Avaya PARTNER Messaging System User’s Guide

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PARTNER Messaging System
User’s Guide
518-100-701
Issue 3
May 2004
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Copyright 2004, Avaya Inc.
All Rights Reserved
Notice
Every effort was made to ensure that the
information in this document was complete and
accurate at the time of printing. However,
information is subject to change.
Preventing Toll Fraud
“Toll fraud” is the unauthorized use of your
telecommunications system by an unauthorized
party (for example, a person who is not a
corporate employee, agent, subcontractor, or is
not working on your company's behalf). Be
aware that there may be a risk of toll fraud
associated with your system and that, if toll
fraud occurs, it can result in substantial
additional charges for your telecommunications
services.
Avaya Fraud Intervention
If you suspect that you are being victimized by
toll fraud and you need technical assistance or
support, in the United States and Canada, call
the Technical Service Center's Toll Fraud
Intervention Hotline at
1-800-643-2353.
Responsibility for Your Company’s
Telecommunications Security
The final responsibility for securing both this
system and its networked equipment rests with
you - Avaya’s customer system administrator,
your telecommunications peers, and your
managers. Base the fulfillment of your
responsibility on acquired knowledge and
resources from a variety of sources including
but not limited to:
• Installation documents
• System administration documents
• Security documents
• Hardware-/software-based security tools
• Shared information between you and your
peers
• Telecommunications security experts
To prevent intrusions to your
telecommunications equipment, you and your
peers should carefully program and configure:
• Your Avaya-provided telecommunications
systems and their interfaces
• Your Avaya-provided software
applications, as well as their underlying
hardware/software platforms and interfaces
• Any other equipment networked to your
Avaya products.
To order copies of this and other documents:
How to Get Help
Call:
For additional support telephone numbers, go to
the Avaya Web site:
Voice 1.800.457.1235 or
1.207.866.6701
FAX 1.800.457.1764 or
1.207.626.7269
http:/www.avaya.com/support/
If you are:
• Within the United States, click Escalation
Lists, which includes escalation phone
numbers within the USA.
• Outside the United States, click Escalation
Lists then click Global Escalation List,
which includes phone numbers for the
regional Centers of Excellence.
Avaya Publications Center
Write:
Globalware Solutions
200 Ward Hill Avenue
Haverhill, MA 01835 USA
Attention: Avaya Account Management
E-mail:
[email protected]
For the most current versions of documentation,
go to the Avaya Web site:
http://www.avaya.com/support/
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Contents
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Logging In From an On-Site Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Logging In From an Off-Site Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Using Dial Code/Button Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Personalizing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Recording Your Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Recording or Deleting a Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . . 11
Activating a Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Changing Your Personal Operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Choosing Call Answer Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Your Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
About Message Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Responding to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Sending a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Using the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
More Mailbox Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Changing Message Retrieval Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Listening to New Messages in Preview Mode . . . . . . . . . . . . . . . . . . . . . . .24
Listening to Last Heard Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Using Personal Group Lists . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Creating Personal Group Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Reviewing or Modifying Personal Group Lists . . . . . . . . . . . . . . . . . . . . . .26
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Contents
Using Outcalling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
About Outcalling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Turning Outcalling On or Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Setting Your Outcalling Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Guidelines for Setting Outcalling Numbers . . . . . . . . . . . . . . . . . . . . . . . . 32
Reviewing Your Outcalling Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Setting Your Outcalling Cycles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Setting Your Outcalling Interval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Setting Your Outcalling Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Recording/Screening Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Using the Record-a-Call Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Using the Call Screening Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
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Getting Started
Logging In From an On-Site Location
Use this procedure to log in from a telephone that is connected to
your company’s communications system.
1 Dial the PARTNER Messaging extension, 2
2
, to access
the Voice Messaging system.
2 Choose an option:
• If you are at your own extension, press 6.
• If you are at another telephone, enter your extension
number, then press 6.
3 Enter your Password, then press 6.
The first time you log in, your Password is not set. Press 6 for
Step 3, then follow the system prompts to enter your new
Password and record your name.
