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AT&T PARTNER MAIL® Voice Messaging System Release 3 Planning, Installation, and Use.
Copyright © 1996, AT&T AT&T 585-322-516 All Rights Reserved Issue 1 Printed in U.S.A. June 1996 Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change.
Contents About This Book v ■ ■ ■ ■ ■ ■ Purpose and Audience v Terms v How to Use This Book vi Typographical Conventions vi Safety Labels vii Related Documents vii 1 Overview of System Serv.
Contents ■ Call Answer Service 4-8 ■ Telephone Button Programming 4-10 ■ After Initial Programming 4-12 5 Understanding the Mail System Features 5-1 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ .
Contents ■ ■ ■ System Date and Time 5-170 System Language 5-172 Touch-Tone Gate 5-173 6 Verifying System Operation and Troubleshooting 6-1 ■ ■ Verifying System Operation 6-1 Troubleshooting .
Contents B Communications System Planning Introduction Form A: System Configuration, Page 1 Form A: System Configuration, Page 2 Form B1: System Extensions Form B2: Customized Extension Settings Form .
About This Book Purpose and Audience This book explains how to install, program, use, and upgrade the PARTNER MAIL® Voice Messaging System. It also explains how to program the PARTNER® II or PARTNER Plus Communications System to work with the mail system.
How to Use This Book How to Use This Book As System Administrator of the mail system, you will be the primary user of this book. To gain a general understanding of the mail system’s functions and features, and your responsibilities related to programming and system security, read Chapter 1.
Safety Labels Safety Labels Toll fraud security hazards are indicated by an exclamation point inside a triangle and the words Security Alert. Security Alert: Toll fraud is the unauthorized use of your.
Related Documents Document No. Title PARTNER II Communications System Release 4.1 518-455-334 Programming and Use—English (North American) 518-455-340 User Instruction Cards (11/pk)—English (North.
Overview of System Services and Features 1 Contents Introduction PARTNER MAIL Services ■ Automated Attendant Service Interactions with the Communications System ■ Call Answer Service Interactions .
Overview of System Services and Features 1 This chapter describes the mail system and explains the responsibilities of the System Administrator. Features in boldface are described in greater detail in Chapter 5.
PARTNER MAIL Services PARTNER MAIL Services The mail system provides three services: ■ ■ Automated Attendant Service answers calls on specified lines and routes the calls to pre-defined destinations or destinations that callers select from a menu of choices.
PARTNER MAIL Services PARTNER MAIL System Monolingual/Bilingual Mode Voice Mail Service Automated Attendant Service Call Answer Service ■ ■ ■ ■ ■ ■ ■ ■ ■ Allows subscribers to: Send .
PARTNER MAIL Services Automated Attendant Service Automated Attendant Service answers calls and plays a menu of options. Callers can press buttons to select options, thereby determining how their calls will be handled.
PARTNER MAIL Services Interactions with the Communications System Automated Attendant Service is used with the following communications system features: Group Call Distribution (#206) Setting 1 identifies the lines to be answered by Automated Attendant Service.
Immediate Call Handling Incoming Calls Control Unit PARTNER MAIL Receptionist answers on backs up the second ring PARTNER MAIL Delayed Call Handling Receptionist PARTNER MAIL Incoming Calls Control Unit answers incoming picks up unanswered calls calls after the fourth ring PARTNER MAIL Services Figure 1-2.
PARTNER MAIL Services ■ Case 3: The receptionist answers calls during the day; Automated Attendant Service answers calls at night. 1. Use Group Call Distribution (#206) Setting 1 to identify the lines to be answered by Automated Attendant Service. 2.
PARTNER MAIL Services ■ A Transfer-Only mailbox allows transfer to an extension that does not need message storage space, for example, the extension in a conference room. When a caller reaches a Transfer-Only mailbox, the caller hears a greeting. The caller cannot leave a message, but can transfer to another extension.
PARTNER MAIL Services Group Call Distribution (#206) Setting 3 and Line Coverage Extension (#208) differ from each other in the following ways: Group Call Distributio n Setting 3 Line Coverage Extensi.
System Administrator’s Responsibilities In addition, a subscriber with a Call Answer Service mailbox can: ■ ■ ■ Create and send messages. The subscriber can address a message to a specific mailbox number, choose the mailbox from a list of subscribers, or specify a pre-designated group of subscribers.
System Administrator’s Responsibilities Hackers may pose as telephone company employees or employees of AT&T, Lucent Technologies, or your local authorized dealer. Hackers will go through a company’s trash to find directories, dialing instructions, and other information that will enable them to break into the system.
System Administrator’s Responsibilities For the extensions connected to the Outcalling ports (port 2 on a two-port system, port 4 on a four-port system or ports 5 and 6 on a six-port system), Outgoi.
System Administrator’s Responsibilities Security Policy and User Education As a safeguard against toll fraud, establish policies and educate all mail system users: All reports of trouble, requests t.
System Administrator’s Responsibilities ■ ■ ■ ■ ■ ■ ■ — Callers claiming to be the “phone” company. Ask for a callback number. — Callers trying to obtain sensitive information or asking for assistance in placing outside or long-distance calls.
System Administrator’s Responsibilities ■ Changing greetings, menus, and announcements to accommodate changes in personnel, your company’s operations and/or services.
Installation 2 Contents Introduction Preparing for Installation ■ Mail System Hardware ■ Communications System Hardware ■ Mail System Site Requirements Installing the Mail System ■ Mounting th.
The exclamation point in an equilateral triangle is intended to alert the user to the presence of important operating and maintenance (servicing) instructions in the literature accompanying the product.
Installation 2 Introduction This chapter explains how to install the mail system hardware. It is intended for qualified installers only. WARNING: Installation should be performed only by a qualified installer. Preparing for Installation Read this entire chapter before you begin the installation.
Preparing for Installation Mail System Hardware The mail system includes the following hardware components: Mail system cabinet Wall mount and cable manager bracket NOTE: The cabinet and bracket together are referred to as the system unit.
Preparing for Installation ■ A sufficient number of touch-tone receivers on the communications system modules. Each 206 and 200 module has one touch-tone receiver; each 400 module has two. Touch-tone receivers are shared by the mail system and the communications system.
Preparing for Installation WARNING: If there is not sufficient room on the existing wood mounting surface, either secure a new surface (a piece of plywood) or use wall studs to install the system unit. This ensures permanent mounting and will prevent wall damage.
Installing the Mail System Installing the Mail System Installation involves the following activities: ■ ■ ■ Mounting the system unit. Connecting the system unit to the communications system. Connecting the Remote Maintenance Device to the system unit.
Installing the Mail System 3. 4. Screw the bracket securely to the wall, using the screws provided or their equivalents. For mounting to wall studs through drywall, use four No.
Installing the Mail System Connecting to the Communications System 1. Route the telephone cords through the slots on the bracket and connect them to the appropriate ports on the system unit as shown in Figure 2-3. Figure 2-3. Connecting Cords to the System Unit 2.
Installing the Mail System 4. Plug the power cord into the system unit’s AC power socket (see Figure 2-5). Serial Comcode Number Label Label Ports 1 & 2 Ports 3 & 4 Ports 5 & 6 Status In.
Installing the Mail System Connecting to the Remote Maintenance Device (Front View) (Back View) REMOTE MAINTENANCE DEVICE Mk III DC On/Off RS–232–C Telephone Power In Switch Port Line Port Figure 2-6.
Mail System Initial Programming 3 Contents Introduction Before You Begin ■ Completing Planning Forms ■ Preparing the Communications System Hunt Group Extensions Line Access Mode Transfer Return Ex.
Contents General Mailbox Owner System Administrator’s Mailbox ■ Programming the Schedule System Date and Time Schedule Controller Business Schedule ■ Setting the Touch-Tone Gate ■ Recording Sy.
Mail System Initial Programming 3 Introduction This chapter provides programming procedures for the installer of the mail system. These procedures are required for correct operation of the system.
Before You Begin Preparing the Communications System You must program a few communications system features before you program the mail system. The following instructions assume that you are familiar with communications system programming. If you are not, refer to the Programming and Use guide for the communications system.
Before You Begin Line Access Mode NOTE: This procedure applies only to PARTNER II systems in Hybrid mode. If communications system Planning Form B2 indicates that the extensions associated with the ma.
Before You Begin 6. If additional PARTNER MAIL extensions are specified on Form B1, repeat Steps 4 and 5 for each one. 7. Repeat Steps 4 and 5 for each extension that does not have Voice Mail coverage.
Logging In to System Administration 2. 3. 4. At the Extension: prompt, enter the extension number where the Remote Maintenance Device (VMS-RMD) is installed as specified on communications system Planning Form B1. Press [ Remove ] to remove all existing line assignments.
Logging In to System Administration Enter the System Administrator’s mailbox number + [ # ]. NOTE: Until you change it, the System Administrator’s mailbox is 9997. The password prompt plays. Press [ # ]. NOTE: Until you create it, the System Administrator’s mailbox password is not set.
Logging In to System Administration Enter System Administrator’s Mailbox Number + [ # ] Enter System Administrator’s Mailbox Password + [ # ] Voice Mail Activity Menu Press [ # ] Enter System Admi.
