Universal Voicemail w/ Extensions Usage Instruction

Universal Voicemail w/ Extensions Usage Instruction
Arrival Universal with Extensions
Host Voice Mail Instructions
Accessing Voice Mail
Changing Voice Mail Recorded Name
From Any Phone
From the Main Menu
1.
Dial your mailbox number.
2.
During the greeting press # .
3.
Enter your 10 digit mailbox number.
4.
5.
1.
Press 3 to access Greetings or Recorded Name.
2.
Press 3 to change your recorded name.
Enter your password.
3.
At the tone record the mailbox name then press # .
Press # .
4.
The system will repeat your recorded name to
confirm it.
5.
If satisfied press # .
6.
To rerecord press * .
7.
After the recorded name is confirmed you will be at the
Main Menu.
Changing Voice Mail Password
From the Main Menu
1.
Press 2 to access Administrative Options.
2.
Press 1 to change your password.
3.
Enter your new password and press # . Passwords
can be between 4 to 15 digits.
4.
The system will repeat your new password to confirm it.
Changing Voice Mail Help Prompt
That Will Play After Greeting
5.
After the password is confirmed you will be at the
Main Menu.
From the Main Menu
Changing Voice Mail Greeting
From the Main Menu
1.
Press 3 to access Greetings or Recorded Name.
2.
Press 2 to change the customized help prompt.
3.
Press 2 to record a new customized help prompt.
4.
At the tone record the new help prompt and press # .
5.
To listen to the customized help prompt press 1 .
1.
Press 3 to access Greetings.
2.
Press 1 to change the mailbox greeting.
3.
Press 2 to record a new mailbox greeting message.
Remember to give directions to the caller for reaching
the extension and general mailboxes.
6.
If satisfied press # .
7.
To rerecord press * .
4.
At the tone record your mailbox greeting then press # .
8.
5.
To listen to your greeting press 1 .
After the help prompt is confirmed you will be at the
Main Menu.
6.
If satisfied press # .
7.
To rerecord press * .
8.
After the greeting is confirmed you will be at the
Main Menu.
PAGE 1 OF 8
Host Voice Mail Message Playback Controls
# Pound Key
* Star Key
The # key is a terminator key, used to signify the end of
keystroke input, proceed to the end of a prompt, or to end a
voice recording.
The * key allows subscribers and callers to cancel a
command, return to a previous point in the session, or to exit
the mailbox.
End of Input
Cancel a Command
The voice mail system waits three seconds for subscribers to
input keystrokes. If they do not want to wait for the timer to
signal the end of an input, they can use the # key to signify
the end of an entry.
Use the * key to cancel a message, message review,
destination, or response to a message.
This is useful for entries that have a variable number of
digits, such as a password or a telephone number entered
for features like call forwarding.
End of Prompt
Some voice mail system prompts and greetings allow a
subscriber or caller to forward to the end of it by pressing
the # key.
For example, when a caller is listening to a greeting, they can
skip to the end and leave a message by pressing the # key.
End of Recording
When the voice mail system does not know how long an
action will take, the # key must be pressed to indicate the
end, for example, when recording a message or a personal
greeting. When the system detects a silence of three
seconds, it prompts the caller to press the # key to indicate
the action has been completed.
(Note: If there is a very noisy telephone circuit or loud
background noise, the system could interpret this as the
person still talking.)
When using the key to cancel a command, subscribers and
callers return to the previous point in the session.
Return to the Main Menu
At any point in a mailbox session, subscribers can press
the * key to return to the previous point in the session.
It may be necessary to press the key more than once to
return to the Main menu.
Exit the Mailbox
At the end of a voice processing session, subscribers can
press the * key as many times as needed for the voice
mail system to say “Good bye.”
The voice mail system always checks for silence on the
line and hangs up automatically when it finds no one on the
line. It also hangs up when it detects a dial tone from a
telephone system.
The voice mail system can hang up a few seconds faster if
subscribers press the * key. This assures the subscriber
will always have immediate access to their voice mailbox, no
matter how quickly they try to reenter.
