User guide | Avanti 3025 Telephone User Manual

UserGuide.book Page 1 Thursday, August 5, 1999 3:40 PM
Integrated Multi-Application Generator
Avanti 3025 telephone set
User guide
76-110-0500/0
Issue 1
UserGuide.book Page 3 Thursday, August 5, 1999 3:40 PM
76-110-0500/0, Issue 1
Avanti 3025 telephone set
User guide
Telrad Telecommunications Inc.,
Woodbury, New York
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Printed in Israel
76-110-0500/0, Issue 1
Telrad Telecommunications Inc.,
Woodbury, New York
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NOTICE
This publication refers to Telrad Integrated Multi Application Generator (ImaGEN), Release 7.0, connected
to Telrad DIGITAL KEY BX, DIGITAL 400, and DIGITAL 1000 exchanges, Release SB7/DB7/LB7, as of
July 1999.
Telrad reserves the right to modify the equipment and
software described herein without prior notice. However, changes made to the equipment or software
described herein do not necessarily render this publication invalid.
© 1999 Telrad Telecommunications Inc.,
Woodbury, New York
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CONTENTS
WHAT IS IMAGEN? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
BASIC CONCEPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
WHAT IS A MAILBOX? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
SOFTKEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
ICONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
MENUS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
YOUR PASSWORD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
TYPOGRAPHIC CONVENTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
GENERAL FUNCTION KEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
WHAT CAN YOU DO WITH IMAGEN . . . . . . . . . . . . . . . . . . . . . . . . 6
ACCESSING IMAGEN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
GETTING STARTED WITH YOUR MAILBOX . . . . . . . . . . . . . . . . . . 9
ENTERING YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
RECORDING YOUR NAME AND PERSONAL GREETINGS . . . . . 11
CHANGING YOUR PASSWORD . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
LEAVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
LEAVING ORDINARY MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . 16
LEAVING SPECIAL TYPES OF MESSAGES . . . . . . . . . . . . . . . . . 19
To tag a message with a special attribute . . . . . . . . . . . . . . . . . . . . . 20
MODIFYING THE DATE AND TIME
OF A FUTURE DELIVERY MESSAGE . . . . . . . . . . . . . . . . . . . . . . . 21
LEAVING A MESSAGE FOR A MAILBOX GROUP . . . . . . . . . . . . . 22
RECEIVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
LISTENING TO YOUR MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . 25
CHANGING AN OLD MESSAGE TO A NEW MESSAGE . . . . . . . . 28
PROGRAMMING CONTINUOUS LISTENING . . . . . . . . . . . . . . . . . 28
DETERMINING WHO A MESSAGE IS FROM AND
WHEN YOU RECEIVED IT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
VIEWING THE CONTENTS OF YOUR MAILBOX . . . . . . . . . . . . . . 30
REVIEWING CONFIRMATION MESSAGES . . . . . . . . . . . . . . . . . . 34
RECOVERING A MESSAGE THAT YOU HAVE DELETED . . . . . . 34
REPLYING TO A MESSAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
COPYING OR TRANSFERRING A MESSAGE
TO ANOTHER MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
CARBON COPYING OR CARBON SENDING A MESSAGE
TO ANOTHER MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
MESSAGE ANNOTATION -ADDING YOUR OWN COMMENTS . . . . . . . . . . . . . . . . . . . . . . . . . 40
CALLER IDENTIFICATION (CID) LIST, DISPLAY AND DIAL . . . . . 43
REVIEWING CID CALLS LISTED ON YOUR DISPLAY . . . . . . . . . 43
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REVIEWING CID CALLS FOR ANOTHER EXTENSION . . . . . . . . . 48
INDEXING YOUR MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
FORWARDING YOUR MESSAGES TO ANOTHER LOCATION . . . 52
PROGRAMMING FOLLOW-ME NUMBERS . . . . . . . . . . . . . . . . . . 53
ANSWERING A FOLLOW-ME CALL . . . . . . . . . . . . . . . . . . . . . . . . 55
RECORDING CONVERSATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . 57
SCREENING INCOMING CALLS . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
MESSAGE MONITORING AND CALL INTERCEPTION . . . . . . . . . 60
DIALING ASSISTANCE FOR OUTSIDE CALLERS . . . . . . . . . . . . . 63
DIAL BY NAME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
EXTENSION ASSISTANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
SINGLE DIGIT DIALING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
OPERATOR ASSISTANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
PROGRAMMED INTERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
FOREIGN LANGUAGE ANNOUNCEMENTS . . . . . . . . . . . . . . . . . . 69
DIALING OUT WITH CUSTOMIZED DIRECTORIES . . . . . . . . . . . . 70
CUSTOMIZED DIAL BY NAME DIRECTORIES . . . . . . . . . . . . . . . . 70
ADVANCED IMAGEN SUBSCRIBER FEATURES . . . . . . . . . . . . . 73
AUTOMATIC COPYING OF UNHEARD MESSAGES . . . . . . . . . . . 73
DEFINING A PERSONAL DISTRIBUTION GROUP . . . . . . . . . . . . 75
PROGRAMMING AUTOMATED ATTENDANT SERVICE
FOR YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
IMAGEN AT A GLANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
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WHAT IS IMAGEN?
IMAGEN is a multiple application generator that incorporates an electronic voice mail system, providing you with
an easy, fast and dependable way to communicate with
people inside and outside your organization.
•
For outside callers dialing in to your organization,
IMAGEN plays a recorded announcement that offers
assistance in reaching the person with whom they want
to speak, and provides options for proceeding if that
person is subsequently unavailable.
•
For you, as an IMAGEN subscriber, the wide variety of
IMAGEN features provides you with the flexibility you
need in managing your communications requirements,
such as handling incoming calls, and leaving and
receiving messages. This manual provides you with an
explanation of these features, together with step-bystep instructions for operating the IMAGEN functions.
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BASIC CONCEPTS
WHAT IS A MAILBOX?
Every internal IMAGEN user is assigned a mailbox for their
own personal use. This is where the recorded messages
you receive are stored.
Each mailbox has a unique number (up to six digits). Your
mailbox number is usually the same as your extension
number.
Once the system administrator has assigned a mailbox to
you, you personalize it by:
• obtaining a unique password from the system administrator (which you can change or cancel);
• recording your name in your mailbox;
• recording the personal greetings that you want your
callers to hear when you are unavailable.
SOFTKEYS
The sixteen keys located on the left, right and beneath your
display screen are called softkeys. The name of each softkey appears on the display screen next to it. This name
changes, depending on the particular function you are performing.
When performing most functions you have two choices.
You can either press a softkey, or dial the corresponding
number on the dialpad, in order to perform the same function. In many cases you also have a third choice - to press
the corresponding icon, which appears on the bottom row
of the display.
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For example, when recording a message you can add
additional recording time by:
•
•
•
pressing the {ADD TIME} softkey, or
dialing [4] on the dialpad, or
pressing the add time icon .
For some functions there is no softkey or icon, but only a
number on the dialpad.
For your convenience both the softkey (if available) and the
digit for performing a certain function appear in the menus
in this manual.
ICONS
Icons for activating IMAGEN features appear on the bottom line of the display. In most cases a regular text softkey
also appears for activating the same function.
The following table explains the meaning of each icon. See
your telephone set User guide for an explanation of other
icons not specific to IMAGEN.
Icon
Meaning
or Return to the previous menu.
Repeat this menu/Help.
Delete the message.
Rewind the message.
Pause.
Fast forward the message.
Add time. Used to:
Add time to a message you are recording,
Add recording time for a conversation you are
recording, or
Activate message monitoring.
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Icon
Meaning
End of message/End of record. Press to indicate
you have finished recording a message or a
conversation.
Playback. Play a message.
Save the message.
Record. Used to:
Leave a message,
Record a greeting or your name,
Modify a previously recorded message, or
Record a conversation.
Undelete. Restore a message you have deleted.
Visual list/Distribution list. Used to:
Display a list of your messages, or
Display a list of mailboxes belonging to your
personal distribution list.
Show details of a currently displayed entry.
MENUS
A menu is a list of options. For example, upon entering the
system at your extension, you receive the IMAGEN MAIN
Menu:
To leave a message
{LEAVE MSG}
[2]
To enter a mailbox
{ENTER MBOX}
[#]
To enter your mailbox
{YOUR MBOX}
[#][#]
To request extension number assistance
{EXT ASSIST}
[9]
To exit from IMAGEN
[*]
In some menus you both see and hear the list of options.
You see the softkey names displayed on your screen and
at the same time you hear a recorded announcement,
informing you of the dialpad digits that also perform these
functions. In the above menu, for example, there is no dif4
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ference between pressing the {LEAVE MSG} softkey and
dialing [2] on the dialpad.
There are other menus that you only hear -- they may have
no display, or only a partial display. In still other menus you
see a full display, but hear only some of the options.
You make a selection from a menu by pressing the appropriate key. You may then receive another, different list of
options, depending upon your selection.
You do not have to listen to the entire recorded menu
before making your selection.
Your system may have been programmed with menus that
are slightly different from the ones in this manual. See your
system administrator for more information.
NOTE
After the menu recording is finished, you have 5
seconds in which to make a selection from the
menu. If you do not make a selection within 5 seconds, the previous menu appears and/or is played.
If again you do not make a choice within 5 seconds, you exit IMAGEN.
YOUR PASSWORD
Your mailbox has a unique password, to make sure that no
one but you has access to the messages you receive. You
receive your password (of up to 12 digits) from the system
administrator.
TYPOGRAPHIC CONVENTIONS
In this guide the names of softkeys appear in italic bold
type and within braces, as in {ACTIVATE}, whereas the
names of fixed buttons and dialpad buttons appear in bold
type and within brackets, as in [SPKR] or [2]. The names
of menus are in all capital letters, as in MAILBOX Menu.
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GENERAL FUNCTION KEYS
There are some keys whose functions are fixed:
Dial [0] or Press
To repeat the current menu
or
To dial for operator assistance -only for outside calls
Press [*], , or To return to the previous menu
or
or
Press To exit IMAGEN from the MAIN
Menu
WHAT CAN YOU DO WITH IMAGEN
IMAGEN enables you to perform the following functions:
• receive messages;
• view your message listing on screen
• leave messages for other subscribers;
• leave messages for a group of subscribers;
• record your telephone conversations;
• screen incoming calls;
• store messages intended for future delivery;
• have a message time tag (date and time that a message was sent) attached to incoming messages;
• attach an annotation to a message you are redirecting;
• receive confirmation when a message you have sent is
heard by the receiving party;
• tag messages as urgent and/or private;
• forward calls and/or messages to another destination;
• index old messages for future retrieval;
• copy or transfer messages you have received to other
mailboxes;
• program Automated attendant service for your mailbox.
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ACCESSING IMAGEN
The IMAGEN External Main Menu (below) is played to
external callers dialing in to the IMAGEN system. You can
access this menu from outside the system by dialing the
IMAGEN telephone number, given to you by the system
administrator.