Programming the Mail System Programming the Mail System All of the procedures in this chapter are shown in short form. For more detailed instructions, see the appropriate section in Chapter 5, “Features.” Accessing the System Administration Menu All procedures in this chapter start from the System Administration Menu.
Programming the Mail System Initial Programming Quick Reference From the System Go to Mail Administration Menu, Select... System Planning... 1 System Parmeters [ 9 ] System Language Form A Primary For.
Programming the Mail System From the System Go to Mail Administration Menu, Select... System Planning... 7 System Greetings [ 3 ] Touch-Tone Gate Greeting [ 1 ] Day [ 1 ] Record Greeting Form E [ 2 ] .
Programming the Mail System Programming System Parameters Following is a list of the factory settings for the system parameters covered in this section: Parameter Factory Setting System Language Monol.
Programming the Mail System System Language Use this procedure to specify whether the mail system operates in monolingual or bilingual mode, and to identify the system languages specified on mail system Planning Form A. For more information, see Language in Chapter 5.
Programming the Mail System Automated Attendant Line Assignments Figure 3-3 shows the options available from the Automated Attendant Menu. System Administration Menu 9 Automated Attendant 3 Automated Attendant Number Line Assignments 6 Review Assigned Lines Add Line Delete Line 1 2 ✳ D Figure 3-3.
Programming the Mail System 6. 7.. 8. Repeat Step 5 until finished. Press [ ★ ] [ # ] to quit. If you need to assign lines for another Automated Attendant, press [ ★ ] [ 7 ]. Then repeat from Step 2. Programming Mailboxes Programming mailboxes includes creating mailboxes and assigning Group Mailbox Owners.
Programming the Mail System Considerations for Creating Mailboxes Remember the following as you create mailboxes: ■ ■ ■ ■ ■ You can create a combined total of 100 Call Answer Service, Bulletin Board, and Automated Attendant mailboxes.
Programming the Mail System 10. Press one of the following: ■ [ ★ ] [ # ] to approve. Then go to Step 11. ■ [ 2 ] [ 3 ] to play back. Then repeat Step 10. ■ [ 2 ] [ 1 ] to re-record. Then repeat from Step 9. ■ [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete.
Programming the Mail System Specifying Fax Extensions and System Mailboxes The following system parameters are covered in this section: Parameter Factory Setting Fax Extension and Fax Message None Rec.
Programming the Mail System Call Answer Service Operator Use this procedure to identify the Call Answer Service Operator as specified on mail system Planning Form C. For more information, see Call Answer Service Operator in Chapter 5. 1. 2. 3. From the System Administration Menu, press [ 1 ] for System Parameters.
Programming the Mail System After initial programming is complete, the System Administrator should change the System Administrator’s Mailbox password and the System Administration Password. Instructions are provided at the end of this chapter. Programming the Schedule You must set the system date and time.
Programming the Mail System System Date and Time Use this procedure to set the date and time for the mail system. For more information, see System Date and Time in Chapter 5. 1 . 2 . 3 . From the System Administration Menu, press [ 2 ] for Schedule. Press [ 1 ] for System Date and Time.
Programming the Mail System 5. 6. Press [ 1 ] for Follow the Switch Mode or [ 2 ] for Follow the PARTNER MAIL Business Schedule. Multiple Automated Attendant only: If you need to change the setting for another Automated Attendant, press [ ★ ] [ # ] and repeat from Step 3.
Programming the Mail System 10. 11. 12. 13. If the System Administrator’s mailbox language is English or Spanish, press [ 1 ] for a.m. or [ 2 ] for p.m. If you need to program another day, press [ # ] for the next day or enter the number for the day as described in Step 5; then repeat Steps 6 through 11.
Programming the Mail System Use this procedure to specify whether the Touch-Tone Gate for an Automated Attendant is On or Off as specified on mail system Planning Form E. For more information, see Touch-Tone Gate in Chapter 5. 1. From the System Administration Menu, press [ 3 ] for Automated Attendant.
Programming the Mail System System Administration Extension 9 System Greetings 7 Voice Mail Greeting 1 Touch-Tone Gate Greeting 3 Figure 3-7. System Greetings Administration Recording Touch-Tone Gate Greetings This procedure applies only if the Touch-Tone Gate is On.
Programming the Mail System ■ [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new greeting and use the previous greeting. If you need to record another greeting for this Automated Attendant, repeat from Step 4.
Programming the Mail System Programming the Automated Attendant Menus Following is a list of the factory settings for the Automated Attendant menu features covered in this section: Parameter Factory S.
Programming the Mail System Recording Announcements Use this procedure to record Announcements that callers hear when they select them from Automated Attendant menus. Announcements are specified on mail system Planning Form K. For more information, see Announcements (Automated Attendant) in Chapter 5.
Programming the Mail System 5. 6. 7. 8. 9. 10. 11. 1. 2. 3. Enter the Submenu Number + [ # ]. Enter a Selector Code. Enter the corresponding Action as follows: Selector Code Transfer: [ 1 ] + extension number + [ # ]. Play Submenu: [ 2 ] + Submenu number + [ # ].
Programming the Mail System 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Press [ 1 ] for day; if you do not need to record a Day Menu, skip to Step 16. Press [ 6 ] to modify the menu. Enter a Selector Code. If prompted, press [ 9 ] to approve, or [ 6 ] to cancel and return to Step 5.
Programming the Mail System 15. 16. 17. 18. Press [ ★ ] [ # ] to program the Night Main Menu and continue with Step 16; otherwise, skip to Step 18. Press [ 2 ] for Night. Repeat Steps 4 through 14 for the Night Main Menu. Multiple Automated Attendant only: If you need to program Main Menus for another Automated Attendant, press [ ★ ] [ 7 ].
Programming the Mail System Enter the Mailbox No. + [ # ]. NOTE: If you make a mistake, press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the entry. Then enter the mailbox you want. 4. 5. 6. 7. Repeat Step 4 until finished. Press [ ★ ] [ # ] to quit. If you need to create another Group List, repeat from Step 2.
Programming the Mail System 1. 2. 3. 4. 5. 6. From the System Administration Menu, press [ 6 ] for Line Ownership. Press [ 4 ] to assign Line Ownership. Enter a Line No. + [ # ]. Enter the Line Owner’s Extension + [ # ]. Repeat Steps 3 and 4 until finished.
Programming the Mail System Minimum Password Length Security Alert: A minimum password length of at least six digits is strongly recommended. The shorter the minimum pass word length, the more vulnerable your system is to abuse by unauthorized persons.
After Initial Programming After Initial Programming When initial programming is completed, notify the System Administrator of the passwords you have assigned. Then work with the System Administrator to change the passwords, using the following procedures.
After Initial Programming 2. 3. 4. 5. Press [ 8 ] for System Security. Press [ 4 ] for System Administration Password. Enter a new password + [ # ]. This password must be different from the System Administrator’s mailbox password. For system security, make the password a difficult-to-guess value.
Communications System Initial Programming Introduction 4-1 Before You Begin 4-1 Entering Programming Mode 4-2 ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Automated Attendant Service Group Call.
Contents ■ ■ ■ ■ ■ ■ VMS Cover Rings (Communications System Release 4.0 or later) 4-9 Exiting Programming Mode 4-9 Telephone Button Programming 4-10 VMS Cover 4-10 Do Not Disturb 4-10 Voic.
Communications System Initial Programming Introduction This chapter contains procedures for communications system features that must be programmed for proper operation of the mail system. This information assumes that communications system forms have been completed and that you are familiar with communications system programming.
Entering Programming Mode Entering Programming Mode To enter programming mode, at extension 10 or 11, press [ Feature ] [ 0 ] [ 0 ] [ System Program ] [ System Program ]. Automated Attendant Service Check communications system Planning Form A, Page 1, Line Coverage, to see if any lines are checked for VMS-AA.
Automated Attendant Service Fax Machine Extensions To assign Fax Machine Extensions specified on communications system Planning Form B1: 1. 2. 3. 4. Press [ # ] [ 6 ] [ 0 ] [ 1 ]. At the Extension: prompt, enter the extension to which the fax machine is connected.
Automated Attendant Service Press each line button until the green light signifies No Ring. Press [ Central Tel Program ]. Repeat Steps 2 through 4 for each extension to be programmed. When you are finished, press [ Central Tel Program ], then [ System Program ].
Automated Attendant Service Night Service Check communications system Planning Form C for extension 10. If a Night Service button is specified, follow the procedure below. To program Night Service on a button with lights at extension 10 as specified on Form C: 1.
Automated Attendant Service Disallowed Phone Numbers If Outcalling is permitted, a Disallowed Phone Number List (#404) can be created to restrict calls. Creating a Disallowed List Check communications system Planning Form D to see if a Disallowed Phone Number List is needed for Outcalling.
Automated Attendant Service Allowed Phone Numbers If Outcalling is permitted, an Allowed Phone Number List (#407) can be created to identify numbers to which Outcalling is allowed.
Call Answer Service Call Answer Service Before you begin, locate communications system Planning Forms A and B2. Line Coverage Check communications system Planning Form A, Page 1, Line Coverage, VMS-Mail: ■ If check marks appear for any lines in this column, use the procedure in “VMS Line Cover,” below.
