NEC DSX INTRAMAIL FEATURE, Handbook

Page 1: ...IntraMail Features Introduction Empowered by Innovation IntraMail Feature Handbook P N 1093098 Rev 2 June 2006 Printed in U S A 01 00 00...

Page 2: ...Solutions Inc has no obligation to provide any updates or corrections to this manual Further NEC Unified Solutions Inc also reserves the right without prior notice to make changes in equipment design...

Page 3: ...or Rotary Dial Callers 28 Bilingual Voice Prompts 29 Call Forward to a Mailbox 30 Call Forwarding a Subscriber s Direct Inward Line to their Mailbox 30 Call Routing Mailbox 32 Call Screening 33 Call S...

Page 4: ...u 65 Make Call 67 Message Count Display 68 Message Delete 70 Message Forward 71 Message Listen Mode 72 Message Notification 73 How Message Notification Works to Normal Telephone Numbers 73 How Message...

Page 5: ...ter contains the description and operation for each DSX telephone system feature For feature operation use the convenient operation charts at the end of each feature Additionally at the end of this ma...

Page 6: ...ing a Callback for a co worker Central Office Calls Placing INTERCOM 9 Line number e g 01 Using Line Dial Up to place an out side call INTERCOM Line extension number e g 101 Using Direct Line Access t...

Page 7: ...al INTERCOM System bin 201 299 or Personal bin 701 720 Dialing a System or Personal Speed Dial number Transfer INTERCOM Extension e g 301 Transferring a call to a co worker s extension INTERCOM Extens...

Page 8: ...LD MNO WXYZ In DSX 40 Keys 1 8 are line keys Keys 9 12 are undefined In DSX 80 160 Keys 1 12 are line keys For Attendants Key 12 is the Operator Call key Thu June 8 11 52 AM Pat Smith x301 Menu Dir VM...

Page 9: ...0 1 In DSX 40 Keys 1 8 are line keys Keys 9 24 are undefined In DSX 80 160 Keys 1 12 are line keys Keys 13 24 are undefined For Attendants Key 24 is the Operator Call key Speed Dial Bin keys Feature k...

Page 10: ...00 Menu Pa e SP Dial 2 1093100 4 SP Dial 1 g In DSX 40 Keys 1 8 are line keys Keys 9 24 are undefined In DSX 80 160 Keys 1 12 are line keys Keys 13 24 are undefined For Attendants Key 24 is the Opera...

Page 11: ...SWER 1093100 3 RELEASE 300 301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322 323 324 325 326 327 328 329 330 331 332 333 334 335 336 337 338 339 340 341 342 343 3...

Page 12: ...Telephone Illustrations 8 Introduction DSX Feature Handbook...

Page 13: ...n provides convenient operation charts for each IntraMail feature Start Up Default Configuration Without IntraMail Installed The Built In Automated Attendant is enabled See page 25 for more With Intra...

Page 14: ...t See Auto Attendant Do Not Disturb page 20 for more Also see Greeting in this glossary Automated Attendant Auto Erase or Save When a mailbox user completely listens to a new message and then exits th...

Page 15: ...x Transfer The Automated Attendant to transfer a caller from a Cen trex line to an outside number using the features of that Centrex line See Centrex Transfer page 38 for more Automated Attendant Conv...

Page 16: ...in a co worker s mailbox See Leaving a Message page 54 Voice Mail Listening to Messages While or after listening to a message an extension user has many message handling options from which to choose...

Page 17: ...ce numbers and pagers See Message Notification page 73 for more Voice Mail Message On Hold The System Administrator can record a message that will play to callers while they wait on Hold See Message O...

Page 18: ...enabled an extension can listen to a mes sage and dial a code to hear the time the message was sent as well as the caller s number See Time and Date Stamp page 85 for more Also see Caller ID with Retu...

Page 19: ...git and listens to the prerecorded Announcement Mailbox message for directions After playing the directions the caller routes back to the Automated Attendant for additional dialing options Operation P...

Page 20: ...on The Announcement Message is the voice message that the System Administrator records for a specific Announcement Mailbox See Announcement Mailbox page 15 for more Operation See Announcement Mailbox...