The system announces the number of new and old messages in
your mailbox.
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Logging In From an Off-Site Location
Getting Started
Logging In From an Off-Site Location
Use this procedure to log in from a telephone that is not
connected to your company’s communications system (for
example, from your home or cell phone).
1 Call in on a line answered by PARTNER Messaging
Automated Attendant or Call Answer Service, and press ; when you hear the menu or greeting. (See your System
Manager for the Call Answer Service number.)
2 Enter your extension number, then press 6.
3 Enter your Password, then press 6.
The first time you log in, your Password is not set. Press 6 for
Step 3, then follow the system prompts to enter your new
Password and record your name.
The system announces the number of new and old messages in
your mailbox.
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Getting Started
Options
Options
After you log in, choose an option.
Press...
To...
Change your name or Personal Greeting.
Change your Personal Operator.
Change your Password.
Change Call Answer Mode.
Listen to messages.
Record and send messages.
Access more mailbox options (Release 6.0 or later):
Message retrieval order
New message preview
Last heard message
Program Personal Group Lists.
Program Outcalling (if Outcalling
permission is activated for your mailbox).
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Hints
Getting Started
Hints
• To transfer to another extension at any time, press ;2,
then the extension number followed by 6.
• To transfer to another extension using the Directory, press
;2, then press ;2.
• To replay a Voice Messaging menu, press ;2.
• To go back to the previous Voice Messaging menu, press
;26.
• To return to the Voice Messaging Activity Menu, press
;2
.
• To replay message header only, press 2.
• To change message status back to new, press ;2
(Release 6.0 or later).
• To return to previous message, press ;2 (Release 6.0 or
later).
• While a message is playing, you can:
• Press to pause the playback and again to
resume playback.
• Press to raise the volume or to lower it.
• Press to rewind the message four seconds and
play, or to skip forward four seconds and play.
• Press to increase speed or to decrease
(Release 6.0 or later).
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Getting Started
Using Dial Code/Button Features
Using Dial Code/Button Features
To...
Press...
Call Voice Mail Service
Intercom 22
2
2
or
programmed Voice Mail Auto
Dial button.
Turn voice mail coverage on
and off
Programmed VMS Cover
button. VMS Coverage is on
when the light is on.
Send calls to your mailbox
without ringing your extension
first
Programmed DND button to
turn it on (and VMS Cover
button if present). If no VMS
Cover button is programmed,
Automatic VMS must be on.
Transfer outside callers to
another user’s mailbox
Feature 22 or programmed
Voice Mailbox Transfer
(VMBox) button, then dial the
extension number.
Lock your telephone
Feature 22 or programmed
Station Lock button, then dial
the four-digit code. Reenter
the code.
Record an active call
Programmed Record-a-Call
(RAC) button.
Listen to a caller leaving a
message in your voice
mailbox
Programmed Call Screening
button before the call is
answered by the PARTNER
Messaging System.
In some countries, the Voice Mailbox Transfer code is Feature 2
. Also, some systems allow you to use Voice Mailbox Transfer
from a standard phone by pressing 622, and then the
extension number. Check with your System Manager.
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Using Dial Code/Button Features
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Getting Started
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Personalizing Your Mailbox
Recording Your Name
1 Log into Voice Messaging.
2 Press to change your name recording or greeting.
3 Press to change your name recording.
4 Choose an option:
• Press to listen to the current name.
• Press to record your name.
5 Record your name, then press .
6 Choose an option:
• Press ;26 to approve your name.
• Press 2 to play back your name.
• Press 2 to re-record your name.
Recording or Deleting a Personal Greeting
You can have up to six different Personal Greetings.
HINT:
If the system is set for Bilingual Mode, you can record your
Personal Greeting(s) in both languages. Your greeting(s) should
tell the callers they can press ;2 to hear the Personal Greeting
in an alternate language.
