Getting Started
2
This chapter instructs you on accessing and exiting your mailbox and outlines the user tutorial steps.
User Tutorial
When you log on to the your voice mail system for the very first time, you hear a tutorial that walks you through the following basic steps:
•
Record your name (if required). Your name is announced whenever you log onto your mailbox (varies by system), the directory is accessed, the system greeting is selected, or when another voice mail user sends a message to you.
•
Record your personal greeting. Your personal greeting automatically plays when you are not available to answer your telephone.
•
Change the default security code for your mailbox to ensure privacy. You should change it on a regular basis.
Note If you do not complete the tutorial before hanging up, your voice mail system saves any completed portion (e.g., your name recording) and restarts where you left off the next time you log on to your mailbox. Once the tutorial is completed successfully, it cannot be replayed.
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Getting Started
Access Your Mailbox
Step 1: Access Your Mailbox
The Main Menu (shown below) is your starting point for all of your voice mail system’s messaging features. Pressing
999 from most menus returns you to the Main Menu.
To access your mailbox, you need to know:
•
The telephone number to access your voice mail system
•
Your User ID number
•
Your default security code
Please ask your System Administrator if you do not have this information.
1
2
3
0
#
MAIN MENU
Play Messages
Send Messages
Manage Mailbox
Exit user mode
Hang Up
Each time you access your User ID (mailbox), your voice mail system announces:
•
Your name (and extension, if applicable)
Note Your voice mail system may not be configured to play your name when you log on to your mailbox.
•
The number of new and saved messages you have in your message queue(s)
•
The number of messages that will be purged upon exiting your mailbox, if applicable
Your voice mail system then plays the Main Menu options.
If you receive new messages while you are logged on to your mailbox, your voice mail system informs you that you have new messages when you return to the Main Menu.
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Getting Started
Access Your Mailbox
From External Telephone
1.
From an external telephone, call your voice mail system on
___________.
2.
When voice mail answers, press
*
.
3.
Enter your User ID +
#.
The system answers with your standard company greeting.
Your voice mail prompts you to enter your User ID.
If your voice mail system is designed with a fixed length number for your User ID, do not press
# after entering a User ID. See your System Administrator for specific operation of your system.
Your voice mail prompts you to enter your security code.
4.
Enter the default security code +
#.
If you make a mistake while entering the code, press
*
to re-enter.
If your voice mail system is designed with a fixed length number for your security code, do not press
# after entering the security code. See your System
Administrator for specific operation of your system.
You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.
From Internal Telephone
1.
From an internal telephone, call your voice mail system on
___________.
Your voice mail prompts you to enter your security code.
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Getting Started
Access Your Mailbox
2.
Enter the default security code +
#.
If you make a mistake while entering the code, press
*
to re-enter.
If your voice mail system is designed with a fixed length number for your security code, do not press
# after entering the security code. See your System
Administrator for specific operation of your system.
You are now in your mailbox. Your voice mail system plays your name and the number of messages you have and then prompts you with a list of choices from the Main Menu.
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Getting Started
Record Your Name
Step 2: Record Your Name
Your name is announced whenever you log onto your mailbox, the directory is accessed, the system greeting is selected, or when a message is sent by another voice mail user.
Note Your voice mail system may not be configured to play your name when you log on to your mailbox.
When you first enter your mailbox, the tutorial prompts you to record your name and walks you through the entire recording sequence. You can re-record your name at any
time (see
“Record Your Name” on page 57
).
1.
At the tone, state your name slowly and clearly
(if you like, you can also state your extension).
2.
Press
# when done.
3.
After your name plays, press:
1 To accept the recording
2 Re-record
Your voice mail plays your name recording.
Your recording becomes part of your mailbox and your voice mail system prompts you to record your personal greeting.
Your voice mail system returns you to the record your name prompt.
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Getting Started
Record Your Personal Greeting(s)
Step 3: Record Your Personal Greeting(s)
The tutorial now prompts you to record your personal greeting. This greeting becomes your Personal Greeting #1. You can record up to six other greetings (see
“Create or
Record Over a Personal Greeting” on page 47 for instructions).
Personal greetings should be informative and advise callers when you will be available to return their calls or respond to their messages. You can update personal greetings as often as you want.
Sample Greeting
“Hi. This is Mary Smith of the Toshiba Marketing Department. It is Monday, June 19, and I am in the office today. I am either on the telephone or have stepped away for a few minutes and your call has been forwarded to my voice mailbox. If at the tone you leave a detailed message and a telephone number where I can reach you, I will be happy to return your call.”
1.
At the tone, begin recording your greeting.
©
©
©
©
©
©
The following information should be included in your
Personal Greeting:
Your name
Company and/or department
Date
Your availability
Instructions to leave a detailed message
Call coverage options
Your voice mail system plays your greeting.
2.
Press
# when done.
3.
After your greeting plays, press:
1 To accept the recording
2 Re-record
Your greeting becomes Personal Greeting #1 and your voice mail system prompts you to change your security code.
Your voice mail system returns you to the record your greeting prompt.
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Getting Started
Change Your Security Code
Step 4: Change Your Security Code
The tutorial prompts you to change your mailbox’s security code from the preassigned code. You should change your security code on a regular basis thereafter to ensure the privacy of your messages and personal greetings (see
“Change Your Security
Code” on page 54
).
1.
2.
Enter your new security code +
#.
Re-enter your new security code +
#.
The minimum and maximum number of digits for the security code are determined by your System
Administrator. Please ask your System Administrator for confirmation on the number.
Your voice mail system prompts you to re-enter your new security code for verification.
After entering the security code a second time, your voice mail system announces that your security code has been changed.
You have completed the tutorial. Your voice mail system announces “mailbox number xxx is enabled,” plays your recorded name and announces the number of messages in your mailbox. You can now perform any of the functions available on your voice mail system’s Main Menu or exit the mailbox.
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Getting Started
Exit Your Mailbox or User Mode
Step 5: Exit Your Mailbox or User Mode
ä
To exit your mailbox, press
# to hang up from a
Toshiba telephone system
...or
999#
to hang up from another manufacturer’s telephone system
...or to exit the user mode, press
0
.
When you press
# to hang up, you hear “Thank you for calling. Good-bye.”
Your voice mail system can be configured so that you can exit your mailbox without leaving the voice mail system. Please ask your System Administrator to find out if your system is configured for this or some other function when pressing
0.
If you have the “0 to EXIT User Mode” capability, you hear the voice mail system’s company greeting. You can now access another user or a different mailbox.
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