VoxBox Lite Edition, User Manual

Page 1: ...User Guide...

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Page 3: ...STALLATION 2 5 2 3 1 Unpacking 2 5 2 3 2 Installing the Voice Mail 2 5 2 3 3 Expanding the System 2 8 3 DTMF PROGRAMMING 3 1 3 1 ENTERING AND EXITING THE PROGRAMMING MODE 3 1 3 2 FIRST TIME PROGRAMMIN...

Page 4: ...3 8 6 Playing All System Message 3 32 3 8 7 System Message Setting 3 32 3 8 8 Listening to the Software Version Number 3 33 3 8 9 Resetting the System 3 33 3 8 10 Adjusting Recording Length 3 33 4 PRO...

Page 5: ...n 6 4 6 1 4 Defining the Time to Wait for the First DTMF Character 6 4 6 1 5 Defining the Time to Wait Between DTMF Characters 6 4 6 1 6 MATRA Support 6 5 6 2 SAMPLE PROGRAMMING 6 5 6 2 1 Working with...

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Page 7: ...memory and SMT production Figure 1 1 General View The VoxBox is available in two or four ports and with up to 128 mailboxes It provides up to 10 hours recording time Note The VoxBox Lite is available...

Page 8: ...a powerful voice mail system at an affordable price It contains most of the useful features and services provided by PC based systems but at a lower cost The VoxBox s features can be divided into thre...

Page 9: ...RS 232 applying the PBX parameters to the VoxBox This type of integration must be developed separately for each type of PBX Loop Current Disconnection Some PBXs have the capability which enables them...

Page 10: ...ges how to leave a message and to access a directory During the greeting callers can access a department by dialling a single digit dialling the extension number or holding for assistance Operating Mo...

Page 11: ...d Holiday Schedules The VoxBox switches automatically to Holiday mode on dates programmed as holidays During holidays the VoxBox answers calls with the special holiday greeting Fax Detection If the Vo...

Page 12: ...configure each mailbox to operate in one of the three selected languages The caller can select the language in which the system messages prompts are played Answering on the First Ring To avoid delays...

Page 13: ...nd setting optional parameters Personal Greeting Mailbox owners can record or change personal greetings at any time from any touch tone telephone Callers first hear the personal greeting of the extens...

Page 14: ...Not Disturb extension using the Automated Attendant menus the VoxBox plays a special Do Not Disturb menu and does not transfer the call to the extension Individual Language Selection The mailbox owner...

Page 15: ...UTER Describes the installation and basic operational concepts of the Voice Mail Utility Program VUP and VUJ 5 USER OPERATING INSTRUCTIONS Explains how to program and use a mailbox 6 PROGRAMMING THE I...

Page 16: ...Introduction 1 10 Installation and Programming Manual APPENDIX H Initialisation through the VUP VUJ APPENDIX I Returns form APPENDIX J Contacting Oak...

Page 17: ...s messages Each mailbox has its own number and mailbox owners have passwords enabling them access to their mailboxes Messages can be saved deleted or transferred to other mailboxes Mailbox owners can...

Page 18: ...ing time You can upgrade the VoxBox by Adding a two line expansion card to the motherboard to provide four lines 10 hours recording time Figure 2 1 Options for Upgrading the Basic System Note The VoxB...

Page 19: ...ounting Figure 2 2 General View of the VoxBox after Removing the Cover 2 2 1 Side Panel Figure 2 3 Side Panel The numbered items in the following description correspond to the labels in Figure 2 3 1 P...

Page 20: ...ight Mode Manual Off On Off Off Holiday Mode Manual Off Off On Off Break Mode Manual On On Off Off Day Mode Auto On Off Off On Night Mode Auto Off On Off On Break Mode Auto On On Off On System Error1...

Page 21: ...emove all packing material 4 Inspect the contents if you notice any physical damage immediately report it to you local dealer 2 3 2 Installing the VoxBox To install the VoxBox 1 Mount the VoxBox on a...

Page 22: ...wer supply outlet to turn the VoxBox on The LED s on the front panel turn on and off one after another and then the LED indicating the status of the VoxBox turns on 6 If your PBX supports full authori...

