 Slide out the CompactFlash card Figure 6 Removing the IntraMail CompactFlash Card Be sure to take adequate static precautions Slide out the CompactFlash card as shown below Figure 6 Removing the IntraMail CompactFlash Car...

Page 17: ...up the system Remove the grounded wrist strap Turn the cabinet power switch to On Step 2 Check the CPU LEDs Figure 7 Checking the CPU LEDs Wait about 10 seconds then verify the CPU LEDs Make sure that LD2 is the only LED flashing on the CPU LD2 flashes green 1 2 second on and 1 2 second off Figure 7 Checking the CPU LEDs 0893100 164 LD2 LD4 LD3 LD1 ...

Page 18: ...2 should blink quickly once every 3 seconds Figure 8 Checking LED2 Replace the Front Cover When the system is powered up and running normally you can reinstall the front cover Step 1 Position the front cover Figure 9 Reinstalling the Front Cover Line up the hooks on the front cover with the slots in the cabinet Insert the front cover Figure 9 Reinstalling the Front Cover 0893100 161 0893130 3 Hook...

Page 19: ...er Figure 10 Closing the front Cover Close the front cover Firmly retighten the 4 captive screws Figure 10 Closing the front Cover Step 3 Verify IntraMail Operation After the system restarts go to extension 301 and press MSG You should immediately log into that extension s mailbox and hear the voice prompt You have no new messages 0893130 4 ...

Page 20: ... enable additional Sub scriber Mailboxes for all installed extensions To enable additional Subscriber Mailboxes In 47 02 01 Mailbox Active on page 200 enter 1 to enable a Subscriber Mailbox for each extension To make programming easier consider associating a mailbox number with a station port For exam ple mailbox 1 should correspond to port 1 which in turn corresponds to extension 301 In 47 02 02 ...

Page 21: ...a DIL Make a separate entry for each Night Service mode By default trunks are Service Type 0 Normal Step 2 Have the Direct Inward Lines terminate to IntraMail extension 343 2 1 22 07 01 DIL Assignment For each trunk you designated as a DIL above enter 343 Make a separate entry for each Night Service mode By default there are no DIL destinations programmed Step 3 Review the default Automated Attend...

Page 22: ...I and record a new Instruction Menu message for Call Routing Mailbox 2 The Instruction Menu message for Call Routing Mailbox 1 will play to callers Monday through Friday from 8 30AM to 5 00PM The Instruction Menu message for Call Routing Mailbox 2 will play to callers on evenings and weekends Review Automated Attendant on page 47 for more on how to customize the Automated Attendant IntraMail Syste...

Page 23: ...ng Mailbox 1 R 7 2 4 Record the daytime Instruction Menu message twice 2 5 Dial I 4 2 6 Dial 002 for Call Routing Mailbox 2 R 7 2 7 Record the night Instruction Menu message hang up See Instruction Menu on page 100 for more Default Automated Attendant Answering All trunks answered by the Automated Attendant route to Answer Table 1 Answer Table 1 uses Schedule 1 to answer calls from 8 30 AM 5 00 PM...

Page 24: ...tion Table on page 219 for more Step 3 Change the dialing options for the night time Dial Action Table 2 3 1 In 47 13 01 IntraMail Dial Action Table Actions for Dial Action Table 2 make the following changes For the digits 3 and 4 enter 0 for the Action entry to prevent callers from dialing extensions at night For the digit 0 change the Action entry to REC1 by dialing 3 and the Data entry to 301 T...

Page 25: ...01 Department Group Pilot Numbers assign a pilot number e g 400 to an unused Department Group e g group 1 Do not use Department Group 8 Group 8 is used by IntraMail See the Aspire Software Manual for more on this option By default all extensions are assigned to group 1 and IntraMail is assigned to group 8 3 2 In 47 03 01 Master Mailbox Active enter 1 Yes enabled to activate Master Mailbox 1 See 47...

Page 26: ...ed Attendant is set up to answer calls normally and follow the Answer Schedules this entry should be 343 See the Aspire Software Manual for more on this option By default there are no DIL assignments set up 6 2 Check the setting of 22 02 01 Incoming Call Trunk Setup to be sure the trunk is set up as a Direct Inward Line 4 See the Aspire Software Manual for more on this option By default trunk type...

Page 27: ...of the feature its benefit any special considerations you should be aware of and how it works in the default system Related Features Related Features shows you at a glance how the feature interacts with other IntraMail features Programming Here you ll find easy to follow step by step programming instructions for the feature If you need more detail about a program just follow the page reference to ...

Page 28: ...ing and alternate dialing options for callers See Answer Schedule Override on page 34 for more Automated Attendant Auto Attendant Do Not Disturb AutoAttendant Do Not Disturb sends AutomatedAttendant calls directly to an extension user s mailbox Their phone will not ring for calls from the Automated Attendant See Auto Attendant Do Not Disturb on page 42 for more Also see Greeting in this glossary A...

Page 29: ...l to enable Caller ID with Return Call See Caller ID on page 57 for more System Caller ID with Return Call See Make Call and Time and Date Stamp in this glos sary Voice Mail Calling Logging Onto a Mailbox See Log Onto Voice Mail in this glossary Voice Mail Calling the Automated Attendant Automated Attendant callers can use various IntraMail features and then return to the Automated Attendant for a...

Page 30: ...outside callers with a wide variety of dialing routing options There are 3 components to Flexible Call Routing Answer Table Determines how theAutomatedAttendant answers outside calls on each Voice Mail port according to the time of the day and day of the week that the call is ringing Call Routing Mailbox The mailbox associated with an Answer Table that speci fies which dialing options Dial Action ...

Page 31: ...roup Shared Mailbox An extension user can share a Group Mailbox with co workers for receiving and sending messages See Group Shared Mailbox on page 93 for more Voice Mail Guest Mailbox An outside party can have their own mailbox for receiving and sending messages See Guest Mailbox on page 96 for more Voice Mail Hang Up An Automated Attendant option that immediately hangs up the outside call See Ha...

Page 32: ... a subscriber s Main Menu that provides access to the Auto Time Stamp Mailbox Security Code Delete and Message Notification features See Mailbox Options Menu on page 111 for more Voice Mail Mailbox Security Code Delete The System Administrator can delete the security code for any mailbox effectively unlocking it See Mailbox Security Code Delete on page 112 for more Also see Security Code in this g...

Page 33: ...t or FIFO first in first out order See Message Playback Direction on page 133 for more Voice Mail Message Record See Record and Send a Message in this glossary Voice Mail Message Reply An extension user can reply to a message in their mailbox by dialing a simple code without knowing the caller s extension number See Message Reply on page 135 for more Voice Mail Message Retention IntraMail will sav...

Page 34: ...mming can also be done from a System Adminis trator s mailbox See Programming Voice Mail on page 146 for more Also see System Administrator Mailbox in this glos sary Maintenance Quick Message Automated Attendant callers can dial a digit followed by an extension number to leave a message directly in a user s mailbox See Quick Message on page 148 for more Automated Attendant Record and Send a Messag...

Page 35: ...e call and immediately provides the caller with additional options If the destination is available theAutomatedAttendant rings it If the destination answers the call goes through If the destination doesn t answer within a pre set interval the Automated Attendant doesn t extend the call and provides the caller with additional options See Screened Transfer on page 154 for more Also see Unscreened Tr...

Page 36: ...eturn Call and Time and Date in this glossary Voice Mail Time and Date Stamp with Caller ID Storage See Time and Date Stamp in this glossary Transfer by Extension See Screened Transfer and Unscreened Transfer in this glossary Automated Attendant Transfer Calls to a FAX Machine See Fax Detection in this glossary Automated Attendant Transfer to a Mailbox An extension user can transfer their active c...

Page 37: ...angs up Any recalls or additional routing are han dled by the telephone system just as with any other unscreened transfer See Unscreened Transfer on page 174 for more Also see Screened Transfer in this glossary Automated Attendant Voice Mail Overflow Ensures that IntraMail will pick up calls that don t go through See Voice Mail Overflow on page 177 for more System Volume Control A mailbox user can...

Page 38: ...sage for directions After playing the directions the caller routes back to the Automated Attendant for additional dialing options See the Hang Up and Next Call Routing Mailbox options in Programming below By default there are 8 Announcement Mailboxes Routing Mailboxes 9 16 However you can assign any of the 16 Routing Mailboxes as an Announcement Mailbox The Next Call Routing Mailbox Options The ch...

Page 39: ...after the announcement IntraMail hangs up If the caller dials a digit during the announcement they route to the Next Call Routing Mailbox Undefined x x number of repeats Yes or No If caller doesn t dial they hear the announcement x number of times and then IntraMail hangs up If the caller dials a digit during the announcement IntraMail says That is an invalid entry and aborts the announce ment The...

Page 40: ...ial after the announcement they route to the Next Call Routing Mailbox If the caller dials a digit during the announcement they route to the Next Call Routing Mailbox Yes If the caller doesn t dial after the announcement IntraMail hangs up If the caller dials a digit during the announcement they route to the Next Call Routing Mailbox Undefined x x number of repeats No If caller doesn t dial they h...

Page 41: ...ll Routing Mailboxes and Routing Mailboxes 9 16 are Announcement Mailboxes Step 2 To record the Announcement Message 2 1 See Operation below By default a message is not recorded Step 3 To have IntraMail hang up after playing the Announcement Mailbox message without provid ing additional dialing options 3 1 47 09 03 Hang Up After on page 221 Enter 1 Yes enabled to have IntraMail hang up after the a...

Page 42: ...01 03 Subscriber Message Length on page 194 Enter the maximum length of the Announcement Mailbox message 1 4095 seconds By default this interval is 120 seconds Operation Recording an Announcement Mailbox Message Super Display Soft Key Keyset Soft Key Log onto System Administrator s mailbox SA 72 Access System Administrator options System Admin N A A 2 Select Announcement Mailbox message Announceme...

Page 43: ... The Announcement Message is the voice message that the System Administrator records for a specific Announcement Mailbox See Announcement Mailbox on page 28 for more Related Features See Announcement Mailbox on page 28 Programming See Announcement Mailbox on page 28 Operation See Announcement Mailbox on page 28 ...

Page 44: ...an dial any options allowed by the associated Dial Action Table If the Override Mailbox is a Subscriber Mailbox the outside caller hears the mailbox greeting if recorded and can leave a message Related Features Announcement Mailbox page 28 The Override Mailbox can be an Announcement Mailbox Call Routing Mailbox page 54 The Override Mailbox can be a Call Routing Mailbox Subscriber Mailbox page 162 ...

Page 45: ...ft Key Log onto System Administrator s Mailbox SA 72 Access System Administrator options System Admin N A O 6 Access Answer Schedule Override Schedule Override N A 1 8 Enter the number of the Answer Table you want to override You go to the Answer Schedule Override Menu O 6 Turn Answer Schedule Override on or off On On Off Off C 2 Select the Override Mailbox Mailbox MBOX Enter the Override Mailbox ...

Page 46: ...hich typically greets the callers and describes the dialing options By default Answer Table 1 has a single schedule that runs Monday through Friday from 8 30AM to 5 00PM This schedule and the Default Mailbox both use Call Routing Mailbox 1 Dial Action Table page 62 Once the Automated Attendant answers the Dial Action Table provides the dialing options to callers Each digit a caller can dial is ass...