PAGE 2 OF 8
Arrival Universal with Extensions
Host Voice Mail User Guide
Enter the System
Passwords
A. Call your mailbox
number
B. Press #
greeting
A. Enter new password
(4 to 15 digits)
during the
B. Press
C. Enter 10-digit mailbox
number
D. Enter your password
E. Press
#
Administrative Options
#
Establish or Change
Passwords
1
Change Prompt Level
3
Exit
*
Prompt Levels
1
2
3
Standard
Extended
Rapid
Cancel
Main Menu
Administrative Options
2
Greetings or
Recorded Name
3
Restart
5
Disconnect
*
Mailbox Greeting
A. Press 2 to record a
greeting
*
Greetings or Name
B. At tone, record greeting
C. Press
Mailbox Greeting
1
D. Press
Customized Help
Prompt
2
E. Press
Recorded Name
3
Exit
*
#
1
#
to end recording
to listen
to confirm
Help Prompt
A. Press 2 to record a
help prompt
B. At tone, record help
prompt
C. Press
D. Press
E. Press
#
1
#
to end recording
to listen
to confirm
Recorded Name
A. At tone, record name
B. Press
#
to end recording
C. Hear recorded name
D. Press
#
to confirm
Arrival Universal with Extensions
General and Extension Voice Mail Instructions
Accessing Voice Mail
Reviewing Voice Mail Messages
From Any Phone
From the Main Menu (choose one of the following)
1.
Dial your mailbox number.
2.
During the greeting press * , 1 , 2 , 3 , 4 , 5 , 6 ,
7 , 8 , or 9 depending on the extension mailbox you
are trying to access.
3.
During the extension mailbox’s greeting press 1 .
4.
Enter your password.
5.
Press # .
1.
Press 1 to hear messages. Messages in each
category are played sequentially, with the oldest first.
The first category played is unheard messages,
followed by saved messages. If a message arrives
during a review it will be played at the end of the
unheard message category.
2.
Press 1 1 to hear unheard messages.
From the End of Message (choose one of the following)
Reviewing Multiple Extension
Voice Mailboxes
1.
Press 9 to save a message.
2.
Press 7 to erase a message.
From A Phone
3.
Press 8 to reply to a message sent by another Arrival
voice mail subscriber.
1.
Dial your mailbox number.
a.
2.
During the greeting press * , 1 , 2 , 3 , 4 , 5 , 6 ,
7 , 8 , or 9 depending on the extension mailbox you
want to access first.
At the tone record your reply to the voice mail
subscriber then press # .
b.
If a specific message delivery option (private,
urgent, request confirmation, specify future
delivery, anonymous) is needed, prior to sending
your message press 0 .
c.
To send your message press # .
3.
During the extension mailbox’s greeting press 1 .
4.
Enter your password.
5.
Press # .
6.
Review your messages.
7.
Return to the Main Menu.
8.
Press 5 .
9.
During the system’s greeting press # .
4.
10. Enter the 10-digit mailbox number* for the extension
mailbox you are checking next.
Press 6 to send a copy with remarks.
a.
At the tone record your introduction to the
message then press # .
b.
Enter the 10-digit destination mailbox number
then press # .
c.
If a specific message delivery option (private,
urgent, request confirmation, specify future
delivery, anonymous) is needed, prior to sending
your message press 0 .
d.
To send your message press # .
11. Enter your password.
12. Press # .
13. Continue with steps 6 thru 11 until all of the mailboxes
have been reviewed.
14. Press * to exit out of voice mail.
*
5.
For additional message options please see
Message Playback Controls located at the end of
this document.
For a general or extension’s 10-digit mailbox number, please
see your Universal with Extensions VM Setup document.
PAGE 3 OF 8
Changing Voice Mail Password
From the Main Menu
Changing Voice Mail
Personal Greeting
1.
Press 4 to access Personal Options.
From the Main Menu
2.
Press 2 to access Administrative Options.
1.
Press 4 to access Personal Options.
3.
Press 1 to change password.
2.
Press 3 to access Greetings.
4.
Enter your new password and press # . Passwords
can be between 4 to 15 digits.
3.
Press 1 to change your Personal Greeting.
4.
Press 3 to change your Personalized Greeting message.
5.
The system will repeat the new password to confirm it.
5.
The system will play your current Personal Greeting.
6.
After the password is confirmed you will be at the
Personal Options level. Press * to exit to the Main Menu.
6.
If satisfied press # .
7.
To rerecord press * .
8.
At the tone record your personalized greeting
then press # .
9.
To listen to your greeting press 1 .
Changing Voice Mail Recorded Name
From the Main Menu
1.
Press 4 to access Personal Options.
2.
Press 3 to access Greetings and Recorded Name.
3.
Press 3 to change your Recorded Name.
4.
