Vodavi | TALK PATH | User guide | Vodavi TALK PATH User guide

Vodavi TALK PATH User guide
T ALK
P ATH
TM
User Guide
Issue 2 - May 2004
CD P/N: 250-14
Issue
Release Date
Changes
1
4-97
Initial Release
1a
4-98
Statements have been added for
clarification purposes.
1b
9-02
The “While Listening” mailbox
operation & diagram have been updated.
2
5-04
Voice Messaging illustrations on pages
3 & 4 have been updated.
Copyright © 2004 VODAVI Communications Systems, Inc.
All Rights Reserved
This material is copyrighted by VODAVI Communications
Systems, Inc. Any unauthorized reproductions, use or disclosure of this material, or any part thereof, is strictly prohibited
and is a violation of the Copyright Laws of the United States
(17 U.S.C. Section 101 et. seq.).
VODAVI Communications Systems Inc. reserves the right to
make changes in specifications at any time and without notice.
The information furnished by VODAVI Communications Systems, Inc. in this material is believed to be accurate and reliable, but is not warranted to be true in all cases.
TalkPath™ is a trademark of
VODAVI Communications Systems, Inc.
set/04
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INTRODUCTION
The TalkPath™ is a powerful tool for telephone
automation. With it, you can:
• Receive voice messages.
• Send voice messages.
• Forward messages to a paging device or
outside number.
• Record a personal greeting.
• Verify the date and time a message was
sent.
• Screen incoming calls.
• Activate voice menus when you are away
from your desk.
• Be notified of an important message
anytime, anyplace.
• Allow a calling party to wait on hold.
This user guide is designed to show you how to
use the TalkPath™ system features. The guide
presents:
• The features and their functions.
• How to access features.
• How to change feature settings.
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Voice prompts guide you through the operation
of all the features. In fact, the TalkPath™ is so
easy to use that you almost do not need this
manual. However, by taking the time to read it,
you get the most out of the product.
NOTES
The system administrator may not have
activated all the features described in this
manual and, therefore, some features may not
be accessible.
However, for purposes of understanding the
operation of the system and its full potential,
assume that all features have been activated.
Some Basics
A menu is a group of features or selections. The
features can be accessed by pressing [0-9, ✳, or
#] from the dialpad of any push button telephone.
Menus are connected in what we call a tree
structure, where general topics are broken into
more specific areas. For example, "Press [1] to
retrieve messages. Press [2] to send a message.
Press [8] for personal options." These selections
are general topics that deal with a number of
feature settings. If you select "personal options"
you hear the following: "Press [1] to edit greeting.
Press [2] to enter name...".
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Special keys include the [✳] which replays the
selections of the current menu, and [#] which
takes you back to the previous menu. (Use the
[✳] at specific points in the program to gain
access to system features.)
Replays the current selections
Hang up or Disconnect.
Takes you to the previous menu.
As a new user, press the [✳] key often to replay
the menu choices. This way you quickly become
familiar with the system. However, experienced
users may not need to listen to the menu
selections at all. The Type Ahead feature
overrides the voice prompts and allows you to
enter a string of keys that takes you directly to
where you want to be.
Getting Started
Before going further, gather the following
information:
• The internal or phone number to access
the system
• Your mailbox number
• Your extension number
• Initial security code
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VOICE MESSAGING
The following two illustrations show the menu
structure for Voice Messaging:
Listen to
Messages
WHIL E LI STENI NG
[6] [0] Callback Sender
[6] [1] Move to Saved Msgs
[6] [2] Pause
[6] [3] Skip
[6] [8] Volume Down
[6] [9] Volume Up
[7]
Rewind
[8]
Fast Forward
AF TER LI STENI NG
[1]
[2]
[3] [#]
[4]
[5]
[8]
Replay
Save
Delete & Confirm
Forward
Reply
Date & Time
Send a
Message
Record Message
when finished …
press any key
[1] Message OK
[2] Hear
[3] Cancel
[4] Append
[5] Re-record
Enter
Mailbox Number
-orSEND OPT IONS
[✳] [✳] Spell Name
[✳] [4] Guest Mailbox
[✳] [5] System List
[#] Send as is
[✳] Re-enter Destination
[3] Cancel
[6] Send Options
[1] Private
[2] Urgent
[3] Cancel
[4] Confirm Delivery
[5] Future
[#] Send Message
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Extended
Options
Edit Personal
Options
Transfer to
Mbx or Ext
See
Auto
Attendant
[1] Greeting
[2] Password
[3] Name
[4] Delete Sent Msg
[8] Other
[1] Notification Settings
[2] Mailbox State
[3] Distribution List
[4] Guest Mailbox
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[1] Standard
[2] Temporary
[8] Other
[1] Internal (Future)
[2] Busy
[3] Time Sensitive
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System Access
1. Dial the internal extension or outside
phone number of the system.