Call Answer Service Repeat Steps 4 and 5 for each VMS-Mail line for which an extension number is written in the VMS-Mail column. Automatic VMS Cover Check communications system Planning Form B2 to see if Automatic VMS Cover is assigned to any extensions.
Telephone Button Programming Telephone Button Programming Before you begin, locate communications system Planning Form C. Be sure you have a version of the form for each subscriber’s phone. Use this section to program buttons on subscribers’ phones, including the receptionist’s phone.
Telephone Button Programming ■ ■ ■ At this point, do one of the following: Go to Step 3 of the next procedure to program another button for this extension. Press [ Central Tel Program ] and go to Step 2 of any button programming procedure in this section to program a button for a different extension.
After Initial Programming After Initial Programming When initial programming for the mail system and communications system is complete, you should perform the verification tests in Chapter 6.
Understanding the Mail System Features Contents Administering Features Logging In to Voice Mail Logging In to System Administration Announcements (Automated Attendant) Announcement Options Announcemen.
Contents Business Schedule and Temporarily Closed ■ Weekly Business Schedule ■ Temporarily Closed ■ Playing the Business Schedule ■ Creating or Changing the Weekly Business Schedule ■ Progra.
Contents ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Group Lists Group Lists and Broadcast Messages Creating Group Lists Scanning Group .
Contents Main Menus (Automated Attendant) Menu Prompt Monolingual Mode Example with Touch-Tone Gate On Bilingual Mode Example with Touch-Tone Gate On (Primary Language, English; Secondary Language, Sp.
Contents Passwords ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ System Administrator’s Passwords Minimum Passwo.
Contents Submenus (Automated Attendant) ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Selector Codes and Selector Code Actions Other Submenu Options Submenu Creation Submenu Modifica.
Understanding the Mail System Features Administering Features This chapter contains PARTNER MAIL features, arranged alphabetically. The following sections are included for each feature, if appropriate: ■ ■ ■ ■ ■ ■ ■ At a Glance—A summary of the key information about the feature.
Administering Features Logging In to Voice Mail To log in to voice mail: Press [ Intercom ] [ 7 ] [ 7 ] [ 7 ]. The Voice Mail greeting plays. The system prompts you to enter the extension and [ # ]. Enter the number of the mailbox you want to access, followed by [ # ].
Announcements (Automated Attendant) Announcements (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 4 ] Announcements [ 2 ] Play Announcement [ 7 ] Record Announ.
Announcements (Automated Attendant) Announcement Options A caller plays an Announcement by selecting its Selector Code from a Main Menu or Submenu. The call is disconnected four seconds after the Announcement finishes playing unless the caller presses one of the following: [ ★ ] [ 4 ] Hear the Announcement again.
Announcements (Automated Attendant) Applications Announcements can provide callers with frequently requested information. For example, an Announcement could describe quarterly profits for your corporation for stockholders: “Zippy Electronics has posted a $1.
Announcements (Automated Attendant) Programming Recording an Announcement Before recording an Announcement, complete mail system Planning Form K. Include in the Announcement the information about how .
Announcements (Automated Attendant) Action You Hear... Step 10 Choose an option: Record the Announcement (up to Message Editing Menu. 2 minutes), then press [ 1 ]. Press [ # ] to use the current “The existing Announcement will be Announcement. (This option is used.
Announcements (Automated Attendant) Playing an Existing Announcement Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration.
Announcements (Automated Attendant) Deleting an Announcement When you delete an Announcement, all Selector Codes that refer to the Announcement are automatically removed from all Main Menu and Submenu definitions. You must remember to update mail system Planning Forms I and J, and then re-record any Main Menu or Submenu prompts that are affected.
Automated Attendant Service Automated Attendant Service At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 2 ] Night Menu [ 3 ] Submenus [ 4 ] Announcements [ 5 ] Touch-.
Automated Attendant Service Related Mail System Features ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Announcements (Automated Attendant) can be included as options on Automated Attendant Main Menus and Submenus. A Bulletin Board mailbox can provide an informational message that callers can hear when they access the Automated Attendant.
Broadcast Message Broadcast Message At a Glance Voice Mail Activity Menu [ 1 ] Record message Used by System Administrator Parameters Message Length Up to two minutes Description Unlike most mail syst.
Broadcast Message Programming Sending a Broadcast Message To send a Broadcast Message to every Call Answer Service mailbox in the system, use the following procedure: Action You Hear... Step 1 Log in to Voice Mail as the System Name, number of new messages and Administrator.
Bulletin Board Bulletin Board At a Glance Bulletin Board Activity Menu [ 3 ] Bulletin Board Message [ 1 ] Record message [ 0 ] Listen to message [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete message [ 4 ] Dial.
Bulletin Board Monolingual or Bilingual Mode If the mail system is in bilingual mode, the mailbox owner should record the Bulletin Board message in both the primary and secondary languages.
Bulletin Board If the mail system has multiple Automated Attendants, and the Dial 0 Destination is an Automated Attendant Main Menu, the mailbox owner must specify which Automated Attendant’s Main Menu should be played.
Bulletin Board Or a Bulletin Board message could list the homework assignments for a class at a school. In this case, the Dial 0 Destination might be the Automated Attendant Main Menu. For example: “The homework assignment for March 15th is to read pages 61 through 84 in your Geography textbook and to answer questions 1 through 10 on page 78.
Bulletin Board ■ ■ ■ ■ You create Bulletin Board mailboxes (see Mailbox). After you create a Bulletin Board mailbox, it can be assigned to a user, who accesses and maintains it using the Bulletin Board Activity Menu.
Bulletin Board Recording or Deleting a Bulletin Board Message Include in the Bulletin Board message information about how to access options [ ★ ] [ 4 ], [ ★ ] [ T ] ([ ★ ] [ 8 ]), [ ★ ] [ 1 ], and [ 0 ] if callers can use them. Action You Hear.
Bulletin Board Action You Hear... Step 6 Choose an option: [ 2 ] [ 3 ] to play back the new message. [ 2 ] [ 1 ] to re-record the new message. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new message and use the previous message. [ ★ ] [ # ] to approve the new message.
Bulletin Board Setting a Dial 0 Destination Action You Hear... Step 1 Log in to Voice Mail using the Bulletin Bulletin Board Activity Menu. Board mailbox number and password. Step 2 Press [ 4 ] to change the Dial 0 The current Dial 0 Destination, then the Destination.
Business Schedule and Temporarily Closed Business Schedule and Temporarily Closed At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule [ 0 ] Play the schedule [ 2 ].
Business Schedule and Temporarily Closed Weekly Business Schedule These are the most common reasons for changing your regular weekly schedule: ■ A change in your regular business hours ■ Extended .
Business Schedule and Temporarily Closed You can program the Temporary Closing up to six days in advance. For example, on Monday you can schedule a Temporary Closing for any day including the current day through the following Sunday. Related Communications System Features The Night Service button has no effect on the Business Schedule.
Business Schedule and Temporarily Closed Action You Hear... Step 3 Enter System Administration Security message, then System Password + [ # ]. Administration Menu. Step 4 Press [ 2 ] for Schedule. Schedule Administration Menu. Step 5 Press [ 2 ] for Automated Attendant (Multiple Automated Attendant) Schedule options.
Business Schedule and Temporarily Closed Action You Hear... Step 8 Choose a day: Prompt to enter Open, Closed, or [ 1 ] Sunday Temporarily Closed. [ 2 ] Monday [ 3 ] Tuesday [ 4 ] Wednesday [ 5 ] Thursday [ 6 ] Friday [ 7 ] Saturday [ 9 ] All days [ # ] Program the schedule for the next consecutive day.
Business Schedule and Temporarily Closed Action You Hear... Step 13 If System Administrator’s mailbox Prompt to choose a day. language is English or Spanish, choose Return to Step 8.
Business Schedule and Temporarily Closed Action You Hear... Step 9 Press [ 3 ] for Temporarily Closed. If you chose the current day, prompt to confirm. Go to Step 10. If you chose a day other than the current one, prompt to choose the regular Night Service greeting or a Temporary Closure Greeting.
Business Schedule and Temporarily Closed Step 14 Choose an option: [ 2 ] [ 3 ] to play back the new greeting. New Greeting, then Message Editing Menu. Repeat Step 14. [ 2 ] [ 1 ] to re-record the new greeting. A tone to record the greeting. Return to Step 13.
Call Answer Service Operator Call Answer Service Operator At a Glance System Administration Menu [ 1 ] System Parameters [ 5 ] Call Answer Service Operator extension Programmable by System Administrat.
Call Answer Service Operator Related Mail System Features Call Answer Service Operator can be used for the following: ■ Dial 0 Destination for Bulletin Board mailboxes.
Dial 0/Timeout Action (Automated Attendant) Dial 0/Timeout Action (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 6 ] Modify Menu [ 0 ] Transfer.
Dial 0/Timeout Action (Automated Attendant) Each Automated Attendant has a Day and a Night Dial 0/Timeout Action. The default for the Day Dial 0/Timeout Action is Transfer to Call Answer Service Operator. The default for the Night Dial 0/Timeout Action is Record a Message in the General Mailbox.