At the tone record your first and last name then
press # .
5.
The system will repeat your recorded name to
confirm it.
6.
If satisfied press # .
7.
To rerecord press * .
8.
After the recorded name is confirmed you will be at the
Personal Options level. Press * to exit to the Main Menu.
10. If satisfied press # .
11. To rerecord press * .
12. After the greeting is confirmed you will be at the Personal
Options level. Press * to exit to the Main Menu.
Changing Voice Mail
Extended Absence Greeting
From the Main Menu
1.
Press 4 to access Personal Options.
2.
Press 3 to access Greetings.
3.
Press 2 to change your Extended Absence Greeting.
4.
At the tone record your personalized greeting
then press # .
5.
To listen to your greeting press 1 .
6.
If satisfied press # .
7.
To rerecord press * .
8.
After the greeting is confirmed you will be at the Personal
Options level. Press * to exit to the Main Menu.
9.
This greeting will remain active for all subscribers and
callers until the next time your voicemail is accessed.
The system will then prompt you to retain the message
by pressing 1 , delete it by pressing 2 , or listen to it
by pressing 0 . Deleting it cancels the extended
absence greeting and activates the personal greeting.
PAGE 4 OF 8
Sending a Voice Mail Message to
Another Arrival Voice Mail Subscriber
Sending a Voice Mail Message to
a Group Distribution List
From the Main Menu
From the Main Menu
1.
Press 2 to send a voice mail message to another
Arrival voice mail subscriber.
1.
Press 2 to send a voice mail message to a Group
Distribution List.
2.
At the tone record your message to the other subscriber
then press # .
2.
At the tone record your message to the list then press # .
3.
Enter the 10-digit destination mailbox number* then
press # . The system will confirm your selection by
repeating the name or number of the voice mailbox you
entered. If your selection is not valid the system will inform
you it is not a recognized destination. At this point enter a
new number or cancel delivery of message by pressing * .
3.
Enter the 2-digit distribution list then press # . The
system will confirm your selection by repeating the
name of the list you entered. If your selection is not
valid the system will inform you it is not a recognized
distribution list. At this point enter a new list then
press # or cancel delivery of message by pressing * .
4.
If a specific message delivery option (private, urgent,
request confirmation, specify future delivery, anonymous)
is needed, prior to sending your message press 0 .
4.
If a specific message delivery option (private, urgent,
request confirmation, specify future delivery, anonymous)
is needed, prior to sending your message press 0 .
5.
To send your message press # .
5.
To send your message press # .
6.
To add additional recipients enter another destination
mailbox. The system will confirm your selection. To
send your message press # .
6.
To add additional destinations enter another distribution
list then press # . The system will confirm your
selection. To send your message press # .
7.
If no more recipients are needed press * to exit to the
Main Menu.
7.
If no more destinations are needed press * to exit to
the Main Menu.
Creating Voice Mail
Group Distribution Lists
Deleted Message Recovery
From the Main Menu
From the Main Menu
1.
Press 4 to access Personal Options.
1.
2.
Press 2 to access Administrative Options.
3.
Press 2 to establish a group distribution list.
When a message is deleted while reviewing new or
saved messages, the message will be placed in the
deleted message queue. This queue will automatically
play after all of the new and saved messages are
listened to.
2.
To review or recover messages you have erased
while using your mailbox, go to the main menu and
press 1 9 . To reach the main menu while listening
to messages press * .
3.
While listening to erased messages in the deleted
message queue, you can use any of the available
message review options. For example, to save the
message from the message recovery queue to the new
message queue press 9 , to delete it permanently from
your mailbox press 7 , or to skip it and move to the
next message press # .
4.
When you exit your mailbox all erased messages are
permanently removed.
4.
Press 1 to create a group distribution list.
5.
Enter the number you want to assign to the group
distribution list you are creating. Group lists may be
numbered from 11 to 25. The system will repeat the
group distribution list number.
6.
At the tone record a name for the list then press # .
The system will repeat the list name.
7.
Enter the 10-digit mailbox number* for the subscriber
you are adding to the list. The system will confirm your
selection by repeating the name or number of the voice
mailbox you entered. If your selection is not valid the
system will inform you it is not a recognized mailbox.
8.
To add additional recipients enter another destination
mailbox. The system will confirm your selection.
9.
To review the names on the list press 1 .
10. When the list is complete press * to exit to the Personal
Options level. Press * again to exit to the Main Menu.