Page 23: ...answer You should hear the default greeting system message no 000 See Appendix C 8 Replace the side panel cover 9 Program the VoxBox according to your PBX type and required applications Figure 2 6 Sy...

Page 24: ...om the main power supply outlet to turn the VoxBox off 3 Open the VoxBox s top cover by unscrewing the four screws 4 Place the two plastic spacers into the corresponding holes 5 Insert the expansion c...

Page 25: ...oxBox does not handle calls when in the programming mode To enter the programming mode 1 Connect a PBX analogue line to the VoxBox 2 Call the PBX analogue line from any touch tone telephone 3 Wait unt...

Page 26: ...th your PBX 3 2 Installation and Programming Manual 4 Set the VoxBox s real time clock see Section 3 4 5 Set the system schedule see Section 3 5 6 Create mailboxes see Section 3 6 1 7 Define a notific...

Page 27: ...he programming commands Table 3 1 presents the commands you must enter to apply the PBX parameters to the VoxBox Table 3 1 PBX Parameter Commands OPERATION COMMAND DEFAULT Extension size 300 X where X...

Page 28: ...oups of zeros can be 2 3 or 4 digits long according to the extension size Resetting all groups 320 Operator ID Code 330 X where X is a digit 0 9 When the caller dials this digit during any script mess...

Page 29: ...0 X YYYY where X 1 Day operator X 2 Night operator X 3 Fax extension X 4 Supervisor extension One mailbox can be defined as Supervisor When storage memory reaches 80 of its capacity a message is sent...

Page 30: ...nsion number and playing the busy cadence values Voice and DTMF Sensitivity 376 X Y X 1 Voice sensitivity level X 2 DTMF sensitivity level Y Sensitivity level 0 9 The volume at which the VoxBox detect...

Page 31: ...er code X 5 Recall from Busy X 6 Recall from No Answer CODE 1 Respective PBX code None None None Flash 1 Ext Flash 1 Flash 1 Delete a specific procedural code 380 X X 1 LED1 notification code X 2 LED2...

Page 32: ...mode by dialling 900 and the administrator s password before using the programming commands Table 3 2 Commands to Set the VoxBox Clock and Calendar OPERATION COMMAND Setting the time and day of the we...

Page 33: ...Mode 400 X where X stands for the operational mode Day mode 0 default mode Night mode 1 Holiday mode 2 Auto mode 3 Break mode 4 Selecting time stamp format Used by English and Chinese languages only 4...

Page 34: ...le 3 3 Programming the Operational Modes continued OPERATION COMMAND Entering annual holiday dates For Auto mode only 470 DD MM hh mm hh mm where DD Day of the month 01 31 MM month 01 12 hh mm Start t...

Page 35: ...r selecting a language the VoxBox Plays all menus in the selected language Plays all system messages e g time stamp and error messages in the selected language If ring or remote notification is enable...

Page 36: ...the mailbox Table 3 4 Commands to Create Mailboxes continued OPERATION COMMAND Creating a range of virtual mailboxes 520 First Mailbox Last Mailbox Creating one virtual mailbox 521 Mailbox Number Def...

Page 37: ...s Table 3 5 Commands to Create Mailbox Groups OPERATION COMMAND Adding a mailbox to a group 540 Group Number Mailbox Number Note You must define the mailbox before adding it to a group Changing the nu...

Page 38: ...tension number These Sign Rings may be sent at programmed intervals code 720 The VoxBox stops sending Sign Rings after the mailbox owner retrieves all his new messages or the maximum number of retries...

Page 39: ...nables remote notification the VoxBox first dials the external access digit programmed using code 340 and then dials the mailbox owner s remote telephone or pager number Note Make sure that you enter...

Page 40: ...remote notification is not permitted Y 1means remote notification is permitted Ring Notification Interval 720 XX where XX is a 2 digit number in minutes 1 99 Default 30 minutes Ring Notification Dura...

Page 41: ...mand 112 The following numbers are dedicated by default to specific script messages Script message number 00 to the Day Mode Opening Menu Script message number 10 to the Night Mode Opening Menu Script...

Page 42: ...message XX XX refers to a script message number B refers to the digit dialled by the caller during playback of script message XX or at the end of the message B can be 0 9 or for end of message YY refe...