1 Log into Voice Messaging.
2 Press to change your greeting.
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Recording or Deleting a Personal Greeting
Personalizing Your Mailbox
3 Press to change your name recording.
The system announces the current setting(s).
4 Enter the greeting number [1-6].
5 Choose an option:
• If the system is set for Monolingual Mode, go to Step 6.
• If the system is set for Bilingual Mode, press to record
your greeting in the Primary Language, or press to
record your greeting in the Secondary Language. Then go
to Step 6.
6 Choose an option:
• Press to listen to your greeting.
• Press to record your greeting.
• Press ;2 to delete your greeting.
7 Record your greeting, then press .
8 Choose an option:
• Press ;26 to approve your greeting. Go to Step 6 of
“Activating a Personal Greeting”.
• Press 2 to play back your greeting.
• Press 2 to re-record your greeting.
• Press ;2 to delete the greeting just recorded.
9 Do one of the following:
• If greeting is not already active, go to Step 6 of “Activating a
Personal Greeting”.
• If greeting is currently active, choose one of the following:
— Press ;26 to keep current activation setting.
— Press to change, then go to Step 6 of “Activating a
Personal Greeting”.
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Personalizing Your Mailbox
Activating a Personal Greeting
Activating a Personal Greeting
You can record up to six Personal Greetings. Activate the
Personal Greeting you want a caller to hear. You can activate up
to two Personal Greetings. You can have one greeting for internal
calls and one greeting for external calls, or you can use the same
greeting for both internal and external calls.
1 Log into Voice Messaging.
2 Press to change your name or greeting.
3 Press to change your greeting.
4 Press to activate a greeting.
If a Personal Greeting is not active, the system greeting is
used.
5 Choose an option:
• Enter the number of the greeting you want to activate.
• Press to activate the system default greeting.
6 Choose an option:
• Press to use this greeting for all calls.
• Press to use this greeting for internal calls only.
• Press to use this greeting for external calls only.
• Press ;26 if finished.
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Changing Your Personal Operator
Personalizing Your Mailbox
Changing Your Personal Operator
Your Personal Operator is the person you want to handle your
calls when the caller needs immediate assistance and you are
not available. In your greeting, be sure to mention that callers can
press to reach your Personal Operator or the System
Operator.
1 Log into Voice Messaging.
2 Press to change your Personal Operator.
3 Choose an option:
• Enter your Personal Operator's extension, then press 6.
• Press ;2 to delete your Personal Operator.
• Press ;26 if finished.
Changing Your Password
1 Log into Voice Messaging.
2 Press to change your Password.
3 Enter the new Password, then press 6.
4 Re-enter the new Password, then press 6.
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Personalizing Your Mailbox
Choosing Call Answer Mode
Choosing Call Answer Mode
Call Answer Mode determines whether or not the system allows
callers to leave a message after listening to your Personal
Greeting. When your mailbox is in Record Mode, callers can
leave a message; when it is in Answer-Only Mode, they cannot.
Auto-Copy Mode (Release 6.0 or later) allows you to designate
that a copy of all messages left in your mailbox also be left in
another mailbox. The caller leaving the message is not aware of
this unless you explain it in your Personal Greeting. Private
messages are not copied to the other mailbox.
1 Log into Voice Messaging.
2 Press to change Call Answer Mode.
3 Choose an option:
• Press for Record Mode.
• Press for Answer-Only Mode.
• Press for Auto-Copy Mode. Then do one of the following:
— Enter destination extension, then press 6.
— If mailbox is already in Auto-Copy Mode, do one of the
following:
• Press 6 to keep current destination.
• To change current destination, enter new destination
extension, then press 6.
The Call Answer Mode of the destination mailbox must be set to
Record Mode in order for Auto-Copy to work.