Dial 0/Timeout Action (Automated Attendant) Action You Hear... Step 9 Choose a Dial 0/Timeout Action: [ 0 ] for Transfer to the Call Answer Confirmation of the setting, then Service Operator. prompt to record the Main Menu prompt. Go to Step 11. [ 1 ] for Record a Message in the General Mailbox.
Dial 0/Timeout Action (Automated Attendant) Action You Hear... Step 12 Choose an option: [ 2 ] [ 3 ] to play back the new prompt. New Main Menu prompt. Repeat Step 12. [ 2 ] [ 1 ] to re-record the new prompt. A tone to record the Main Menu prompt. Return to Step 11.
Directory Directory At a Glance Caller Options [ ★ ] [ A ] ([ ★ ] [ 2 ]) Used by Internal or external callers Description Callers and mail system subscribers can use the Directory to reach a subscriber whose extension they do not know. In addition, subscribers can use the directory to address messages to other subscribers.
Directory Procedure Using the Directory to Reach a Subscriber Action You Hear... Step 1 From an Automated Attendant Menu or Prompt to enter the first four letters of the Submenu: person’s name. Go to Step 3. Press [ ★ ] [ A ] ([ ★ ] [ 2 ]) to use the Directory.
Fax Extension and Fax Message Receiver Fax Extension and Fax Message Receiver At a Glance System Administration Menu [ 1 ] System Parameters [ 4 ] Fax Extension and Fax Message Receiver [ 1 ] Fax Exte.
Fax Extension and Fax Message Receiver When a call is transferred to a Fax Extension, a Fax Notification Message is sent to the Fax Message Receiver and the Fax Message Receiver’s message light is turned on.
Fax Extension and Fax Message Receiver Programming Creating a Fax Extension or Fax Message Receiver Before creating a Fax Extension or a Fax Message Receiver, update mail system Planning Form C. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator.
Fax Extension and Fax Message Receiver Action You Hear... Step 9 Choose an option: Enter Fax Message Receiver + [ # ]. Confirmation of the Fax Message Receiver extension. Procedure is complete. Enter [ ★ ] [ # ] to quit without making Procedure is complete.
Fax Extension and Fax Message Receiver Action You Hear... Step 8 Choose an option: [ 0 ] [ # ] to delete the Fax Extension (or Confirmation that there is no Fax Fax Hunt Group). Extension. Procedure is complete. [ ★ ] [ # ] to quit without making changes.
General Mailbox General Mailbox At a Glance System Administration Menu [ 1 ] System Parameters [ 6 ] General Mailbox Owner Programmable by System Administrator Factory Settings General Mailbox Owner E.
General Mailbox Considerations and Constraints If the General Mailbox Owner also has a personal mailbox, or is the owner of any other mailboxes (for example, a Group Mailbox), the message light on the Owner’s telephone remains lit if there are any new messages in any of the mailboxes.
General Mailbox Action You Hear... Step 4 Press [ 1 ] for System Parameters. System Parameters Menu. Step 5 Press [ 6 ] for General Mailbox. (Multiple Automated Attendant) Prompt to enter the Automated Attendant Number.
General Mailbox Action You Hear... Step 7 Choose an option: [ 2 ] [ 3 ] to play back your comments. Your comments, then the Message Editing Menu. Repeat Step 7. [ 2 ] [ 1 ] to re-record your comments. A tone to record your comments. Return to Step 6. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete your “Deleted.
General Mailbox Action You Hear... Step 10 One of the following actions occurs: A match is found. The matching name and extension number, then a statement that the call is being transferred. Repeat Step 8. The letters match more than one Statement of the number of matches person.
Greetings (Personal) Greetings (Personal) At a Glance Voice Mail Activity Menu Programmable by Factory Setting Active greeting Capacities Maximum Number of Greetings Greeting Length [ 3 ] Record name or personal greeting [ 1 ] Administer Personal Greeting [ 1 ] Record, delete, or listen to Greeting 1.
Greetings (Personal) When callers reach a Call Answer Service mailbox, they hear the mailbox’s Personal Greeting followed by a beep tone. For example: “This is Pat Smith. I am out of the office this morning. Please leave a message after the tone, and I will return your call this afternoon.
Greetings (Personal) Action You Hear... Step 3 Press [ 1 ] to administer your greeting. Announcement of which greeting is active, then menu of choices. Step 4 Enter the number of the greeting you Monolingual Mode: want to record. Prompt to choose whether to listen to, record, or delete the Personal Greeting.
Greetings (Personal) Activating a Personal Greeting Action You Hear... Step 1 Log in to Voice Mail using your Name, number of new messages and extension number and password. old messages, then Voice Mail Activity Menu. Step 2 Press [ 3 ] to administer your name or Prompt to administer your greeting or greeting.
Greetings (Personal) Action You Hear... Step 5 (Bilingual Mode Only) Choose an option: [ 1 ] to administer your personal Prompt to record, delete, or listen to greeting in the primary language. the greeting in the primary language [ 2 ] to administer your personal Prompt to record, delete, or listen to greeting in the secondary language.
Greetings (System) Greetings (System) At a Glance System Administration Menu [ 7 ] System Greetings [ 1 ] Voice Mail Greeting [ 3 ] Automated Attendant Touch-Tone Gate Greeting [ 1 ] Day Greeting [ 2 ] Night Greeting Programmable by System Administrator Factory Settings Voice Mail Greeting (English) “Welcome to PARTNER MAIL.
Greetings (System) Automated Attendant Touch-Tone Gate Greeting The Touch-Tone Gate Greeting is heard by any caller who reaches an Automated Attendant that has the Touch-Tone Gate turned On. There is a Day Touch-Tone Gate Greeting and a Night Touch-Tone Gate Greeting.
Greetings (System) Main Menu, Primary Language For sales, press [ 1 ]. For customer service, press [ 2 ]. If you know the extension of the person you are calling, press [ 8 ]. For a directory of employees listed by last name, press [ ★ ] [ A ]. To reach the operator, press [ 0 ].
Greetings (System) Related Mail System Features ■ ■ ■ ■ ■ ■ ■ Programming A Touch-Tone Gate Greeting is used only if the Touch-Tone Gate is On. The Day Touch-Tone Gate Greeting plays when the mail system is in Day mode, and the Night Touch-Tone Gate Greeting plays when the mail system is in Night mode.
Greetings (System) Action You Hear... Step 6 Choose an option: [ 1 ] to record a greeting. Prompt to record the greeting. Go to Step 7. [ 0 ] to listen to the greeting. Current greeting, then the Voice Mail Greeting Menu. Repeat Step 6. [ 2 ] to use the system default greeting.
Greetings (System) Action You Hear... Step 8 Choose an option: [ 2 ] [ 3 ] to play back the greeting. New greeting. Repeat Step 8. [ 2 ] [ 1 ] to re-record the greeting. A tone to record the greeting. Return to Step 7. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new “Deleted,” then the Voice Mail Greeting greeting.
Greetings (System) Action You Hear... Step 6 (Multiple Automated Attendant Only) Prompt to choose the Day or Night Enter Automated Attendant Number. Greeting. Step 7 Choose an option: [ 1 ] for Day Greeting. Automated Attendant Touch-Tone Gate Greeting Menu.
Group Lists Group Lists At a Glance System Administration Menu [ 5 ] Group Lists [ 2 ] Scan Group Lists [ 4 ] Create a Group List [ 6 ] Modify or review a Group List [ 1 ] Add entry [ ★ [] D ] ([ .
Group Lists Since only the System Administrator can create Group Lists, it is your responsibility to maintain these lists and to provide information about them to subscribers. Note the following when creating Group Lists: ■ You can create up to 99 Group Lists.
Group Lists Programming Creating Group Lists Before creating a Group List, complete mail system Planning Form L. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail Activity Menu.
Group Lists Action You Hear... Step 5 Press [ 2 ] for Scan Group Lists. Information about the first Group List. Step 6 Choose an option: [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the list. Prompt to confirm deletion. Go to Step 7. [ # ] to scan the next list.
Group Lists Action You Hear... Step 7 Choose an option: [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the entry “Deleted,” then the next entry. played. Repeat Step 7. [ # ] to review the next Group List entry. Next entry. Repeat Step 7. When there are no more entries in the list, the system says so, then plays the Group List Administration Menu.
Group Lists Action You Hear... Step 6 Enter Group List Number + [ # ]. Prompt to confirm that you want to delete the Group List. [ ★ ] [ # ] to return to the Group List Group List Administration Menu. Administration Menu. Procedure is complete. Step 7 Choose an option: [ 9 ] to confirm deletion of the list.
Group Lists Action You Hear... Step 7 Choose an option: To address the message to another Group List, press [ ★ ] [ 5 ]. To address the message to an individual mailbox, enter the mailbox number + [ # ]. To address the message using the Directory, press [ ★ ] [ A ] ([ ★ ] [ 2 ]) and follow the prompts.
Group Mailbox Owner Group Mailbox Owner At a Glance System Administration Menu [ 4 ] Mailboxes [ 7 ] Assign a Group Mailbox Owner Programmable by System Administrator Mail System Planning Form B Descr.