2. Once connected, listen for a prompt
similar to the following, "You have
reached the voice mail center. Please
enter the mailbox number of the person
you are trying to reach".
3. Enter your mailbox number.
4. Next, press the [✳] key. This tells the
system that you want to access your
mailbox. The system respond with the
prompt, "Please enter your password".
NOTES
That the [✳] key is the default key set at the
factory and the system administrator may have
changed this.
5. If you are connected to a Vodavi phone
system, press the voice mail button (or
dial the Voice Mail pilot number). The
first four steps are performed
automatically.
6. Enter your password (Initially a number
set by the system administrator).
The first time you access the system as a new
user:
• Record your name as the owner of this
mailbox
• Change the security code
• Record a personal greeting
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The System Administrator usually enables a First
Time Help Feature that guides you through the
process of recording your name, changing your
password and recording a greeting. The
following pages in this "User Guide" also
describes these features.
Whenever you access your mailbox the system
plays a message about the number of new
messages, and then the number of saved
messages. For example, "You have two new
messages and three saved messages".
After the message number prompt the menu
provides the following options:
To retrieve messages.
To send a message.
For extended options.
For personal options.
To transfer to a mailbox or
extension.
The system uses a scheme called "smart
prompts" to eliminate unnecessary messages. If
you have no messages, it leaves out the
message number prompt and the retrieve
messages prompt.
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Record Name
Recording your name provides a personalized
identity for your mailbox. For example, when a
mailbox owner leaves a message from their
mailbox the owner hears the following prompt,
"Message will be sent to Your Name." The caller
gets confirmation that the message has been
sent to the correct person. If a name is not
recorded the caller hears, "Message will be sent
to mailbox XXXX".
Once a name has been recorded, you can press:
To listen to the current name.
To record again.
When finished.
Password
Change your password to keep messages
confidential and prevent unauthorized use of
your mailbox. The password can be changed as
often as you like.
The password is a four digit number, unless set
otherwise by the system administrator. Select a
code that is easy to remember but is not obvious.
For example, do not use "5555". However, the
last four digits of your home telephone number
might work well. If you forget the code, the
administrator can reset the mailbox.
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Once set, change the security using the same
procedure as setting the original password.
Press from the main menu.
To edit a password. The system
plays the current password.
To keep the current password,
or enter a new password
followed by a [#] when finished.
Greeting
The greeting is a personal message that callers
hear when they dial a mailbox. The greeting
usually tells the caller that you are not available,
when you can be reached, and how to record a
message. When you record a greeting, try
speaking at a natural pace, perhaps just slightly
faster than normal.
As a mailbox owner there are several greeting
types that you can record:
• Standard -Greeting that plays any time
that you are away from the phone or your
phone is busy.
• Temporary - Greeting plays only when it
is activated. It could be used for
vacations, days off, or sick days.
• Internal - That answers when fellow
employees dial your extension. (Future)
• Busy - Answers calls only when you are
on the phone.
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• Time Sensitive - There are nine possible
time periods defined by the system
administrator. Check with the
administrator using these prompts.
An example of a typical or standard greeting
might be, "Hello, this is Roger Smith. I'm either
on the phone or out of the office. After the tone
please leave your name, number, and a detailed
message. I will return your call as soon as
possible. When you have finished your message,
press any key for more options or just hang up."