Page 21: ...er will hear the instruction menu and can 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...

Page 22: ...he time of the day and day of the week that the call is ringing The Automated Attendant can automatically answer the telephone system s incoming calls play an Instruction Menu message and provide dial...

Page 23: ...u Call Forward Menu Cfwd Alternately do one of the following Press INTERCOM and dial 3 Press your Call Forwarding Feature Key 2 Select or cancel a Personal Answering Machine Emulation Ans Machine More...

Page 24: ...turns on Auto Attendant Do Not Disturb when they need to work at their desk undisturbed by outside calls from the Auto mated Attendant Keep in mind that Auto Attendant Do Not Disturb will not block In...

Page 25: ...or Auto Attendant DND ON Auto Attendant DND 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 Gr...

Page 26: ...ich you partially listen is automatically saved Any message to which you hang up during or do not listen is retained as a new message For example if you have three new messages listen to part of messa...

Page 27: ...rned on Intra Mail automatically announces the date time and optionally the caller s number at the end of each mes sage With Auto Time Stamp turned off the subscriber must dialTI while listening to a...

Page 28: ...em s incom ing calls play an Instruction Menu message and provide dialing options to callers Operation Automatically answers the telephone system s incoming calls plays an Instruction Menu message and...

Page 29: ...calls simultaneously The Built In Automated Attendant does not provide voice mail Just like the full featured IntraMail Automated Attendant the Built In Automated Attendant can answer out side calls o...

Page 30: ...options Your extension must have access level 5 Enter the Call Routing Mailbox number 001 008 L 5 Listen to the current Instruction Menu if any Listen Lstn X 9 Exit R 7 Record a new Instruction Menu R...

Page 31: ...ttendant dialing options This helps an outside caller for example that wants to return to the Automated Attendant so they can dial another co worker or use a different Automated Attendant option Opera...

Page 32: ...ll automatically route them to a speci fied option such as the operator or a mailbox This lets rotary telephone users stay on the line to leave a message or have their call processed Without Automatic...

Page 33: ...s mailbox Station Mailbox When you log onto your own mailbox and use its features you always hear your mailbox language If you call a co worker and leave a message you will hear the system s Primary...

Page 34: ...en the caller dials a digit while listening to the recorded or default mailbox greeting An extension user can forward their calls to their mailbox Dialing Options while Listening to a Subscriber Mailb...

Page 35: ...Immediate Immed Select Call Forwarding Immediate Alternately dial 4 Ring No Ans RNA Select Call Forwarding when Not Answered 1 Alternately dial 6 Busy No Ans BNA Select Call Forwarding when Busy or No...

Page 36: ...omated Attendant callers Recording an Instruction Menu for a Call Routing Mailbox Super Display Soft Key Keyset Soft Key Log onto System Administrator s mailbox SA 72 Access System Administrator optio...

Page 37: ...reening will broadcast the caller s message as soon as the mailbox Greeting com pletes Additionally if the extension user intercepts answers the screened call the first portion of the mes sage is auto...

Page 38: ...in your mailbox i e activate the Call Screening mode 1 Screen Scrn To intercept the call and stop recording the message 1 Answer Answ This intercepts the call Alternately press SPEAKER lift the hands...

Page 39: ...ic Call Screening on The top line of the display shows the Automatic Call Screening status Off Off Turn Automatic Call Screening off The top line of the display shows the Automatic Call Screening stat...

Page 40: ...alling before they pick up the call Caller ID Logging stores a record of the call on the user s telephone which they can review and use to easily return the call When used with IntraMail Caller ID ena...

Page 41: ...e several ways to return to the Auto mated Attendant Automated Attendant Transfer page 27 An extension user can transfer their outside call to the Automated Attendant so the outside caller can use the...

Page 42: ...e complete dial string preceded by a Flash command required to initiate the Centrex Transfer When the Automated Attendant answers the caller dials the digit and IntraMail automatically routes them to...

Page 43: ...p the key to record into any valid Subscriber Mailbox including Group Mailboxes programmed as Subscriber Mailboxes This could help a dispatcher for example that wants to record a conversation with a c...

Page 44: ...signed to yours or a co worker s mailbox The key will flash fast green on your keyset flash fast red on your DSS Console 2 Once recording begins You and your caller hear the voice prompt Recording You...