Group Mailbox Owner If the Group Mailbox Owner also has a personal mailbox, or is responsible for any other mailboxes (for example, a General Mailbox), the message light on the owner’s telephone remains On if there are any new messages in any of the mailboxes.
Group Mailbox Owner Action You Hear... Step 6 Enter Group Mailbox Number ( 71–74, Mailbox number. 771–776) + [ # ]. If the mailbox has an owner: Name of the mailbox owner (or the number if the name is not recorded), then prompt to delete the owner.
Language Language At a Glance System Administration Menu [ 1 ] System Parameters [ 9 ] System Language [ 1 ] Monolingual mode [ 1 ] English [ 2 ] French [ 3 ] Spanish [ 2 ] Bilingual mode [ 1 ] Englis.
Language Considerations and Constraints If you change from bilingual to monolingual mode, the mail system retains all greeting, menu, and Announcement recordings for bilingual mode. If you later choose to return to bilingual mode for the same languages, you can use the old recordings regardless of which language is primary or secondary.
Language Changing the Language Mode or the Language Before changing the mode or the language, update mail system Planning Form A. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail Activity Menu.
Line Assignments Line Assignments At a Glance System Administration Menu [ 3 ] Automated Attendant [ 6 ] Line Assignments [ 1 ] Review line assignments [ 2 ] Add line [ ★ ] [ D ] ([ ★ ] [ 3 ]) Del.
Line Assignments Related Communications System Features ■ ■ Line Assignments should be used only for lines that are assigned Automated Attendant Service using Group Call Distribution (#206) Setting 1—Assigned. Do not use Line Assignments with Group Call Distribution (#206) Setting 3, or with Line Coverage Extension (#208).
Line Assignments Action You Hear... Step 3 Enter System Administration Security message, then System Password + [ # ]. Administration Menu. Step 4 Press [ 3 ] for Automated Attendant. Prompt to enter the Automated Attendant number. Step 5 Enter Automated Attendant Number Automated Attendant Service ([ 2 ] or [ 3 ]).
Line Assignments Action You Hear... Step 6 Press [ 6 ] for Line Assignments. Line Assignment Menu. Step 7 Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete a line. Prompt to enter the line number. Step 8 Choose an option: Enter line number + [ # ]. Prompt to confirm the deletion.
Line Ownership Line Ownership At a Glance System Administration Menu [ 6 ] Line Ownership [ 2 ] Scan Line Ownership [ ★ ] [ D ] ([ ★ ] [ 3 ]) Deallocate Line Ownership [ 4 ] Assign Line Ownership .
Line Ownership Considerations and Constraints If you do not use line Ownership to asign owners to lines for which Group Call Distribution (#206) Setting 3—VMS Line Cover was used to assign Voice Mail coverage, all calls on those lines will be directed to the General Mailbox for Automated Attendant 1.
Line Ownership Action You Hear... Step 6 Choose an option: If you know the line number, enter it + If a line owner is assigned: [ # ]. The line number, then the owner’s name (or the mailbox number if no name is recorded). If no owner is assigned: Announcement of this fact.
Line Ownership Action You Hear... Step 6 Enter a Iine number + [ # ]. If the line number has an owner: The line owner’s name (or the mailbox number if no name is recorded). Repeat Step 6 to assign ownership for another line. (To change the Iine owner, see “Modifying Line Ownership.
Line Ownership Deallocating Line Ownership Before deallocating Line Ownership, update mail system Planning Form M. After Line Ownership is deallocated, the mail system prompts callers who call in on this line to leave a message in the General Mailbox.
Mailbox Mailbox At a Glance System Administration Menu [ 4 ] Mailboxes [ 2 ] Play a mailbox configuration [ 4 ] Create a mailbox [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete a mailbox [ 6 ] Modify a mailbox [.
Mailbox Description The System Administrator’s Mailbox and the General mailboxes are factory-set. You, the System Administrator, must create all other mailboxes. Security Alert: For security reasons, the mail system will not transfer a call to any destination that does not have a mailbox.
Mailbox Table 5-1. Class of Service Table Mailbox Message Greeting Transfer Mailbox Outcalling COS Storage Length Length Permitted * Type Permission 1 2 3 4 5 6 15 16 17 **18 19 20 21 22 23 10 min 60 .
Mailbox Message Length Messages can be stored only in Call Answer Service mailboxes. The maximum length of an individual message that can be recorded by a caller is 5, 10, or 30 minutes, depending upon the mailbox’s Class of Service.
Mailbox Call Answer Service mailboxes with Class of Service 5, 6, or 18 also can be created for people who need to be able to receive messages, but who do not have their own extensions, such as temporary workers, contract workers, and consultants. These are called Guest Mailboxes.
Mailbox Mailboxes of any type (Call Answer Service, Automated Attendant, Bulletin Board, or Transfer-Only) can be created for Calling Groups (71, 72, 73, 74) and Hunt Groups (771, 772, 773, 774, 775, 776). Then, if the group is busy when a caller tries to transfer from the mail system to the group, the caller will be transferred to the mailbox.
Mailbox Mailbox Name If the mail system is to offer a Directory of subscribers, you should specify a name as you create each Call Answer Service and Transfer-Only mailbox. Use consistently either the first four letters of the first name or the first four letters of the last name.
Mailbox Considerations and Constraints ■ ■ ■ ■ ■ For security reasons, the mail system will not transfer a call to any destination that does not have a mailbox. Therefore, you must create a mailbox for every extension, Hunt Group, and Calling Group that callers need to reach from the mail system.
Mailbox ■ For Release 4.0 and later communications system only, users with Automatic VMS Cover (#310) assigned or with VMS Cover turned On can activate Do Not Disturb to Send All Calls immediately to their mailbox. ■ Users can program [ Intercom ] [ 7 ] [ 7 ] [ 7 ] on an Auto Dial button for one-touch access to their mailbox.
Mailbox Programming Playing a Mailbox Configuration Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration.
Mailbox Creating Mailboxes Before creating a mailbox, udate mail system Planning Form B. IMPORTANT: You must follow this procedure to the end (until you hear “Approved”), or the mailbox will not be created.
Mailbox Action You Hear... Step 9 (Bilingual mode only). Choose an option: [ ★ ] [ # ] to approve the language Prompt to enter the mailbox name. selected. Go to Step 10. [ 1 ] to re-enter the language selected. Prompt to select a mailbox language. Return to Step 8.
Mailbox Deleting a Mailbox Before deleting a mailbox, update mail system Planning Form B. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail Activity Menu. Step 2 Press [ 9 ] for System Administration.
Mailbox Action You Hear... Step 6 Enter Mailbox Number + [ # ]. Mailbox number and mailbox name (if recorded), then the Mailbox Modification Menu. Step 7 Press [ 1 ] to change the mailbox name.
Mailbox Changing the Class of Service Before changing a Class of Service, update mail system Planning Form B. IMPORTANT: You can only change a Class of Service to that of a mailbox of the same type. If you need to change to a different mailbox type, delete the mailbox and create it again with the new Class of Service.
Mailbox Action You Hear... Step 7 Press [ 3 ] to initialize the password. Confirmation that the password has been initialized, then the Mailbox Modification Menu. Procedure is complete. Changing the Mailbox Language (Bilingual Mode Only) Before changing the mailbox language, update mail system Planning Form B.
Main Menus (Automated Attendant) Main Menus (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 2 ] Play menu [ 6 ] Modify menu [ 2 ] Night Menu [ 2.
Main Menus (Automated Attendant) Menu Prompt If the system is in monolingual mode, each Main Menu has a prompt (up to two minutes long). If the system is in bilingual mode, each Main Menu has a prompt (up to two minutes long) recorded in the primary language and a prompt (up to two minutes long) in the secondary language.
Main Menus (Automated Attendant) Main Menu, Primary Language: For sales, press [ 1 ]. For customer service, press [ 2 ]. If you know the extension of the person you are calling, press [ 8 ]. For a directory of employees listed by last name, press [ ★ ] [ A ].
Main Menus (Automated Attendant) Action to meet the needs of your business. In the menu definition, each Selector Code can be assigned one of the following five Selector Code Actions: ■ ■ ■ ■ .
Main Menus (Automated Attendant) For example, the Travel Agency has eighteen travel agents with extensions ranging from 11 to 29. The Travel Agency wants callers to be able to reach these agents from the Main Menu, but wants to use Selector Codes 1 and 2 for other options (Cruises and Corporate Travel).
Main Menus (Automated Attendant) Both the Day and the Night Main Menus must be programmed, even if they are identical. RECOMMENDATION: Although you can create up to 99 menus with up to nine options on.
Main Menus (Automated Attendant) Action You Hear... Step 4 Press [ 3 ] for Automated Attendant. (Multiple Automated Attendant) Prompt to enter the Automated Attendant Number. (Single Automated Attendant) Automated Attendant Administration Menu. Go to Step 6.
Main Menus (Automated Attendant) Action You Hear... Step 6 Choose an option: [ 1 ] Day Menu Menu Administration Menu. [ 2 ] Night Menu Menu Administration Menu.