Instructing callers to "press any key" at the end
of their messages allows them to select from a
number of editing options:
To send.
To play the message.
To cancel the message.
To append to the message.
To re-record the message.
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To record a new Standard Greeting:
1. Access your Voice Mail.
For Personal Options.
To edit any greeting type.
To edit the standard greeting.
To listen to the current
greeting.
To record the greeting.
Record your message. Press any key
when finished recording.
Repeat the above steps until you are
satisfied with the greeting.
If you do not record a personal message, the
system plays the following canned message, "At
the tone, record your message, then press any
key to finish recording or stay on the line and an
operator will be with you momentarily".
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Once the greeting has been recorded, you can:
Press [1] to hear it.
Press [2] to re-record.
Press [3] to erase it.
Press [#] to go back.
Retrieving Messages
To retrieve messages:
1. Enter your mailbox number + [✳] +
password.
2. Press [1] to retrieve a message.
Message must be deleted or saved.
When messages are retrieved, new messages
are played back before previously saved
messages, and they are played in the order they
were received. The oldest message is played
first.
The following diagram shows the features
available while you are reviewing the messages.
Features can be accessed at any time. It is not
necessary to wait until the end of the message.
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Options available while and after listening to a
message:
W H IL E L IS T E N IN G
[6] [0] Callback Sender
[6] [1] Move to Saved Msgs
[6] [2] Pause
[6] [3] Skip
[6] [8] Volume Down
[6] [9] Volume Up
[7]
Rewind
[8]
Fast Forward
A FT E R L IS T E N IN G
[1]
[2]
[3] [#]
[4]
[5]
[8]
Replay
Save
Delete & Confirm
Forward
Reply
Date & Time
After listening to a message, do one of the
following:
• Delete the message.
• Save the message.
• Forward the message to a mailbox.
NOTES
Even if a message is forwarded, it must be
either deleted or saved.
In most cases, you probably delete the message.
If you save it, be aware that the system
automatically erases messages after a period of
time. This "time" is called the retention period
and is typically set to a week or so, but ask the
system administrator to be sure.
Forward - Allows you to pass the message
along to another mailbox owner. To use this
feature you must know the mailbox number
of the person to forward the message to. You
may then forward the message as is, or add
your introductory comments (preamble) to
the message. These comments are heard
first by the person retrieving the message
followed by the forwarded message.
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Reply - Use Reply to respond directly to the
person who left you the message without
having to enter a mailbox number. To use
this feature, the message must have been
sent from another mailbox owner.
Date/Time - Gives the date and time that the
message was sent. The system
automatically attaches this information to
each message.
NOTES
If you hang up without doing a delete or save,
the messages are automatically saved in the
same state they were in when you accessed the
mailbox.
Sending a Message
1. Enter your mailbox number + [✳] +
password.
2. Press [2] to send a message.
3. Record your message after the tone.
When finished, press any key.
The following options are now available:
[1] Message OK
[2] Hear
[3] Cancel
[4] Append
[5] Re-record
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After you have finished recording and before you
press [1] to send the message, you are given the
following options:
You may want to practice by entering your own
mailbox number and sending yourself a
message.
Reply To Sender
The Reply to Sender option allows you to
respond to a mailbox message. TalkPath™ will
automatically send a reply to the person who
sent the message.
1. Enter your mailbox number + [✳] +
password.
2. Press [1] to retrieve messages.
3. Press [5] to reply to the message.
4. Prompt: "Reply will be sent to either
Mailbox Name or Number".
5. Press [#] to confirm, or [✳] to cancel.
6. After the tone, leave your message.
7. After recording, press any key to end
recording.
8. Press [1] to send the reply or use other
send options.
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If you need to edit the message, press any key
on the telephone key pad instead of hanging up
the phone to send the message. TalkPath™ has
the following options:
Mailbox State
The mailbox State determines how the system
handles a call when someone tries to leave a
message. Usually, this means playing the called
party's personal greeting and then prompting the
caller to leave a message. Several other feature
selections allow the call to be handled differently:
1.
2.
3.
4.
Enter your mailbox number + password.
Press [8] for Personal Options.