*
For a general or extension’s 10-digit mailbox number, please
see your Universal with Extensions VM Setup document.
PAGE 5 OF 8
Transferring a Caller to an
Arrival Integrated Voice Mailbox
Transferring a Caller to an
Arrival Universal Voice Mailbox
From Your Desk Phone or
Another User’s Desk Phone
From Any Phone
1.
With a caller on the line, press the switch-hook or
feature button and wait for dialtone.
1.
With a caller on the line, press the switch-hook or
feature button and wait for dialtone.
2.
Dial the universal voice mailbox number.
2.
Dial the voice mail access number.
3.
3.
Press * * when you hear the mailbox
recorded name.
Immediately go on-hook, or however you would connect
a caller to a transferred number.
4.
During the system greeting enter the 10-digit mailbox
number where you want to transfer the caller.
5.
Immediately go on-hook, or however you would connect
a caller to a transferred number.
From Any Other Phone (Remote Access)
1.
With a caller on the line, press the switch-hook or
feature button and wait for dialtone.
2.
Dial the voice mail access number.
3.
During the system greeting enter the 10-digit mailbox
number where you want to transfer the caller.
4.
Immediately go on-hook, or however you would connect
a caller to a transferred number.
Transferring a Caller to an
Arrival Extension Voice Mailbox
From Any Phone
1.
With a caller on the line, press the switch-hook or
feature button and wait for dialtone.
2.
Dial the universal voice mailbox number.
3.
During the greeting press * , 1 , 2 , 3 , 4 , 5 , 6 ,
7 , 8 , or 9 , depending on the extension mailbox
where you want to transfer the caller.
4.
Immediately go on-hook, or however you would connect
a caller to a transferred number.
PAGE 6 OF 8
General and Extension Voice Mail Message Playback Controls
After Reviewing Messages
While Reviewing Messages
Position
Speed
Volume
Rewind
Pause/
Restart
Forward
1
2
3
Slower
Envelope
Faster
4
5
6
Normal
Louder
7
8
9
Cancel
Help
*
0
Rewind
1
2
3
Replay
Envelope
Send
4
5
6
Erase
Reply
Save
7
8
9
Skip
Exit
Help
Skip
#
*
0
#
Position
Options
Options
1.
Rewinds message 10 seconds.
1.
Rewinds message 10 seconds.
2.
Pauses message. Hit again to un-pause.
4.
Replays message from beginning.
3.
Forwards message 10 seconds.
5.
Plays message envelope1 information.
Forwards to end of message.
6.
Sends message with introduction.
Slows down message.
7.
Erases message.
3.3.
4.
5.
Plays message envelope information.
8.
Replies to message.2
6.
Speeds up message.
9.
Saves message.
Skips to end of message and erases it.
0.
Plays help options.
8.
Plays message at normal volume.
#.
Skips to next message.
9.
Plays message at louder volume.
#.#.
Skips to first message.
0.
Plays help options.
#.
Skips to next message.
#.#.
Skips to first message.
7.7.
*.
1
*.
1.9.
Exits to the main menu.
Replays erased messages.3
Cancels review.
1. The envelope contains the date, time, and length of
message.
2. Can only reply to other Arrival voicemail subscribers.
3. Can only listen to messages erased in the
current session.
PAGE 7 OF 8
General and Extension Voice Mail Message Playback Controls…continued
# Pound Key
* Star Key
The # key is a terminator key, used to signify the end of
keystroke input, proceed to the end of a prompt, or to end a
voice recording.
The * key allows subscribers and callers to cancel a
command, return to a previous point in the session, or to exit
the mailbox.
End of Input
Cancel a Command
The voice mail system waits three seconds for subscribers to
input keystrokes. If they do not want to wait for the timer to
signal the end of an input, they can use the # key to signify
the end of an entry.
Use the * key to cancel a message, message review,
destination, or response to a message.
This is useful for entries that have a variable number of
digits, such as a password or a telephone number entered
for features like call forwarding.
End of Prompt
Some voice mail system prompts and greetings allow a
subscriber or caller to forward to the end of it by pressing
the # key.
For example, when a caller is listening to a greeting, they can
skip to the end and leave a message by pressing the # key.
End of Recording
When the voice mail system does not know how long an
action will take, the # key must be pressed to indicate the
end, for example, when recording a message or a personal
greeting. When the system detects a silence of three
seconds, it prompts the caller to press the # key to indicate
the action has been completed.