Page 47: ...edules on page 227 assign Call Routing Mailbox 2 to Answer Table 1 Schedule 1 You will use this for daytime answering 2 From a System Administrator s Mailbox record an evening weekend Instruction Menu message for Call Routing mailbox 1 This message will play to callers Monday through Friday from 5 00 PM to 8 30 AM and on weekends 3 From a System Administrator s Mailbox record a daytime Instruction...

Page 48: ...y default there are no DIL destinations programmed Step 3 Select the Answer Table you want to customize 3 1 47 11 IntraMail Answer Table Options on page 224 Select the Answer Table you want to customize 1 8 3 2 47 11 04 Next Answer Table on page 225 If 10 Answer Schedules within an Answer Table are not sufficient enter the number of the Answer Table to which you want to link the selected table Int...

Page 49: ...box 1 16 that will answer calls when this Schedule Entry is active You can optionally assign a Subscriber Mailbox Master Mailbox or Announcement Mail box for this option By default Schedule 1 of Answer Table 1 uses Call Routing Mailbox 1 All other schedules are undefined 5 4 47 12 04 Start Day on page 228 Specify the day of the week the Schedule Entry should be become active start By default Sched...

Page 50: ...ed 6 4 47 12 06 Date on page 229 Specify the date on which the Schedule Entry should become active start By default there are no Type 3 Date schedules defined 6 5 47 12 07 Schedule Start Time on page 229 Set the time of day the Schedule Entry should start on the date specified By default there are no Type 3 Date schedules defined 6 6 47 12 08 Schedule End Time on page 230 Set the time of day the S...

Page 51: ...chine Emulation Programming No additional programming required Operation Personal Answering Machine Emulation AME To enable Personal Answering Machine Emulation 1 Press idle CALL key and dial 21 You can optionally press your Call Forward to Station key 2 Dial 2 to have AME pick up all calls OR Dial 3 to have AME pick up just outside calls OR Dial 4 to have AME pick up just Intercom calls 3 Press S...

Page 52: ... any other type of outside call not routed through the Automated Attendant For example with Automated Attendant Do Not Disturb enabled Direct Inwards Lines and transferred outside calls to an extension work normally Related Features Call Forward to a Mailbox page 52 If a subscriber has their calls forwarded immediately to their mailbox Auto Attendant Do Not Disturb is not necessary i e the operati...

Page 53: ...mary of your current settings L 5 Listen to the active greeting if recorded Listen Lstn Exit listen mode O 6 Turn Auto Attendant Do Not Disturb off or on DND ON N A DND OFF N A R 7 Record a new greeting if not recorded or rerecord the current greeting Record Rec Record at the tone then press when done Pause or restart recording Resume Resume Pause Pause E 3 Erase the greeting Cancel Cncl End the r...

Page 54: ... ON Provides soft keys for each of the 3 greetings Greeting 1 Gr1 Greeting 2 Gr2 Greeting 3 Gr3 Select a Greeting which also makes it active 1 Greeting 1 Gr1 2 Greeting 2 Gr2 3 Greeting 3 Gr3 L 5 Listen to the active greeting if recorded Listen Lstn R 7 Record a new greeting if not recorded or rerecord the current greeting Record Rec Record at the tone then press when done Pause or restart recordi...

Page 55: ...r mailbox This is a good choice for those that must carefully review and consider each new message Notes If a subscriber s mailbox is set to Auto Save messages IntraMail saves partially listened to messages but does not relamp the keyset for those messages For example A subscriber with new messages calls their mailbox The subscriber presses L to listen to a portion of each message and then exits t...

Page 56: ...s Menu page 111 Auto Time Stamp is available on the Mailbox Options Menu Time and Date page 170 IntraMail uses the DS1000 2000 Time and Date Time and Date Stamp page 171 An extension can listen to a message and dial a code to hear the time the message was sent Programming Step 1 Enable Auto Time Stamp from your Subscriber Mailbox 1 1 See Operation below Step 2 Optionally Enable Auto Time Stamp fro...

Page 57: ...the callers and describes the dialing options By default Answer Table 1 has a single schedule that runs Monday through Friday from 8 30AM to 5 00PM This schedule and the Default Mailbox both use Call Routing Mailbox 1 Dial Action Table page 62 Once the Automated Attendant answers the Dial Action Table provides the dialing options to callers Each digit a caller can dial is assigned a specific actio...

Page 58: ... to answer trunk calls 2 1 22 02 01 Incoming Call Trunk Setup Assign Service Type 4 to each trunk you want to be a DIL Make a separate entry for each Night Service mode By default all trunks are Service Type 0 Normal 2 2 22 07 01 DIL Assignment For each trunk you designated as a DIL above enter 343 Make a separate entry for each Night Service mode By default there are no DIL destinations programme...

Page 59: ...94 This sets the maximum message length 1 4095 seconds for outside Automated Attendant callers leaving a message in a Subscriber Mailboxes The default setting is 120 seconds Operation Using the Automated Attendant For the outside caller 1 After Automated Attendant answers the voice prompts will instruct you on which digits to dial ...

Page 60: ...other co worker or use a different Automated Attendant option Note Extensions cannot call or be transferred to the IntraMail Automated Attendant Related Features Automated Attendant page 47 The Automated Attendant can automatically answer the telephone system s incoming calls play an Instruction Menu message and provide dialing options to callers Programming No additional programming required Oper...

Page 61: ... leave a message or have their call processed Without Automatic Routing for Rotary Dial Callers rotary callers would not be able to use the Automated Attendant Related Features Guest Mailbox page 96 Consider routing rotary dial callers to a Guest Mailbox to collect messages Programming Step 1 Program the Dial Action Table TIMEOUT function 1 1 47 13 IntraMail Dial Action Tables on page 235 Since ro...

Page 62: ...tion set in their Next Call Routing Mailbox To allow this capability for example Program the Next Call Routing Mailbox digit as LOGON to IXXX While listening to their greeting the subscriber can dial to route to their Next Call Routing Mailbox then and their mailbox number to log onto their mailbox By default this option is provided in Call Routing Mailbox 1 Additionally the subscriber should enab...

Page 63: ...ed or default mailbox greeting Programming Step 1 Set how long an unanswered call will ring before forwarding 1 1 24 02 03 Delayed Call Forwarding Time For type 2 and type 4 forwarding an unanswered call will forward after this interval This timer applies to transferred trunk calls Direct Inward Lines and Intercom calls By default this interval is 10 seconds Operation Call Forward to your Mailbox ...

Page 64: ...e to callers It also provides the Instruction Menu to callers which typically greets the callers and describes the dialing options By default Answer Table 1 has a single schedule that runs Monday through Friday from 8 30AM to 5 00PM This schedule and the Default Mailbox both use Call Routing Mailbox1 Dial Action Table page 62 Once the Automated Attendant answers the Dial Action Table provides the ...

Page 65: ...ox as a Call Routing Mailbox By default Routing Mailboxes 1 8 are Call Routing Mailboxes and 9 16 are Announce ment Mailboxes Step 2 To record an Instruction Menu for the Call Routing Mailbox 2 1 See Operation below The default Instruction Menu is If you are calling from a touch tone phone Step 3 To assign which Dial Action Table will provide dialing options for this Call routing Mailbox 3 1 47 08...

Page 66: ...ction Menus Instruction Instr Enter the Call Routing Mailbox number 001 008 L 5 Listen to the current Instruction Menu if any Listen Lstn Exit listen mode R 7 Record a new Instruction Menu Record Rec Record message Pause or restart recording Resume Resume Pause Pause E 3 Erase recording Cancel Cncl Exit recording mode Done Done E 3 Erase the Instruction Menu Erase Erase Go back to the System Admin...

Page 67: ...No additional programming is required to enable Caller ID in IntraMail Following is a list of the basic Caller ID programs Step 1 Be sure the telco provides Caller ID to the connected telephone system Step 2 Check your telephone system programming to be sure the telephone system is set up to receive Caller ID and pass it to the IntraMail voice mail ports 2 1 14 01 22 Basic Trunk Data Setup Caller ...

Page 68: ...hapter 2 Features IntraMail for Aspire System Guide Caller ID with Return Call Description See Make Call on page 115 Related Features See Make Call on page 115 Programming See Make Call on page 115 Operation See Make Call on page 115 ...

Page 69: ...ys to return to the Auto mated Attendant Automated Attendant Transfer page 50 An extension user can transfer their trunk call to the Automated Attendant so the outside caller can use the Automated Attendant dialing options Next Call Routing Mailbox page 140 The Next Call Routing Mailbox provides callers with additional dialing options after they leave a mes sage in a mailbox depending on the setti...

Page 70: ...4 HOLD Optional Enter name HOLD To use the key While on a call press HOLD Press One Touch key By default there are no Conversation Record One Touch keys assigned Step 2 Enable or disable the Conversation Record beep 2 1 47 02 07 Recording Conversation Beep on page 201 Enable 1 the Conversation Record beep By default the beep is enabled 1 2 2 45 01 06 Record tone Alert Tone Interval Optionally set ...

Page 71: ...onds This means the default length of recorded conversa tions is 1200 seconds 20 minutes Operation Conversation Record Super Display Soft Key Keyset Soft Key To record your active call in your mailbox Only one party on a call can use Conversation Record at any one time This includes Intercom calls and Conference calls 1 Press your Voice Mail Record key You hear 2 beeps and your Voice Mail Record k...

Page 72: ...truction Menu to callers which typically greets the callers and describes the dialing options By default Answer Table 1 has a single schedule that runs Monday through Friday from 8 30AM to 5 00PM This schedule and the Default Mailbox both use Call Routing Mailbox 1 Dial Action Table Once the Automated Attendant answers the Dial Action Table provides the dialing options to callers Each digit a call...

Page 73: ... to see if the call can go through Screened Transfer page 154 Page 247 UTRF Unscreened Transfer 2 Allows an Automated Attendant caller to place an Unscreened Transfer to an extension Intra Mail transfers the call the destination and then hangs up Unscreened Transfer page 174 Page 247 REC1 Quick Message with Greeting 3 Allows an Automated Attendant caller to leave a Quick Message at an extension Th...

Page 74: ...al commands 3 1 47 08 03 Time Limit for Dialing Commands on page 219 Enter the Time Limit for Dialing Commands interval 0 5 seconds By default the interval is 5 seconds Dial Action Table Default Settings Key Dial Action Table 1 Dial Action Tables 2 16 0 UTRF to 301 Unscreened Transfer to operator UND Undefined 1 UND Undefined UND Undefined 2 UND Undefined UND Undefined 3 UTRF to XXX Unscreened Tra...

Page 75: ... waits too long to dial When the associated Dial Action Table has a Timeout action programmed the caller routes to that destination When the associated Dial Action Table does not have a Timeout action programmed the Instruction Menu repeats 3 times and then IntraMail hangs up Operation N A ...

Page 76: ...and allow the caller to dial a digit 1 3 to reach one of the announced matches Additionally the caller can dial 4 to hear additional matches if any 6 The caller dials the digit for the extension they wish to reach and IntraMail sends the call to that exten sion The call is sent as a Screened or Unscreened transfer depending on programming For callers to use Directory Dialing the system must have a...

Page 77: ... example if 47 01 16 Name Format is 0 and the name in 15 01 01 Extension Name is entered as first name followed by last name enter 1 in this option to set up last name dialing By default the Directory Dialing Mailbox routes on the first portion of the name 0 Step 3 Set up Directory Lists to control which extensions Directory Dialing can access 3 1 47 02 15 Directory List on page 204 Select the Dir...