Press [8] for Other options.
Press [2] for State. The system plays the
current mailbox state and its options.
5. Select the appropriate mailbox State.
NOTES
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These messages are "smart prompts" and the
system only plays the prompts available to the
user based on current state and system
administrator settings.
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The following selections are available for the
State menu and a description of what they are
used for:
• Turn Greeting Off - disables the mailbox
greeting. The caller only hears the tone to
begin recording. The system provides this
option only if "Turn Greeting On" is active.
• Turn Greeting On - enables the mailbox
greeting. Callers hear a complete
greeting. The system provides this option
only if "Turn Greeting Off" is active.
• Forward to a mailbox - transfers the call
to another mailbox instead of this one.
For example, in the evening a sales
department might want messages left in a
generic mailbox with common password
access.
• Forward to an extension (option) transfers the call to an extension instead
of taking a message.
• Forward to a menu - transfers the caller
to a custom designed menu with a
number of selections.
• Forward to a module - transfers the
caller to a custom designed module with a
number of selections. This option is not
currently available.
• Mailbox Off - disables the mailbox and
caller hears, "This mailbox is not
available. Press [1] to try another mailbox
or [0] for an operator".
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Notification
Message Notification instructs the system to
contact you when a message is received by
dialing an alternate phone number or activating a
paging device.
1.
2.
3.
4.
5.
Enter your mailbox number + password.
Press [8] for Personal Options.
Press [8] for Other options.
Press [1] for notification.
Select the type of notification.
Notification type can either be:
• Immediate - The system dials you as
soon as the message is left.
• Timed - The system waits until a set time
before notifying you.
The following selections are available for the
notification options:
• Play - is used to hear the current settings.
• Off/On - turns this feature off/on.
• Immediate - enables immediate
notification.
• Timed - is used to set the reminder time.
• Number - is used to set the number
where you can be reached. This number
can be an internal extension, outside
phone number, or digital pager.
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When the system calls you it says, "I have a new
message for Your Name. Please enter your
password to accept the message".
Of course, you can access your messages
manually at anytime. However, if you are
expecting an important message or do not plan
to be in the office, this feature provides added
flexibility.
If you are not available when the system tries to
reach you, it redials periodically until you receive
the message.
Send Message To Distribution List
Send Message To Distribution List allows the
user to create a message and send it to a
distribution list. To use this feature, the Lists
setting in Class of Service must have been set to
either Personal, System or both.
1. Enter your mailbox number + [✳] +
password.
2. Press [2] to send a message.
3. Record your message after the tone.
When finished, press any key.
The following options are now available:
[1] Message OK
[2] Hear
[3] Cancel
[4] Append
[5] Re-record
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When message is ready to send:
4. Enter [✳] to go to address options.
5. Press [5] to send to system list, or press
[7] to send to a personal list.
6. Enter the system list number, or the
personal list number (0-9).
7. Press [#] to confirm or
Press [3] to cancel.
8. Press [#] to send.
9. Press [✳] to re-enter destination.
Personal Distribution List
If the Vodavi TalkPath™ system administrator
has allowed it, you can create personal
distribution lists and send messages to them.
1.
2.
3.
4.
5.
6.
7.
Enter your mailbox number + password.
Press [8] for Personal Options.
Press [8] for Other options.
Press [3] for distribution list.
Press [2] to create a list.
Enter list number (0-9).
Enter [#] to confirm.
Once the list is created you can always add or
delete mailbox entries. The complete list can
also be deleted.
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Adding and Deleting Entries
Use the instructions below to add to or delete
entries from a distribution list.
1.
2.
3.
4.
5.
6.
7.
Enter your mailbox number + password.
Press [8] for Personal Options.
Press [8] for Other options.
Press [3] for distribution list.
Press [1] to edit a list.
Enter list number (0-9).
Press [2] to add a mailbox number.
Press [3] to delete a mailbox number.
8. Enter mailbox number followed by [#].
9. Repeat steps 7-8 until all entries are
complete.
10. Enter [#] when finished.
Delete Lists
Deletes complete lists from the database and
allows you to use the number again.