(Note: If there is a very noisy telephone circuit or loud
background noise, the system could interpret this as the
person still talking.)
When using the key to cancel a command, subscribers and
callers return to the previous point in the session.
Return to the Main Menu
At any point in a mailbox session, subscribers can press
the * key to return to the previous point in the session.
It may be necessary to press the key more than once to
return to the Main menu.
Exit the Mailbox
At the end of a voice processing session, subscribers can
press the * key as many times as needed for the voice
mail system to say “Good bye.”
The voice mail system always checks for silence on the
line and hangs up automatically when it finds no one on the
line. It also hangs up when it detects a dial tone from a
telephone system.
The voice mail system can hang up a few seconds faster if
subscribers press the * key. This assures the subscriber
will always have immediate access to their voice mailbox, no
matter how quickly they try to reenter.
PAGE 8 OF 8
Arrival Universal with Extensions
General and Extension Voice Mail User Guide
Enter the System
During Message Review
Rewind
A. Call your mailbox
number
B. Press
3
,
*
4
,
,
1
5
,
,
Pause/Restart
2
6
,
Forward
,
Forward to End
7
, 8 , or 9 ,
during the greeting,
depending on the
extension mailbox you
are trying to access
C. Press 1 during the
extension mailbox's
greeting
Play Envelope
Faster
Delete Message
Normal Volume
Louder Volume
Help
D. Enter password
E. Press
Slower
Skip Message
#
To First Message
1
2
3
3 3
4
5
6
7 7
8
9
0
#
# *
#
After Message Review
Rewind
Replay
Play Envelope
Send Message
Delete Message
Reply to Message
Save Message
1
4
5
6
7
8
9
Main Menu
Check Unheard
Mark Anonymous
Listen
Send
Check Receipt
Personal Options
Restart
Disconnect
Cancel Destination
B. Press
1
2
3
4
5
*
D. Hear name or number
1 1
1
2
3
4
5
*
E. Send message
#
F. Select delivery
options (optional)
0
G. Cancel destination
*
1
2
Group Lists
H. Press
1
2
3
4
Create
Edit
Delete
List Names
*
Exit
1
2
3
Extended
Cancel
Personal Options
Establish or Change
Passwords
1
A. Press 3 to change
greeting
Establish or Change
Group Lists
2
B. Hear current greeting
Change Prompt Level
3
Exit
*
E. Press
2
F. Press
Greetings or
Recorded Name
3
G. Press
*
Greetings or Name
*
to rerecord
#
1
#
to end recording
D. Record greeting
Administrative Options
Exit
*
Personal Greeting
C. Press
to listen
to confirm
Absence Greeting
Personal Greeting
1
A. At tone, record greeting
Extended Absence
Greeting
2
B. Press
Recorded Name
3
Exit
*
C. Press
D. Press
#
1
#
to end recording
to listen
to confirm
Recorded Name
A. At tone, record name
B. Press
#
to end recording
C. Hear recorded name
D. Press
#
to end recording
G. Enter 10-digit mailbox
of additional list members
Prompt Levels
Administrative Options
#
F. Hear name or number
#
Rapid
A. Enter recipient’s 10-digit
mailbox or group number
B. At tone, record list name
E. Enter 10-digit mailbox
of new list member
Standard
Check Message Receipt
Create List
A. Enter new list number
(11 to 25)
D. Hear recorded list name
A. Enter new password
(4 to 15 digits)
Future Deliver
C. Enter 10-digit destination
mailbox or group number
*
1 9
C. Press
Urgent Priority
#
Replay Erased
Message
Passwords
Request Confirmation
B. Press
Exit
Notify of Non-receipt
Mark Private
A. Record message
To First Message
0
#
# #
Confirm Receipt
Delivery Options
Send a Message
Skip Message
Message Confirmation
*
Cancel
… After Continued
Help
to confirm
I. Press
1
to review list
*
to exit
Edit List
A. Enter list number
(11 to 25)
B. Hear list name
C. Enter 10-digit mailbox
of list member to be added
or removed from list
D. Hear name or number and
its status
E. Enter 10-digit mailbox
of additional list members
to be added or removed
F. Press
1
to review list
G. Press
*
to exit
Delete List
A. Enter list number
(11 to 25)
B. Hear list name
C. Press
1
to keep list
D. Press
2
to delete list
Review Lists
A. Press 1 to review
list names
B. Press
2
to rename list
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