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Choosing Call Answer Mode
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Personalizing Your Mailbox
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Your Messages
About Message Categories
You can assign Priority, Private, and/or Return Receipt
categories to messages you send. New Priority messages are
heard first when listening to new messages. Private messages
cannot be forwarded. Return Receipt messages notify you when
the message is listened to by the recipient. You can assign one,
two, or all three categories to a message. In Release 6.0 or later,
you can receive an Auto-Copy message, which is sent to you by
an originating mailbox that has designated your mailbox as an
Auto-Copy destination. The message header indicates the
mailbox where the message originated and that the message is
an Auto-Copy.
Listening to Messages
1 Log into Voice Messaging.
2 Press to get messages.
The system plays the message header.
3 Choose an option:
• Press to listen to the message body.
• Press 6 to skip the message. (The message will remain as
“new” until you listen to the body.)
• Press ;2 to delete the message.
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Listening to Messages
Your Messages
HINTS:
While the message plays, you can choose additional options:
• Press to pause and again to resume.
• Press to rewind four seconds and play.
• Press to skip forward four seconds and play.
• Press to increase volume or to decrease volume.
• Press to increase speed or to decrease. Change in
speed lasts for current Voice Messaging connection
(Release 6.0 or later).
4 While or after the message plays, choose an option:
• Press 6 to save (skip) the message.
• Press to replay the message.
• Press 2 to replay the header only.
• Press ;2 to change the message status back to new,
then press 6 to go to the next message. The next time you
log in for messages, you will hear this as a new message
(Release 6.0 or later).
• Press ;2 to return to the previous message. Repeatedly
press ;2 to backup to the desired message (Release 6.0
or later).
• Press to respond to the message (see next section).
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Your Messages
Responding to a Message
Responding to a Message
1 After the recorded message plays, press to respond to the
recorded message.
2 Choose an option:
• Press to reply to the sender. (In order to reply, the sender
must have a mailbox in the system.)
• Press to forward the recorded message.
• Press to return the call to an internal sender.
3 Record your message, then press again.
4 Choose an option:
• Press ;26 to approve. (If replaying, skip to Step 7.)
• Press 2 to play back your comments.
• Press 2 to re-record your comments.
• Press ;2 to cancel replying or forwarding.
5 If forwarding, do one of the following:
• Enter the extension of an individual, then press 6.
• Press ;2 and a Group List number, then 6. Use
Personal Group Lists 1-10 or System Group Lists 50-59.
• Press ;2 to use the Directory. (See “Using the
Directory”.)
• Press ;2 to delete the last entry.
Repeat Step 5 to address the message to others.
6 Press ;26 when finished addressing.
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Sending a Message
Your Messages
7 Choose an option:
• Press to make this a Private message.
• Press to make this a Priority message.
• Press to request a Return Receipt.
• Press to cancel the previously selected category.
• Press 6 to send the recorded message.
After you assign a category to a message, the system gives
you the options to assign the other two categories.
8 Return to Step 4 of “Listening to Messages”.
Sending a Message
1 Log into Voice Messaging.
2 Press to record a message.
3 Record your message.
4 Press when finished recording.
5 Choose an option:
• Press ;26 to approve the recorded message. (Go to
Step 6.)
• Press 2 to play back the recorded message.
• Press 2 to re-record the message. (Go to Step 3.)
• Press ;2 to delete the recorded message and return to
the Voice Messaging Activity Menu.
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Your Messages
Sending a Message
6 Choose an option:
• Enter the extension of an individual, then press 6.
• Press ;2 and a Group List number, then 6. Use
Personal Group Lists 1-10 or System Group Lists 50-59.
• Press ;2 to use the Directory. (See “Using the
Directory”.)
• Press ;2 to delete the last entry.
Repeat Step 6 to address the recorded message to others.
7 Press ;26 when finished addressing.
8 Choose an option:
• Press to make this a Private message.
• Press to make this a Priority message.
• Press to request a Return Receipt.
• Press to cancel the previously selected category.
• Press 6 to send the recorded message.
After you assign a category to a message, the system gives you
the options to assign the other two categories.
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Using the Directory
Your Messages
Using the Directory
To use the Directory to transfer to an extension:
1 Press ;2 then ;2 to transfer to a user’s extension.
2 Enter up to the first ten letters of the name, then 6. (Ask your
System Manager if users are listed by first or last name.)
