4.1 Sending Messages—Overview
4 Sending Messages
4.1 Sending Messages—
Overview
You can record messages and send them to other subscribers, to PBX extension users who do not have VPS mailboxes, and even to outside parties. Messages can be sent using one of the following features:
• Message Delivery:
Sending a message to other subscribers
(see 4.2 Message Delivery).
• External Message Delivery:
Sending a message to parties that do not have VPS mailboxes, i.e., PBX extension users and outside parties
(see 4.3 External Message Delivery).
There are several ways to determine the recipients of your messages. You can specify recipients by:
• Mailbox number or subscriber name
(specifies an individual recipient for
Message Delivery).
• Personal Group Distribution List number or Mailbox Group number (specifies a group of recipients for Message
Delivery).
• Extension number or telephone number
(specifies an individual recipient for
External Message Delivery).
• External Message Delivery List number
(specifies a group of recipients for
External Message Delivery).
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4.2 Message Delivery
You can send messages to other subscribers. You can specify message recipients either by number or by subscriber name.
To specify the recipients by number:
• Enter the subscriber’s mailbox number.
• Enter a Personal Group Distribution List
number (see 5.6 Personal Group
Distribution Lists for creating your own
Personal Group Distribution Lists).
• Enter a Mailbox Group number (these must be created by the System
Administrator; For more information, consult your System Administrator).
To specify the recipients by name:
• Enter the first few letters of the subscriber’s name (Dialing by Name feature).
Once you have specified the recipients, you can record a message. Before sending your message, you can set any of the following:
• Urgent Status:
The message will be heard before other messages by the recipient.
• Private Status:
The recipient will not be able to forward the message, ensuring privacy.
• Auto Receipt:
You will receive notification once the recipient has played back the message.
Finally, you can send your message immediately or set a message delivery time.
Sending a Message
1. Log in to your mailbox.
•
See 2.1 Logging in to Your Mailbox
if necessary.
2.
2
3. Go to "Specifying the Recipients by
Number" or "Specifying the Recipients by Name (Dialing by Name)".
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4.2 Message Delivery
Specifying the Recipients by Number
1. Enter one of the following:
A mailbox number.
A Personal Group Distribution List number, then # .
A Mailbox Group number.
2.
2 to accept.
3. Go to "Recording Your Message".
Specifying the Recipients by Name
(Dialing by Name)
1.
# 1
2. Using the dialing keys, enter the first 3 or 4 letters of the desired recipient’s name.
3.
1 to select the announced name.
2 to hear the next name.
3 to repeat the current name.
4. Go to "Recording Your Message".
Recording Your Message
1.
1 to record your message.
• Press [2] to add another recipient, then go to
"Specifying the Recipients by
Number" or "Specifying the
Recipients by Name (Dialing by
Name)". A maximum of 100
recipients can be specified.
• Press [3] to review the recipients.
2. Speak after the tone.
• You can pause and resume recording by pressing [2]. If you pause for more than 20 seconds, recording will stop automatically.
3.
1 to end recording.
4.
2 to accept.
5.
1 1 to set the delivery time of the message.
1 2 to send the message immediately, then go to step 10.
2 to accept, then go to step 13.
6. Enter the desired delivery time, then
# .
For example:
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4.2 Message Delivery
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5] [#].
7.
1 for AM.
2 for PM.
• This option may not be available if the VPS is programmed to use
24-hour time.
8. Enter the day of the month for delivery, then # .
For example:
• If today is February 16 and you enter
[1] [7] [#], the message will be delivered tomorrow.
• If today is February 16 and you enter
[5] [#], the message will be delivered on March 5.
9.
2 to accept.
10.
1 to make the message urgent.
2 to continue.
11.
1 to make the message private.
2 to continue.
12.
1 to request a receipt.
2 to continue.
13. Go on-hook.
Note
• Auto Receipt is not enabled by default. For more information, consult your System Administrator.
• New urgent messages are played before any other messages.
However, old urgent messages are played with other messages, in the original order.
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4.3 External Message
Delivery
You can send messages to outside parties and to PBX extension users who do not have their own VPS mailboxes. After you record your message, the VPS will dial the appropriate telephone numbers and/or extension numbers, and once the party on the other end answers the call, the VPS can play back your recorded message. You can specify message recipients by:
• Extension number
• Outside telephone number
• External Message Delivery List number
(see 5.7 External Message Delivery
Lists)
Unlike recipients who have their own VPS mailboxes, you have no way of knowing who may answer the call when the VPS sends an External Delivery Message. To protect the privacy of your messages, you may assign a password that must be entered by the other party before your message is played back.