Main Menus (Automated Attendant) Action You Hear... Step 11 Choose an option: [ 2 ] [ 3 ] to play back the new Main Menu prompt. [ 2 ] [ 1 ] to re-record the new Main Menu prompt. [ ★ ] [ D ] ([ ★ ] [ 3 ] to delete the new Main Menu prompt and use the previous Main Menu prompt.
Main Menus (Automated Attendant) Modifying a Day or Night Main Menu The following procedure can be used to: ■ ■ ■ ■ Add, change, or delete Selector Codes. Change Selector Code Actions. Change the Dial 0/Timeout Action. Record a Main Menu prompt.
Main Menus (Automated Attendant) Action You Hear... Step 9 Choose an option: [ 9 ] to confirm Confirmation of Selector Code, then Selector Code Menu. Go to Step 10. [ 6 ] to cancel Prompt to enter a Selector Code. Return to Step 8. Step 10 Choose an option: [ 1 ] for Selector Code Transfer.
Main Menus (Automated Attendant) Action You Hear... Step 15 Choose an option: [ 0 ] for Transfer to system operator. The selected Dial 0/Timeout Action, then prompt to record the Main Menu prompt or to use the existing menu prompt. Go to Step 17. [ 1 ] for Record a message in the The selected Dial 0/Timeout Action, General Mailbox.
Main Menus (Automated Attendant) Action You Hear... Step 18 Choose an option: [ 2 ] [ 3 ] to play back the new Main Menu prompt. [ 2 ] [ 1 ] to re-record the new Main Menu prompt. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new Main Menu prompt and use the previous Main Menu prompt.
Maximum Digit Length Maximum Digit Length At a Glance System Administration Menu [ 1 ] System Parameters [ 8 ] Maximum Digit Length [ 2 ] Two digits [ 3 ] Three digits [ 4 ] Four digits Programmable b.
Maximum Digit Length Action You Hear... Step 6 Enter Maximum Digit Length (2–4). Confirmation of the maximum digit length, then the System Parameters Menu.
Open or Closed for Today Open or Closed for Today At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule Menu [ 3 ] Open or Closed for Today [ 1 ] Open for Today [ 2 .
Open or Closed for Today Close for Today When you change an Automated Attendant to Close for Today, callers hear the Automated Attendant’s Night Main Menu. If the Touch-Tone Gate is On, you have to choose one of the following options: ■ ■ ■ Use the Night Touch-Tone Gate Greeting.
Open or Closed for Today Default Temporary Closure Greetings Touch-Tone Gate Off—Monolingual English Welcome to PARTNER MAIL. Our business is temporarily closed. French PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sont temporairement fermés.
Open or Closed for Today French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sont temporairement fermés. Welcome to PARTNER MAIL. Our business is temporarily closed. Spanish Primary/English Secondary Bienvenido a PARTNER MAIL.
Open or Closed for Today Related Mail System Features ■ ■ ■ ■ Programming If you want to program a closing in advance, you can use the Temporarily Closed option of the Business Schedule and Temporarily Closed. You may want to listen to the Main Menus prompts and the Touch-Tone Gate Greeting.
Open or Closed for Today Action You Hear... Step 9 Choose an option: [ 1 ] to use the regular Night Greeting Confirmation of Closed for Today, then for the Automated Attendant. the Automated Attendant Schedule Note: If the Touch-Tone Gate is Off Administration Menu.
Open or Closed for Today Resuming the Regular Schedule To override Open for Today, Close for Today, or the Temporarily Closed option of the Business Schedule, use the following procedure: Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator.
Outcalling Outcalling At a Glance Voice Mail Activity Menu [ 6 ] Outcalling Main Menu [ 1 ] On/Off [ 2 ] Review Outcalling List [ 3 ] Listen to Instructions [ 4 ] Outcalling List [ 5 ] Outcalling Sche.
Outcalling If the designated Outcalling number is a telephone number or voice pager, the mail system dials the Outcalling number when the subscriber gets a new message, announces the mailbox name, identifies the call as coming from the mail system, and delivers the following message: “You have a new message.
Outcalling Use the following examples as a guide. Example 1: For a standard telephone number, 1 800 555-2020. 1. 2. Enter [ 9 ] [ ★ ] [ 1 ][ 8 ][ 0 ][ 0 ][ 5 ][ 5 ][ 5 ][ 2 ][ 0 ][ 2 ][ 0 ] Enter [ ★ ] [ # ] to signal the end of the number. Explanation: The [ 9 ] accesses an outside line.
Outcalling Outcalling Cycles This is the maximum number of times the mail system will call all the numbers in the Outcalling list for a new message (factory setting: 3 cycles, range: 1–9).
Outcalling Procedures Turning Outcalling On/Off Action You Hear... Step 1 Log in to Voice Mail (the mailbox must Name, number of new messages and have Outcalling privileges). old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu.
Outcalling Action You Hear... Step 3 Press [ 4 ] to change your Outcalling list. Outcalling List Menu. Step 4 Enter the number ([ 1 ]–[ 5 ]) of the entry Statement that the entry is or is not you want to change. used. If it is used, the system plays the Outcalling number, then the Outcalling Number Menu.
Outcalling Setting Up the Outcalling Schedule Action You Hear... Step 1 Log in to Voice Mail (the mailbox must Name, number of new messages and have Outcalling privileges). old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu.
Outcalling Action You Hear... Step 7 Choose an option: Enter ending time in hhmm format where: hh =hour (01–12) or (00–23), mm =minute (00–59). If System Administrator's mailbox language is English or Spanish, use 12-hour format (0100–1259).
Outcalling Setting the Number of Outcalling Cycles Action You Hear... Step 1 Log in to Voice Mail (the mailbox must Name, number of new messages and have Outcalling privileges). old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling.
Passwords Passwords At a Glance System Administration Menu [ 8 ] System Security [ 2 ] Minimum Password Length [ 4 ] System Administration Password Programmable by System Administrator Users Factory S.
Passwords IMPORTANT: If you change the System Administrator’s mailbox, the previously selected System Administration Password becomes the System Administration Password for the new mailbox. The mailbox password, however is not transferred to the new mailbox.
Passwords To protect the mailbox, as soon as its password is initialized, the subscriber should log in to the mailbox and change the password. Failure to do so leaves the mailbox unprotected. When you initialize a password, all other information associated with the mailbox remains unchanged, including greetings, messages, and so on.
Passwords Action You Hear... Step 6 Enter Minimum Password Length + [ # ]. Confirmation of password length, then the System Security Menu. If the password length is less than six digits, the system warns you that the setting leaves your system vulnerable to toll fraud by unauthorized persons.
Passwords Action You Hear... Step 4 Re-enter the password + [ # ]. Confirmation that the password is changed. Changing a Bulletin Board Mailbox Password Action You Hear... Step 1 Log in to Voice Mail as the Bulletin Bulletin Board Activity Menu. Board mailbox owner.
Personal Mailbox Administration Personal Mailbox Administration At a Glance Voice Mail Activity Menu [ 1 ] Record and send messages [ 2 ] Listen to messages [ 3 ] Record name or Personal Greeting [ 4 .
Personal Mailbox Administration Old and New Messages Once a new message has been played, it becomes an old message. If only the message header is played, the message remains a new message. The message light goes off when there are no new messages in a subscriber’s mailbox.
Personal Mailbox Administration Outcalling You can assign a Class of Service to the subscriber’s mailbox that permits Outcalling. This allows the mail system to dial up to five telephone numbers to notify the subscriber that a message has arrived in the subscriber’s mailbox.
Personal Mailbox Administration Recording and Sending a Message To record and send a message to one or more subscribers, use the following procedure: Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu.
Personal Mailbox Administration Action You Hear... Step 6 Enter the first four letters of the name. Example: To find the extension for John Conlin if subscribers are listed by last name, enter [ 2 ] [ 6 ] [ 6 ] [ 5 ] (CONL). If subscribers are listed by first name, enter [ 5 ] [ 6 ] [ 4 ] [ 6 ] (JOHN).
Personal Mailbox Administration Listening to Messages Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ 2 ] to get messages.. Message header. Step 3 Press [ 0 ] to play the message.
Personal Mailbox Administration Replying to a Message After listening to a message, you may want to reply. You can record a response and send it. (To forward the message to another user without adding a response, see “Forwarding a Message” on page 5-141.
Personal Mailbox Administration Action You Hear... Step 9 Enter the first four letters of the name. Example: To find the extension for John Conlin if subscribers are listed by last name, enter [ 2 ] [ 6 ] [ 6 ] [ 5 ] (CONL). If subscribers are listed by first name, enter [ 5 ] [ 6 ] [ 4 ] [ 6 ] (JOHN).
Personal Mailbox Administration Action You Hear... Step 4 After the message plays, press [ 1 ] to Prompt to reply or forward the respond to the message. message. Step 5 Press [ 2 ] to forward. Prompt to enter the extension or Group List number. Step 6 Choose an option to send the message: Extension (or mailbox number) + [ # ].
Personal Mailbox Administration Recording a Mailbox Name Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ 3 ] to administer a name or Prompt to select greeting or name.