To use the Directory to address a message, or to add entries to a
Group List:
1 Press ;2 to access the Directory.
2 Enter up to the first ten letters of the name, and then 6.
Use for the letter Q.
Use for the letter Z.
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More Mailbox Options
Options
In Release 6.0 or later, additional mailbox options are available.
• Change the Message Retrieval Order – you can listen to
your messages in First-In First-Out order or Last-In
First-Out order.
• Use Message Preview Mode – you can listen to the
message body of all new messages and keep the message
status marked as new. This feature is particularly helpful
when accessing your new messages remotely from a cell
phone. Minimal button presses are required to listen to all
your new messages.
• Listen to Last Heard Message – you can listen to the last
message you heard during your previous message retrieval
session.
Changing Message Retrieval Order
1 Log into Voice Messaging.
2 Press for more mailbox options.
3 Press to change the message retrieval order.
The system plays the current setting.
4 Choose an option:
• Press to listen to messages in First-In First-Out order.
• Press to listen to messages in Last-In First-Out order.
• Press ;26 if finished.
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Listening to New Messages in Preview Mode
More Mailbox Options
Listening to New Messages in Preview Mode
1 Log into Voice Messaging.
2 Press for more mailbox options.
3 Press to preview new messages.
4 Choose an option:
• Press to immediately begin listening to the first new
message.
• Press ;2 for options to use while a message is playing.
See “Listening to Messages”.
• Press ;26 to exit Preview Mode.
HINT:
To quickly listen to new messages when you log into your
mailbox, set your message retrieval order to Last-In First-Out and
listen to your messages in Preview Mode.
Listening to Last Heard Message
1 Log into Voice Messaging.
2 Press for more mailbox options.
3 Press to listen to the last message you heard.
The system plays the message header.
4 Press to listen to the message body.
See “Listening to Messages” for options to use while and after the
message plays. You cannot press 6 to skip forward to the next
message or ;2 to return to the previous message. Both of
these options return you to the Voice Messaging Activity Menu.
If you deleted the last message you heard and exited your
mailbox, there is no last message to hear.
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Using Personal Group Lists
Creating Personal Group Lists
You can use Group Lists to address messages to sets of
mailboxes without entering each extension individually. You can
create up to 10 Personal Group Lists, each with up to 50
mailboxes in it.
1 Log into Voice Messaging.
2 Press to select Group Lists.
3 Press to create a list.
4 Enter the Group List number [1-10], then press 6.
5 Choose an option:
• Enter the extension of the mailbox, then press 6.
• Press ;2 to use the Directory. (See “Using the
Directory”.)
• Press ;2 to delete the last entry.
Repeat Step 5 for each mailbox that you want to add.
6 Press ;26 when finished.
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Reviewing or Modifying Personal Group Lists
Using Personal Group Lists
Reviewing or Modifying Personal Group Lists
1 Log into Voice Messaging.
2 Press to select Group Lists.
3 Press to review or modify Group Lists.
The system announces the number of entries in the first Group
List.
4 Choose an option:
• Press to review or modify the list. (Go to Step 5.)
• Press ;2 to delete the list.
• Press 6 to skip to the next list. (Repeat Step 4.)
5 Choose an option:
• Press 6 to skip the extension.
• Press ;2 to delete the extension.
• Press to add an extension, then choose an option:
— Enter the extension of the mailbox, then press 6.
— Press ;2 to use the Directory. (See “Using the
Directory”.)
6 Press ;26 when finished.
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Using Personal Group Lists
Reviewing or Modifying Personal Group Lists
Use this page to keep track of your Personal Group Lists and their members.
Group List
Number
Members (Name and/or Extension)
1
2
3
4
5
6
7
8
9
10
You can put up to 50 extensions in each Personal Group List.
