Xblue Networks Voice Mail, User Manual

Page 1: ...Xplus100 Flash Voice Mail Mailbox Owner s Guide Record of Revisions ROR Voice Mail User Guide ...

Page 2: ...Flash Voice Mail Mailbox Owner s Guide Table of Contents Record of Revisions Catalogue Number Release Date Supercedes Comments Initial Release October 2007 ...

Page 3: ...ACK CONTROLS 4 2 OPTIONS WHILE REVIEWING 4 2 SKIP A MESSAGE 4 3 CANCEL PLAY OF MESSAGES 4 3 REPLAY A MESSAGE 4 3 SAVE A MESSAGE 4 3 DELETE A MESSAGE 4 3 REPLY TO A MESSAGE 4 4 SEND A CALL DIRECTLY TO VOICE MAIL 4 4 5 MESSAGE INFORMATION 5 1 SEND A COPY TO SOMEONE ELSE 5 1 SENDING A MESSAGE 5 2 To send a message 5 2 6 ADDITIONAL OPERATIONS 6 1 CHANGING YOUR MAILBOX GREETING 6 1 WHAT IS A GOOD MAILB...

Page 4: ...Flash Voice Mail Mailbox Owner s Guide LIST OF FIGURES LOT List of Tables Table 1 Document Conventions 1 3 ...

Page 5: ... one way communications the voice mail function contributes to streamlining business communications The purpose of this manual is to provide instructions for programming using the System Administrator s Mailbox Programming is performed through either a series of easy to follow menus accessed from HyperTerminal on a PC or by the System Administrator s Mailbox Refer to the Xplus100 Flash Voice Mail ...

Page 6: ...ame time many users can be supported User commands are just one digit long They do not have to be memorized since the system is constantly prompting users about what to do By using a Touch Tone phone you can receive or send messages from any location through your voice mailbox If you are busy in your office or away on a business trip customers vendors or other employees can leave you detailed mess...

Page 7: ...be reviewed and understood before continuing Table 1 Document Conventions Convention Purpose Normal Used for body text throughout the manual Normal italic Used in describing actual voice prompts Bold italic type Use for menu items form names or items Normal bold Used to indicate keystrokes filenames device names etc Press Means to press a specific key e g press ESC means to press and release the E...

Page 8: ...Notes ...

Page 9: ...he voicemail system to an attendant or politely disconnects the call The system counts the number of errors incorrect key presses that a caller makes If the count exceeds a certain number usually 3 the caller is politely disconnected The system does this to allow as many callers on the system as possible The Key Press whenever you want to cancel what you are doing Pressing allows you to skip perso...

Page 10: ...is Guide This guide gives you easy to follow instructions on how to get the most from the features of the system It is divided into several sections To start using the system quickly read through Chapter 3 Getting Started and Chapter 4 Basic Operation After you have practiced using the system for a short while read the remainder of this guide to learn the other features and capabilities of the sys...

Page 11: ...sion or from outside the office call the office number when you hear the system greeting press plus your mailbox number You will be sent directly to your voice mailbox When prompted enter your password The system will then tell you how many new and how many saved messages you have in your mailbox The mailbox Main Menu is then played Disconnecting from the System When you have finished using the sy...

Page 12: ...Notes ...

Page 13: ...e considered ʺskipped To review the messages in your mailbox At the main menu press 1 The system plays your messages After each message is reviewed the system asks what you want to do with the message The available options are 1 Replay Repeats the entire message 2 Save Keeps the message in your mailbox for future reference 3 Delete Allows you to discard the message and also requires that you confi...

Page 14: ...mple with playback controls you can scan through a long message to find a phone number without reviewing the entire message After dialing 1 to review a message you can press 1 Rewind to the beginning of the message 7 Rewind 5 seconds 8 Pause and restart the message 9 Fast Forward 5 seconds Skip to the next message Options while Reviewing In addition to the playback controls you can press any of th...

Page 15: ...l partially reviewed messages also remain in the new message queue Replay a Message At the end of a message when the system prompts with the ʺAfter Reviewingʺ menu you can replay that message in its entirety 1 Reviewing End of Message 1 Message Replays Save a Message If the message needs to be acted on later it may be saved Saved messages are kept in a separate queue They will be played after new ...

Page 16: ...ser can reply to a message sent from another subscriber s mailbox by dialing one key Therefore subscribers should enter their own mailbox to record a message before sending so that recipients may conveniently reply 1 4 Reply Record Reply Message Acceptable To send the reply Send a Call Directly to Voice Mail A user can send a call directly to another mailbox as follows Transfer Voice Mail Button D...

Page 17: ...te stamp allows the subscriber to know how much longer the message can stay in the mailbox before it is automatically deleted Reviewing a message and re saving it does not change the time and date stamp or when the system automatically deletes the message Send a Copy to Someone Else You may wish to send a copy of a message to another subscriber In this situation you may record introductory remarks...

Page 18: ...you a chance to 1 Listen to the message you have just recorded 2 To re record the message 3 Append to the recording Delete the message and begin again 4 When the message is acceptable press 5 Enter the destination The destination is the mailbox number of the person who is to receive the message Messages may be sent to any of these individually or in combination with other destinations Once you ent...

Page 19: ...e system uses the mailbox number as the greeting i e Mailbox 101 What is a Good Mailbox Greeting A good mailbox greeting encourages callers to leave detailed messages not just name and phone number and provides additional information that might be needed It should present the kind of professional image that is appropriate for your particular organization You may wish to include an instruction to d...

Page 20: ...ess 3 at the Main Menu for Personal Options 2 Press 1 for Greetings 3 Press 1 for Review 4 Press 2 for Mailbox Greeting Deleting Your Greeting The standard system greeting recorded name may be chosen at any time by deleting your recorded greeting without recording a new one To delete your mailbox greeting 1 Press 3 at the Main Menu for Personal Options 2 Press 1 for Greetings 3 Press 3 for Delete ...

Page 21: ... flow with voice mail it is important to warn them when it may take longer then usual for you to respond to their messages The temporary greeting allows you to give them this special notice The temporary greeting plays in place of the mailbox greeting when calls are answered in the telephone answering mode The greeting should emphasize that you will not be checking in for messages frequently It mi...

Page 22: ...the Main Menu for Personal Options 2 Press 1 for Greetings and then press 1 for Review 3 Press 3 for Temporary Greeting Delete Your Temporary Greeting To delete your temporary greeting 1 Press 3 at the Main Menu for Personal Options 2 Press 1 for Greeting and then press 3 for Delete 3 Press 3 for Temporary Greeting ...

Page 23: ...y other people You are strongly discouraged from using birthdays employee numbers parts of social security numbers etc since these numbers could be readily guessed by others You are encouraged to change your password frequently To change your password use the Personal Options menu 1 Press 3 from the Main Menu 2 Press 2 for Passwords 3 Enter the password you have decided on Outcall Notification You...

Page 24: ...ication can be turned on and off whenever desired Outcall On Off is a toggle If outcall notification is on this procedure turns it off If outcall notification is off this procedure turns it on To Turn Outdial ON or OFF 1 Press 3 from the Main Menu for Personal Options 2 Press 3for Outcall Notification and then press 1 ...