Personal Operator Personal Operator At a Glance Voice Mail Activity Menu [ 4 ] Personal Operator Operator’s No. + [ # ]: Add Personal Operator [ 0 ] + [ # ]: Remove Personal Operator Programmable by Subscriber Factory Setting Personal Operator No Personal Operator.
Personal Operator An employee on vacation wants callers to be able to reach a person covering for her: The employee’s Personal Greeting says, “Hello, this is Lou. I’ll be on vacation until July 25. If you leave a message, I’ll call you when I return.
Schedule Controller Schedule Controller At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule [ 1 ] Schedule Controller [ 1 ] Follow the Switch Mode [ 2 ] Follow the.
Schedule Controller Follow the PARTNER MAIL Business Schedule You use Business Schedule to enter your normal hours of operation. If you set the Schedule Controller to Follow the PARTNER MAIL Business Schedule, Night Service notifications from the communications system are ignored.
Schedule Controller Programming Setting the Schedule Controller Before setting the Schedule Controller, complete mail system Planning Form D. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator.
Security Violation Notification Security Violation Notification At a Glance System Administration Menu [ 8 ] System Security [ 3 ] Security Violation Notification [ 1 ] Mailbox Lock [ 2 ] Warning Mess.
Security Violation Notification Unsuccessful Login Attempts Mailbox Unlock An attempt to log in is counted when a person enters the mailbox number followed by the pound sign. An unsuccessful attempt occurs if the person does not enter a correct password (followed by the pound sign).
Security Violation Notification ■ ■ You are responsible for establishing a systemwide Minimum Password Length. Users are responsible for their own mailbox Passwords. Programming Changing the Security Violation Notification Before changing the Security Violation Notification setting, update mail system Planning Form N.
Single/Multiple Automated Attendant Single/Multiple Automated Attendant At a Glance System Administration Menu [ 1 ] System Parameters [ 1 ] Single or Multiple Automated Attendant [ 1 ] Single Automat.
Single/Multiple Automated Attendant On the mail system, create an Automated Attendant mailbox and use Line Ownership to assign the Automated Attendant mailbox as the owner of the line(s). The communications system will direct calls both day and night to the Automated Attendant mailbox after four rings.
Single/Multiple Automated Attendant On Release 4.0 or later communications systems, you can use Line Coverage Extension (#208) and an Automated Attendant Mailbox to provide Automated Attendant Service.
Submenus (Automated Attendant) Submenus (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 3 ] Submenus [ 2 ] Play menu [ 4 ] Create menu [ 6 ] Modify menu [ ★ ][ D ] ([ ★ ][ 3 ]) Delete menu Programmable by System Administrator Parameters No.
Submenus (Automated Attendant) There can be up to 99 Submenus. Each Submenu can have up to nine options on it. The same submenu can be assigned to more than one Automated Attendant.
Submenus (Automated Attendant) Other Submenu Options In addition to the Selector Codes, the following options are available from the Submenu: [ ★ ] [ 4 ] [ ★ ] [ 7 ] [ ★ ] [ # ] [ 0 ] [ ★ ][ T.
Submenus (Automated Attendant) If an extension, Calling Group, Hunt Group, Bulletin Board, Guest mailbox, or Automated Attendant is deleted, it may be necessary to re-record any Submenu prompt that refers to it. Related Mail System Features ■ ■ ■ Announcements (Automated Attendant) must be created before they can be assigned to the Submenus.
Submenus (Automated Attendant) Action You Hear... Step 8 Submenu number + [ # ]. Prompt to select the Submenu prompt or the Submenu definition. Step 9 Choose an option: [ 1 ] to play the Submenu prompt. Submenu prompt. Procedure is complete. [ 2 ] to play the Submenu Selector Submenu Selector Codes and Selector Codes and Selector Code Actions.
Submenus (Automated Attendant) Action You Hear... Step 10 Choose an option: [ 1 ] for Selector Code Transfer. Prompt to enter the extension. Go to Step 11. [ 2 ] for Submenu. Prompt to enter the Submenu number. Go to Step 12. [ 3 ] for Announcement. Prompt to enter the Announcement number.
Submenus (Automated Attendant) Action You Hear... Step 16 Choose an option: [ 2 ] [ 3 ] to play back the Submenu Submenu prompt, then the Message prompt. Editing Menu. Repeat Step 16. [ 2 ] [ 1 ] to re-record the Submenu A tone to record the Submenu prompt.
Submenus (Automated Attendant) Action You Hear... Step 6 Press [ 3 ] for Submenus. Submenu Administration Menu. Step 7 Press [ 6 ] to modify the Submenu. Prompt to enter a Submenu number. Step 8 Submenu number + [ # ]. Prompt to enter a Selector Code.
Submenus (Automated Attendant) Modifying a Submenu The following procedure can be used to: ■ Add, change, or delete Selector Codes. ■ Change Selector Code Actions. ■ Record a Submenu prompt. Before you change a Submenu, update mail system Planning Forms I and J.
Submenus (Automated Attendant) Action You Hear... Step 10 Choose an option: [ 9 ] to confirm. Confirmation of Selector Code, then Selector Code Menu. Go to Step 11. [ 6 ] to cancel. Prompt to enter a Selector Code. Return to Step 9. Step 11 Choose an option: [ 1 ] for Selector Code Transfer.
Submenus (Automated Attendant) Action You Hear... Step 15 Choose an option: [ 9 ] to confirm deletion. Confirmation that the Selector Code is not used, then prompt to enter a Selector Code. Return to Step 9. [ 6 ] to cancel the deletion. “Deletion canceled,” then prompt to enter a Selector Code.
Submenus (Automated Attendant) Deleting a Submenu When you delete a Submenu, all Selector Codes that refer to the Submenu are automatically removed from Main Menu and Submenu definitions. Be sure to re- record all Main Menu and Submenu prompts that are affected.
System Administrator’s Mailbox System Administrator’s Mailbox At a Glance System Administration Menu Programmable by Factory Settings System Administrator Mailbox System Administrator’s Mailbox .
System Administrator’s Mailbox If the System Administrator’s Mailbox or System Administration is locked because of too many unsuccessful Iogin attempts, you must call for support as described on the inside front cover of this book.
System Administrator’s Mailbox Programming Re-assigning the System Administrator’s Mailbox Before re-assigning the System Administrator’s mailbox, update mail system Planning Form C. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator.
System Date and Time System Date and Time At a Glance System Administration Menu [ 2 ] Schedule [ 1 ] Update System Date and Time Programmable by System Administrator Description System Date and Time is used to control the Business Schedule. It is also used to stamp each message that is deposited into the subscriber’s mailbox.
System Date and Time Action You Hear... Step 4 Press [ 2 ] for Schedule. Schedule Administration Menu. Step 5 Press [ 1 ] for System Date and Time. Current date, then prompt to enter a new date. Step 6 Choose an option: Enter date (mm =01–12, dd =01–31, Prompt to confirm or re-enter the date.
System Language System Language For information about System Language, see Language. 5-172 System Language.
Touch-Tone Gate Touch-Tone Gate At a Glance System Administration Menu [ 3 ] Automated Attendant [ 5 ] Touch-Tone Gate [ 6 ] Deactivate [ 9 ] Activate Programmable by System Administrator Factory Sett.
Touch-Tone Gate ■ When the mail system is in bilingual mode, the Touch-Tone Gate Greeting must prompt the caller to press [ 1 ] to indicate that the call is being made from a touch-tone telephone an.
Touch-Tone Gate ■ If you have Multiple Automated Attendants, each Automated Attendant has its own Touch-Tone Gate setting. See Single/Multiple Automated Attendant. Programming Turning the Touch-Tone Gate On or Off Before changing the Touch-Tone Gate setting, update mail system Planning Form E.
Verifying System Operation and Troubleshooting 6 Contents Verifying System Operation Voice Mail Service Verify Mail Service Greeting Automated Attendant Service Immediate Call Handling Delayed Call Ha.
Contents ■ ■ ■ ■ ■ A message light on a single telephone is not turned On and Off in a timely manner Message lights on multiple telephones are not turned On and Off in a timely manner Outcal.
Verifying System Operation and Troubleshooting 6 Verifying System Operation The procedures in this section can be used to verify that the mail system is operating properly. If you have any problems, check the programming as described in Chapters 3 and 4.
Verifying System Operation Automated Attendant Service If Automated Attendant Service is used, perform the following procedures as applicable. If there are multiple Automated Attendants, repeat the procedures for each Automated Attendant. Immediate Call Handling Use this procedure if the mail system is using Immediate Call Handling.
Verifying System Operation Day Menu If the communications system VMS Hunt Schedule is set to Always or Day Only, use this procedure to verify the correct functioning of the Day Main Menu. 1. Use the Open for Today feature to put the Automated Attendant in Day Mode.
Verifying System Operation Resume Regular Schedule After verifying the Day Menu and/or Night Menu functions, return the mail system to its normal schedule by using the Resume Regular Schedule feature. (For instructions, see Open or Closed for Today in Chapter 5.
Troubleshooting Troubleshooting If you have a problem with your system, you may be able to solve it by following the appropriate troubleshooting procedures described in this chapter. If not, you can call for help: in the continental U.S., call the hotline at 1 800 628- 2888; outside the continental U.