Page 43: ...listing Technicians and System Administrators should program the script messages according to the application 3 7 2 1 End Of Message Timeout Sets the EOM timeout period for each script individually C...

Page 44: ...script number 00 20 Z Line number 1 4 3 7 2 4 Transfer to the Opening Menu Transfers the caller to the opening main menu Used mainly by Busy and No Answer script messages 21 24 for the first language...

Page 45: ...to the third language and plays script message 01 when 7 is dialled during playback of script message 00 Note Make sure that script message 01 has been recorded in the appropriate language 3 7 2 6 Sel...

Page 46: ...l to the Operator at the End of the Script Message Transfers the call to the operator at the end of the script message The operator extension is defined in Table 3 1 code 360 The VoxBox transfers the...

Page 47: ...r leaving a message in a mailbox Command 150 XX B Example 150 00 8 The VoxBox asks for a mailbox number when 8 is dialled during playback of script message 00 After dialling the requested mailbox numb...

Page 48: ...rest of the extension number the VoxBox transfers the call to the extension Example 2 170 00 2 4 Same as Example 1 except the extension number starts with 2 or 4 for extension numbers 2xx and 4xx 3 7...

Page 49: ...sion Busy menus Command 185 XX B Example 185 21 5 The VoxBox immediately tries to transfer the call again when 5 is dialled during playback of script message 21 Note Both Place a Call on Hold and Blin...

Page 50: ...mber Example 111 00 5 Play the directory listing when 5 is dialled during playback of script message 00 3 7 4 Reset Script Message Programming to Default Resets a complete script message or only one e...

Page 51: ...Non Supervised Transfers Transfer to an extension may be supervised semi supervised or non supervised In a supervised mode the VoxBox detects Busy and No Answer signals from the PBX In a semi supervis...

Page 52: ...X for the Transfer Supervision operation 0 9 A D See page 3 7 for the proper codes Delete all DTMF condition codes 221 Delete the DTMF code for a specific condition 221 X X 1 Answer condition X 2 Busy...

Page 53: ...Answer and by default plays system message 97 if the extension has a mailbox or 104 if it does not have a mailbox Refer to Section 3 7 5 3 for information on changing the default system messages 3 7 5...

Page 54: ...ce this message with script message 25 in the first language script message 35 in the second language and script message 45 in the third language 3 8 Additional Features 3 8 1 Changing Passwords The V...

Page 55: ...t 1234 by dialling code 900 to enter the programming mode dialling the System Administrator s password and then dialling 570 XXXX where XXXX is the mailbox number The mailbox owner can change the mail...

Page 56: ...sabled See Section 3 8 1 2 Y 0 Reduce the time by one hour Y 1 Increase the time by one hour 3 8 4 Changing the Operational Mode The operator can change the operational mode by calling the VoxBox and...

Page 57: ...ystem messages 3 8 6 Playing All System Messages To listen to all system messages dial 900 and the administrator password to enter the programming mode then dial 691 Z Z refers to the language number...

Page 58: ...d the administrator password to enter the programming mode then dial 654 XXXX where XXXX is the System Administrator s password Note If you plan to reconfigure the VoxBox for use with your current PBX...

Page 59: ...Installation and Programming Manual 3 35 To set message length dial 900 and the administrator password to enter the programming mode then dial 790 X where X 1 9 minutes This parameter is set to two mi...

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Page 61: ...lboxes Build Automated Attendant menus Review traffic statistics Print system parameters and statistics Programming the VoxBox via the PC is done offline until sent in one block to the VoxBox We recom...

Page 62: ...2 System Requirements Before installing the VUP check that your computer meets the following minimum requirements PC 486 or higher 8 MB RAM free memory 5 MB free hard disk space Microsoft Windows 95...

Page 63: ...4 Double click the set up file 5 Follow the instructions on the screen 4 4 Starting the VUP To start the VUP click on the VUP icon For further instructions go to the required parameter and press the F...

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Page 65: ...the VoxBox announces the number of messages and plays the users menu DIGIT NAME DESCRIPTION 1 Retrieve Message Listen to Messages 2 Mailbox Parameters Enter Mailbox Parameters Menu 8 Send Message Sen...