Page 45: ...e active Answer Table which in turn provides those dialing options to Automated Attendant callers The Dial Action Table is an integral part of the Automated Attendant The Automated Attendant can autom...

Page 46: ...how the Directory Dialing Message was recorded and the Directory Dialing Mailbox was set up 4 IntraMail searches the list of programmed extension names for a match of the caller entered letters 5 Voi...

Page 47: ...to 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 Attendan...

Page 48: ...o make a new name entry up to twice and then hangs up 2 9 N A Interprets the digit as a letter and waits 6 seconds for additional input i e more letters or a to conclude name entry If no additional di...

Page 49: ...e 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 Tha...

Page 50: ...e IntraMail recording capacity from being reached which would dis able many of the IntraMail messaging features Operation Lets the System Administrator delete mailbox messages system wide Erasing All...

Page 51: ...r can use their extension for normal call processing Operation Exit your mailbox by dialing a code or by hanging up Exiting a Mailbox Super Display Soft Key Keyset Soft Key To exit your mailbox Log on...

Page 52: ...bin 201 When the Automated Attendant answers the caller dials the digit and IntraMail automatically routes them to the outside number contained in the bin Similar to Centrex Transfer External Transfer...

Page 53: ...their mailbox they can request help from the IntraMail voice prompts Recorded Help provides the user with a built in interactive user s guide To get recorded help the user dials 0 Operation Request h...

Page 54: ...ne of the three active Callers to the user s mailbox hear the active greeting rather than a default message When a caller leaves a message in the subscriber s mailbox they hear the active greeting Thi...

Page 55: ...tendant DND 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 G...

Page 56: ...box A transferred call to the uninstalled extension also goes directly to the Guest Mailbox Operation An outside party can have their own mailbox for receiving and sending messages Accessing a Guest M...

Page 57: ...reach or dial 0 for assistance If you are calling from a rotary dial phone please stay on the line for assistance Operation Play an announcement to outside callers announcing the Automated Attendant...

Page 58: ...ing a Message Next Call Routing Mailbox Dialing Option Digit Dialed Action Outside Call Intercom Call Undefined No 0 Caller hears That is an invalid entry and the greeting repeats 1 9 IntraMail hangs...

Page 59: ...ave message and hang up b 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...

Page 60: ...MF 63 Forward N A Forward the message to another mailbox See Message Forward page 71 MC 62 Callback N A Make a call to the message sender See Make Call page 67 TI 84 Hear the time and date the message...

Page 61: ...y message to which you partially listen is automatically erased Any message to which you hang up during or do not listen is retained as a new message For example if you have three new messages listen...

Page 62: ...oft Key Keyset Soft Key Log onto Subscriber Mailbox Your Ring Message Lamp flashes fast red when you have new messages L 5 Access the Message Listen mode Listen Lstn 0 Plays Help message Date message...

Page 63: ...d by Guest Mailbox users as well as subscribers attempting to log into their Subscriber Mailbox from a co worker s phone Remote Log On A Subscriber Mailbox user can call into the Automated Attendant a...

Page 64: ...ng a Press INTERCOM Dial the IntraMail master number e g 700 Dial your mailbox number You can optionally press a Call Coverage key assigned to the IntraMail master number b Press the Message Center ke...

Page 65: ...up to 10 seconds long Operation A mailbox caller can hear the extension user s prerecorded name instead of their mailbox number Recording Your Mailbox Name Super Display Soft Key Keyset Soft Key Log...

Page 66: ...the Subscriber Mailbox you want to maintain EN 36 Erase the mailbox name Erase Name Name N 6 Record a new mailbox name Record MBOX Name N A L 5 Listen to the currently recorded name if any Listen Lstn...

Page 67: ...security code to simplify logging onto their mailbox Operation A Subscriber Mailbox sub menu that provides access to the AutoTime Stamp Mailbox Security Code Delete and Message Notification features...

Page 68: ...esses theirV MAIL key to immediately log onto their mailbox Operation Allows the System Administrator to delete the security code for any mailbox Deleting a Mailbox Security Code Super Display Soft Ke...