You hear the following options:
To call an extension
Dial [1] and the extension no.
To leave a message
Dial [2] and the mailbox number
To dial by name
Dial [3]
To conduct an interview
Dial [4]
To use single digit dialing
Dial [5], [6], [7] or [8]
To ask for extension assistance
Dial [9]
To ask for operator assistance
Dial [0]
To disconnect
Dial [*]
If you are calling from inside the system, simply dial the
IMAGEN access code, given to you by the system administrator.
NOTE
If you use a non-tone dial telephone to dial in to
IMAGEN, the call is handled according to system
programming. Generally, the call is forwarded
directly to operator assistance. Refer to your system administrator for details.
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If a caller from outside the system dials an extension that is
busy or doesn't answer, IMAGEN responds with the following options:
To wait for the extension
Dial [1]
To leave a message
Dial [2]
To reach the operator
Dial [0]
To return to the previous menu
Dial [*]
Your system may be programmed differently, and you may
not have the option of waiting for the extension, or you may
be prompted to leave a message immediately.
You can choose from a variety of alternative programmable
Automated Attendant service approaches, as described in
detail in PROGRAMMING AUTOMATED ATTENDANT
SERVICE FOR YOUR MAILBOX, under ADVANCED
IMAGEN SUBSCRIBER FEATURES, below.
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GETTING STARTED
WITH YOUR MAILBOX
ENTERING YOUR MAILBOX
You generally enter your mailbox from your own extension,
using the IMAGEN access code that the system administrator has defined. However, you can also enter your mailbox from any standard tone dial telephone. For example, if
you are at home and want to listen to the messages you
received at the office, you can dial the IMAGEN telephone
number and then enter your mailbox.
To enter your mailbox from your own extension
1. Dial the IMAGEN access code; you receive the internal
MAIN Menu:
To leave a message
{LEAVE MSG}
[2]
To enter a mailbox
{ENTER MBOX}
[#]
To enter your own mailbox
{YOUR MBOX}
[#][#]
To request extension number assistance
{EXT ASSIST}
[9]
To exit from IMAGEN
[*]
2. Press {YOUR MBOX} or dial [#][#]; if you have any
messages, you hear a recorded announcement:
You have <number> new messages and <number> old
messages, and are asked to enter your password.
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3. Enter your password;
you receive the MAILBOX Menu.
To view a list of your messages
To listen to your new messages
To listen to your old messages
To leave a message for another mailbox
{VISUAL LST}
[9]
{NEW MSGS}
[1]
[6]
[2]
To record personal greetings
{GREETING}
[3]
To set mailbox options
{SET OPTION}
[4]
To record a group message
{MSG FOR GR}
[5]
To undelete messages
To review your future delivery messages
*
**
[7] *
[8] **
You hear this option only if there are deleted messages which may still
be recovered.
You hear this option only if there are future delivery messages waiting
in your mailbox.
To enter your mailbox from another extension
within the system
1. Dial the IMAGEN access code;
you receive the internal Main Menu (see above).
2. Dial [#] and your mailbox number;
you are asked to enter your password.
3. Enter your password;
you receive the MAILBOX Menu.
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To enter your mailbox from a telephone outside
the system
1. Dial the IMAGEN telephone number;
you receive the external MAIN Menu.
2. Dial [#] and your mailbox number;
you are asked to enter your password.
3. Enter your password;
you receive the MAILBOX Menu.
RECORDING YOUR NAME
AND PERSONAL GREETINGS
You personalize your mailbox by recording your name and
your own personal greetings.
To record your name:
1. Press {GREETING} from the MAILBOX Menu;
you receive the PERSONAL GREETINGS Menu:
To record your mailbox greeting
{MBX GREETG}
[1]
To record your personal busy greeting
{BSY GREETG}
[2]
To record your name
{YOUR NAME}
[3]
To record your special temporary greeting
{TMP GREETG}
[4]
To record your internal mailbox greeting
{INT GREETG}
[5]
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2. Press {YOUR NAME} or [3];
you receive the PERSONAL GREETINGS RECORD
Menu.
To playback the message
{PLAY OLD}
[1]
To erase the existing message
{ERASE OLD}
[3]
To record a new message
{RECORD NEW}
[5]
{AMPLIFY}
[6]
To record a new message -with amplification
3. Press {RECORD NEW} or , and wait for the tone
before saying your name.
While you are recording either your name or personal
greetings, the {ADD TIME} and {END OF MSG} softkeys appear on the screen. Unless your system is programmed differently, you have four minutes to finish
recording, but can add another minute each time you
press {ADD TIME}.
4. When you finish recording, press {END OF MSG};
you receive the END OF RECORD Menu:
To review your recorded m essage
{PLAYBACK}
[1]
To save your message
{SAVE MSG}
[2]
To erase this message
{ERASE MSG}
[3]
{ADD TO MSG}
[4]
{RERECORD}
[5]
To add to this message
To erase this m essage and
record a new one
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5. Press {SAVE MSG} or , to save the recording
of your name;
you return to the PERSONAL GREETINGS
Menu.
NOTE
If you exit the END OF RECORD Menu without
pressing {SAVE MSG}, your recording will not be
effective.
To record your personal greetings
You record your various personal greetings in the same
way that you record your name. The only difference is that
you select [1], [2], [4] or [5] from the PERSONAL GREETINGS Menu in step 2 above, depending upon the type of
greeting you want to record. There is no other difference in
the procedure.
•
•
•
•
Callers hear your personal mailbox greeting when you
don't answer your ringing telephone, when it is in the
Do Not Disturb (DND) mode, or when you have not
recorded a busy greeting;
Callers hear your busy greeting if they call while you
are using your telephone;
Callers hear your special temporary greeting (for
example, while you are on vacation), until you erase it,
after which your mailbox reverts to your regular personal greeting.
Callers from within the system hear your internal
greeting (if programmed) as an alternative to your
mailbox greeting.
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CHANGING YOUR PASSWORD
You receive your initial password from the system administrator, but can change it at any time. You may also cancel
your password. However, if you do so, anyone can enter
your mailbox and listen to your messages.
To change your password
1. Enter your mailbox (dial the IMAGEN access code and
dial [#][#]).
2. Enter your current password;
you receive the Mailbox Menu.
3. Press {SET OPTION} or [4];
you receive the MAILBOX OPTIONS Menu:
To program the first follow me
{1ST FOLLOW}
[1]
To program the second follow me
{2ND FOLLOW}
[2]
To program auto attendant service
{AUTO ATT}
[3]
To hear messages with time tag
{HEADER}
[4]
To change your password
{PASSWORD}
[5]
To set up your personal distribution list
To program auto-copy
To set the message monitoring time
To program continuous listening
14
[6]
[7]
[8]
[9]
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4. Press {PASSWORD} or [5];
you are asked to enter your new password.Enter your
new password (up to 12 digits) followed by [#];
or
dial [#] to cancel your current password (see the NOTE
below).
You now have the following options:
To confirm the new password
{CONFIRM}
[1]
To cancel the new password
{CANCEL}
[2]
To exit
[*]
5. Press {CONFIRM} or {CANCEL};
the new password is either confirmed or canceled and
you return to the Mailbox Options Menu.
NOTE
If, in Step 5, you dialed [#] (and then you pressed
{CONFIRM}) to cancel your current password, you
can then enter your mailbox without a password,
as can anyone else.
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LEAVING MESSAGES
LEAVING ORDINARY MESSAGES
You can leave a message from inside or outside of your
mailbox.
To leave a message
1. From outside your mailbox, dial the IMAGEN access
code; you receive the IMAGEN MAIN Menu:
To leave a message
{LEAVE MSG}
[2]
To enter a mailbox
{ENTER MBOX}
[#]
To enter your mailbox
{YOUR MBOX}
[#][#]
To request extension number assistance
{EXT ASSIST}
[9]
To exit from IMAGEN
[* ]
or
From inside your mailbox -- dial [*] to move backwards
through the menu options, until you receive MAILBOX
Menu:
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To view a list of your messages
To listen to your new messages
To listen to your old messages
To leave a message for another mailbox
{VISUAL LST}
[9]
{NEW MSGS}
[1]
[6]
[2]
To record personal greetings
{GREETING}
[3]
To set mailbox options
{SET OPTION}
[4]
To record a group message
{MSG FOR GR}
[5]
To undelete messages
To review your future delivery messages
*
**
[7] *
[8] **
You hear this option only if there are deleted messages which may still
be recovered.
You hear this option only if there are future delivery messages waiting
in your mailbox.
2. Press {LEAVE MSG} or [2];
you are asked to enter a mailbox number.
3. Dial the mailbox number;
you hear a recorded message:
This is mailbox number ___. Please state your message clearly, then dial [#].
Then you hear a short tone.
4. After you hear the tone, record your message.
While you are recording, the softkeys {ADD TIME} and
{END OF MSG} appear. Unless programmed differently, you have four minutes to record your message.
You can add time by pressing {ADD TIME}. You receive
another minute each time you press it.
When you have finished recording, dial [#] or press the
{END OF MSG} softkey;
you receive the END OF RECORD Menu:
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To review your recorded message
{PLAYBACK}
[1]
To confirm and save this
message in the system
{SAVE MSG}
[2]
To erase this message
[3]
To add to this message
{ADD TO MSG}
[4]
{RERECORD}
[5]
{SAVE OPTIO}
[6]
To erase this message and
record a new one
To confirm and save this message with
options
5. Press {SAVE MSG} or [2];
your message is sent and you return to the MAIN
Menu.
NOTE
If you hang up without pressing any key, your message is sent and you exit IMAGEN.
If you dial [1] you hear the message again and
remain in the END OF RECORD Menu.
If you dial [3] the message is erased and you
return to the MAILBOX Menu.
If you dial [4] you hear a tone, state your addition
to the message, and dial [#]; you remain in the
END OF RECORD Menu.
If you dial [5] the message is erased. You hear a
tone, record your new message and dial [#]. You
remain in the END OF Record Menu.
If you dial [6], you can designate the message as
being of a special type. (See next section, Leaving
Special Types of Messages).
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LEAVING SPECIAL TYPES OF MESSAGES
A message can be tagged with one or more of the following
four attributes:
1. Urgent. A message tagged 'URGENT' will be heard
before other non-tagged messages sent to the target
mailbox, regardless of its chronological arrival.
2. Confidential. When you tag a message with the CONFIDENTIAL attribute, the system indicates that it saved
the message as “confidential”. However, you should be
aware that a CONFIDENTIAL tag does not prevent the
recipient from forwarding the message to other subscribers. However, you can ask the system administrator to program your mailbox so that private messages
are not automatically copied from your mailbox into
another mailbox. (See Making Sure Messages Are
Taken Care Of).
3. Confirmation. If you tag a message for confirmation,
you will receive a recorded announcement at the time
the person to whom you sent the message listens to it:
Your message to <name of recipient> on <date and
time that you sent the message> was heard. If the target mailbox has no name, the mailbox extension number is heard instead. Note that the date and time in the
recorded announcement are the date and time that you
sent the message to her.