Page 78: ...um message length 1 4095 seconds for Instruction Menus By default this option is 120 seconds Step 8 Enable or disable the ability of the Directory Dialing Mailbox to detect and route incoming faxes 8 1 47 15 07 Fax Detection on page 247 Enter 1 to enable Fax Detection 0 to disable If enabled when the Directory Dialing Mailbox detects incoming fax CNG tone it routes the call to the fax extension sp...

Page 79: ...d by last name or 1 last name fol lowed by first name By default the system expects names to be entered as first name followed by last name 0 2 2 15 01 01 Extension Name on page 191 Enter the name for each extension The format you use should follow the setting of 47 01 16 Name Format By default there are no names entered 2 3 47 14 03 Extension Name Match on page 243 Select the portion of the exten...

Page 80: ...e caller waits too long to dial the Directory Dialing Message repeats By default Directory Dialing callers have 5 seconds to dial letters Step 7 To record a Directory Dialing Message 7 1 See Operation below The Directory Dialing Message is the Instruction Menu for the Master Mailbox pro grammed as a Directory Dialing Mailbox By default without a custom message recorded the Directory Dialing Messag...

Page 81: ...ng Mailbox See Answer Tables on page 36 for more By default Answer Table 1 routes to Routing Mailbox 000 with is a Call Routing Mailbox Step 11 To allow callers to access Directory Dialing from a Dial Action Table action 11 1 Make sure you have an action in the active Dial Action Table that is a GOTO to the Directory Dialing Mailbox See Dial Action Table on page 62 for more By default there are no...

Page 82: ... the System Administrator options Exit Exit Go back to the System Administrator options Exit Exit 0 Plays Help message Using Directory Dialing To use Directory Dialing 1 After the Automated Attendant answers wait for the Directory Dialing Message The Automated Attendant may ask you to dial a digit for Directory Dialing 2 Dial the letters that correspond to the name of the person you wish to reach ...

Page 83: ...nored 2 9 N A Interprets the digit as a letter and waits about 20 seconds for additional input i e more letters or a to conclude name entry If no additional digits are dialed for 10 seconds the Directory Dialing Message repeats and then IntraMail hangs up 0 UND Not assigned Repeats the Directory Dialing Message to make a new name entry each time the caller dials the digit 1 16 valid Call Routing M...

Page 84: ...te to the respective extension from the list of up to three announced matches 4 N A If more than three matches for the entered name are found provides access to the next set of three matches 5 9 N A Plays That is an invalid entry and repeats the list of announced matches each time the caller dials the digit 0 UND Not assigned Plays That is an invalid entry and repeats the list of announced matches...

Page 85: ...n user s name System Administrator page 164 Only the System Administrator can record the Directory Dialing Message Programming Step 1 To assign a Routing Mailbox as a Directory Dialing Mailbox 1 1 47 03 03 Master Mailbox Type on page 206 Enter 4 to make the selected Routing Mailbox a Directory Dialing Mailbox By default there are no Routing Mailboxes assigned as Directory Dialing Mailboxes Step 2 ...

Page 86: ...raMail messaging features Related Features Message Delete page 123 A Subscriber Mailbox user can delete any messages left in their mailbox System Administrator page 164 Only the System Administrator can delete messages in a co worker s mailbox Programming No additional programming required Operation Erasing All Messages System Wide Super Display Soft Key Keyset Soft Key Log onto System Administrat...

Page 87: ...e their extension for normal call processing Related Features N A Programming No additional programming required Operation Exiting a Mailbox Super Display Soft Key Keyset Soft Key To exit your mailbox Log onto Subscriber Mailbox XX 99 Exit your mailbox Exit Exit Exit Exit To exit and immediately return to your mailbox Log onto Subscriber Mailbox X 9 Exit and return to your mailbox Exit Return Exit...

Page 88: ...n should be 2 followed by the Common Abbreviated Dialing bin followed by two pauses each pause entered by pressing LK4 Add additional pauses if the entire common bin does not dial out For example to have External Transfer dial common bin 000 enter 2000 LK4 LK4 This capability is not assigned by default Step 3 Program the Common Abbreviated Dialing bin for External Transfer 3 1 13 04 01 Abbreviated...

Page 89: ...External Transfer IntraMail for Aspire System Guide Chapter 2 Features 79 2 Operation Operation is automatic once set up in programming ...

Page 90: ... you disable Fax Detection the Automated Attendant will not detect and route incoming fax calls Related Features None Programming Step 1 Enable Fax Detection for the active Call Routing Mailbox 1 1 47 08 04 Fax Detection on page 220 Enter 1 Yes to enable Fax Detection for the Call Routing Mailbox By default this option is 0 No Step 2 Specify the extension to which IntraMail should send a fax call ...

Page 91: ...r Tables page 36 Determines how the Automated Attendant answers outside calls on each trunk Automated Attendant page 47 The Automated Attendant can automatically answer the telephone system s incoming calls play an Instruction Menu message and provide dialing options to callers Call Routing Mailbox page 54 The mailbox associated with an Answer Table that specifies which dialing options Dial Action...

Page 92: ...ouncement are available to Automated Attendant callers Dial Action Table page 62 Defines the dialing options for the Call Routing Mailbox chosen by the active Answer Table which in turn provides those dialing options to Automated Attendant callers Related Features Answer Tables page 36 Determines how the Automated Attendant answers outside calls on each trunk Automated Attendant page 47 The Automa...

Page 93: ...digit extension numbers are 5000 5999 Step 2 Change the extension number associated with a port 2 1 11 02 01 Extension Numbering Assign extension numbers to extension ports The telephone s programming identity fol lows the port number not the extension number By default extension to port assignments are consecutive starting with 301 e g port 1 extensin 301 port 2 extension 302 etc Step 3 Change th...

Page 94: ...extension 306 Step 3 Change the mailbox number to match the new extension number 3 1 47 02 02 Mailbox Number on page 200 For mailbox 6 assign mailbox number 26 By default mailbox 6 is assigned to mailbox number 306 Step 4 Modify the Dial Action Tables to accommodate the new numbering 4 1 47 13 01 Dial Action Table Actions on page 236 Make key 2 digit 2 Action UTRF 2 and Data XX Make key 11 Action ...

Page 95: ...d Transfer the caller cannot dial 2 to reach the Next Call Routing Mailbox options if programmed Related Features Dial Action Table page 62 If enabled in the Subscriber Mailbox IntraMail automatically converts any Screened Transfers TRFs to the subscriber s extension to Unscreened Transfers UTRFs Screened Transfer page 154 After the Automated Attendant caller dials an extension IntraMail calls scr...

Page 96: ... Recorded Help provides the user with a built in interactive user s guide To get recorded help the user dials 0 Related Features Voice Prompting Messages page 185 Voice Prompts provide real time instructions on how to use the IntraMail features Programming No additional programming required Operation Getting Recorded Help Log onto your mailbox 0 Get recorded help Recorded help is always available ...

Page 97: ...cians The Announcement Message for Announcement Mailbox 9 tells the caller how to locate the company The Instruction Menu for Call Routing Mailbox 2 instructs the caller which digits to dial for each techni cian The Dial Action Table for Call Routing Mailbox 2 contains the TRF or UTRF actions to each tech nician s extension The GOTO action can also log into a Subscriber Mailbox although the LOGON ...

Page 98: ... Routing or Announcement Mailbox to go to enter XXX in the corresponding Number option The key you choose must represent the first digit in the mailbox numbers For example to allow callers to go to mailboxes 1 16 for key 0 enter GOTO for the Action and XXX for the corresponding Number To log into any valid Call Routing or Subscriber Mailbox enter IXXX in the correspond ing Number option For exampl...

Page 99: ...or example Program the Next Call Routing Mailbox digit as LOGON to IXXX While listening to their greeting the subscriber can dial to route to their Next Call Routing Mailbox then and their mailbox number to log onto their mailbox By default this option is provided in Call Routing Mailbox 1 Additionally the subscriber should enable a Security Code for their mailbox to prevent unauthorized logons Mu...

Page 100: ...x number in the corre sponding Number option For example to have key 4 log directly into Subscriber Mailbox 305 for key 4 enter LOGON for the Action and 305 for the corresponding Number To have IntraMail request Automated Attendant callers to select a Subscriber Mailbox to log into enter N in the corresponding Number option The key you choose must represent the first digit in the Subscriber Mailbo...

Page 101: ...ur current settings L 5 Listen to the active greeting if recorded Listen Lstn Exit listen mode O 6 Turn Auto Attendant Do Not Disturb off or on DND ON N A DND OFF N A R 7 Record a new greeting if not recorded or rerecord the current greeting Record Rec Record at the tone then press when done Pause or restart recording Resume Resume Pause Pause E 3 Erase the greeting Cancel Cncl End the recording D...

Page 102: ...s soft keys for each of the 3 greetings Greeting 1 Gr1 Greeting 2 Gr2 Greeting 3 Gr3 Select a Greeting which also makes it active 1 Greeting 1 Gr1 2 Greeting 2 Gr2 3 Greeting 3 Gr3 L 5 Listen to the active greeting if recorded Listen Lstn R 7 Record a new greeting if not recorded or rerecord the current greeting Record Rec Record at the tone then press when done Pause or restart recording Resume R...

Page 103: ...ns to a message in their Group Mailbox IntraMail can automatically erase or save the message Greeting page 89 A Group Mailbox can have a recorded greeting that plays to callers leaving a message Guest Mailbox page 96 Guest Mailboxes also use mailboxes set up for virtual station ports Listening to Messages page 104 Review this feature to learn which features are available to a group member while li...

Page 104: ... By default only mailboxes 1 8 are active Step 3 Assign a mailbox number to the mailbox you activated for the virtual extension 3 1 47 02 02 Mailbox Number on page 200 The mailbox number you choose should be the same as the virtual extension number e g 400 By default mailboxes 1 8 are assigned to extensions 301 308 Step 4 Set up a Voice Mail key at every extension that will share the Group Mailbox...

Page 105: ...n the Group Mailbox If you try to log onto your Group Mailbox while a co worker is using it you hear That mailbox is busy 2 Enter your security code if required 3 Any Voice Mail processing you do while in your Group Mailbox such as deleting messages affects all mem bers of the group To transfer your active call to a Group Mailbox 1 Press HOLD 2 Press MSG or your Voice Mail key 3 Dial the Group Mai...

Page 106: ...leaving a message Listening to Messages page 104 Review this feature to learn which features are available to the guest while listening to messages Mailbox Name page 109 A Guest Mailbox can have a recorded name Make Call page 115 A Make Call callback to a Guest Mailbox is helpful only if an extension has a Call Coverage key for the virtual extension associated with the Guest Mailbox Otherwise the ...

Page 107: ...xtension e g 128 By default only mailboxes 1 8 are active Step 3 Assign a mailbox number to the mailbox you activated for the virtual extension 3 1 47 02 02 Mailbox Number on page 200 The mailbox number you choose should be the same as the virtual extension number e g 400 By default mailboxes 1 8 are assigned to extensions 301 308 Step 4 Refer to Subscriber Mailbox on page 162 for additional detai...

Page 108: ...uest Mailbox To transfer your active call to a co worker s mailbox 1 Press HOLD 2 Press MSG 3 Dial the Guest Mailbox number 4 Press SPK to hang up To transfer a call to a co worker s mailbox from a single line telephone use the following procedure Hookflash Dial 8 Dial the co worker s mailbox Hang up ...

Page 109: ... Attendant answers Related Features Automated Attendant page 47 The Automated Attendant can automatically answer the telephone system s incoming calls play an Instruction Menu message and provide dialing options to callers Dial Action Table page 62 The Hang Up action is a Dial Action Table option Programming Step 1 Assign the Hang Up action to an available Dial Action Table key 1 1 47 13 01 IntraM...