You can set Auto Receipt so that you will receive notification once the recipient has played back your message. You can also send your message immediately or set a message delivery time. Finally, recipients of an External Delivery Message can reply to your message, and can even set urgent and private message status.
Note
• This feature must be enabled for your mailbox by the System
Administrator or System Manager.
• If you have any difficulties using this feature, consult your System
Administrator.
4.3 External Message Delivery
Sending an External Delivery
Message
1. Log in to your mailbox.
•
See 2.1 Logging in to Your Mailbox
if necessary.
2.
6 2 1
3. Go to "Specifying a Single Recipient" or
"Specifying Multiple Recipients
(External Message Delivery List)".
Specifying a Single Recipient
1.
1
2. Enter the outside line access number needed for making outside calls.
• To specify a PBX extension instead of an outside telephone number, enter the extension number, then go to step 4.
3. Enter the outside party’s telephone number (including area code if needed).
• To insert a pause or special command in the middle of the telephone number, pause momentarily while entering the telephone number. The VPS will announce a list of available options, for example, "To add more digits, press [4]. To insert a pause, press
[5].".
4.
2 to accept.
5. Enter a 4-digit password required for listening to the message.
• Press [#] if you do not want to set a password.
6. State the recipient’s name after the tone.
7.
1 to end recording.
8.
# for immediate delivery, then go to
"Recording Your Message".
• To set message delivery time, go to
"Setting Message Delivery Time".
Specifying Multiple Recipients
(External Message Delivery List)
1.
2
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4.3 External Message Delivery
2. Enter the desired list number ( 1 or
2 ).
3. Enter a 4-digit password required for listening to the message.
• Press [#] if you do not want to set a password.
4.
# for immediate delivery, then go to
"Recording Your Message".
• To set message delivery time, go to
"Setting Message Delivery Time".
Setting Message Delivery Time
1. Enter the desired delivery time, then
# .
For example:
• To enter 5:00, press [5] [#].
• To enter 5:15, press [5] [1] [5] [#].
2.
1 for AM.
2 for PM.
• This option may not be available if the VPS is programmed to use
24-hour time.
3. Enter the day of the month for delivery, then # .
For example:
• If today is February 16 and you enter
[1] [7] [#], the message will be delivered tomorrow.
• If today is February 16 and you enter
[5] [#], the message will be delivered on March 5.
4. Go to "Recording Your Message".
Recording Your Message
1.
1 to request a receipt.
2 to continue.
2.
2 to accept.
3. Record your message after the tone.
• You can pause and resume recording by pressing [2]. If you pause for more than 20 seconds, recording will stop automatically.
4.
1 to end recording.
5.
2 to accept.
6. Go on-hook.
Note
• If you set a password required for listening to the message, make sure you notify each recipient what the password is.
• If your PBX uses PRI lines, you may need to enter [#] at the end of outside telephone numbers. For more information, consult your System
Administrator.
• Auto Receipt is not enabled by default. For more information, consult your System Administrator.
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4.4 Receiving External
Delivery Messages
When you send an External Delivery
Message, the VPS will call each of the specified recipients. When a recipient answers the call, the VPS will guide him or her through the following procedure. After a recipient has listened to an External
Delivery Message, he or she can send you a reply to your message, and even set urgent or private message status.
1.
1 to receive the message.
2. Enter the 4-digit password, then # .
• If you did not set a password, this step will be skipped.
3. The message is played back.
4.
2 to reply.
• To end the call, press [ ], then go on-hook to finish.
5. Record a reply.
6.
1 to end recording.
7.
2 to accept.
8.
1 to make the message urgent.
2 to continue.
9.
1 to make the message private.
2 to continue.
10. Go on-hook.
Note
• If the recipient enters an incorrect password 3 times, the VPS will announce the following information if it has been programmed. This information can help the recipient track down the message or message sender (you).
– Company name
– Callback telephone number
– Your subscriber name
• The VPS may be able to guide recipients using a different language. For more information, consult your System Administrator.
4.4 Receiving External Delivery Messages
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