4. Future delivery. The message you have recorded will
be sent on the date and time that you specify (see
below).
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To tag a message with a special attribute
1. Dial [6] in the END OF RECORD Menu (see above),
you receive the MESSAGE ATTRIBUTES Menu as follows:
To designate a message as urgent
{URGENT}
[1]
To designate a message as private
{CONFIDENTL}
[2]
To tag a message as confirmed
{CONFIRM}
[3]
To designate a message as future delivery
{FUTUR DLVR}
[4]
2. Select the attribute you desire for your message by dialing the corresponding number.
You can give a message more than one of the above
attributes. For instance, you can make a message both
urgent and private. First dial [1] for urgent and then dial [2]
for private. The MESSAGE ATTRIBUTES Menu continues
to appear until you dial [*] or until you have given the message all of the possible attributes. IMAGEN plays a confirmation announcement for each attribute you attach to a
message.
When you dial [*], you return to the MAILBOX Menu if you
are inside your mailbox, or to the MAIN Menu if you are
outside your mailbox.
To tag messages as ‘FUTURE DELIVERY’
1. After dialing [4] from the MESSAGE ATTRIBUTES
Menu, you are asked to enter the delivery month.
2. Dial two digits to designate the month;
you are asked to enter the delivery day.
3. Dial two digits to indicate the day; you are asked to
enter the time, using 24 hour time format of four digits
For example, 0830 signifies 8:30 AM, and 2030 signifies 8:30 PM.
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4. Dial 4 digits to enter the delivery time and dial [*].
When the selected date and time arrive, the message
disappears from your mailbox and appears at the destination mailbox.
MODIFYING THE DATE AND TIME
OF A FUTURE DELIVERY MESSAGE
After you have recorded a future delivery message, you
have the option of modifying the date and the time at which
the message will be sent.
To modify the date or time
1. Enter your mailbox.
2. Select [8] -- To receive your future delivery messages -from the MAILBOX Menu;
you hear a recorded announcement: A future delivery
message for <name> to be delivered on <date> at
<time>. Then you hear a modified LISTEN Menu:
To repeat this message
{REPEAT MSG}
[1]
To save this message and play the next
{NEXT MSG}
[2]
To reply to this message
{REPLY}
[4]
To modify delivery time
{MODIFY TIM}
[5]
For more options
{OPTIONS}
[6]
To erase this message and play the next
To rewind message while listening
To pause message while listening
To fast forward message while listening
[3]
[7]
[8]
[9]
3. Press {MODIFY TIM}.
4. Repeat steps 2-4 in the FUTURE DELIVERY procedure, above; you are returned to the LISTEN Menu
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LEAVING A MESSAGE FOR A MAILBOX GROUP
Your system administrator can designate a number of mailboxes as belonging to the same group, known as a mailbox group. Each group is assigned a number, from 10 to
89. This enables you to record a single message, and send
it to all the mailboxes in a group with a single operation.
Consult your system administrator to see which, if any,
groups have been defined, and to determine if your own
mailbox extension is part of a group.
You can also define a list of mailboxes to which you want to
send a specific message. Unlike your personal distribution
list, which is permanent, this list is temporary and used
only for the current message. Sending a message to such
a list is called carbon record.
To leave a message for a group of mailboxes
1. Enter your mailbox; the MAILBOX Menu is available to
you:
To view a list of your messages
To listen to your new messages
To listen to your old messages
To leave a message for another mailbox
{VISUAL LST}
[9]
{NEW MSGS}
[1]
[6]
[2]
To record personal greetings
{GREETING}
[3]
To set mailbox options
{SET OPTION}
[4]
To record a group message
{MSG FOR GR}
[5]
To undelete messages
To review your future delivery messages
[7] *
[8] **
2. D ial [5];
you hear a m essage:
P lease enter a group num ber. For C arbon record, dial pound.
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3. For a system defined mailbox group
If you want to send a message to a mailbox group,
enter the group number;
you hear a message:
This is mailbox group number ___ or This is <mailbox
group name>. Please state your message clearly, then
dial pound.
For a specific group you define
If you want to define a specific mailbox group for this
message, dial pound;
you hear a message: “Please enter mailbox number.
For Dial By Name, dial pound.
Dial pound twice to complete the list.”
Enter the number of the first mailbox to which you want
to carbon copy or carbon send the message. You hear
the Confirmation menu:
To confirm the mailbox
{CONFIRM MB}
[1]
To skip the mailbox
{SKIP MB}
[2]
To proceed with the operation
{PROCEED OP}
[3]
To cancel the operation
{CANCEL OP}
[*]
Repeat step 3 for each mailbox to which you want to
carbon record the message.
When the list is completed, dial [#] twice;
you hear a tone to start recording.
4. When you finish recording, press {END OF MSG} or
[#];
you hear the END OF RECORD Menu:
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To review your recorded message {PLAYBACK}
[1]
{SAVE MSG}
[2]
To confirm and save this
message in the system
To erase this message
To add to this message
To erase this message
and record a new one
To confirm and save this
message with options
[3]
{ADD TO MSG}
[4]
{RERECORD}
[5]
{SAVE OPTIO}
[6]
If you hang up without pressing any key, your message is
sent and you exit IMAGEN.
In addition to the system-wide mailbox groups, and groups
for carbon record, you can define your own permanent personal distribution group. To send a message to your personal group, dial [0] instead of entering a mailbox group
number in step 2, above.
For instructions on defining your personal distribution
group, refer to the section titled Advanced IMAGEN Subscriber Features.
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RECEIVING MESSAGES
LISTENING TO YOUR MESSAGES
If there are any messages waiting for you in your mailbox,
the [MSG] button lights up; you hear a broken dial tone
when you lift the handset; and the second line of your idle
display tells you how many new and existing messages
there are. The number in the upper right hand corner is the
mailbox number.
To listen to your messages
1. Press [MSG] or ;
the screen shows any predefined text messages, and
how many IMAGEN messages are waiting for you -- ten
in this example:
10:59 TUE AUG 15 < 222
<ANSWER
DELETE>
10 MSGS TO MBOX 22
COME SOON
ALAN 537
READ MAIL
MIKE 367
2. Press the softkey to the left of the line showing how
many IMAGEN messages there are;
you hear a recorded announcement telling you how
many messages there are and then you are asked to
enter your password.
3. Enter your password;
you hear the MAILBOX Menu:
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To view a list of your messages
To listen to your new messages
To listen to your old messages
{VISUAL LST}
[9]
{NEW MSGS}
[1]
To leave a message for another mailbox
[6]
[2]
To record personal greetings
{GREETING}
[3]
To set mailbox options
{SET OPTION}
[4]
To record a group message
{MSG FOR GR}
[5]
To undelete messages
To review your future delivery messages
*
**
[7] *
[8] **
You hear this option only if there are deleted messages which may still
be recovered.
You hear this option only if there are future delivery messages waiting
in your mailbox.
IMAGEN offers you two ways of reviewing your new
and existing messages. You may choose to listen to
them directly (as described below) or view a listing of
all your messages on the display before selecting the
message/s you would like to hear, as described in the
section titled Viewing the contents of your mailbox.
4. To listen to your messages, press [6];
the MESSAGE TYPE SELECTION Menu appears:
To listen to your new messages
{NEW MSGS}
[1]
To listen to your old messages
{OLD MSGS}
[2]
To listen to your future delivery messages
{FUTUR DLVR}
[3]
To listen to your confirmation messages
{CONFIRM}
[4]
To listen to your indexed messages
{INDEXED}
[5]
5. Dial [1], [2], [3],[4] or [5] to hear messages in any of
the above categories.
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After listening to each message, you hear the LISTEN
Menu:
To repeat this message
{REPEAT}
[1]
To save this message and play the next one
{NEXT MSG}
[2]
To erase this message and play the next one
[3]
To reply to this message
{REPLY}
[4]
To transfer/copy the message to another box
{COPY/SEND}
[5]
For more options
{OPTIONS}
[6]
To rewind message while listening
To pause message while listening
To fast forward message while listening
[7]
[8]
[9]
(Alternatively, you can ask your system administrator to
program your MAILBOX Menu so that you can access
your messages in a slightly different manner.)
In such a case, you listen to your new messages by selecting {NEW MSGS} or [1], and old messages can be heard
by pressing {OLD MSGS} or [6], while future delivery messages can be heard by dialing [8]. The LISTEN Menu is
then played).
If you dial [6] while listening to a message, you receive the
MORE LISTEN OPTIONS Menu:
To lower volume
[1]
For normal volume
[2]
To raise volume
[3]
To decrease speed
{SLOW SPEED}
[4]
For normal speed
{NORMAL SPD}
[5]
To increase speed
{FAST SPEED}
[6]
To convert an old message to new
[7]
To add an ID tag to this message
{INDEX}
[8]
To repeat this message with time tag
{HEADER}
[9]
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The above menu enables you to change the volume or
speed of the message you are listening to, or to repeat the
message with its time tag.
If you select [1] -- New Messages, either from the MAILBOX Menu or the MESSAGE TYPE SELECTION Menu,
you are informed how many of these were tagged ‘Urgent’
by the sender. ‘Urgent’ messages are played first and are
prefixed by an 'URGENT!' announcement. Once a message has been heard (and you press any button), its classification changes to 'OLD', and can be reheard by selecting
[2] from the MESSAGE TYPE SELECTION Menu.
New confirmation messages are also contained in the
‘New messages’ category. Old confirmation messages can
be heard by dialing [4] in the MESSAGE TYPE SELECTION Menu.
CHANGING AN OLD MESSAGE TO A NEW MESSAGE
You may want a message that you have already heard to
be played together with your new messages.
To change the status of a message from old to new
1. After listening to a message, select {OPTIONS} or [6]
from the LISTEN Menu;
you receive the MORE LISTEN OPTIONS Menu.
2. Press [7];
the message is played with your new messages.
PROGRAMMING CONTINUOUS LISTENING
You may want to be able to listen to all your messages,
without having to touch the dialpad to activate the next
message. This is particularly helpful if you have entered
your mailbox from a cellular phone in your car, for example.
To program Continuous Listening
1. Enter your mailbox (dial the IMAGEN access code and
dial [#][#]).
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2. Enter your current password;
you receive the Mailbox Menu.
3. Press {SET OPTION} or [4];
you receive the MAILBOX OPTIONS Menu:
To program the first follow me
{1ST FOLLOW}
[1]
To program the second follow me
{2ND FOLLOW}
[2]
To program auto attendant service
{AUTO ATT}
[3]
To hear messages with time tag
{HEADER}
[4]
To change your password
{PASSWORD}
[5]
To define your personal distribution list
To set the auto-copy feature
To set the message monitoring time
To program continuous listening
[6]
[7]
[8]
[9]
4. Press [9];
you receive the CONTINUOUS LISTENING Programming Menu and have the following options:
Always
{ALWAYS}
[1]
When entering mailbox from outside
{OUTSIDE ONLY]
[2]
To deactivate
{DEACTIVATE}
[3]
DETERMINING WHO A MESSAGE IS FROM
AND WHEN YOU RECEIVED IT
Each message has an attached header, or time tag, containing the name or extension number of the person who
sent the message, and the data and time that the message
was sent. The time tag is in the form of a recorded
announcement, played before the message itself if you
have activated the header option.