1.
2.
3.
4.
5.
6.
7.
Enter your mailbox number + password.
Press [8] for Personal Options.
Press [8] for Other options.
Press [3] for distribution list.
Press [3] to delete a list.
Enter list number (0-9).
Press [#] to confirm, or [✳] to cancel.
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Guest Mailboxes
The TalkPath™ system allows users to create up
to ten (10) guest mailboxes. Use Guest
mailboxes where you can leave messages for
individuals who do not have their own permanent
mailbox on the system. Guests can receive
messages only from you, the mailbox owner but
they can reply to messages.
Each guest mailbox can contain up to ten (10)
messages. Use the diagram to create a guest
mailbox.
1.
2.
3.
4.
5.
6.
Enter your mailbox number + password.
Press [8] for Personal Options.
Press [8] for Other options.
Press [4] for guest mailbox.
Press [2] to create guest mailbox.
Enter mailbox number followed by [#].
Once a guest mailbox is created, the guest
mailbox creator has the following options:
To list mailboxes.
To create a mailbox.
To delete mailbox.
To edit mailbox greetings.
To go back a menu.
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Leaving Guest Messages
The TalkPath™ uses one guest mailbox greeting
for all your guest mailboxes. This greeting is
played every time any guest mailbox user
accesses the guest mailbox. The guest greeting
should be generic. For example: "To see if I left
you a message, enter your guest mailbox
number followed by the pound [#] sign."
Use the following instructions to leave messages
for guest mailboxes.
1. Enter your mailbox number + [✳] +
password.
2. Press [2] to record a message.
3. Record your message, when finished,
press any key.
4. If message is OK, press [1].
5. Press [✳] for address options.
6. Press [4] for guest mailbox.
7. Enter the guest mailbox number followed
by [#].
8. Press [#] to send the message.
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Guest Instructions
Have guests use the following instructions to
retrieve their messages. You may want to make
a copy of these instructions to provide users who
have guest access to the Voice Mail system.
1. Call into the TalkPath™ system.
2. Access the mailbox of the user who has
you as a guest.
3. While listening to the mailbox greeting,
press [4] for guest mailbox.
4. Listen to the Guest Greeting recorded by
the mailbox owner.
5. Enter the guest mailbox number followed
by [#].
6. Listen to the messages left for "Guest".
7. After listening, "Guest" can:
Press [1] to replay messages
Press [3] to play the next message
Press [2] to reply to owner
Press [8] to time stamp
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AUTOMATED ATTENDANT
Use the Voice Mail Menu to access the Auto
Attendant (Extension Settings) menu.
1. Press [6] (Extended Options) on the
Main Voice Mail menu to get to Auto
Attendant functions.
2. Automated Attendant also provides
another useful function that allows users
to set up a Voice Notepad.
The following shows the menu structure for the
Automated Attendant (Extension Settings):
Extended
Options
Extension
Settings
Immediate
Forward to
Personal Mbx
Blind
Transfer
Supervised
Transfer
Call Screening
Call Holding
Call Screening
& Call Holding
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System Access
Auto Attendant system access allows a mailbox
user to set and edit the special features that
come with the Automated Attendant. Access
extension features through the Voice Mail Owner
menu.
The instructions below shows the Transfer
Option selections for extensions. The TalkPath™
automated voice processing transfers calls using
several methods. As a mailbox user you can
change the method of transfer:
1. Dial the internal extension or outside
phone number.
2. Enter your mailbox number.
3. Press [✳].
4. Enter your password.
5. Press [6] at the mailbox owner prompt.
Call Transfer Options
The instructions below shows the Transfer
Option selections. The TalkPath™ transfers calls
using several methods. As a mailbox user you
can change the method of transfer:
1. Access mailbox using System Access
instructions.
2. Press [1] to change Extension Settings.
3. Press [1] to set immediate Forward,
Press [2] to set Blind Transfer
(Unsupervised), or
Press [3] to set Supervised Transfer.
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When TalkPath™ forwards a call to an extension
the transfer can be:
• Immediate Forward - Forwards the call
immediately to the mailbox without trying
to reach the extension.