Page 110: ... If you are calling from a rotary dial phone please stay on the line for assistance Related Features Answer Tables page 36 Determines how the Automated Attendant answers outside calls on each trunk Automated Attendant page 47 The Answer Table determines how the Automated Attendant answers calls and assigns the Call Routing Mailbox to the call Call Routing Mailbox page 54 The mailbox associated wit...

Page 111: ...truction Menus Instruction Instr Enter the Call Routing Mailbox number L 5 Listen to the current Instruction Menu if any Listen Lstn Exit listen mode R 7 Record a new Instruction Menu Record Rec Record message Pause or restart recording Resume Resume Pause Pause E 3 Erase recording Cancel Cncl Exit recording mode Done Done E 3 Erase the Instruction Menu Erase Erase Go back to the System Administra...

Page 112: ...Message page 148 Quick Message allows Automated Attendant callers to leave a message in a Subscriber Mailbox Dialing Options While Leaving a Message 47 02 14 Next Call Routing Mailbox 47 02 13 Dialing Option Digit Dialed Action Trunk Call Intercom Call Undefined No 0 Caller hears That is an invalid entry and the greeting repeats 1 9 IntraMail hangs up Caller skips greeting and can immediately star...

Page 113: ...1 Leave message and hang up OR Leave message and dial Dialing may provide you with additional dialing options This depends on how the called mailbox s Next Call Routing Mailbox is set up To leave a message in an extension s mailbox you can be Transferred to an extension s mailbox by another user Automatically routed to a mailbox when the called party doesn t answer or is unavailable Sent to the ma...

Page 114: ...ins the message as a new message Message Listen Options Super Display Soft Key Keyset Soft Key Option Description RE 73 Reply N A Record a reply See Message Reply on page 135 MF 63 Forward N A Forward the message to another mailbox See Message Forward on page 124 MC 62 Callback N A Make a call to the message sender See Make Call on page 115 TI 84 Hear the time and date the message was sent See Tim...

Page 115: ...er if available The selected Message List The message number in the selected list The date and time the message was left 22 and 34 Button Display Super Display Caller s phone number requires Caller ID Currently selected Message List Message number in selected Message List Date message was left Time message was left Date message was left Time message was left Caller s phone number requires Caller I...

Page 116: ...e Message Backup Go Ahead Time 1 1 47 01 05 Message Backup Go Ahead Time on page 195 This interval sets how far IntraMail backs up 1 60 seconds when a mailbox user dials B while recording or listening to their messages This interval also sets how far IntraMail jumps ahead 1 60 seconds when a user dials G while listening to messages By default this interval is 5 seconds Operation Listening to Messa...

Page 117: ... menu To avoid unauthorized access to their mailbox the user should enable their own unique Security Code If an extension has a Direct Inward Line that voice mail picks up the caller can dial during their greet ing to log into their mailbox instead of leaving a message This method allows subscribers to dial their own number and then use the features of their mailbox This capability must be set up ...

Page 118: ...ber option The key you choose must represent the first digit in the Subscriber Mailbox numbers For example to allow callers to log onto mailboxes 301 399 for key 3 enter LOGON for the Action and XXX for the corresponding Number To enter an X press LK2 To log into any valid Subscriber Mailbox enter IXXX in the corresponding Number option For example to allow callers to dial 1 plus any Subscriber Ma...

Page 119: ...an record a name for their mailbox or have the System Administrator record one for them System Administrator page 164 The System Administrator can record names for Subscriber Mailboxes Programming N A Operation Recording Your Mailbox Name Super Display Soft Key Keyset Soft Key Log onto Subscriber Mailbox RN 76 Access the Mailbox Name Menu Name N A L 5 Listen to the currently recorded name if any L...

Page 120: ...number of the Subscriber Mailbox you want to maintain EN 36 Erase the mailbox name Erase Name Name N 6 Record a new mailbox name Record New Name N A L 5 Listen to the currently recorded name if any Listen Lstn Exit listen mode R 7 Record a new name Record Rec Record message Pause or restart recording Resume Resume Pause Pause E 3 Erase recording Cancel Cncl Exit recording mode Done Done E 3 Erase ...

Page 121: ...ft Mailbox Security Code Delete page 112 The System Administrator can delete the security code for any Subscriber Mailbox Message Notification page 127 Message Notification dials a telephone or pager number to let the user know they have new messages in their mailbox Programming No additional programming required Operation Mailbox Options Menu Super Display Soft Key Keyset Soft Key Option Descript...

Page 122: ...curity Code Delete is available on the Mailbox Options Menu Security Code page 157 Subscriber Mailboxes can have Security Codes System Administrator page 164 The System Administrator can delete a mailbox s security code Programming No additional programming required Operation Deleting a Mailbox Security Code Super Display Soft Key Keyset Soft Key Log onto System Administrator s Mailbox SA 72 Acces...

Page 123: ...34 G 4 Greeting Greet Record a mailbox greeting See Greeting on page 89 RN 76 Name N A Record a mailbox name See Mailbox Name on page 109 Message List N A Select the active Message List See Message Listen Mode on page 126 1N 16 Message List New Messages N A Select the New Message List See Message Listen Mode on page 126 1S 17 Message List Saved Messages N A Select the Saved Message List See Messag...

Page 124: ...ire System Guide Operation Accessing the Mailbox Main Menu Log onto Subscriber Mailbox You automatically go to the mailbox Main Menu 0 Plays Help message which summarizes the Main Menu options See Mailbox Main Menu on page 113 for the Main Menu options ...

Page 125: ...ake Call for outside calls is available only if the telco provides Caller ID to the telephone system and the telephone system passes that Caller ID data to the IntraMail voice mail ports Message Reply page 135 Message Reply can not automatically reply to a message left by an outside caller Use Caller ID with Return Call instead Programming Step 1 Be sure the telco provides Caller ID to the connect...

Page 126: ...r Service Trunk to Trunk Transfer For each IntraMail extension to be used for External Transfer 343 350 enter 0 to enable Trunk to Trunk Transfer Entering 1 disables Trunk to Trunk Transfer By default Trunk to Trunk Transfer is enabled 0 for all IntraMail extensions 343 350 5 2 20 06 01 Class of Service for Extensions Assign Class of Service to extensions 1 15 By default IntraMail extensions 343 3...

Page 127: ...master pilot number Programming Department Calling Group Overflow for Unscreened Transfers UTRFs on page 181 A Direct Inward Line to the Department Group master pilot number See Programming Department Calling Group Overflow for a DIL to the Master Number on page 183 Automated Attendant Callers can also access a Master Mailbox When the mailbox is set up as a Subscriber Mailbox an Automated Attendan...

Page 128: ...udes Direct Inward Lines to the Department Group master pilot number Screened Transfer TRF to the Department Group master pilot number Unscreened Transfer UTRF to the Department Group master pilot number Programming Step 1 If setting up a Screened Transfer from the IntraMail Automated Attendant to the Department Group master pilot number 1 1 See Programming Department Calling Group Overflow for Sc...

Page 129: ... Announcement Mailbox Options on page 210 If 47 03 03 2 47 05 01 Next Call Routing Mailbox on page 210 47 05 02 Repeat Count on page 210 47 05 03 Hang Up After on page 210 47 06 Master Subscriber Mailbox Options on page 212 If 47 03 03 3 47 06 01 Number of Messages on page 212 47 06 02 Message Playback on page 212 47 06 03 Auto Erase Save of Messages on page 212 47 06 04 Message Retention on page ...

Page 130: ...ions on page 243 If 47 03 03 4 47 14 01 Minimum Number of Letters Required on page 243 47 14 02 Directory List Number to Use on page 243 47 14 03 Extension Name Match on page 243 47 14 04 Unscreened or Screened Transfer on page 244 47 14 05 Screened Transfer Timeout on page 244 47 14 06 Time Limit for Dialing Commands on page 244 47 14 07 Fax Detection on page 244 47 14 08 Next Call Routing Mailbo...

Page 131: ... same message shows on lines 7 and 8 Enhanced Message Key Operation When a keyset has 15 02 26 Multi Line Telephone Basic Setup MSG Key Operation Mode set to 1 the MSG key provides one button access to IntraMail When the user presses MSG they immediately call their mailbox When a keyset has 15 02 26 Multi Line Telephone Basic Setup MSG Key Operation Mode set to 0 the fol lowing occurs If a user ha...

Page 132: ...26 MSG Key Operation Mode Enter 0 to optionally assign the MSG key as a Message Waiting key By default extensions 301 308 have the MSG key assigned for Voice Mail 1 All other extensions have the MSG key assigned for Message Waiting 0 1 2 15 07 01 Programming Function Keys For one button access to the Subscriber Mailbox set up a Voice Mail key code 77 The additional data should be the extension num...

Page 133: ...dministrator to perform these routine mailbox maintenance functions Related Features Erasing All Messages page 76 The System Administrator can delete all messages in a Subscriber Mailbox Subscriber Mailbox page 162 A subscriber can log into their mailbox and delete any of their messages Programming No additional programming required Operation Deleting a Message Super Display Soft Key Keyset Soft K...

Page 134: ... 52 An extension user can easily forward calls to their mailbox Programming No additional programming required Operation Forwarding a Message Super Display Soft Key Keyset Soft Key Log onto Subscriber Mailbox L 5 Access the Message Listen mode to listen to the message that you want to forward Listen Lstn MF 63 Access the Message Forward Menu Forward N A Enter the number of the mailbox to which you...

Page 135: ...amming Step 1 Set the maximum length of recorded messages 1 1 47 01 03 Subscriber Message Length on page 194 This option sets the maximum length 1 4095 seconds of recorded messages for Subscriber Mailbox users dialing RS to record and send a message Extension users leaving a message in a Subscriber Mailbox Outside Automated Attendant callers accessing a mailbox via a GOTO command and then dialing ...

Page 136: ...r mailbox and dial 1N to select the new message list When they press L they will then cycle through just their new message Initially a Subscriber Mailbox uses the All Message List If they select a different message list IntraMail reinstates the all Message List the next time they log onto their mailbox Related Features Main Menu page 113 The Message Listen mode options are mailbox Main Menu select...

Page 137: ...If the recipient answers IntraMail plays the notification message Hello I have a message for and asks the recipient to dial 1 to log onto their mailbox The recipient hears the notification message if They say Hello after answering the callout or The system receives answer supervision from the telco after the recipient answers the call Note that the recipient can skip the announcement by dialing 1 ...

Page 138: ...routing tables with 4 routes in each table By default the first route in routing table 1 is trunk group 1 No other entries are defined This makes trunk group 1 the dial 9 route by default 1 3 Refer to Trunk Group Routing in the Aspire Software Manual for more Step 2 Set the maximum number on incomplete callout attempts 2 1 47 01 14 Number of Callout Attempts on page 197 Set how many times 1 99 att...

Page 139: ...the callout number The default setting for this option is 30 minutes There are three types of unanswered non pager callouts If the callout rings the destination longer than the 47 01 13 Wait for Answer Non Pager Callout Attempts option If the destination answers says Hello or the system detects answer supervision and then hangs up without dialing 1 to log onto their mailbox This typically hap pens...

Page 140: ...ck Number interval Dials the number entered in 47 01 07 Digital Pager Callback Number The system assumes that the notification number will complete dialing approximately 4 seconds after trunk seizure This means that by default the Digital Pager Callback Number will be dialed into the pager service about 13 seconds after trunk seizure Your pager service may be able to help you determine the best va...