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Reviewing or Modifying Personal Group Lists
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Using Personal Group Lists
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Using Outcalling
About Outcalling
If you turn on Outcalling, PARTNER Messaging calls the
numbers which you have programmed to signal that a new
message has arrived in your mailbox. You can have Outcalling
for all messages or just Priority messages.
HINT:
• If you choose Outcalling for Priority messages only, give
your callers instructions on how to leave a Priority message.
Check with your System Manager to see if your mailbox has been
assigned Outcalling privileges.
Outcalling continues until one of the following happens:
• During the Outcalling message call, you press ;26 to
cancel Outcalling until a new message arrives for you.
• You log into your mailbox and listen to the message.
• The interval specified in your Outcalling Schedule expires.
• PARTNER Messaging has called all numbers in your
Outcalling List the number of times specified by the Cycles
option.
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Turning Outcalling On or Off
Using Outcalling
Turning Outcalling On or Off
1 Log into Voice Messaging.
2 Press to select Outcalling.
3 Press and then choose an option:
• Press to turn Outcalling On for all messages.
• Press to turn Outcalling On for Priority messages only.
• Press to turn Outcalling Off.
• Press ;26 to return to the Outcalling menu.
Setting Your Outcalling Numbers
1 Log into Voice Messaging.
2 Press to select Outcalling.
3 Press to change your list of Outcalling Numbers.
4 Choose the entry number [1-5].
If an Outcalling Number is programmed, you hear the
Outcalling entry information. If an Outcalling Number is not
programmed, you hear, “Entry number x is not used.”
5 Choose an option:
• Press to change or add an Outcalling Number. (Go to
Step 6.)
• Press ;2 to delete the Outcalling Number.
• Press ;26 to keep the Outcalling Number and return to the
Outcalling menu.
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Using Outcalling
Setting Your Outcalling Numbers
6 Choose an option:
• Press to enter a telephone Outcalling Number.
• Press to enter a pager Outcalling Number.
• Press ;26 to return to the Outcalling menu without making
a change.
7 Enter the Outcalling Number and wait five seconds for the
system confirmation.
See “Guidelines for Setting Outcalling Numbers” for further
details and examples of how to set your Outcalling Numbers.
8 Choose an option:
• When prompted, press ;26 if you are finished entering the
number. Listen to the Outcalling entry information and go to
Step 9.
• Press to enter more digits, then repeat Step 7.
9 Choose an option:
• Press to confirm your entry.
• Press to cancel your entry.
Return to Step 4 to program more Outcalling Numbers.
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Guidelines for Setting Outcalling Numbers
Using Outcalling
Guidelines for Setting Outcalling Numbers
You may enter any combination of up to 60 digits including
- , ; (for a 1.5-second pause), and 6 in an Outcalling
Number. The Outcalling Number can consist of:
• 2; to access an outside line. (This is required to reach an
external number.)
• The telephone number and/or paging system numbers
(including area codes, if necessary).
• Your paging system Personal Identification Number (PIN), if
any.
• A Callback Number, if Outcalling to a pager.
EXAMPLE:
Your Outcalling Number is a paging system. To place the call, the
Voice Messaging system must access an outside line, dial the
number, wait several seconds for the paging system to answer,
enter your PIN followed by 6, and a Callback Number followed
by 6.
The Outcalling Number you would enter is:
;;;;;;;;
66
To enter this Outcalling Number, you must dial:
• 2; (where ; represents a pause) to allow the Voice
Messaging system time to access an outside line.
• 222222 to reach your paging system.
• ;2;2;2;2;2;2; to allow several seconds for the paging
system to answer.
• 2
2 followed by 6 as your PIN.
• 222 followed by 6 as your Callback Number.
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Using Outcalling
Reviewing Your Outcalling Numbers
Reviewing Your Outcalling Numbers
1 Log into Voice Messaging.
2 Press to select Outcalling.
3 Press to review your Outcalling Numbers.
The system announces your list of Outcalling Numbers.