• Unsupervised (Blind) - The call transfers
immediately to the extension. In the event
the call is not answered, the system does
not forward the call or monitor the
transfer.
• Supervised - If the call is not answered, it
is forwarded and the voice system
monitors the transfer.
– Call Screening - When call screening
is set, the system identifies callers
before connecting them. The Voice
system prompt is similar to the
following: "You have a call from caller
name. Press [1] to accept and [2] to
have the system take a message."
– Call Holding - Allows the mailbox
owner to put a call on hold.
– Call Screening and Call Holding - A
mailbox owner can set both of these
options. When the call is screened
there is an additional smart prompt to
allow the owner to put a call on hold.
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Voice Notepad
The Voice Notepad is like a programmable data
base used to record information that you want to
retrieve later.
Extended
Options
Notepad
• Information Groups - Information is stored
by Groups -- which can be any number
from 1-8. Names for information groups
might be:
– Home Phone Numbers
– Today's Schedule
– Grocery List
– Business Numbers.
• ID - A subset of information in the group.
IDs could be short numbers for different
businesses or the first three initials of a
family member name. Examples include:
– ABC Company - 222 (for ABC)
– Name - 6263 (the letters in Name)
– John - 5646 (spells John)
An information group can have several IDs.
Make the IDs numbers related to the type of
information being stored.
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To access the Voice Notepad:
1. Dial the internal extension or outside
phone number.
2. Enter your mailbox number.
3. Press [✳].
4. Enter your password.
5. Press [6] at the Mailbox Main Menu to go
to Extended Options.
6. Press [2] to access the Voice Notepad.
When you access Voice Notepad, the system
plays any existing Notepad Group numbers and
then prompts for a number. To select an
Information Group:
1. Access the Voice Notepad. System
plays existing group names.
2. Select a Group Number (1-8).
3. If Group Number selected already exists,
then the system goes to Modify Group.
Otherwise:
4. Record an Information Group Title.
When finished, press any key.
Other options:
5. Press the [#] to go back, or
Press the [✳] to repeat the group names.
Once a group number is selected, the smart
prompts lead the user through creating a new
group or modifying an existing group.
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To create an Information Group:
1. Enter new number + [#].
2. Record an Information Group Title (for
example: Business Phones).
3. When finished, press any key.
To create a new ID (example 222 for ABC Co.):
1. Enter ID + [#].
2. Record Entry (example: "ABC’s main
number is 555-1212").
3. When finished, press [#].
To change Information Group description:
1. Press [1] + [✳].
2. Record a new Information Group
description. The system goes back
through this menu again.
To delete an Information Group:
1. Press [3] + [✳].
2. To confirm delete, press [#].
The entries or IDs in the individual Information
Groups can also be changed, deleted or heard
over again. Use the following instructions to
listen to your notes or to change them.
To modify an Entry:
1. Enter ID + [#].
2. Press [1] to hear your recorded
reminder.
Press [2] to re-record the reminder.
Press [3] + [#] to delete the ID,
Press [4] to append the ID,
Press [#] to go back.
30
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Vodavi
INDEX
A
Automated Attendant:
Call Transfer Options ............................. 26
System Access ...................................... 26
Voice Note Pad ..................................... 28
D
Delete Lists ................................................. 21
G
Getting Started .............................................. 3
Greeting ........................................................ 9
Guest Instructions ........................................ 24
Guest Mailbox ............................................. 22
Guest Messages, Leaving ............................ 23
I
Introduction ................................................... 1
M
Mailbox State .............................................. 16
N
Notification .................................................. 18
Notification Type .......................................... 18
P
Password ...................................................... 8
Personal Distribution List:
Adding and Deleting Entries ................... 21
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Vodavi
R
Record Name ................................................ 8
Reply to Sender........................................... 15
Retrieving Messages ................................... 12
S
Send Message to Distribution List ................. 19
Sending a Message ..................................... 14
Special Keys ................................................. 3
System Access .............................................. 6
T
To record a new Standard Greeting .............. 11
V
Voice Messaging ........................................... 4
ii
Issue 2 - May 2004
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