Page 141: ...ge Notification on or off On On Off Off C 2 Change your Message Notification setup Change Chnge When you see NOTIFICATION BEGIN Enter the hour you want Message Notification to begin Enter 2 digits for the hour A 2 Select AM AM AM P 7 Select PM PM PM Skip this option without changing your entry Next Next Back up to the previous level without changing your entry Exit Exit When you see NOTIFICATION E...

Page 142: ...thout changing your entry Exit Exit Go back to the Mailbox Options menu Exit Exit Go back to the Main Menu Exit Exit 0 Plays Help message Answering a Message Notification Callout to a Telephone To answer a Message Notification to a telephone 1 Answer the callout at the programmed destination If IntraMail doesn t hear your voice or you don t speak just go to the next step and dial 1 to proceed 2 Di...

Page 143: ... of the message list and the oldest messages are at the bottom of the list If the subscriber wants to be reminded of their oldest messages first enable FIFO first in first out listening order The oldest first in messages are at the top of the message list and the newest messages are at the bottom Related Features Listening to Messages page 104 While listening to messages Message Playback Direction...

Page 144: ...Aspire System Guide Message Record Description See Record and Send a Message on page 150 Related Features See Record and Send a Message on page 150 Programming See Record and Send a Message on page 150 Operation See Record and Send a Message on page 150 ...

Page 145: ...D information to IntraMail a subscriber may be able to use Make Call MC to call the person back Programming No additional programming required Operation Message Reply Log onto Subscriber Mailbox L 5 Listen to your messages Listen Lstn While listening to a message RE 73 Reply to the message Reply N A If the mailbox does not exist you will be prompted to enter the mailbox number to receive the reply...

Page 146: ...ssage Retention any messages left on Wednesday are deleted at midnight on Thursday Message Retention Guard Time IntraMail has a Message Retention Guard Time that automatically starts when you change the date and time in the telephone system Message deletion can occur only after the Message Retention Guard Time expires This prevents Message Retention from inadvertently deleting messages when you ch...

Page 147: ...s their mailboxes can hold By default IntraMail can store up to 99 messages in each Subscriber Mailbox Related Features Erasing All Messages page 76 The System Administrator can delete all messages in a Subscriber Mailbox Message Delete page 123 A Subscriber Mailbox user can delete any messages left in their mailbox Programming Step 1 Set the maximum number of messages that can be left in a Subscr...

Page 148: ...new messages in the extension user s mailbox The Message Waiting Lamp is a visual reminder of new messages The subscriber does not have to call their mailbox and listen to the voice prompts to find out when they have new messages Related Features Programming Step 1 Turn Message Waiting lamping for Subscriber Mailboxes on or off 1 1 47 02 08 Message Waiting Lamp on page 202 Enter 0 No to disable Me...

Page 149: ...ng and calling between the workers of each company or department are not restricted Related Features Answer Tables page 36 Determines how the Automated Attendant answers outside calls on each trunk Automated Attendant page 47 The Automated Attendant can automatically answer the telephone system s incoming calls play an Instruction Menu message and provide dialing options to callers Call Routing Ma...

Page 150: ...or an explanation of the options a caller can dial while recording see Record and Send a Message on page 150 Dialing Options while Listening to a Subscriber Mailbox Greeting 47 02 14 Next Call Routing Mailbox 47 12 13 Dialing Option Digit Dialed Action Trunk Call Intercom Call Undefined No 0 Caller hears That is an invalid entry and the greeting repeats 1 9 IntraMail hangs up Caller skips greeting...

Page 151: ...t in their Next Call Routing Mailbox To allow this capability for example Program the Next Call Routing Mailbox digit as LOGON to IXXX While listening to their greeting the subscriber can dial to route to their Next Call Routing Mailbox then and their mailbox number to log onto their mailbox By default this option is provided in Call Routing Mailbox 1 Additionally the subscriber should enable a Se...

Page 152: ...ent IntraMail says That is an invalid entry and hangs up 1 16 valid Call Routing Mailbox 0 No repeats No If the caller doesn t dial after the announcement they route to the Next Call Routing Mailbox If the caller dials a digit during the announcement they route to the Next Call Routing Mailbox Yes If the caller doesn t dial after the announcement IntraMail hangs up If the caller dials a digit duri...

Page 153: ...n t dial after the announcement they route to the Next Call Routing Mailbox If the caller dials a digit during the announcement they route to the Next Call Routing Mailbox Yes If the caller doesn t dial after the announcement IntraMail hangs up If the caller dials a digit during the announcement they route to the Next Call Routing Mailbox Undefined x x number of repeats No If caller doesn t dial t...

Page 154: ...r 1 to enable additional dialing options By default this option is disabled 0 Programming Announcement Mailboxes Step 1 Assign the Next Call Routing Mailbox for the Announcement Mailbox if required 1 1 47 09 01 Next Call Routing Mailbox on page 221 Specify the Routing Mailbox 1 16 to which the caller should route after hearing the Announcement Mailbox message By default this option is 0 Undefined ...

Page 155: ...xt Call Routing Mailbox 2 1 47 09 02 Repeat Count on page 221 Specify the number of Announcement Mailbox message repeats 1 10 or 0 for no repeats By default this option is 0 no repeats Step 3 Be sure the Announcement Mailbox does not hang up after playing its message 3 1 47 09 03 Hang Up After on page 221 Enter 0 No to disable this option By default this option is disabled 0 Operation N A ...

Page 156: ...an also do limited programming from the System Administrator s mailbox Check with your Sales Representa tive for availability of updated versions of these programs for Aspire S and IntraMail Related Features System Administrator page 164 The System Administrator can do limited IntraMail programming such as recording Automated Atten dant announcements recording mailbox names and deleting messages f...

Page 157: ...Programming Voice Mail IntraMail for Aspire System Guide Chapter 2 Features 147 2 Programming See Description above Operation See Description above ...

Page 158: ...d be heard again Related Features Dial Action Table page 62 Once the Automated Attendant answers the Dial Action Table provides the dialing options to callers Each digit a caller can dial is assigned a specific action function in the Dial Action Table The dial action used depends on the setting in the active Call Routing Mailbox which in turn depends on the Answer Table setup Next Call Routing Mai...

Page 159: ...age extensions 301 399 for key 3 enter REC2 for the Action and XXX for the corresponding Number By default key Action is REC1 and Number is IXXX Step 3 Set the maximum message length for callers leaving a Quick Message in a mailbox 3 1 47 01 04 Non Subscriber Message Length on page 194 Set the maximum length 1 4095 seconds of recorded messages for Automated Attendant callers leaving a message or Q...

Page 160: ...sage slips memos or email Recording Options While recording a message a Subscriber Mailbox user has many recording options from which to choose The following table shows these options Related Features Listening to Messages page 104 While or after listening to a message an extension user has many message handling options from which to choose Programming N A Operation See the chart on the following ...

Page 161: ... Enter the number of the mailbox to receive the message Start recording Continue Contd Options available while recording Pause or restart recording Resume Resume Pause Pause E 3 Erase recording Cancel Cncl End the recording Done Done Back up and re enter the mailbox number Mailbox MBOX Exit Exit without recording and go back to the mailbox Main Menu Exit without recording and go back to the mailbo...

Page 162: ...am customize IntraMail by using the PCPro and WebPro programming applica tions You can also do limited remote programming from the System Administrator s mailbox Check with your Sales Representative for availability of updated versions of these programs for Aspire S and IntraMail Related Features TBD Programming TBD Operation TBD ...

Page 163: ...ll Routing Mailbox See Announcement Mailbox on page 28 and Call Routing Mailbox on page 54 for more Related Features Master Mailbox page 117 Master Mailboxes are a category of mailboxes normally used for Department Group overflow Station Mailbox page 161 Station Mailboxes are the category of mailboxes assigned stations extensions All Station Mailboxes are Subscriber Mailboxes Programming See Annou...

Page 164: ...endant doesn t extend the call and provides the caller with additional options Screened vs Unscreened Transfer Both Screened and Unscreened Transfer allow Automated Attendant callers to directly dial system exten sions The following summarizes the differences between these two types of Automated Attendant transfer With Unscreened Transfer calls from the Automated Attendant ring like other transfer...

Page 165: ...uting Mailbox caller hears greet ing and can leave a mes sage With a Next Call Routing Mailbox caller can dial 1 to leave a message or 22 for other options 1 When in DND With no Next Call Routing Mailbox caller hears greet ing and can leave a mes sage With a Next Call Routing Mailbox caller can dial 1 to leave a message or 22 for other options With Active Greet ing Not Recorded 1 Places a screened...

Page 166: ... for key 3 enter TRF for the Action and XXX for the corresponding Number To have Screened Transfer call a specific extension the corresponding Number option should be that extension s number The caller then dials that single digit to reach the extension For example to have callers dial 8 to reach extension 303 for key 8 enter TRF for the Action and 303 for the corresponding Number By default key 3...

Page 167: ...ng or Deleting a Security Code From your Subscriber Mailbox Super Display Soft Key Keyset Soft Key Log onto Subscriber Mailbox OP 67 Access the Mailbox Options Menu MBOX Options N A S 7 Access the Security Code options Sec Code Sec Enter new Security Code 4 digits C 2 Accept Security Code entry and go back to the Mailbox Options Menu OK OK I 4 Do not accept Security Code entry and go back to the S...

Page 168: ... Soft Key Log onto System Administrator s mailbox SA 72 Access System Administrator options System Admin N A S 7 Select Subscriber Mailbox Maintenance options Subscriber Subs Enter the number of the Subscriber Mailbox you want to maintain S 7 Erase mailbox s Security Code Erase Security Code N A Go back to System Administrator options Exit Exit 0 Plays Help message ...

Page 169: ...ndant caller to place a Screened Transfer to an extension IntraMail calls screens the destination to see if the call can go through Screened Transfer page 154 Page 236 UTRF Unscreened Transfer 2 Allows an Automated Attendant caller to place an Unscreened Transfer to an extension Intra Mail transfers the call the destination and then hangs up Unscreened Transfer page 174 Page 237 REC1 Quick Message...

Page 170: ...apter 2 Features IntraMail for Aspire System Guide Programming Refer to the Dial Action Table Key Action Summary Table beginning on page 159 Operation Refer to the Dial Action Table Key Action Summary Table beginning on page 159 ...

Page 171: ...ation Mailboxes are Subscriber Mailboxes For more on the options available to Station Mailboxes see Subscriber Mailbox on page 162 Related Features Master Mailbox page 117 Master Mailboxes are a category of mailboxes normally used for Department Group overflow Routing Mailbox page 153 Routing Mailboxes are a category of mailboxes normally used to route Automated Attendant calls Programming See Sub...

Page 172: ... or save the message Conversation Record page 60 Enable or disable the Conversation Record beep for the Subscriber Mailbox Greeting page 89 A Subscriber Mailbox user can record a personalized greeting for their mailbox Callers to the user s mailbox hear the prerecorded personalized greeting Listening to Messages page 104 Review this feature to learn which features are available to a subscriber whi...

Page 173: ...ox numbers 301 308 Step 2 Check to be sure message waiting lamping is enabled for the Subscriber Mailbox 2 1 47 02 08 Message Waiting Lamp on page 202 Enter 1 Yes to enable Message Waiting lamping for each Subscriber Mailbox By default this option is 1 Yes Step 3 Set the maximum length of recorded messages left in the Subscriber Mailbox 3 1 47 01 03 Subscriber Message Length on page 194 Set the ma...