Page 66: ...menu 5 4 Mailbox Parameters If the mailbox owner dials 2 while in user s main menu the VoxBox plays the user s Parameters menu DIGIT NAME DESCRIPTION 1 Record Greeting Record a greeting message for t...

Page 67: ...revious Menu Return to previous menu User s parameters menu To record a greeting message for a mailbox group Enter the mailbox group number as the mailbox number The above menu will be played and a me...

Page 68: ...er s parameters menu 5 4 4 Change Password A mailbox password consists of four digits The default password is 1234 To disable the password enter 0000 The mailbox owner can change his password by diall...

Page 69: ...e 5 4 6 External Notification For activating the external notification of a mailbox the System Administrator must enable this feature for the mailbox thereafter the mailbox owner can Enable disable re...

Page 70: ...ee Section 5 4 DIGIT NAME DESCRIPTION 1 Change Mode Toggles the pager notification state Enable Disable 2 Pager Number Enter the selected pager number for pager notification Codes1 0 9 Extension Numbe...

Page 71: ...Send Message The mailbox owner can leave a message in any mailbox or group of mailboxes by dialling 8 on the user s main menu see Section 5 4 5 6 Return to Auto Attendant The mailbox owner can dial 9...

Page 72: ...us menu Record Name Play Back Record Delete Return to Previous menu Play Back Change Delete Directory Listing DND Change Password Return to Previous menu Play Back Change Return to Previous menu Retur...

Page 73: ...nder the following conditions The DTMF codes received from the PBX do not exactly match the programmed In Band DTMF codes The specified extension number Target called does not have a valid mailbox The...

Page 74: ...next six DTMF characters received Ignore Separator 0 one digit character For example wild card 05 programs the VoxBox to ignore all DTMF characters until it receives a 5 Wild card 0 4 programs the Vo...

Page 75: ...following options 00 Play the Automated Attendant s Opening Script 01 Leave a message in a designated mailbox 02 Retrieve messages from a designated mailbox 03 Play a specific script1 04 Play the bus...

Page 76: ...etect a DTMF character within the defined period of time it automatically plays the Automated Attendant s opening greeting To define the timeout until the first DTMF character dial 210 XXXX where XXXX...

Page 77: ...message 4 Source Target 1 Call forward after no answer 7 Source Target 1 Call forward after busy Note All source and target extension numbers in the SIEMENS Hicom 150E OfficePBX system have three digi...

Page 78: ...to leave a message in a mailbox 3 Source Target 1 1 Dial 200 02 3 905 2 2 2 1 200 is the programming code to define an In Band DTMF code 02 is the event number assigned by you to the In Band DTMF cod...

Page 79: ...ake sure that local notification is enabled Make sure that line 2 is properly connected between the VoxBox and the PBX Remove all the messages from the mailbox and then send a new message Check VoxBox...

Page 80: ...times are properly defined and maximum number of retries has not been reached Question The VoxBox does not transfer calls DTMF tones are heard or the call is disconnected Answer Flash 1 has been incor...

Page 81: ...s Answer Increase the voice Sensitivity parameter value Make sure that the correct Transfer Supervision Type has been selected Question The VoxBox transfers calls made to an extension to its mailbox a...

Page 82: ...ll is received it disconnects the call and switches to Day mode Answer Make sure that the night greeting script is recorded Question What happens when a mailbox and mailbox group have the same extensi...

Page 83: ...wed and enabled Make sure the pager number is entered correctly Make sure your pager company provides a 1400 Hz tone if is used If your provider does not support 1400 Hz tone SIT tone use enough pause...

Page 84: ...changing the AGC s status Question How can I delete the messages of all users Answer Change the parameters Maximum no of days to store messages to 1 740 and reorganize the system 610 Question VUP VUJ...

Page 85: ...ssword Y 0 Reduce the time by one hour Y 1 Increase the time by one hour 3 8 3 Change the operational mode without entering the programming mode 8 XXXX Y XXXX operator s password Y 0 Day Y 1 Night Y 2...