Page 69: ...4 Greeting Greet Record a mailbox greeting See Greeting page 50 RN 76 Name N A Record a mailbox name See Mailbox Name page 61 Message List N A Select the active Message List See Message Listen Mode pa...

Page 70: ...ssing the Mailbox Main Menu Super Display Soft Key Keyset Soft Key Log onto Subscriber Mailbox You automatically go to the mailbox Main Menu 0 Plays Help message which summarizes the Main Menu options...

Page 71: ...ate and time the message was left At a 22 Button or 34 Button Tele phone the first line of the display shows the date and time the message was left Operation A Subscriber Mailbox user can dial MC to r...

Page 72: ...new messages waiting in a subscriber s mailbox The message count automatically updates as the subscriber receives new messages and processes older messages While logged into the mailbox the tele phone...

Page 73: ...play DSX Feature Handbook IntraMail Features 69 IntraMail Features Operation Operation is automatic While Logged in One saved message waiting in the Subscriber Mailbox One new message waiting in the S...

Page 74: ...ssential information With Message Delete the subscriber doesn t have to rely on the System Administrator to perform these routine mailbox maintenance functions Operation An extension user can delete a...

Page 75: ...ubscriber can forward a message in their mailbox to a co worker Forwarding a Message Super Display Soft Key Keyset Soft Key Log onto Subscriber Mailbox L 5 Access the Message Listen mode and listen to...

Page 76: ...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...

Page 77: ...ation 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 sy...

Page 78: ...ON 8AM 5PM NUMBER 12039265400 OR For pager numbers Notify ON 8AM 5PM PAGER 12039265400 O 6 Turn Message Notification on or off On On Off Off C 2 Change your Message Notification setup Change Chnge Wh...

Page 79: ...the previous level without 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...

Page 80: ...ultaneously listen to the Message On Hold recording Operation A prerecorded message can play to callers while they wait on Hold Recording the Message On Hold Super Display Soft Key Keyset Soft Key Log...

Page 81: ...first out listening order The newest last in messages are at the top of the message list and the oldest messages are at the bottom of the list If you wants to be reminded of oldest messages first ena...

Page 82: ...mple code without knowing the caller s extension number Message Reply Super Display Soft Key Keyset Soft Key Log onto Subscriber Mailbox L 5 Listen to your messages Listen Lstn While listening to a me...

Page 83: ...Mailbox Next Call Routing Mailbox lets the caller choose how IntraMail should handle their call For example if an Automated Attendant caller dials a subscriber s extension and hears the greet ing Next...

Page 84: ...an record and send a message to any other Subscriber Mailbox Message Recording Options Option Description Options available while recording Pause resume recording E 3 Erase the recording End recording...

Page 85: ...ty Code Sec Enter new Security Code 4 digits using 0 9 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 Security Co...

Page 86: ...he System Administrator options I 4 Instruction Instr Record an Instruction Menu Instruction Menu page 53 A 2 Announcement Annc Record an Announcement Message Announcement Message page 16 S 7 Subscrib...

Page 87: ...atures referenced in the System Administrator Options page 82 Accessing the System Administrator Options Super Display Soft Key Keyset Soft Key Log onto System Administrator s Mailbox SA 72 Access the...

Page 88: ...rately To change the time and date use either the system programmable options or the User Programmable features See Programming below The Time and Date is retained if the telephone system power should...

Page 89: ...while listening to a message from an outside caller to hear the time the message was sent as well as the caller s number This capability is always available for mes sages left by an Intercom caller Op...

Page 90: ...s mailbox The greeting will restart as soon as the system connects the caller to the Transfer destination s mailbox Operation An extension user can transfer their active call to a co worker s mailbox...

Page 91: ...pt your caller to leave a message The caller will hear the entire mailbox greeting after the Transfer goes through 4 Press SPEAKER to hang up Method D Using a Hotline key 1 Press the Hotline key 2 Pre...

Page 92: ...keyset any time while listening to a message greeting or prerecorded voice prompt Volume Con trols let the user interactively adjust the loudness of the IntraMail messages and prompts to a comfortabl...

Page 93: ......

Page 94: ...1093098 June 9 2006 Rev 2 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...