Page 174: ...d 0 No at all other extensions System Administrator Options Super Display Soft Key Keyset Soft Key Option Description For more see SA 72 System Admin N A Access the System Administrator options I 4 Instruction Instr Record an Instruction Menu Instruction Menu on page 100 A 2 Announcement Annc Record an Announcement Message Announcement Message on page 33 S 7 Subscriber Subs Access the Subscriber M...

Page 175: ...e individual features referenced in the System Administrator Options on page 164 Accessing the System Administrator Options Log onto System Administrator s Mailbox SA 72 Access the System Administrator Menu System Admin N A Turn to System Administrator Options on page 164 for more 0 Plays Help message ...

Page 176: ...ubscriber Mailbox can be a System Administrator System Administrator page 164 The System Administrator has unique system administration functions such as recording Welcome Mes sages and Instruction Menus and deleting messages in a co worker s mailbox Programming Step 1 Designate a Subscriber Mailbox as a System Administrator 1 1 47 02 12 System Administrator on page 203 Enter 1 Yes to designate th...

Page 177: ...m programming Re initializing IntraMail returns all programmed options to their default values To initialize erase Subscriber Mailbox Security Codes and all recordings use a System Administrator Mailbox Related Features System Administrator page 164 The System Administrator can delete Subscriber Mailbox security codes as well as IntraMail recorded messages Re initializing the telephone system retu...

Page 178: ... LD2 is flashing green 1 2 second on and 1 2 second off 1 3 Push the power button to OFF 1 4 Wait 10 seconds before going to the next step This gives the system time to complete the shutdown process 1 5 Press and hold the LOAD button then turn the power switch to ON 1 6 Continue to hold down the LOAD button for at least 3 seconds 1 7 Release the LOAD button 1 8 The system will restart in about 2 m...

Page 179: ...2 To erase recorded messages and Subscriber Mailbox Security Codes 2 1 See System Administrator on page 164 The recorded messages include Instruction Menus Announcement Mailbox messages Messages left in a Subscriber Mailbox Subscriber Mailbox greetings Subscriber Mailbox names Operation N A ...

Page 180: ... mailbox Related Features Auto Time Stamp page 46 After a user listens to a message IntraMail can optionally announce the time and date the message was left Time and Date Stamp page 171 An extension can listen to a message and dial TI to hear the time the message was sent Programming Step 1 To set the system time and date from system programming 1 1 10 01 01 Time and Date Set the system Time and D...

Page 181: ...ally announce the time and date the message was left Caller ID page 57 With Caller ID installed and programmed the Time and Date Stamp also includes the caller s number Listening to Messages page 104 Turn to this feature for additional listening options Time and Date page 170 You can set the system time from system programming or from a system extension You can set the date only from system progra...

Page 182: ...m the Automated Atten dant to the subscriber s mailbox Screened Transfer page 154 Automated Attendant Screened Transfers can automatically transfer an outside caller to an extension Unscreened Transfer page 174 Automated Attendant Unscreened Transfers can automatically transfer an outside caller to an extension Programming N A Operation Transferring your call to a Co Worker s Mailbox To transfer y...

Page 183: ... you should normally leave it undefined By default keys 1 2 5 6 7 and 8 have Undefined Routing Related Features Dial Action Table page 62 Undefined Routing is a Dial Action Table Action Instruction Menu page 100 The active Call Routing Mailbox s Instruction Menu repeats after a caller dials a digit with an Undefined Routing Programming Step 1 To set up an Undefined Routing for a Dial Action Table ...

Page 184: ...ated Attendant callers to directly dial system exten sions The following summarizes the differences between these two types of Automated Attendant transfer With Unscreened Transfer calls from the Automated Attendant ring like other transferred calls and dis play the incoming Caller ID data if provided by telco and enabled in programming Screened Transfers ring like Intercom calls and do not displa...

Page 185: ...so caller can start recording 2 1 Transfers call to extension 2 Retrieves call 3 If unanswered1 in a default phone system plays greeting so caller can start recording 2 1 Transfers call to extension 2 Retrieves call 3 If unanswered1 in a default phone system plays greeting so caller can start recording 2 With Active Greeting Not Recorded 1 Transfers call to extension If answered connects call just...

Page 186: ...ng Number option should be XXX Note that the key you choose for this action is the first digit of the called extension number For example to allow callers to place Unscreened Transfers to extensions 301 399 for key 3 enter UTRF for the Action and XXX for the corresponding Number To have Unscreened Transfer call a specific extension the corresponding Number option should be that extension s number ...

Page 187: ...ns Subscriber Mailbox The Department Group caller can leave a message in the groups master mailbox A Member of the group can then retrieve the message later on The call into the Department Group can be one of the following A Direct Inward Line to the Department Group master pilot number A Screened Transfer from the IntraMail Automated Attendant to the Department Group master pilot number An Unscre...

Page 188: ...ld route to the overflow destination 3 1 22 01 04 DIL No Answer Recall Time Enter the interval after which unanswered calls should overflow to the programmed over flow no answer destination By default this interval is 0 no overflow Programming Incoming Ring Group Overflow Step 1 Set up the Incoming Ring Group trunks 1 1 22 02 01 Incoming Call Trunk Setup Assign Service Type 0 Normal to each Incomi...

Page 189: ... 1 255 seconds the Screened Transfer from the IntraMail Automated Attendant will ring in the Department Group before over flow occurs By default this interval is 15 seconds Step 4 Set up the Department Group Master Mailbox 4 1 47 03 01 Master Mailbox Active on page 206 Be sure the Master Mailbox is active 1 By default all Master Mailboxes are inactive 4 2 47 03 02 Master Mailbox Number on page 206...

Page 190: ...nscreened Transfer on page 214 47 06 09 Auto Time Stamp on page 214 47 06 10 System Administrator on page 214 47 06 11 Dialing Option on page 215 47 06 12 Next Call Routing Mailbox on page 215 15 07 01 Programming Function Keys For each Department Group member assign a Voice Mail key code 77 for the group mas ter number This allows group members to easily retrieve the overflow messages ...

Page 191: ...om the IntraMail Automated Attendant will ring in the Department Group before overflow occurs By default this interval is 30 seconds Step 4 Set up the Department Group Master Mailbox 4 1 47 03 01 Master Mailbox Active on page 206 Be sure the Master Mailbox is active 1 By default all Master Mailboxes are inactive 4 2 47 03 02 Master Mailbox Number on page 206 The Master Mailbox number must be the s...

Page 192: ...em Guide 47 06 07 Auto Attendant Do Not Disturb on page 214 47 06 08 Forced Unscreened Transfer on page 214 47 06 09 Auto Time Stamp on page 214 47 06 10 System Administrator on page 214 47 06 11 Dialing Option on page 215 47 06 12 Next Call Routing Mailbox on page 215 ...

Page 193: ...r destination By default the overflow no answer destination is Incoming Ring Group 1 Step 3 Set how long a DIL will ring in the Department Group before overflow occurs 3 1 22 01 04 DIL No Answer Recall Time Set how long 0 64800 seconds the DIL will ring in the Department Group before over flow occurs By default this interval is 0 no overflow Step 4 Set up the Department Group Master Mailbox 4 1 47...

Page 194: ...ase Save of Messages on page 212 47 06 04 Message Retention on page 213 47 06 05 Recording Conversation Beep on page 213 47 06 06 Message Waiting Lamp on page 213 47 06 07 Auto Attendant Do Not Disturb on page 214 47 06 08 Forced Unscreened Transfer on page 214 47 06 09 Auto Time Stamp on page 214 47 06 10 System Administrator on page 214 47 06 11 Dialing Option on page 215 47 06 12 Next Call Rout...

Page 195: ...Voice Prompting Messages IntraMail for Aspire System Guide Chapter 2 Features 185 2 Voice Prompting Messages Description This feature is currently not available ...

Page 196: ...ailable at a subscriber s keyset any time while listening to a message greeting or prerecorded voice prompt Volume Controls let the user interactively adjust the loudness of the IntraMail messages and prompts to a comfort able level Related Features N A Programming No additional programming required Operation Volume Control To adjust the volume while using any mailbox feature 1 Press VOL or VOL ...

Page 197: ...mable options These options allow you to customize the way the feature associated with an option works In this section you ll Find out about each option Review the list of features that the option affects Learn how to enter the option s data into system memory When you want to customize a feature find it in Section 2 and learn about it Section 2 will tell you what options you have to change to get...

Page 198: ...1 Voice Mail Integration Options Voice Mail Department Group Number Department Group 8 is the Voice Mail Department Group Step 4 Extensions 301 308 use the MSG key for Voice Mail operation 4 1 15 02 26 Multi Line Telephone Basic Data Setup MSG Key Operation Mode This option is 1 for extensions 301 308 and 0 for all other extensions There are no Voice Mail Programmable Function Keys assigned 15 07 ...

Page 199: ...is enabled 1 With 5IA enabled when an IntraMail port is placing a call the system will send NSL mes sages to IntraMail that provide the call status This typically occurs during Make Call and Message Notification callouts This is required for IntraMail operation Optional IntraMail Start Up Programming Step 1 Program Voice Mail keys on system extensions 1 1 15 07 01 Programming Function Keys Voice M...

Page 200: ... Mailbox 1 Dial Action Table 1 allows outside callers to Dial system extensions if installed 301 399 and 400 499 Dial 0 for an operator extension 301 Dial Extension to leave a Quick Message in a mailbox Dial Extension to remotely log on to their mailbox Wait on the line to be automatically routed to the operator Programming Step 1 Set up trunks as Direct Inward Lines 1 1 22 02 01 Incoming Call Tru...

Page 201: ... First You can also use Name Programming from the telephone to enter extension names CALL 800 or PGM 15 07 SC 851 55 For help with programming names see Keys for Entering Names below See Directory Dialing on page 66 Keys for Entering Names Options Characters 12 max using upper and lower case letters Use a space or comma as the delimiter between the first and last name Default No extension names en...

Page 202: ...isable on Incoming Line 0 Disable 1 Enable 0 Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When editing an entry moves the cursor left or right CONF When editing an entry delete the character to the left of the cursor...

Page 203: ...ter Name MasterName Use this option to modify the name for all IntraMail ports The system briefly displays this name when a dis play keyset user calls a Voice Mail port either by pressing MSG their voice mail key or by dialing the mas ter number You should always end the name with the characters The system substitutes the port number for the last Using the default name IntraMail for example the ke...

Page 204: ...ations See the following for more Announcement Message on page 33 Automated Attendant on page 47 Call Routing Mailbox on page 54 Conversation Record on page 60 Greeting on page 89 Subscriber Mailbox on page 162 Options 1 4095 seconds Default 120 seconds 47 01 04 Non Subscriber Message Length Mbox Msg Length Use this option to set the maximum length of recorded messages for Use this keypad digit Wh...

Page 205: ...extension is the fax machine When the Automated Attendant answers a call and detects fax CNG tone it automatically transfers the call to this extension See Fax Detection on page 80 for more Options No entry Press CLEAR Extension number e g 310 Default No entry Press CLEAR 47 01 07 Digital Pager Callback Number Pager CBack Use this option to set the Digital Pager Callback Number portion of the Mess...

Page 206: ...ptions 0 99 seconds Default 9 seconds 47 01 09 Wait Between Digital Pager Callout Attempts Notify Pager Intvl Use this option to set the minimum time 1 255 minutes between unacknowledged or unanswered digital pager Message Notification callouts A subscriber acknowledges a digital pager notification by logging onto their mailbox After this interval expires IntraMail will try the callout again for u...