Page 86: ...r 00 20 Z Line number 1 4 3 7 2 3 Transfer to opening menu 115 XX B 3 7 2 4 Transfer to a script message with a change of language 117 XX B YY Z Z 1 2 or 3 language number 3 7 2 5 Set default language...

Page 87: ...200 XX YY YY XX Event number YY YY In Band DTMF code 6 1 1 Delete all In Band DTMF codes 200 6 1 1 Delete In Band DTMF codes for an event 200 XX XX Event number 6 1 1 Select a task for an In Band DTM...

Page 88: ...X 6 1 6 Define the time to wait for the first DTMF character in the In Band DTMF code 210 XXXX XXXX 0000 9980 in steps of 20 ms 6 1 4 Define the time to wait between receipt of each DTMF character in...

Page 89: ...to wait for No Answer 311 XX 3 3 PBX legal extensions 320 Y First Ext Last Ext Y group number 0 9 3 3 Delete all PBX legal extensions 320 3 3 Operator ID code 330 X X 0 9 3 3 Key To retrieve messages...

Page 90: ...rator X 2 Night operator X 3 Fax extension X 4 Supervisor extension YYYY Corresponding extension number 3 3 Delete a specific extension assignment 360 X X 1 Day operator X 2 Night operator X 3 Fax ext...

Page 91: ...all must be initiated 3 3 DTMF amplitude 379 X X volume level 3 9 9 Loudest Default 5 3 3 Procedural codes sent to the PBX in order to perform a specific task 380 X Code X 1 LED1 notification code X 2...

Page 92: ...Set date 430 Date Month Year 3 4 Listen to the system time 440 3 4 Set working hours 450 Day Starting time Ending time 3 5 Set break time 460 Day Starting time Ending time 3 5 Entering annual holidays...

Page 93: ...lbox 510 Mailbox number 3 6 1 Create a range of virtual mailboxes 520 First mailbox Last mailbox 3 6 1 Create a virtual mailbox 521 Mailbox number 3 6 1 Play or skip time and date stamp for a range of...

Page 94: ...use the or keys 3 8 1 1 Change the operator s password 601 Old password New password Warning Do not use the or keys 3 8 1 2 Forced reorganization 610 3 8 2 Resetting the system to default 654 XXXX XX...

Page 95: ...Rings 3 6 3 1 Permit remote notification for a range of mailboxes 710 First mailbox Last mailbox X X 0 not permitted X 1 permitted 3 6 3 1 Disable remote notification for all mailboxes 710 3 6 3 1 Per...

Page 96: ...ation 760 X X 0 for 1st new message X 1 for every new message 3 6 3 1 Adjusting recording length 790 X X 1 9 minutes 3 8 10 1 Refers to PBX codes Each code contains digits 0 9 Flash 1 Flash 2 Pause an...

Page 97: ...line is answered Line 1 310 1 _____ Line 2 310 2 _____ Line 3 310 3 _____ Line 4 310 4 _____ Time to wait for No Answer 311 _____ Legal PBX extensions Group 1 320 0 ___ ___ Group 2 320 1 ___ ___ Grou...

Page 98: ...f the group numbers 545 __ Add mailboxes to a group Group 000 540 000 _____ Group 001 540 001 _____ Group 002 540 002 _____ Group 003 540 003 _____ Maximum no of days to store a message in the system...

Page 99: ..._____________ _____ _____ _____ _____ _______________ _____ _____ _____ _____ _______________ _____ _____ _____ _____ _______________ _____ _____ _____ _____ _______________ _____ _____ _____ _____ __...

Page 100: ...following schedule using codes 450 and 460 Working Hours Break Time Day Start End Start End 1 Monday _____ _____ _____ _____ 2 Tuesday _____ _____ _____ _____ 3 Wednesday _____ _____ _____ _____ 4 Thu...

Page 101: ..._____________________ 6 ________________________ 7 ________________________ 8 ________________________ 9 ________________________ EOM ____________________ 0 ________________________ 1 ________________...

Page 102: ...ode for an event 200 __ __________ Select a task for an In Band DTMF code 201 __ __ Select a destination for a specific in band DTMF event 202 __ ____ Define the time to wait for the first DTMF charac...