Setting Your Outcalling Cycles
Your Outcalling Cycles setting determines the number of times
the system will call your list of Outcalling Numbers. The default
setting is three times. It is suggested that you use at least two
cycles.
1 Log into Voice Messaging.
2 Press to select Outcalling.
3 Press to change the number of your Outcalling Cycles.
The system plays the current setting.
4 Choose an option:
• Enter the number of times [1-9] your Outcalling List should
be called, then press 6.
• Press ;26 to keep the current setting and return to the
Outcalling menu.
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Setting Your Outcalling Interval
Using Outcalling
Setting Your Outcalling Interval
Your Outcalling Interval is the minimum amount of time (in
minutes) the system will wait before calling the next number in
your Outcalling List. The system default is 15 minutes.
1 Log into Voice Messaging.
2 Press to select Outcalling.
3 Press to change the Outcalling Interval.
The system plays the current setting.
4 Choose an option:
• Enter the number of minutes [5-99] for the Outcalling
Interval, then press 6.
• Press ;26 to keep the current setting and return to the
Outcalling menu.
Setting Your Outcalling Schedule
You can set the time period during which the system will perform
Outcalling for your mailbox. The default schedule is set to
perform Outcalling 24 hours a day.
1 Log into Voice Messaging.
2 Press to select Outcalling.
3 Press to change the Outcalling Schedule.
The system plays the current setting.
4 Choose an option:
• Press to change starting time and/or ending time.
• Press ;26 to keep the current schedule and return to the
Outcalling menu.
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Using Outcalling
Setting Your Outcalling Schedule
5 Enter the starting time in 24-hour format in the form hhmm
(hh=hour, mm=minute), or to keep the current starting time,
press 6.
6 Enter the ending time in 24-hour format in the form hhmm, or
to keep the current ending time, press 6.
The system plays the current setting.
7 Choose an option:
• Press ;26 to approve your new schedule and return to the
Outcalling menu.
• Press to re-enter. (Return to Step 5.)
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Setting Your Outcalling Schedule
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Recording/Screening Calls
Using the Record-a-Call Feature
This feature allows you to record a conversation while you are
active on a call at your extension.
The Record-a-Call feature is not available to all users on all
systems. See your System Manager for feature availability and
about programming a Record-a-Call button on your telephone.
When on a call you want to record, do the following to begin
recording:
1 Press the preprogrammed Record-a-Call (RAC) button.
When the system answers, if there is space in your mailbox,
the system confirms that it will begin recording. While the
system is recording, the RAC button flashes green and red.
2 You and your party should begin speaking.
If the system detects silence for a period of 15 seconds after you
have begun recording a conversation, the system automatically
turns off the Record-a-Call feature. The system announces the
message is saved. If this happens, you can begin recording again
by pressing the Record-a-Call button. When you resume
recording, the system saves the new recording as a separate
message.
If the maximum recording time is reached, the system tells you,
and the Record-a-Call feature is turned off.
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Using the Call Screening Feature
Recording/Screening Calls
3 To stop recording the conversation, do one of the following:
• Press the Record-a-Call button again. (You will still be
connected to the other party.)
• Hang up. (Recording stops, and you are disconnected from
your party.)
Using the Call Screening Feature
This feature allows you to listen to a caller leaving a message in
your voice mailbox.
The Call Screening feature is not available on all systems. See
your System Manager for feature availability. For more
information about using this feature, see the instructions that
came with your communications system.
• You must have a Call Screening button programmed on
your telephone in order to use this feature. This feature
must be programmed by the System Manager.
• You must activate this feature before or while the incoming
call is ringing at your telephone. (It cannot be activated after
the call has been sent to the Voice Messaging system.)
• You cannot be active on another call while using this
feature.
To use Call Screening:
• Press the preprogrammed Call Screening button to have
your telephone begin screening incoming calls
automatically.
• If you want to speak to the calling party, pick up your
phone's handset and begin speaking. The Voice Messaging
system will say goodbye.
• Press the preprogrammed Call Screening button to turn off
this feature when you no longer want to screen calls.
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