Page 207: ...ication on page 127 for more Options 1 255 minutes Default 30 minutes 47 01 13 Wait for Answer Non Pager Callout Attempts Notify RNA Rings If a non pager callout rings the destination longer than this interval 1 99 rings IntraMail marks the call as unanswered Ring No Answer and hangs up The default setting for this option is 5 rings See Message Notification on page 127 for more Options 1 99 rings ...

Page 208: ...xtension names should be entered in 15 01 01 Basic Extension Data Setup Extension Name or via the telephone The options are 0 first last and 1 last first By default this option is 0 first last If you enter 0 first last the system assumes that all names are entered in the following format If you enter 1 last first the system assumes that all names are entered in the following format See Directory D...

Page 209: ...5 15 12 Notify RNA Intvl 1 255 30 13 Notify RNA Rings 1 99 5 14 Notify Call Attmpt 1 99 5 15 Retry Until Ack 1 Yes enabled 0 No disabled 0 16 Name Format 0 First Last 1 Last First 0 Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of availab...

Page 210: ...ating a mailbox number with a station port For example mailbox 1 could correspond to port 1 which in turn corresponds to extension 301 See Start Up Programming on page 6 for more See Subscriber Mailbox on page 162 for more Options 1 Yes enabled 0 No disabled Default Mailboxes 1 8 1 Enabled All other mailboxes 0 Disabled 47 02 02 Mailbox Number Mailbox Number Use this option to select the extension...

Page 211: ...entire new message IntraMail retains the message as a new message See Auto Erase or Save on page 45 for more Options 0 Erase After the subscriber listens to the entire new message and hangs up IntraMail erases the message 1 Save After the subscriber listens to the entire new message and hangs up IntraMail saves the message Default 1 Save see above 47 02 06 Message Retention Message Retention Use t...

Page 212: ...38 for more See Subscriber Mailbox on page 162 for more Options 1 Yes enabled 0 No disabled Default 1 Yes enabled 47 02 09 Auto Attendant Do Not Disturb Auto ATT DND Use this option to enable or disable Auto Attendant Do Not Disturb When a subscriber enables Auto Atten dant Do Not Disturb an Automated Attendant caller will route directly to the mailbox hear the greeting and be asked to leave a mes...

Page 213: ... to leave a message can dial any of the options in the Next Call Routing Mailbox s Dial Action Table If disabled the caller can only dial 0 to use the Next Call Routing Mailbox s 0 action See Next Call Routing Mailbox on page 140 Options Options 1 Yes enabled 0 No disabled Default 0 No disabled 47 02 14 Next Call Routing Mailbox Next CR Mbox Use this option to assign a Next Call Routing Mailbox to...

Page 214: ...st to which the Subscriber Mailbox belongs When setting up Direc tory Dialing Mailboxes you must specify which Directory List you want the Directory Dialing Mailbox to use The Directory Dialing Mailbox can only call Subscriber Mailboxes that belong to the list it is pro grammed to use The entries for this option are 1 8 lists 1 8 0 belongs to no lists or belongs to all lists See Directory Dialing ...

Page 215: ...d 0 LK1 No LK2 Yes 11 Auto Time Stamp 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes 12 System Admin 1 Yes enabled 0 No disabled 1 Enabled for Mailbox 1 301 0 Disabled for all others LK1 No LK2 Yes 13 Dialing Option 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes 14 Next CR Mbox 1 16 CLEAR No entry 1 15 Directory List 1 8 Lists 1 8 0 No list All lists 0 Press this To do this Editing HOLD Enter accept d...

Page 216: ...ster Mailbox as an additional resource for example as an extra Directory Dialing Mail box you can do the following Assign a pilot number to an unused Department Group in 11 07 01 Department Group Pilot Numbers Set up the Master Mailbox in 47 03 using this pilot number in 47 03 02 Master Mailbox Number When 47 03 programming is complete remove the pilot number assignment in 11 07 01 Depart ment Gro...

Page 217: ...es 02 Mailbox Number Digits 8 max using 0 9 No entry 03 Mailbox Type 1 Call Routing 2 Announcement 3 Subscriber 0 Undefined 3 Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When editing an entry moves the cursor left o...

Page 218: ...nsfer TRF from the Automated Attendant will ring an unan swered extension before recalling This option has a similar function as Customize Mailbox Options Call Routing Call Handling Options Delay Rings Before Redirect Transfer in Aspire Mail See Master Mailbox on page 117 for more See Voice Mail Overflow on page 177 for more Options 0 255 seconds Entering 0 causes immediate recall Default 15 secon...

Page 219: ...s Entry Range Default Setting CALL1 Password 12345678 HOLD 4704 Option This selects the option chosen for Master Call Routing Mailbox 1 There are 16 available Master Mailboxes 1 16 01 Dial Action Table 1 16 1 02 Scrn Trf Timeout 0 255 15 03 Dialing Timeout 0 99 5 04 Fax Detection 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes Press this To do this Editing HOLD Enter accept data you entered and advan...

Page 220: ...Number up to 2 digits No entry 0 Entered by pressing CLEAR Default No entry 0 By default Call Routing Mailbox numbers and 1 8 47 05 02 Repeat Count Repeat Count Enter the number of times you want the Announcement Mailbox message to repeat to callers After an Announcement Mailbox caller initially listens to the message it will repeat the number of times specified in this option This option interact...

Page 221: ...HangUp 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When editing an entry moves the cursor left or right CONF When editing an entry delete the character to the left of the...

Page 222: ...ages IntraMail can play the oldest messages first first in first out or FIFO or the newest messages first last in first out or LIFO See Master Mailbox on page 117 for more See Message Playback Direction on page 133 for more See Voice Mail Overflow on page 177 for more Options 0 FIFO first in first out or oldest messages first 1 LIFO last in first out or newest messages first Default 0 FIFO first i...

Page 223: ...llowed by a beep That mailbox is full if the mailbox message storage capacity is reached You have reached the recording limit if the recorded message is too long The Aspire telephone system software provides an additional Conversation Record beep This beep repeats according to the setting of Program 45 01 06 Voice Mail Integration Options Record Alert Tone Inter val Time 0 64800 seconds To disable...

Page 224: ...d Screened Transfers from the Automated Attendant occur normally See Forced Unscreened Transfer on page 85 for more See Master Mailbox on page 117 for more See Voice Mail Overflow on page 177 for more Options 1 Yes enabled 0 No disabled Default 0 No disabled 47 06 09 Auto Time Stamp Auto Time Stamp Use this option to enable or disable Auto Time Stamp for the Subscriber Mailbox If enabled after the...

Page 225: ...scriber Mailbox This provides callers with additional dialing options while listening to a Subscriber Mailbox recorded or default greeting The digits the caller can dial depends on the setting of the Next Call Routing Mailbox and Alternate Next Call Routing Mailbox options For a detailed explanation of the interaction of these two programs turn to Dialing Options while Lis tening to a Subscriber M...

Page 226: ...LK1 No LK2 Yes 10 System Admin 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes 11 Dialing Option 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes 12 Next CR Mbox 1 16 CLEAR No entry 1 13 Directory List 1 8 Lists 1 8 0 No list All lists 0 Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll back...

Page 227: ...Call Routing Mailbox on page 54 Options 47 07 01 Routing Mailbox Active Mailbox Active Use this option to enable or disable the mailbox A Routing Mailbox is not accessible when it is disabled For more see Announcement Mailbox on page 28 Call Routing Mailbox on page 54 Options 1 Yes enabled 0 No disabled Default 1 Yes enabled 47 07 02 Routing Mailbox Type Mailbox Type Use this option to set the Rou...

Page 228: ...e to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When editing an entry moves the cursor left or right CONF When editing an entry delete the character to the left of the cursor CLEAR When editing an entry CLEAR erases the entire entry from the display Line Keys LK Where indicated press a line ke...

Page 229: ...ed extension before recalling This option has a similar function as Customize Mailbox Options Call Routing Call Handling Options Delay Rings Before Redirect Transfer in Aspire Mail 0 255 seconds Entering 0 causes immediate recall Default 15 seconds 47 08 03 Time Limit for Dialing Commands Dialing Timeout This option determines how long IntraMail will wait for an Automated Attendant caller to dial ...

Page 230: ...1 There are 16 available Routing Mailboxes 1 16 01 Dial Action Table 1 16 1 02 Scrn Trf Timeout 0 255 15 03 Dialing Timeout 0 99 5 04 Fax Detection 1 Yes enabled 0 No disabled 0 LK1 No LK2 Yes Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list...

Page 231: ...Routing Mailbox numbers are 1 8 47 09 02 Repeat Count Repeat Count Enter the number of times you want the Announcement Mailbox message to repeat to callers After an Announcement Mailbox caller initially listens to the message it will repeat the number of times specified in this option This option interacts with Next Call Routing Mailbox and Hang Up After when providing routing options For a detail...

Page 232: ...t or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When editing an entry moves the cursor left or right CONF When editing an entry delete the character to the left of the cursor CLEAR When editing an entry CLEAR erases the entire entry from the display Line Keys LK Where indicated press a line key to enter a specif...

Page 233: ...ogram Entry 47 10 IntraMail Trunk Options Entry Range Default Setting CALL1 Password 12345678 HOLD 4710 Option There are 8 available trunks 1 8 01 Answer Table 1 8 1 Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When ...

Page 234: ... handles the routing according to the type of mailbox Subscriber Call Routing or Announcement within the specified category If the Override Mailbox is a Subscriber Mailbox the outside caller hears the mailbox greeting if recorded and can leave a message If the Override Mailbox is an Announcement Mailbox the outside caller will hear the recorded announcement Depending on how the Announcement Mailbo...

Page 235: ...will hear the instruction menu and can dial any options allowed by the associated Dial Action Table If the Default Mailbox is a Directory Dialing Mailbox the outside caller can reach an extension by dialing the first few letters in the extension user s name See Answer Tables on page 36 for more Options 1 Subscriber Mailbox 2 Master Mailbox 3 Routing Mailbox 0 Undefined Default Answer Table 1 3 Rou...

Page 236: ...LK3 Master Mailbox LK4 Routing Mailbox Default MB Num Digits 3 max using 0 9 Answer Table 1 1 Answer Tables 2 8 No entry 04 Next Answer Table 1 8 0 Undefined Press this To do this Editing HOLD Enter accept data you entered and advance to the next prompt or advance to the next prompt without changing your entry 1 1 Scroll backwards 1 or forwards 1 through the list of available entries When editing ...

Page 237: ...runs for a range of days For this type of schedule you select The day of the week the schedule should start The day of the week the schedule should stop The time on the start day the schedule should start The time on the stop day the schedule should stop The Call Routing or Announcement Mailbox used to answer the calls 3 Date A type 3 Answer Schedule runs only on a specific day of the year For thi...

Page 238: ...ing Mailbox 0 Undefined Default 0 Undefined 47 12 02 Answering Mailbox Number Entryxx MB Num Use this option to set the number of the Answering Mailbox the Automated Attendant uses when the selected schedule is in effect This mailbox is defined in 47 12 02 Answering Mailbox Category This item number is different when using PCPro WebPro due to the window layout of the applica tions Refer to the PCP...

Page 239: ...so see See Answer Tables on page 36 for more Options 1 Sunday 2 Monday 3 Tuesday 4 Wednesday 5 Thursday 6 Friday 7 Saturday Default Answer Table 1 Schedule 1 6 Friday All other Answer Schedules 1 Sunday 47 12 06 Date Entryxx Date For Date Type 3 Answer Schedules use this option to select the date the Answer Schedule should be active For more on Date Type 3 Schedules see Type 3 Date Answer Schedule...