Page 103: ...ling 690 language digit 1 2 or 3 system message number or to hear all system messages dial 691 language digit NO SYSTEM MESSAGE 000 This system has not been programmed Please refer to the installation...

Page 104: ...Fifteen 011 Two 025 Sixteen 012 Three 026 Seventeen 013 Four 027 Eighteen 014 Five 028 Nineteen 015 Six 029 Twenty 016 Seven 030 Thirty 017 Eight 031 Forty 018 Nine 032 Fifty 019 Ten 033 Sixty 020 El...

Page 105: ...Fifteenth 041 Fifth 052 Sixteenth 042 Sixth 053 Seventeenth 043 Seventh 054 Eighteenth 044 Eighth 055 Nineteenth 045 Ninth 056 Twentieth 046 Tenth 057 Thirtieth 047 Eleventh MONTHS 058 Of January 064...

Page 106: ...return to the main menu press 9 076 You have no messages 077 Message saved Please hold 078 To skip this message press 1 To replay press 2 To save press 3 To forward press 4 To reply to message sender...

Page 107: ...number 093 You have reached the mailbox of 094 You have reached mailbox number 095 Please leave a message after the tone When you are finished press star for further options or simply hang up 096 The...

Page 108: ...n menu press 9 104 The required extension does not answer To try another extension press 1 followed by the extension number To transfer to the operator press 0 To return to the main menu press 9 105 Y...

Page 109: ...another extension press 1 followed by the extension number To leave a message press 8 To transfer to the operator press 0 To return to the main menu press 9 122 Invalid extension number Please try aga...

Page 110: ...listings press 8 142 To enter another name press 0 To return to the main menu press 9 143 No directory listing is available 144 To record your greeting press 1 To record your name press 2 To access d...

Page 111: ...152 To join the directory listing please make sure your name is recorded 153 Product version is 154 To try another extension press 1 followed by the extension number To transfer to the operator press...

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Page 113: ...acitor 0 47 F 10 On hook Impedance 50VDC 40 VAC 25Hz 3000 Ring Detect 27 to 100VAC 16 to 60Hz DC Resistance off hook 24 to 66VDC 20 to 100mA 100 to 350 Impedance off hook 300 to 3400Hz 500 to 700 Imba...

Page 114: ...e VoxBox 2 Attach Analogue phone cable to the phone system and the box 3 Ring box and await answer 4 On answer dial 900 1234 654 1234 to initialise box 5 If the unit is not answering you will need to...

Page 115: ...ication type for each mailbox see Section 3 6 3 7 Define notification parameters i e message light on and message light off and interval between ring notification in Section 3 6 3 8 Record see Section...

Page 116: ...Installation Procedures F 2 Installation and Programming Manual 16 Check time stamps of messages 17 Once you are satisfied that the VoxBox installation is complete backup the VUP settings to file...

Page 117: ...defined in the VUP Firstly make sure that you have a range set and secondly ensure the mailbox is included in this range Question This mailbox is unavailable plays when I am trying to leave a message...

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Page 119: ...t line dial VoxBox does it answer and play script00 If no then re initialise the box 3 Connect serial link and read from box set up 2 options on script00 to leave a message and retrieve messages send...

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Page 121: ...Please note that resetting the VoxBox in this way will delete all saved information such as messages greetings and Script recordings It is possible to backup the whole system data Script recordings na...

Page 122: ...m www oak co uk 4 Click the OK button then confirm The process will now begin writing blocks to the VoxBox 5 After approximately 20 minutes this process will finish and you will be prompted to reset t...

Page 123: ...ame Surname Company name Address City Postcode Country Telephone Name of Installer Telephone No of Installer Telephone system VoxBox type Version Serial No PLEASE CIRCLE WHAT IS BEING RETURNED POWER S...

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Page 125: ...lecom Ltd The Bury Church Street Chesham Bucks HP5 1HH Tel 01494 792 777 Fax 01494 786 099 Technical Support 01202 607 000 E mail sales oak co uk Website http www oak co uk If you require any Technica...

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Page 127: ...SALES ADMINISTRATION THE BURY CHURCH STREET CHESHAM HP5 1HH 01494 792777 01494 786099 sales oak co uk T F E www oak co uk...