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To activate the header option
1. Press {SET OPTION} or [4] in the MAILBOX Menu; you
receive the MAILBOX OPTIONS Menu:
To program the first follow me
{1ST FOLLOW}
[1]
To program the second follow me
{2ND FOLLOW}
[2]
To program auto attendant service
{AUTO ATT}
[3]
To hear messages with time tag
{HEADER}
[4]
To change your password
{PASSWORD}
[5]
To define your personal distribution list
To set the auto-copy feature
To set the message monitoring time
To program continuous listening
[6]
[7]
[8]
[9]
2. Press {HEADER} or [4]; you receive the ACTIVATE/
DEACTIVATE Menu.
3. Dial [1] or press {ACTIVATE} to activate the option and
dial [2] or press {DEACTIVATE} to deactivate the
option.
If the header option is deactivated, you can nevertheless hear the time tag for a particular message.
To listen to the message time tag
for a particular message
1. After listening to a message, select {OPTIONS} or [6]
from the LISTEN Menu;
you receive the MORE LISTEN OPTIONS Menu.
2. Press {HEADER} or [9];
the message is repeated with its time tag.
VIEWING THE CONTENTS OF YOUR MAILBOX
This feature provides you with a visual listing of all the
messages currently stored in your mailbox. You can scroll
through the list and play a particular message without having to listen to all the preceding messages first.
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To review your messages on the telephone display
1. From the MAILBOX Menu, press {VISUAL LST} or [9];
you receive the following message category listing:
Mbox 20
John Smith
NEW : 10
URGENT : 2
OLD : 11
FUTURE : 1
CERTIFY : 1
2. Press the softkey adjacent to the message category
you wish to view;
you receive a listing of the messages contained in the
selected category. See example below:
John Smith NEW: 10
DATE TIME SENDER
10/23
10/23
10/23
10/22
10/22
.
•
11:43
08:57
08:43
18:43
12:22
GEORGE
LIZ MURPHY
EXTERNAL
555-1212
EXTERNAL
P-02
DUR
00:23
03:34
01:20
00:19
02:32
The top line of your screen displays the mailbox name
or number, the number of messages in the selected category and the page number. Each subsequent line contains details of a particular message.
In the example above:
The date the message was sent is shown at the left of
the screen. If the date is blinking, this indicates that the
message is urgent.
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•
•
•
The time that the message was sent appears in 24hour format.
The sender or telephone extension of the person who
sent the message appears next. If the message was left
by an external caller, the telephone number of the
external caller is displayed (if applicable to your system); otherwise, the tag ‘EXTERNAL’ appears.
The duration of the message is displayed on the right
of your screen. The duration is recorded in minutes and
seconds (for example, a message of 2 minutes and 32
seconds is shown as 02:32).
Messages are listed in chronological order, with the first
message being the one most recently received. You can
scroll up and down through the listing by pressing the [LO]
(previous page) and [HI] (next page) keys.
To listen to a listed message
1. When the message you wish to hear appears on the
display, press the left softkey adjacent to the message;
the message is played.
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After the message has been completed, you hear the LISTEN Menu:
To repeat this message
{REPEAT}
[1]
To save this message and play the next
one
{NEXT MSG}
[2]
[3]
To reply to this message
{REPLY}
[4]
To transfer/copy the message to another
box
{COPY/SEND}
[5]
For more options
{OPTIONS}
[6]
To erase this message and play the next
one
To rewind message while listening
To pause message while listening
To fast forward message while listening
[7]
[8]
[9]
Once you have dealt with the message by either exercising one of the menu options or dialing [*], you are
returned to the visual message display.
NOTE
After a ‘new’ message has been heard (and you
press any button), it is transferred to the ‘old messages’ category. However, if you dial [*] while listening to a message, it remains in the ‘new’
category.
If you press the right softkey adjacent to a message, then
after listening to the message, you are returned to the regular audio IMAGEN session, and not to the visual display.
You can also leave the visual message list and return to
the regular IMAGEN session by pressing on the first
page of the display.
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REVIEWING CONFIRMATION MESSAGES
You can use the visual message display to review details of
your confirmation messages. After pressing the left softkey
adjacent to ‘CONFIRM’ in the visual message, the display
shows a list of your confirmation messages as follows:
John Smith NEW :
DATE
10/23
10/23
10/23
10/22
10/22
TIME
6
SENDER
11:43 GEORGE FITZ
08:57 JANE JONES
08:43 EXTERNAL
18:43 152
12:22 212-555-5555
P-01
DUR
01:08
00:45
10:22
03:30
02:02
The top line of your screen displays the mailbox name and
number, the number of confirmation messages and the
page number. Each subsequent line contains the date and
time that the message was heard by the recipient, and the
name or extension number of the recipient.
If you press a softkey adjacent to a particular message,
you receive further details (date, time, and name of recipient) about the message.
You can press to erase the confirmation message from
the list.
RECOVERING A MESSAGE
THAT YOU HAVE DELETED
If you delete a message, and then decide you require the
message after all, it is possible -- within 15 minutes after
having listened to a message and deleted it -- to recover it.
To recover a deleted message
• Enter your mailbox and select [7], the undelete messages option, from the MAILBOX Menu; IMAGEN
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announces how many messages have been successfully recovered, and you may listen to them by selecting
the OTHER MESSAGES option from the MAILBOX
MENU.
NOTE
If the undelete messages option does not appear
in the menu, this is because there are no deleted
messages in your mailbox that are capable of
being restored.
REPLYING TO A MESSAGE
You can immediately reply to a message as soon as you
finish listening to it.
To reply to a message you have just listened to
1. From the LISTEN Menu, press {REPLY} or [4]; you
hear a recorded announcement:
<Mailbox greeting>. Please state your message clearly,
then dial pound [#].
Then you hear a tone.
NOTE
If the person who left the message did so from outside the system -- for example, your boss called
from home to leave you a message -- you hear a
recorded announcement:
This message arrived from an outside caller -Please enter mailbox number.
(If you do not know the mailbox number, you cannot reply to the message. Dial [#], and the system
continues playing your other messages.)
2. State your reply to the message clearly. While you are
recording the {ADD TIME} and {END OF MSG} softkeys appear. You can add recording time by pressing
the {ADD TIME} softkey.
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3. Press {END OF MSG} or [#];
you receive the END OF RECORD Menu:
To review your recorded message
To confirm and save this
message in the system
{PLAYBACK}
[1]
{SAVE MSG}
[2]
To erase this message
[3]
To add to this message
{ADD TO MSG}
[4]
{RERECORD}
[5]
{SAVE OPTIO}
[6]
To erase this message
and record a new one
To confirm and save this message
with options
4. Press {SAVE MSG} or ; the message is sent and you
return to the LISTEN Menu.
COPYING OR TRANSFERRING A MESSAGE
TO ANOTHER MAILBOX
You can copy or transfer a message someone sent you
into another mailbox or mailbox group. If you copy it, a
copy remains in your mailbox. If you transfer the message,
it is sent to another mailbox or mailbox group and erased
from your mailbox.
To copy or transfer a message, you must first be listening
to it.
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1. When you hear a message you want to copy or transfer, press {COPY/SEND} or [5];
you receive the COPY/SEND Menu:
To keep this message and send a copy
to another mailbox
{COPY MSG}
[1]
To transfer this message to another
mailbox
{TRANSF MSG}
[2]
To keep this message and send copies
to group members
{COPY TO GP}
[3]
To transfer this message to group
members
{TRNS TO GP}
[4]
To carbon copy
{CARBON CPY}
[5]
To carbon send
[6]
2. Press {COPY MSG} or [1] and the mailbox number, or
{TRANSF MSG} or [2] and the mailbox number, to
copy or transfer the message to a single mailbox. Similarly, to copy or transfer messages to mailbox groups,
dial [3] or [4] and enter the group number.
The ANNOTATION Menu is now displayed:
To record an annotation message
{ANNOTATION}
[1]
To send or copy the message now
{SKIP}
[2]
To abort this operation
{CANCEL]
[3]
For further options
{SET OPTION}
[4]
3. If you want to attach an annotation, see the next section, Message Annotation -- Adding your own comments.
4. Press {SKIP} or [2]; IMAGEN informs you that the message has been copied or sent to the appropriate mailbox or mailbox group;
or
Press {CANCEL} or [3] if you want to abort the send/
copy procedure;
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or
Press {SET OPTION} or [4] if you want to tag your
message prior to sending; you receive the SEND/
COPY OPTIONS Menu:
To tag the message as urgent
{URGENT}
[1]
To tag the message as confidential
{CONFIDENTL}
[2]
To tag the message for confirmation
{CONFIRM}
[3]
Select the attribute you want to attach to the message
by pressing the corresponding number or softkey; you
can attach any or all of the attributes in this fashion.
Select [2] from the previous menu to complete the
send/copy procedure.
CARBON COPYING OR CARBON SENDING A MESSAGE TO ANOTHER MAILBOX
You can carbon copy or carbon send a message someone
sent you into a specific mailbox group - a group you define
for the particular message. If you carbon copy it, a copy
remains in your mailbox. If you carbon send the message,
it is sent to the mailbox group and erased from your mailbox.
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To carbon copy or carbon send a message, you must first
be listening to it.
1. When you hear a message you want to carbon copy or
carbon send, press {COPY/SEND} or [5];
you receive the COPY/SEND Menu:
To keep this message and send a copy
to another mailbox
{COPY MSG}
[1]
To transfer this message to another
mailbox
{TRANSF MSG}
[2]
To keep this message and send copies
to group members
{COPY TO GP}
[3]
To transfer this message to group
members
{TRNS TO GP}
[4]
To carbon copy
{CARBON CPY}
[5]
To carbon send
[6]
2. Press [5] or [6].
You hear a message:
“Please enter mailbox number.
For Dial By Name, dial pound.
Dial pound twice to complete the list.”
3. Enter the number of the first mailbox to which you want
to carbon copy or carbon send the message, or
Dial [#] for Dial By Name, and enter up to the first six
characters of the name. See Dial By Name in the section Dialing Assistance For Outside Callers for instructions on how to use Dial By Name.
You hear the Confirmation menu:
To confirm the mailbox
{CONFIRM MB}
[1]
To skip the mailbox
{SKIP MB}
[2]
To proceed with the operation
{PROCEED OP}
[3]
To cancel the operation
{CANCEL OP]
[*]
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4. Repeat step 3 for each mailbox to which you want to
carbon copy or carbon send the message.
5. When the list is completed, dial [#] twice. Proceed as
for sending a message to a group of mailboxes.