Page 240: ... 47 12 08 Schedule End Time Entryxx End Time Use this option to specify the time the Answer Schedule should end It applies to Day of the Week Type 1 Range of Days Type 2 and Date Type 3 schedules To make a schedule run continuously make the same entry for 47 12 07 Schedule Start Time and 47 12 08 Schedule End Time Also see See Answer Tables on page 36 for more Options HHMM 24 hour clock For exampl...

Page 241: ...ay 05 Entryxx End Day 1 Sunday 2 Monday 3 Tuesday 4 Wednesday 5 Thursday 6 Friday 7 Saturday Answer Table 1 Schedule 1 6 Friday All other schedules 1 Sunday LK1 Sunday LK2 Monday LK3 Tuesday LK4 Wednesday LK5 Thursday LK6 Friday LK7 Saturday 06 Entryxx Date MM DD MMDD 0000 07 Entryxx Start Time HHMM 0000 Answer Table 1 Schedule 1 0830 All other schedules 0000 08 Entryxx End Time HHMM Answer Table ...

Page 242: ...02 Entry01 MB Num 2 47 12 03 Entry01 Day 1 47 12 04 Entry01 Start Day 1 Entry doesn t matter 47 12 05 Entry01 End Day 1 Entry doesn t matter 47 12 06 Entry01 Date MMDD 0000 Entry doesn t matter 47 12 07 Entry01 Start Time 0830 8 30AM 47 12 08 Entry01 End Time 1700 5 00PM Answer Schedule 2 Answer Schedule 2 is a Day of Week schedule that runs Wednesday from10 30AM to 5 00PM 47 12 01 Entry01 Schedul...

Page 243: ...able 1 Answer Schedule 1 Answer Schedule 1 is a Range of Days schedule that starts schedule that runs Sunday through Wednesday from 8 30AM to 5 00PM 47 12 01 Entry01 Schedule Type 2 47 12 02 Entry01 MB Ctg 3 47 12 02 Entry01 MB Num 1 47 12 03 Entry01 Day 1 Entry doesn t matter 47 12 04 Entry01 Start Day 1 Sunday 47 12 05 Entry01 End Day 4 Wednesday 47 12 06 Entry01 Date MMDD 0000 Entry doesn t mat...

Page 244: ... 1 Answer Schedule 1 is a Range of Days schedule that starts schedule that runs every day from 8 30AM to 5 00PM 47 12 01 Entry01 Schedule Type 2 47 12 02 Entry01 MB Ctg 3 47 12 02 Entry01 MB Num 1 47 12 03 Entry01 Day 1 Entry doesn t matter 47 12 04 Entry01 Start Day 1 Sunday 47 12 05 Entry01 End Day 1 Sunday 47 12 06 Entry01 Date MMDD 0000 Entry doesn t matter 47 12 07 Entry01 Start Time 0830 8 3...

Page 245: ... Table on page 62 for more DIL to Voice Mail Master 700 Trunks Route to Answer Table 1 Answer Table 1 Schedule 1 or Default Mailbox Dial Action Table 1 Calls always route to Call Routing Mailbox 1 Schedule 1 active M F 8 30AM 5 00PM Default Mailbox active all other times Dial Action Table 1 Dialing Options Dial an extension number or 0 for the operator Default Automated Attendant Answering All tru...

Page 246: ... Note that the key you choose for this action is the first digit of the called extension number For example to allow callers to place Screened Transfers to extensions 301 399 for key 3 enter TRF for the Action and XXX for the corresponding Number To have Screened Transfer call a specific extension the corresponding Number option should be that extension s number The caller then dials that single d...

Page 247: ...g Number Additional Information See the detailed Unscreened Transfer Operation call routing chart on page 175 for more Also see Screened Transfer on page 154 and Unscreened Transfer on page 174 REC1 Action Quick Message With Greeting 3 REC1 Use this action to allow an Automated Attendant caller to leave a Quick Message at an extension With this action the caller will hear the extension s greeting ...

Page 248: ...log into with out playing an announcement enter XXX in the corresponding Number option The key you choose must represent the first digit in the Subscriber Mailbox numbers For example to allow callers to log onto mailboxes 301 399 for key 3 enter LOGON for the Action and XXX for the corresponding Number To log into any valid Subscriber Mailbox enter IXXX in the corresponding Number option For examp...

Page 249: ...t up a TRF Action to route to extension 305 for digit 3 enter TRF for the Action and 305 for the corresponding Number See Dial Action Table on page 62 for more Options 0 9 and 8 digits max Default See Dial Action Table Default Settings on page 236 Caller Dialed Digits X Entered by pressing LK2 Use the X option to route an Automated Attendant call based on digits the caller dials Each X entry repre...

Page 250: ...er To do this for the key for example for the key enter LOGON for the Action and N for the corresponding Number When the caller dials they hear Please enter the mailbox number Or to exit press the pound key Options N Entered by pressing LK1 Default See Dial Action Table Default Settings on page 236 Pause P Entered by pressing LK4 Use the P option when you want the Automated Attendant to pause whil...

Page 251: ...Action 0 Undefined Key 02 Data 0 03 Key 03 Action 2 UTRF Key 03 Data XXX 04 Key 04 Action 2 UTRF Key 04 Data XXX 05 Key 05 Action 0 Undefined Key 05 Data 0 06 Key 06 Action 0 Undefined Key 06 Data 0 07 Key 07 Action 0 Undefined Key 07 Data 0 08 Key 08 Action 0 Undefined Key 08 Data 0 09 Key 09 Action 6 Hangup Key 09 Data 0 10 0 key Key 10 Action 2 UTRF Key 10 Data 301 11 key Key 11 Action 3 REC1 K...

Page 252: ... to Program Scroll consecutively backwards or forwards through selected Option or Series select Selects currently displayed Option or Series 47 13 IntraMail Dial Action Tables Entry Range Default Setting When entering Keyxx Action data 0 Undefined 1 TRF 2 UTRF 3 REC1 4 REC2 5 LOGON 6 Hangup 7 GOTO LK1 Undefined LK2 TRF LK3 UTRF LK4 REC1 LK5 REC2 LK6 LOGON LK7 Hangup When entering Keyxx Data data 8...

Page 253: ...of letters 1 47 14 02 Directory List Number to Use Directory List Use this option to specify which Directory List the Directory Dialing Mailbox should use The Directory Dialing Mailbox can only call Subscriber Mailboxes that are in the list specified by this option The entries for this option are 1 8 use lists 1 8 See Directory Dialing on page 66 for more Options 1 8 Directory List 1 8 Default 1 D...

Page 254: ...o recall Default 15 seconds 47 14 06 Time Limit for Dialing Commands Dialing Timeout This option determines how long IntraMail will wait for the caller connected to the Directory Dialing Mail box to dial before repeating the Directory Dialing Message If the caller doesn t dial within three repeats of the message IntraMail routes the call to the Next Call Routing Mailbox for the Directory Dialing M...

Page 255: ...for Master Mailbox 1 There are 16 available Master Mailboxes 1 16 01 Min Num Letters 1 3 1 02 Directory List 1 8 1 03 Name Match 0 First portion of programmed name 1 Second portion of programmed name 0 04 Transfer Option 0 Screened Transfer 1 Unscreened Transfer 0 05 Scrn Trf Timeout 1 255 seconds 0 No recall 15 06 Dialing Timeout 1 99 seconds 0 No timeout 5 07 Fax Detection 0 Disabled 1 Enabled 0...

Page 256: ... 47 15 02 Directory List Number to Use Directory List Use this option to specify which Directory List the Directory Dialing Mailbox should use The Directory Dialing Mailbox can only call Subscriber Mailboxes that are in the list specified by this option The entries for this option are 1 8 use lists 1 8 See Directory Dialing on page 66 for more Options 1 8 Directory List 1 8 Default 1 Directory Lis...

Page 257: ... No recall Default 15 seconds 47 15 06 Time Limit for Dialing Commands Dialing Timeout This option determines how long IntraMail will wait for the caller connected to the Directory Dialing Mail box to dial before repeating the Directory Dialing Message If the caller doesn t dial within three repeats of the message IntraMail routes the call to the Next Call Routing Mailbox for the Directory Dialing...

Page 258: ...for Master Mailbox 1 There are 16 available Master Mailboxes 1 16 01 Min Num Letters 1 3 1 02 Directory List 1 8 1 03 Name Match 0 First portion of programmed name 1 Second portion of programmed name 0 04 Transfer Option 0 Screened Transfer 1 Unscreened Transfer 0 05 Scrn Trf Timeout 1 255 seconds 0 No recall 15 06 Dialing Timeout 1 99 seconds 0 No timeout 5 07 Fax Detection 0 Disabled 1 Enabled 0...

Page 259: ... is AM Announcement Announcement Mailbox System Administrator Super Display Press to access the Announcement Mailbox message options Annc Keyset Callback Caller ID with Return Call Listening to Messages Make Call Super Display Press to call the person who left you the message Cancel Announcement Mailbox Auto Att Do Not Disturb Call Routing Mailbox Conversation Record Greeting Instruction Menu Mail...

Page 260: ...sage name or greeting Erase Announcement Mailbox Auto Att Do Not Disturb Call Routing Mailbox Greeting Instruction Menu Listening to Messages Mailbox Name Message Delete Security Code Super Display Keyset Press to erase the currently accessed message name greeting or Security Code Erase All Messages Erasing All Messages System Administrator Super Display Press to erase all messages in the selected...

Page 261: ...1 Greeting 2 Greeting 3 Auto Att Do Not Disturb Greeting Super Display Press to select a Greeting software version 2 64 or higher Gr1 Gr2 Gr3 Keyset Instruction Call Routing Mailbox Instruction Menu System Administrator Super Display Press to access the Instruction Menu options Instr Keyset Listen Announcement Mailbox Auto Att Do Not Disturb Call Routing Mailbox Caller ID with Return Call Greeting...

Page 262: ... Display Press to program a telephone number as the notification destination Num Keyset Off Answer Schedule Override Auto Time Stamp Message Notification Super Display Keyset Press to turn the selected feature off OK Message Notification Super Display Keyset Accept the notification number entered and back up to the previous level On Answer Schedule Override Auto Time Stamp Message Notification Sup...

Page 263: ...essage Super Display Keyset Press to resume while recording a a message name or greeting Return Exiting a Mailbox Super Display Press to return to your mailbox Return Keyset Saved Messages Listening to Messages Message Listen Mode Super Display Press to select the list of saved messages Schedule Override Answer Schedule Override System Administrator Super Display Press to access the Answer Schedul...

Page 264: ...t Key Glossary 254 Chapter 4 Soft Key Glossary IntraMail System Guide Time Stamp Auto Time Stamp Super Display Press to select the Auto Time Stamp feature Time Keyset Soft Key Feature Phone Type Definition ...

Page 265: ...ons com Other Important Telephone Numbers Sales 203 926 5450 Customer Service 203 926 5444 Customer Service FAX 203 926 5454 Technical Service 203 925 8801 Discontinued Product Service 900 990 2541 Technical Training 203 926 5430 Emergency Technical Service After Hours 203 929 7920 Excludes discontinued products ...

Page 266: ... 0893240 0893240 November 17 2004 Printed in U S A NEC Unified Solutions Inc 4 Forest Parkway Shelton CT 06484 TEL 203 926 5400 FAX 203 929 0535 www necunifiedsolutions com ...