MESSAGE ANNOTATION -ADDING YOUR OWN COMMENTS
You may want to add your own comments to a message
that you are copying or transferring to someone else's
mailbox. When you add comments, the person to whom
you pass on the message first hears your comments, and
then the message.
Once you have added comments to the message, they
behave as part of the message. If someone listens to or
deletes the message, she also listens to or deletes the
annotation.
The rewind and fast forward features, however, function
separately for the annotation and the message.
You may add more than one annotation to any single message (i.e. you can send the same message with different
annotations to other mailboxes); and you can change a
message annotation by rerecording it.
If you have activated the header option, and you listen to a
message that has an annotation attached to it, the header
contains the time tag of the message itself, not of the annotation. First you hear the header, then the annotation, then
the message.
To attach an annotation
After making your desired selection from the COPY/SEND
Menu, you receive the ANNOTATION Menu:
To record an annotation message
{ANNOTATION}
[1]
To send or copy the message now
{SKIP}
[2]
To abort this operation
{CANCEL]
[3]
For further options
{SET OPTION}
[4]
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NOTE
Just as you can record an annotation for a message to a single mailbox, so you can add an annotation to a group message. However, you cannot
add more than one annotation to a group message.
If you hang up while located in the ANNOTATION
Menu, your message nonetheless will be transferred or copied. To abort a ‘send’ or ‘copy’ operation, dial [3] to exit the ANNOTATION Menu, and
then [*] to exit the COPY/SEND Menu.
1. Dial [1].
You hear a recorded announcement: Please state your
message clearly. Then, dial pound (#).
2. Record your annotation, then press {END MSG} or [#];
you receive the END OF RECORD Menu:
To review your recorded message {PLAYBACK}
[1]
{SAVE MSG}
[2]
{ERASE MSG}
[3]
{ADD TO MSG}
[4]
{RERECORD}
[5]
To confirm and save this
message in the system
To erase this message
To add to this message
To erase this message
and record a new one
3. Press {SAVE MSG} or [2], or hang up without pressing
any button.
The message together with your annotation is copied or
sent to the appropriate mailbox or mailbox group.
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To delete an annotation from a message
• After recording the annotation, before saving it, press
{ERASE MSG} or [3] in the END OF RECORD Menu.
To change the annotation of a message
1. Press {COPY/SEND} or [5] while listening to either the
annotation or the message itself;
you are transferred to the COPY/SEND menu.
2. Press any one of the following:
• {COPY MSG} or [1] and the mailbox number;
• {TRANSF MSG} or [2] and the mailbox number;
• {COPY TO GP} or [3] and the group number;
• {TRANSFER TO GP} or [4] and the group number.
The ANNOTATION Menu is now displayed.
3. Dial [1] to record a new annotation, then save the message.
Every user to whom you have sent the message will
now hear the updated annotation.
NOTE
If after having recorded a new annotation, you do
not save it or subsequently delete it, the message
will be heard as if no annotation was ever
recorded.
Additional menu operations
The following commands are also available when operating the ANNOTATION Menu:
• Dial [0] to repeat the ANNOTATION Menu options;
• Dial [*] to return to the COPY/SEND Menu;
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CALLER IDENTIFICATION (CID)
LIST, DISPLAY AND DIAL
REVIEWING CID CALLS LISTED ON YOUR DISPLAY
Lists of answered and unanswered incoming outside calls
-- supported by the Central Office for caller identification
service -- can be viewed on the display of an Executive
telephone set with expanded display. The user can toggle
between a display of caller’s names and caller’s numbers.
If authorized to enter the mailbox of another extension, the
user can also view that extension’s list of incoming outside
calls. Any of the callers whose calls are displayed can be
called back, simply by selecting the respective call from the
display.
A maximum of 100 caller identification call records can be
saved by each user.
If the Caller Identification list, display and dial feature
option is installed in your DIGITAL system, your display
shows a {CID LIST} softkey in idle state.
Accessing the CID list summary
When you press {CID LIST}, a list appears on the display
including:
• the name and extension number of the telephone set
user;
• the number of ’unanswered calls’;
• the number of ’answered calls’;
• the combined number of ’all calls’;
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• the current ‘display mode’ -- either ’name’ or ‘number’;
with a softkey -- to the right and to the left -- alongside each
of the last four elements.
CALLER ID LIST
For: BOB KEYMAN
Ext.227
NOT ANSWERED - 23
ANSWERED - 37
ALL CALLS - 60
DISPLAY MODE - NUMBER
Changing the desired display mode of your CID list
Each time you press the right or left {DISPLAY MODE}
softkey -- in the display screen above -- the display mode
will toggle, from ’name’ to ’number’, or from ’number’ to
’name’.
Selecting a five row CID list of not answered calls
If you press the right or left {NOT ANSWERED} softkey on
your CID list summary display -- in the ’name’ display
mode, as shown above -- a list of up to five rows of unanswered calls appears on the display -- as shown in the
example below:
NOT ANSWERED -10
P-20
DATE TIME
CALLER NAME
07/19 17:55
07/18 18:50
07/18 18:43
07/18 18:36
07/18 18:27
BARBARA SMITH
EDWARD BROWN
STEPHEN DOLE
516/555-5555
800/666-6666
a. The title line -- at the top of the display -- shows:
• the type of calls listed -- ’not answered’;
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• the number of calls of that type to the telephone set
user’s extension DN;
• the page number of the list.
To scroll backward or forward and view other pages of
the list, use the [LO HI] key at the bottom of the telephone set -- by pressing [LO] to scroll backward, or
[HI] to scroll forward -- and view additional five row sets
of unanswered calls.
b. The list shows unanswered, incoming, outside calls, in
reverse chronological order -- that is, the last call that
arrived appears first on the list.
c. The date and time of each call and the name of the
unanswered caller are listed, unless the Caller ID information from the Central Office does not include a name
-- in which case the caller’s number will appear in the
CALLER NAME column.
Placing a call from the CID list display
To place a call to the caller whose details appear in one of
the lines of the call list, simply press either the right or left
softkey alongside the line listing the call.
Selecting other CID lists of calls
The operations described in Steps a, b and c under Selecting a five row CID list of not answered calls, above,
refer to CID lists of ’not answered’ calls, from the ’name’
display mode. Alternatively:
• you can also perform the same operations from the
’number’ display mode -- see toggle operation of the
right or left {DISPLAY MODE} softkey under Changing
the desired display mode, above;
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• alternatively, you can request lists of either:
•
’answered’ calls -- by pressing the right or left
{ANSWERED} softkey;
or
•
’all calls’ -- by pressing the right or left {ALL CALLS}
softkey.
The description of the operations, displays and scrolling
between list pages applied to the ’answered’ or ’all calls’
list alternatives are similar to those for ’unanswered’ calls,
as presented above.
Accessing details of a selected call from a five row CID
list display
From any of the five row CID list displays -- such as that in
the above unanswered calls display example -- you can
display a detail screen for any of the calls shown, by pressing:
• the softkey;
and then
• the right or left softkey alongside the desired call.
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A call detail display -- for the selected call --appears, as
shown in the display example below:
ALL CALLS - 8
DATE: DEC 3, 1999
TIME: 11:45 AM
NAME: MARTHA GRANT
NUMBER: 516-555-5555
CALLING TRUNK: 5232
5
a. The title line at the top of the call detail display shows:
• the type of the call selected -- ‘ALL CALLS’, ’NOT
ANSWERED’ or ’ANSWERED’;
• the total number of calls of the selected type -- from 1
to a maximum of 100;
• the sequence number of the selected call -- in the
upper right-hand corner.
To scroll backward or forward and view detail displays of
other calls, use the [LO HI] key at the bottom of the
telephone set -- by pressing [LO] to scroll backward, or
[HI] to scroll forward.
b. The five line call detail display shows the date and time
the call arrived, the name and telephone number of the
calling party and the DN of the outside line on which the
call arrived.
c. On the bottom line of the call detail display are two softkeys:
• pressing the softkey, on the left, returns the call
detail display for the previous call on the list;
• pressing the softkey, on the right, deletes the current call detail record from the Caller ID data base.
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Placing a call from the CID call detail display
To place a call to the caller whose details appear in the call
detail list, simply press either the right or left softkey alongside either the caller’s name or number on the CID call
detail display.
REVIEWING CID CALLS FOR ANOTHER EXTENSION
If you are authorized to enter the mailbox of another extension, you can also view that extension’s list of incoming
outside calls.
Once you have entered the mailbox of the other extension
-- after entering a correct password -- dial [#].
When you dial [#], the CID list summary of calls to the
desired extension appears on the display -- as shown in
the display example under Accessing the CID list summary, above. You can then proceed to all the subsequent
CID list, display and dial operations, as described above.
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INDEXING YOUR MESSAGES
IMAGEN offers you the possibility of tagging your old messages, and sorting them into indices for future retrieval.
This allows you to identify and access a specific message
without having to first listen to all chronologically preceding
messages.
You can allocate your messages to your own Personal
index, which can hold up to a maximum of 9 messages
(tagged 1 to 9); or to the System Index, which has a capacity of 128 messages (tagged 10 to 137).
To mark a message as indexed
After listening to a given message, you hear the LISTEN
Menu as normal. You decide you would like to allocate the
message to an index:
1. From the LISTEN Menu, press {OPTIONS} or [6];
you receive the MORE LISTEN OPTIONS Menu:
To lower volume
[1]
For normal volume
[2]
To raise volume
[3]
To decrease speed
{SLOW SPEED}
[4]
For normal speed
{NORMAL SPD}
[5]
To increase speed
{FAST SPEED}
[6]
To convert an old message to new
[7]
To add an ID tag to this message
{INDEX}
[8]
To repeat this message with time tag
{HEADER}
[9]
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2. Press {INDEX} or [8];
you hear the following message:
Enter a message index number between 1 and 9, or
dial pound [#] for the system index.
3. Select a number between 1 and 9 -- for example, 7 -- to
tag the message as ‘7’ in your personal index; or
dial [#];
IMAGEN assigns the message a System index number
between 10 and 137, and informs you accordingly:
Message index <number>.
You are returned to the LISTEN Menu.
If you attempt to assign a message with a personal identification number that is already in use, you receive the following message:
This Identification tag is taken. To reassign it to the current
message, dial [#]. To select another identification tag, dial
a digit between 1 and 9. To exit, dial star [* ].
To retrieve an indexed message
1. Enter your mailbox, and from the MAILBOX Menu,
select [6];
you receive the MESSAGE TYPE SELECTION Menu:
To listen to your new messages
{NEW MSGS}
[1]
To listen to your old messages
{OLD MSGS}
[2]
To listen to your future delivery messages
{FUTUR DLVR}
[3]
To listen to your confirmation messages
{CONFIRM}
[4]
To listen to your indexed messages
{INDEXED}
[5]
2. Dial [5]; you hear the following announcement:
You have <number> private indexed messages in your
mailbox. Enter the message identification tag 1 to 9, or
dial pound [#] followed by the system assigned identification tag.
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3. Enter the appropriate private index tag
or
Dial [#] followed by the system index tag, and dial [#]
again to confirm.
IMAGEN retrieves and plays the message as instructed.
You are then transferred to the LISTEN Menu.
NOTE
If you enter an identification number that does not
exist, IMAGEN informs you accordingly, and plays
the message that comes next in numerical order.
If, when prompted to enter the identification number, you dial [#] twice in succession, all indexed
messages will be played successively.
To remove a message from an index
After retrieving and listening to the message you wish to
remove from the index, you receive the MORE LISTEN
OPTIONS Menu:
1. Dial [8];
you hear the following announcement:
To remove identification tag, dial pound (#).
2. Dial [#];
the Index tag is removed from the message and you
are returned to the LISTEN Menu.
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FORWARDING YOUR MESSAGES
TO ANOTHER LOCATION
If you know you are going to be away from your desk, you
can have any messages you receive forwarded to another
telephone extension, outside line or pager. This is called
the Follow-me Option.If you have activated the follow-me
option, then after a message is left in your mailbox, the follow-me destination telephone rings. Upon answering, you
hear a recorded announcement that you have a message.
Then you enter your password and can listen to your messages.
You can designate two different follow-me destinations. For
example, you can have your calls forwarded to one extension during the morning, and to a different extension during
the afternoon. You can also program your mailbox so that
after regular business hours your messages are automatically forwarded to another extension.
In order to activate the follow-me option, you must:
• program at least one follow-me destination number;
• program the start and stop times for each follow-me
number;
• program the follow-me method -- telephone, pager, or
PABX/CENTREX C.O. line -- for each number;
• activate the follow-me option.
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PROGRAMMING FOLLOW-ME NUMBERS
Step 1: Enter the follow-me number
You can designate one or two follow-me numbers, for different times of the day.
1. Press {SET OPTION} or [4] in the MAILBOX Menu;
you receive the MAILBOX OPTIONS Menu.
2. Press {1ST FOLLOW or [1] to designate the first follow
me number, or {2ND FOLLOW} or [2] to designate the
second follow me number; you receive the FOLLOWME Menu:
To activate follow me by message type
{ACTIVATE}
[1]
To deactivate follow me by message type
{DEACTIVATE}
[2]
To enter the follow me number
{FLW NUMBER}
[3]
To set follow me times
{FLW TIME}
[4]
To select the follow me method
{FLW METHOD}
[5]
3. Press {FLW NUMBER} or [3];
you are prompted to enter the follow-me number.
4. Enter the follow-me telephone number -- up to 32 digits
-- and dial [#];
you remain in the FOLLOW-ME Menu.
NOTE
Within the follow-me number, it may be necessary
to include a digit for seizing an outside line; your
system may require dialing [*] for a pause to wait
for a dial tone; or some other adjustments may be
necessary. If you encounter any difficulty in activating a follow-me number, consult your system
administrator.
Step 2: Program the follow-me time period
You need to program the time period during which you want
your messages forwarded to the follow-me destination.
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1. Press {FLW TIME} or [4] in the FOLLOW-ME Menu;
you are prompted to enter the start and stop times.
2. Enter four digits for the start time -- for example, 1545
for 3:45 PM.
3. Enter four digits for the stop time -- for example 0000
for midnight.
NOTE
Instead of programming your own start and stop
times, as above, you can have your follow-me start
and stop times automatically correspond to your
organization's start and end of work hours. In other
words, calls made to your extension outside of
work hours (as pre-programmed in the system) will
be forwarded to your follow-me destination.
To program follow-me in accordance
with your organization’s work hours
1. Press {FLW TIME} or [4] in the FOLLOW ME Menu.
2. When you are asked for the start time, dial [#].
3. When you are asked for the stop time, dial [#] again.
Step 3: Select the follow me method
You can have your messages forwarded to either a regular
telephone, pager or to an extension configured behind a
PABX or CENTREX. (See your system administrator for
more details about this third option).
1. Press {FLW METHOD} or [5] in the FOLLOW ME
Menu.
2. Press {PAGER} or [1] for pager or
press {REGULAR} or [2] for telephone or
press {PABX/CNTRX} or [3] for a PABX/CENTREX
C.O. line.
You have now finished programming one of the two followme numbers. If you wish to program a second number,
select {SET OPTION} or [4] from the MAILBOX Menu, and
then {2ND FOLLOW or [2] from the MAILBOX OPTIONS
Menu, and repeat this process for the second number.
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Step 4: Activate (or deactivate) the follow-me number
Once you have programmed at least one follow-me number, you can activate the follow-me option.
1. Select {1ST FOLLOW or {2ND FOLLOW} from the
MAILBOX OPTIONS Menu.
2. Press {ACTIVATE} or [1];
you receive the FOLLOW ME ACTIVATION Menu:
To activate for all new messages
{NEW}
[1]
To activate for EXTERNAL and URGENT
messages only
{EXT & URGN}
[2]
To activate for URGENT messages only
{URGENT}
[3]
3. Select the desired option by dialing [1], [2] or [3].
To deactivate the follow-me option
• Press {DEACTIVATE} or [2] in step 2, above.
ANSWERING A FOLLOW-ME CALL
Answering a follow-me call to a telephone
When you have activated follow-me for a telephone extension (regular or PABX/CENTREX) or external number and
you receive a message, the telephone extension or external number rings, and you hear a recorded announcement:
"This is a recorded message for <your name>".
You then hear the following options:
If the requested person is present
If the person is unknown
If the requested person is not present now
dial [2]
dial [3]
dial [4]
To answer the follow-me call
1. Dial [2];
you are asked to enter your password.
2. Enter your password; you hear your message.
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NOTE
If you dial [3], the follow-me option is disabled. No
more messages are forwarded to that number,
unless you activate it again.
If you dial [4], the system will try to reach you at
this number again, when an additional new message arrives.
Answering a follow-me call forwarded to a pager
When you have activated follow-me for a pager and you
receive a message, the pager beeps. After dialing in to
your pager service, you hear a recorded announcement:
This is a recorded message for <your name>.
Then you hear the message.
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RECORDING CONVERSATIONS
IMAGEN enables you to record your telephone conversations. You must have the system administrator program
designate the [CALL RECORD] button to operate at your
station.
A conversation you have recorded is stored in your mailbox, as any message is. You can, therefore, transfer or
copy the recorded conversation to another mailbox or mailbox group. (See Copying or transferring a message to
another mailbox).
Unless your system is programmed otherwise, the initial
recording time allotted to each call is 15 minutes. You can,
however, add additional recording time, for up to a total of
30 minutes.
To record a conversation
1. Press [CALL RECORD], while engaged in a conversation; the {ADD TIME} and {END RECORD} softkeys
appear on the display.
2. Press {ADD TIME} to extend the recording time, if necessary.
3. Press {END RECORD} to stop the recording.
It is required that you advise the second party that the
conversation is being recorded.
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SCREENING INCOMING CALLS
The call screening feature allows you to screen external
calls arriving at your station through the auto attendant.
You hear who is calling you and decide which calls you
want to answer, and which callers you prefer having leave
a message. You must ask the system administrator to program this feature to be operative at your station.
When the feature is operative and you receive a call, the
auto attendant answers the call. Callers hear a recorded
announcement, asking them to identify themselves. You
hear both the auto attendant and the caller's response
through the station speaker. You can either answer the call,
or have IMAGEN take a message.
To screen your calls
1. Press your programmed [CALL SCREEN] button; the
button light goes on, indicating that the feature is operative.
2. When you receive a call, listen to the caller identifying
herself and decide if you want to accept the call.
3. To answer the call, either:
• pick up the receiver;
• press {ANSWER SCREEN};
or
• press [SPKR].
or
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4. To reject the call, either:
• press {END SCREEN};
• press any key other than [SPKR];
or
• simply refrain from answering;
the caller hears your no answer greeting. At this stage,
you can no longer change your mind and pick up the
call.
To stop screening your calls
• Press your programmed [CALL SCREEN] button
again;
the button light goes off.
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MESSAGE MONITORING AND CALL
INTERCEPTION
The message monitoring feature allows you to monitor
messages being recorded in your mailbox for you, by
external callers. When message monitoring is activated for
your telephone set, each of your calls will be answered by
the automated attendant, who will suggest that the caller
leave you a message. You can hear the message while it is
being recorded and decide whether you prefer to intercept
and answer the call, or to have the caller leave a message.
You can program the monitoring time from your telephone
set.
You must ask the system administrator to program the
message monitoring feature to be operative at your station.
To monitor your messages
1. Press your programmed [MESSAGE MONITOR] button; the button light goes on, indicating that the feature
is operative.
2. When a caller begins recording a message for you, the
caller’s voice can be heard -- through your telephone
set speaker -- and you can then decide if you want to
accept the call. At this stage, your telephone set will be
in mute mode, so that the caller cannot hear you.
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To intercept the call
1. To intercept and answer the call, either:
• pick up the receiver;
• press {ANSWER SCREEN};
or
• press [SPKR].
or
2. To reject the call, either:
• press {END SCREEN};
• press any key other than [SPKR];
or
• simply refrain from answering;
To stop monitoring your calls
• Press your programmed [MESSAGE MONITOR] button again;
the button light goes off.
To set the monitoring time for your calls
1. Enter your mailbox (dial the IMAGEN access code and
dial [#][#]).
2. Enter your password;
you receive the Mailbox Menu.
3. Press {SET OPTION} or [4];
you receive the MAILBOX OPTIONS Menu.
4. Dial [8];
you are asked to set the monitoring time either:
• in multiples of 5 seconds, where dialing
a digit between 1 and 9 corresponds to
a maximum message monitoring time of
5 seconds to 45 seconds, respectively;
or
• to be unlimited.
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5. Dial either:
• the digit -- [1] to [9] -- for the desired respective
monitoring time;
or
• [#] -- for unlimited monitoring time;
the auto attendant responds with an announcement of
the selected monitoring time; for example:
• if you dialed [1] -- “five seconds”;
• if you dialed [9] -- “forty five seconds”;
• if you dialed [#] -- “unlimited”;
if no setting is defined, the default monitoring time is 10
seconds.
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DIALING ASSISTANCE
FOR OUTSIDE CALLERS
Outside callers who do not know the extension number of
the person they wish to reach have three different types of
assistance available to them:
Dial by Name enables them to reach the person by dialing
a few letters of their name.
Extension Assistance plays recorded announcements of
extension numbers.
Single Digit Dialing allows the caller to reach a preprogrammed extension by dialing one digit.
NOTE
A person calling from inside the system may also
use all three of these options, if she first exits the
system and then dials the outside IMAGEN telephone number.
DIAL BY NAME
An outside caller answered by the Auto Attendant Dial by
Name (ADBN) can reach an extension by dialing the name
of the extension owner, instead of the extension number.
The caller dials the first few digits of the extension owner's
name, using the standard DTMF telephone dialpad.
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To dial by name
1. Dial the IMAGEN telephone number;
you hear the following options:
To call an extension
Dial [1] and the extension no.
To leave a message
Dial [2] and the mailbox number
To dial by name
Dial [3]
To conduct an interview
Dial [4]
To use single digit dialing
Dial [5], [6], [7] or [8]
To ask for extension assistance
Dial [9]
To ask for operator assistance
Dial [0]
To disconnect
Dial [*]
2. Dial [3]; you hear a recorded announcement:
Dial the first “X” letters of the subscriber's name, using
a standard dialpad.
“X” in the announcement is the programmed maximum
number of letters -- up to six.
• For the letter Q
dial [7].
• For the letter Z
dial [9].
• To complete the entry dial [#].
• For the operator
dial [0].
3. Dial the first letters of the name and dial [#]; what happens next depends on whether or not the letters you
dial match a name in the dial by name directory.
• If the letters you dial match a name -- and only one
name -- from the directory; the system dials the
extension;
• If the letters do not match any name in the directory,
you hear a recorded announcement: The name you
have dialed is not listed in our directory;
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• If the letters match several possible names, you are
given a choice of which name you want to dial. For
example, if you want to reach Jack Brown, dial BR
and [#], you hear a recorded announcement, giving
you the first name in the directory that starts with BR:
There are several subscribers with that name.
Please select one of the following names:
• BOB BROWN at extension 455;
• Dial [1] to transfer to that extension;
• Dial [2] to play the next name;
• Dial [0] for the operator;
• Dial [*] for the previous menu.
You continue dialing [2], until you hear the name you
want to reach. Then dial [1].
NOTE
The Dial By Name feature is also available to internal users in the following situations:
• When leaving a message for another mailbox;
• When copying or transferring a message to
another mailbox.
EXTENSION ASSISTANCE
Extension Assistance is a recorded announcement that
provides the extension numbers of various departments in
your organization.
The primary extension assistance announcement can list a
series of departments -- for example:
• For personnel
dial [1];
• For sales and marketing dial [2].
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The secondary extension assistance announcement gives
the extension numbers of various people in the department. For example, if you dialed [1] for personnel you
might then hear an announcement similar to:
• For Jane Smith
dial 13489
• For John Smith
dial 15679
When a callers hear the extension number of the person
they wish to reach, they can either,
• Dial [1] and the extension number;
or
• Dial [2] and the mailbox number; they can then leave a
message after the tone sounds.
SINGLE DIGIT DIALING
Certain extensions as designated in the system can be
dialed directly, if programmed accordingly. The outside
caller hears a recorded announcement listing these extensions, and dials a single digit, rather than dialing the extension number or name of the extension owner.
The digits [5], [6], [7], and [8] are commonly allocated for
single digit dialing, but your system administrator may have
programmed your system differently.
OPERATOR ASSISTANCE
In those cases where an operator position has been programmed into the system, an external user can choose to
be connected to the operator:
1. Dial the IMAGEN telephone number.
2. Dial [0] to select the Operator Assistance option.
Additionally, if you had selected [2] to leave a message,
and then change your mind before the message-record
announcement concludes, you can dial [0] to have your
call transferred to the operator.
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PROGRAMMED INTERVIEW
If the system administrator has programmed this feature, it
conducts a recorded interview with an outside caller.
For example, the system administrator can program an
interview that takes orders over the phone. The recorded
interview questions might ask the customer her name and
address, what product they want to order, what size, what
color, etc. and how they want to make payment. The
answers are recorded. The interview consists of a maximum of eight interview questions, followed by a closing
message to the caller.
To conduct an interview
1. Dial the IMAGEN telephone number;
you hear the main opening greeting, which includes an
instruction to dial [4] for the interview (for example, If
you want to order a catalog item, dial [4]).
2. Dial [4];
you hear the first interview question.
3. Answer the question and dial [#] to indicate that you
have finished your answer, or simply wait for the allotted time to pass;
you hear the next question.
4. Answer the rest of the questions, until you hear the
closing message.
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NOTE
Your system administrator may program up to nine
different interviews into the system. If there is more
than one interview, the main opening greeting contains dialing instructions for accessing the different
interviews. For example, To order a catalog item,
dial [7]. To request billing information, dial [8].
Once the caller has dialed into the desired interview, it is conducted as above.
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FOREIGN LANGUAGE
ANNOUNCEMENTS
IMAGEN offers you the option of having your mailbox operate in languages other than English.
If this option has been installed in your system your system
administrator can program your mailbox so that you and
people calling your mailbox have a choice of hearing
announcements and instructions in up to ten different languages.
It is possible to program a mailbox so that its owner hears
options and announcements in a foreign language, while
incoming callers hear them in English.
System announcements and instructions are in English
unless otherwise programmed by the system administrator,
in which case the main opening greeting provides the caller
with an option for changing the language.
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DIALING OUT WITH CUSTOMIZED
DIRECTORIES
An optional software package called the Electronic Business Card is available with IMAGEN. It enables the system administrator to define special dialing directories, so
that directory lists of your customers or clients appear on
your display. You can dial the extension of the person you
want, simply by pressing the softkey next to their name.
For information on how to define and maintain personal
customized directories, see the Electronic Business
Card Installation & Programming Manual.
CUSTOMIZED DIAL BY NAME DIRECTORIES
The system administrator can establish any kind of directory that is useful to your organization, such as lists of suppliers, government agencies, or products. They can also
program more detailed information about each entry in a
directory into the system. These directories are called System Dial by Name Directories (SDBN). They can be either
internal directories -- of extensions within your organization, or external directories -- of extensions outside of your
organization.
The icon appears on your telephone's idle state display,
but is active only if one or more directories have been
defined in your system, and your telephone has been programmed to use at least one directory. Otherwise, the
PHONE BOOK feature is initiated when you press .
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To dial out using a customized directory
1. Press ;
a list of defined directories appears, as in the example
below:
DIRECTORIES
INTERNAL
EXTERNAL
PRODUCTS
HELP
SUPPORT
MISCELLANEOUS
2. Press the softkey for the desired directory (in this example {EXTERNAL});
a list of alphabetical ranges appears:
EXTERNAL
ABR-FER
FER-LAR
LAR-PAR
PAR-SUL
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3. Press the softkey for the alphabetical range that
includes the name of the person you want to call (in this
example Frost);
a list of names appears:
EXTERNAL
FERMI E
FLORENCE
FROST JACK
GERALD
GETTYSBURG
P - 02
GIMBLE JOE
GOBART
GOLDWYN
GORDON
GORRINSON
4. You can use the [LO HI] key to page through the
names in that particular directory.
5. Press the softkey adjacent to the desired name (in this
example Frost James);
the system dials the first number in his directory listing.
or
If you want to see additional details about this entry:
Press and then the softkey for the name, e.g.
{FROST}; the listing details, if any are available, for the
party appear:
FROST JACK
HOME:
WORK:
CELLULAR:
:
FAX
212-523-3333
212-523-5501 212-523-5555
917-555-9898 212-523-6666
6. Press the softkey next to the number you want to dial;
the system dials the number.
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ADVANCED IMAGEN
SUBSCRIBER FEATURES
This section contains a description of a number of more
advanced mailbox features. If you prefer, each of these
features can also be programmed for you by your system
administrator, on the dedicated IMAGEN Personal Computer.
AUTOMATIC COPYING OF UNHEARD MESSAGES
If a number of employees in your organization handle the
same type of calls, IMAGEN can see to it that they receive
each other's messages as well. In this way, an important
message left for an absent employee that may otherwise
go unattended, can be automatically passed on to another
colleague for handling. This IMAGEN feature is called
Automatic Copying of Unheard Messages
For instance, if you deal with urgent matters, you may want
messages that have been in your mailbox for more than 15
minutes automatically copied into one of your colleagues'
mailbox. On the other hand, someone who deals with less
urgent matters may prefer not to have their messages copied unless they have been in their mailbox for over a day.
Once you have programmed this feature, IMAGEN checks
your mailbox at regular intervals. If you have not listened to
a new message within the amount of time you specified,
that message is copied into the designated automatic-copy
mailbox. All subsequent new messages are copied into the
automatic-copy mailbox, until you enter your own mailbox
and listen to your messages.
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To program your mailbox to automatically copy
unheard messages
1. Dial [4] in the MAILBOX Menu; you receive the MAILBOX OPTIONS Menu.
2. Dial [7] -- Auto-copy; you are transferred to the AUTO
COPY Menu:
To select the auto-copy destination
{DESTINATIO}
[1]
To select the auto-copy time period
{TIME}
[2]
For non-urgent messages
{NON-URGENT}
[3]
For private messages
{CONFIDENTL}
[4]
For common messages
{COMMON}
[5]
3. Press {DESTINATIO} or [1] to indicate the auto-copy
destination, then enter the appropriate mailbox number;
you are returned to the AUTO COPY Menu.
4. Press {TIME} or [2] to specify the time period after
which messages in your mailbox will be copied to the
auto-copy destination. Enter the time period in HH:MM
format (e.g. for 15 minutes, dial [0], [0], [1], [5]).
You are returned to the AUTO COPY Menu.
NOTE
The time period you designate must be a multiple
of 15 minute intervals (e.g. 15 minutes, 45 minutes, 1 hour).
5. Press {NON-URGENT} or [3], {CONFIDENTL} or [4],
or {COMMON} or [5], to select the type of message for
which you want to activate (or deactivate) the auto copy
feature.
6. Dial [1] to activate (or [2] to deactivate) the feature for
that message type.
You are returned to the AUTO COPY Menu.
7. Repeat steps 5 and 6 if you want to activate (or deactivate) auto-copy for additional message types.
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Copies of all messages forwarded to another mailbox by
this feature remain in the source mailbox. In addition, messages copied to the automatic-copy mailbox will NOT be
on-forwarded to other mailboxes in the event that they are
unheard by your colleague as well.
DEFINING A PERSONAL DISTRIBUTION GROUP
In addition to mailbox groups, which are programmed by
the system administrator, you can also define your own
personal distribution group for sending out common messages. A personal group can consist of up to eight member
mailboxes. Subject to this size limitation, you can add and
delete mailboxes at will. Only one personal distribution
group can be defined per mailbox.
To add mailboxes to your personal distribution group
1. Dial [4] in the MAILBOX Menu; you receive the MAILBOX OPTIONS Menu.
2. Press or [6] for the Private distribution list option;
you are transferred to the DISTRIBUTION LIST Menu:
To insert a new member
{INSERT}
[1]
To move to the next member
{NEXT}
[2]
{DELETE}
[3]
To delete the current member
3. Press {INSERT} or [1] and then enter the mailbox number of the first member or the mailbox group number;
the mailbox is added to your personal group, and you
are returned to the DISTRIBUTION LIST Menu.
4. Repeat step 3 for as many mailboxes as you wish to
add to your group.
If you attempt to add a member to the group when it is
full, you hear the message Your distribution list is full.
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To delete Mailboxes from your personal
distribution group
1. From the MAILBOX OPTIONS Menu, press or [6] to
access the DISTRIBUTION LIST Menu;
you hear the announcement The current member number is <Mailbox number>.
2. Press {DELETE} or [3] to delete the current member
or
Press {NEXT} or [2] (repeatedly if necessary) to scroll
through the other mailboxes in your group, and dial [3]
to when you reach a mailbox you wish to delete.
The current member mailbox is deleted and you are
returned to the DISTRIBUTION LIST Menu.When you
have deleted all members of your distribution group,
you hear the announcement Your distribution list is
empty.
To send a message to your personal distribution group,
dial [0] when IMAGEN asks you to enter the mailbox
group number. See the section titled Leaving a message for a mailbox group for more details.
PROGRAMMING AUTOMATED ATTENDANT SERVICE
FOR YOUR MAILBOX
The Auto attendant service feature allows you to take full
advantage of the IMAGEN Auto attendant facility. It
enables you to determine how incoming calls to your
extension will be handled in the event of a ‘busy’ or ‘no
answer’ response, whether during daytime or nighttime
hours.
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By proceeding through a series of menus, you can specify:
• the conditions under which you want the Auto attendant
to operate;
• the types of calls and times at which mailbox forwarding
instructions will apply;
• whether callers should be forwarded internally or externally, or given the option to leave a message.
A. Select a Department Secretary
You can designate an extension as ‘Department Secretary’, whereby an incoming caller who has reached your
mailbox and dials [0] to connect to the operator, will be
directed to this specified extension for assistance.
To define an extension as the Department Secretary
1. Dial [4] in the MAILBOX Menu; you receive the MAILBOX OPTIONS Menu.
2. Press {AUTO ATT} or [3] to select the Auto Attendant
Service option;
you receive the AUTOMATED ATTENDANT Menu:
To program the department secretary
{SECRETARY}
[1]
To program automated attendant service
{ATT SERVIC}
[2]
To program call forwarding for all calls
{ALL FRWARD}
[3]
To program call forwarding for specific
calls
{SPEC FRWRD}
[4]
3. Press {SECRETARY} or [1]
you are prompted to enter the number of the extension
to serve as Department secretary.
4. Enter the extension number, then dial [#];
you are returned to the AUTOMATED ATTENDANT
Menu.
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B. Select the Auto attendant method of operation
for your mailbox
You can choose one of the following three Auto attendant
modes for dealing with incoming calls:
• Internal -- The Auto attendant initially transfers all
incoming calls to your internal extension. If there is a
‘busy’ or ‘no answer’ response, calls are handled
according to mailbox forwarding instructions (as
described below).
•
External -- The Auto attendant initially transfers all
incoming calls to your external Follow-me location
(which must be activated). If there is a ‘busy’ or ‘no
answer’ response, calls are handled according to mailbox forwarding instructions.
•
None -- The Auto attendant will not operate for your
extension. In this case, if the Auto attendant feature is
operational in your system, incoming calls intended for
your extension are handled according to your mailbox
forwarding instructions.
If not, incoming callers are greeted with an announcement stating that the requested extension is unavailable, and are returned to the MAIN Menu.
To select the desired Auto attendant method
of operation
1. From the AUTOMATED ATTENDANT Menu, select
{SERVICE} or [2];
you are prompted to choose the Auto attendant mode
you require.
2. Press {INTERNAL} or [1], {EXTERNAL} or [2], or
{NO} or [3].
You are returned to the AUTOMATED ATTENDANT
Menu.
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C. Program the call handling method for all no answer/
busy calls
You can determine how all incoming calls are to be handled if your extension is busy or there is no answer. There
are several options available:
• Default -- You can decide to have calls handled according to the tenant programming for your system; or have
IMAGEN play the regular BUSY/NO ANSWER menu,
either with or without offering the caller the option to
‘camp on’ to your extension.
• Record -- The caller is asked to leave a message in
your mailbox.
• Unscreened transfer -- The caller is automatically
camped on to your extension.
• Follow me -- You can choose to have calls forwarded to
either your first or second pre-programmed follow-me
number (which must be activated). If you have two follow-me numbers, you can choose the ‘Both’ option,
whereby calls are forwarded to your second number in
the event that the first follow-me is deactivated or the
first follow-me subscriber is busy or not answering.
• Internal forward -- Select an internal extension number
where calls will be forwarded on either a screened or
unscreened basis.
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To program the no answer/busy call handling method
for all calls
1. From the AUTOMATED ATTENDANT Menu, select [3];
you are transferred to the OPERATION Menu:
To select the Default option
{DEFAULT}
[1]
To select the Record option
{RECORD}
[2]
To select the Unscreened Transfer option
{UNSCRN}
[3]
To select the Follow-me option
{FOLLOW-ME}
[4]
To select the Internal Forward option
{INT FRWARD}
[5]
2. Choose the desired call handling method.
• If you press {RECORD} or [2], or {UNSCRN} or [3],
your selection is saved, and you are returned to the
AUTOMATED ATTENDANT Menu.
• If you press {DEFAULT} or [1] -- you are prompted to
select a Default option.
Press {ENABL CAMP} or [1] for the BUSY/NO
ANSWER menu with a camp-on option. Press {DISABL CMP} or [2] for the BUSY/NO ANSWER menu
without a camp-on option. Press {TENANT PRG} or
[3] for regular tenant programming. After making
your selection, you are returned to the AUTOMATED
ATTENDANT Menu.
• If you press {FOLLOW ME} or [4], you are prompted
to select a Follow-me option. Press {1ST FOLLOW}
or [1] to direct calls to your first follow-me number.
Press {2ND FOLLOW} or [2] to direct calls to your
second follow-me number. Press {BOTH} or [3] to
select the ‘Both’ option, as described above. After
making your selection, you are returned to the
AUTOMATED ATTENDANT Menu.
• If you press {INT FRWARD} or [5], you are prompted
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to enter an internal extension number. You are then
asked to select either {SCREENED} or [1], to have
calls forwarded on a screened basis, or
{UNSCREENED} or [2] to have them forwarded on
an unscreened basis. After making your selection,
you are returned to the AUTOMATED ATTENDANT
Menu.
D. Program the no answer and busy call handling
method for specific types of calls
You may decide you would prefer certain incoming calls
arriving at particular times of day or night to be handled in a
different manner to that programmed in Part C, above. You
can distinguish between calls that receive a ‘busy’ or ‘no
answer’ response, and between those calls arriving via the
Auto attendant (including Dial by Name and Single digit
dialed calls), and those arriving directly via the DIGITAL
system.
Following are the six categories of calls for which you can
program different call handling options:
• Auto attendant Day no answer -- you can decide how
unanswered calls that arrived via the Auto attendant
during (system) daytime hours should be handled.
• Auto attendant Night no answer -- you can decide how
unanswered calls that arrived via the Auto attendant
during (system) nighttime hours should be handled.
• Auto attendant Day busy -- you can decide how calls
that arrived via the Auto attendant during (system) daytime hours and received a busy signal, should be handled.
• Auto attendant Night busy -- you can decide how calls
that arrived via the Auto attendant during (system)
nighttime hours and received a busy signal, should be
handled.
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•
•
System Forward no answer -- you can decide how
unanswered calls that arrived via the DIGITAL system
should be handled.
System Forward Busy -- you can decide how calls that
arrived via the DIGITAL system and received a busy
signal, should be handled.
To program the no answer and busy call handling
method for specific types of calls
1. From the AUTOMATED ATTENDANT Menu, select [4];
you are transferred to the FORWARD Menu:
To program Auto attendant Day no answer
{DAY NO-ANS}
[1]
To program Auto attendant Night no answer
{NGT NO-ANS}
[2]
To program Auto attendant Day busy
{DAY BUSY}
[3]
To program Auto attendant Day busy
{NIGHT BUSY}
[4]
To program System Forward no answer
{SYS NO-ANS}
[5]
To program System Forward busy
[6]
2. Choose the category of call that you wish to program;
you are transferred to the OPERATION Menu.
3. Proceed to select a call handling method, as in step 2 of
Part C, above;
you are returned to the FORWARD Menu, where you
can program further categories if you so desire. (You
are not required to program all six categories).
NOTE
The Unscreened transfer call handling option is not
available for the two System Forward categories.
4. When you have finished programming any or all of the
call categories, dial [*] to exit the FORWARD Menu.
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IMAGEN AT A GLANCE
To Enter Your Mailbox
At your extension:
1. Enter the IMAGEN access number;
2. Dial [#] twice;
3. Enter your password (if applicable).
From another extension:
1. Enter the IMAGEN access number;
2. Dial [#];
3. Enter your Mailbox Number;
4. Enter your password (if applicable).
From outside the system:
1. Dial the IMAGEN telephone number;
2. Dial [#];
3. Enter your Mailbox Number;
4. Enter your password (if applicable).
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The follow ing procedures assum e you have accessed
your IM AG EN m ailbox:
RECORD YOU R NA M E
3
3
5
-- record yo ur nam e --
#
2
#
2
#
2
#
2
#
2
) --
1
RECORD YOU R M AILBOX G REETING
3
1
5
-- gree ting --
RECORD YOU R BU SY GREETING
3
2
5
-- gree ting --
RECO RD YO U R SPECIAL G REETING
3
4
5
-- gree ting --
RECORD YOU R INTER NAL GREETIN G
3
5
5
-- gree ting --
TO CHANG E YOUR PASSW ORD
4
5
-- en te r u p to 12 d ig its.
(If less, finish by pressin g
#
TO LEAVE A M ESSAG E
2
84
-- m ailb ox n um be r, m essa g e --
#
2
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TO LEAVE A M ESSAGE W ITH CONFIRMATION
2
-- m ailbox num ber, m essage --
#
6
3
*
#
6
2
*
#
6
1
*
TO LEAVE A PRIVATE MESSAGE
2
-- m ailbox num ber, m essage --
TO LEAVE AN URGENT M ESSAGE
2
-- m ailbox num ber, m essage --
TO LEAVE A FUTURE DELIVERY MESSAGE
2
6
#
-- m ailbox num ber, m essage --
4
-- m onth (2 digits),
day (2 digits), tim e (4 digits, 24 hr. form at)
TO LEAVE A M ESSAGE FOR A MAILBO X GROUP
5
#
-- m ailbox group num ber, m essage --
2
TO LISTEN TO YOUR NEW MESSAGES
1
TO ACTIVATE MESSAGE HEADER FEATURE
4
4
1
TO CARBON RECORD A MESSAGE
5
--
group number
OR
--
message
#
2
# 1st mailbox no. 3
#
last mailbox no. #
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TO R ECO RD AN AN NO TATIO N A N D THEN C OPY THE M ESSA GE
5
1
1
-- m ailb ox n um b e r --
-- an no ta tio n --
2
TO R ECOR D A N A NN OTATION AN D TH EN TR ANSFER THE M ESSA GE
2
5
1
-- m ailb ox n um b e r --
-- an no ta tio n --
2
TO CARBON COPY/SEND A MESSAGE
COPY
5
5
OR
SEND
1st mailbox no.
3
---
--last mailbox no. #
2
#
6
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