Troubleshooting The mail system does not answer immediately— Continued Possible Cause Corrective Action The modular cords connecting the Check the modular cords to make mail system unit to the sure they are securely connected. communications system 206 Call each extension connected to a module are loose.
Troubleshooting Calls are not transferred properly Possible Cause Corrective Action Automated Attendant Service is Make sure the menu prompt not administered properly. matches the programmed Selector Codes. If the problem involves the Call Answer Service Operator, be sure the proper extension has been designated as the Call Answer Service Operator.
Troubleshooting Touch-tones are entered but not detected Possible Cause Corrective Action The system is not able to interpret touch-tones while a prompt or greeting plays because the line is too noisy. Wait until the prompt or greeting finishes before entering touch-tones.
Troubleshooting A caller is cut off while leaving a message in a mailbox Possible Cause Corrective Action The message exceeded the time See Appendix C for maximum limit. message length. The mail system interpreted the No action is required. caller’s voice as a touch-tone signal.
Troubleshooting A subscriber is unable to log in to Voice Mail— Continued Possible Cause Corrective Action If the Security Violation Notification You can unlock a Call Answer option is set to Mailbo.
Troubleshooting A message light on a single telephone is not turned On and Off in a timely manner Possible Cause Corrective Action It takes about 30 seconds for the No action is required. mail system to turn the message light On or Off. If there is heavy call traffic, it may take slightly longer.
Troubleshooting Message lights on multiple telephones are not turned On and Off in a timely manner Possible Cause Corrective Action There is heavy call traffic and Reduce Outcalling volume. If the Outcalling volume on the mail problem is not resolved, consider system.
Troubleshooting Message lights on multiple telephones are not turned On and Off in a timely manner— Continued Possible Cause Corrective Action The mail system port or the 206 To test whether one of the elements extension jack is defective. is faulty: 1.
Troubleshooting Outcalling is delayed Possible Cause Corrective Action There is heavy call traffic and Reduce Outcalling volume. If the Outcalling volume on the mail problem is not resolved, consider system. The same port used for adding more ports to the mail Outcalling also is used for system.
Troubleshooting Outcalling is not working— continued Possible Cause Corrective Action The Outcalling number is not Check that the Outcalling number is programmed properly. correct. If the number is an outside (external) number, be sure [ 9 ] [ ★ ] precedes the telephone number.
Troubleshooting Outcalling is not working— continued Possible Cause Corrective Action The communications system Check the communications system extension connected to the mail Outgoing Call Restriction (#401), system Outcalling port is Disallowed Phone Number Lists restricted.
Troubleshooting While programming, you find yourself in a language that you do not understand Possible Cause Corrective Action You inadvertently changed the Hang up and log in again to system language to one that you System Administration. do not understand.
Upgrading the System 7 Contents Introduction 7-1 Disconnecting the Mail System 7-2 Removing the Cover 7-4 Adding a Voice Processing Card 7-5 Putting the System Unit Back Together 7-7 Upgrading the Sys.
Upgrading the System 7 Introduction Customers with a two-port or four-port mail system may want to upgrade to a four-port or six-port system to support more users or a greater volume of calls. To increase the number of ports, a voice processing card must be added to the mail system unit.
Disconnecting the Mail System Disconnecting the Mail System 1. 2. 3. 4. CAUTION: Attach a grounded wrist-strap to the bare skin of your body before handling any components sensitive to electrostatic discharge. The wrist strap should be connected to ground through a one-megaohm resistor (usually built into the grounding cord).
Disconnecting the Mail System 5 . Carefully lift the cabinet from the bracket (see Figure 7-2). Place the cabinet on a sturdy, flat tabletop with the bracket side down.
Removing the Cover Removing the Cover 1. Using a Phillips®-head screwdriver, loosen the four cover screws (see Figure 7-3). Cover Screws Cover Screws Figure 7-3. Removing the Cover Screws 2. Slide the cover back slightly to release the slip-clasp that holds the cover to the chassis frame (see Figure 7-4).
Adding a Voice Processing Card Adding a Voice Processing Card 1. Set the bank of eight DIP switches (switch S1) and the bank of four DIP switches (switch S2) on the card being installed as shown in Figure 7-5. Outside of the United States, some telephone networks provide a tone similar to the U.
Adding a Voice Processing Card 2. Remove the slot plate from the slot where the new voice processing card will be placed. Save the screw for use in Step 4. 3. Insert the voice processing card (see Figure 7-6) into the appropriate slot. Card 1 goes in Slot 1, Card 2 goes in Slot 2, and Card 3 goes in Slot 3.
Putting the System Unit Back Together Putting the System Unit Back Together 1. 2. 3. 4. 5. 6. 7. 8. 9. Replace the cover, first lowering it over the chassis and then sliding it forward to engage the slip-clasp (see Figure 7-4). Tighten the four cover screws (see Figure 7-3).
Putting the System Unit Back Together 10. 11. 12. Security Alert: Outcalling introduces the risk of toll fraud abuse. Outgoing Call Restriction, Allowed Lists, and Disallowed Lists can reduce the risk. Extensions connected to the mail system ports should be restricted as much as the needs of the business allow.
Mail System Planning A Contents ■ ■ ■ ■ ■ Introduction Planning Responsibilities When to Fill Out the Forms How to Fill Out the Forms Information for the Installer Form A: System Parameters.
Mail System Planning A Introduction This appendix contains the mail system Planning Forms and provides information about filling them out. The forms are used to record information that is necessary to program the mail system.
Planning Responsibilities Planning Responsibilities As part of the planning process for the mail system, the customer should identify a person in the company to act as System Administrator. The System Administrator is the person who is responsible for the mail system.
Planning Responsibilities Information for the Installer Because it is necessary to program Announcements and Submenus before the higher-level menu options that select them, the installer should reorder the forms as follows: A, B, C, D, E, F, K, J, I, H, G, L, M, N, O The installer should record all Announcements first.
Form A: System Parameters—Part 1 Description Form A: System Parameters—Part 1 Description 1 . 2 . 3 . System Language ( ✔ = Monolingual English) The mail system comes with recorded greetings and prompts in U.S. English, Canadian French, and Latin American Spanish.
Form A: System Parameters—Part 1 Description ■ For Multiple Automated Attendants, different VMS-AA Lines are answered by different Automated Attendants. Each Automated Attendant has its own Greeting, Menu Structure, and Schedule Controller setting.
Form B: Mailboxes Description Form B: Mailboxes Description The mail system comes with the following factory-set mailboxes. General Mailbox for Automated Attendant 1 Mailbox No. 9991 General Mailbox for Automated Attendant 2 Mailbox No. 9992 General Mailbox for Automated Attendant 3 Mailbox No.
Form B: Mailboxes Description ■ Mailbox Type identifies the function that the mailbox performs: — — — — A Call Answer Service mailbox provides message storage space. A caller who reaches a Call Answer Service mailbox hears a greeting; the caller can leave a message.
Form B: Mailboxes Description Instructions 5. Fill in a row of the table on Form B for each mailbox to be created, as follows: Description: Write the name of the person, group, location, or other descriptive label for the mailbox. Examples are Joe Jones, Billing Department, Conference Room 201, and New Product Bulletin Board.
Form B: Mailboxes Description e. Mailbox Name: The name is used to create a directory that callers and subscribers can access when they do not know the extension number. Write the first four letters of the name of the person associated with the mailbox.
Form C: System Parameters—Part 2 Description Form C: System Parameters—Part 2 Description 6. 7. 8. 9. Fax Extension and Fax Message Receiver Fax Extension is the destination to which fax calls answered by the Automated Attendant are transferred.
Form D: Schedule Description Form D: Schedule Description ■ ■ 10. 11. 12. 13. System Date and Time The installer must set the date and the time for the mail system.
Form E: Touch-Tone Gate Description Form E: Touch-Tone Gate Description 14. 15. 16. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies.
Form E: Touch-Tone Gate Description ■ In bilingual mode, both day and night greetings first must tell callers in the Secondary Language to press [ ★ ] [ 1 ] to hear prompts in the Secondary Language. Then the greetings must tell them in the Primary Language to press [ 1 ] if they are calling from a touch-tone telephone.
Form F: Voice Mail Greeting Description Form F: Voice Mail Greeting Description 17. Voice Mail Greeting Although the Voice Mail Greeting can be changed, it is recommended that the factory-set Voice Mail Greeting be used. The Voice Mail Greeting plays when subscribers call Voice Mail Service to get or send messages or administer their mailboxes.
Form G: Main Menu Prompt Description Form G: Main Menu Prompt Description Creating a Main Menu consists of multiple tasks. 18. 19. 20. ■ Form G must be used to write the Main Menu prompt. ■ Form H must be used to specify the Main Menu option definitions.
Form G: Main Menu Prompt Description ■ ■ ■ If desired, include an option for callers who send faxes from older-model fax machines that do not send the industry-standard fax (CNG) tone. Tell callers to wait for the fax machine to answer before pressing the Start button on their fax machine.
Form H: Main Menu Definition Description Form H: Main Menu Definition Description 21. 22. 23. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies.
Form H: Main Menu Definition Description 24. 25. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies.
Form I: Submenu Prompt Description Form I: Submenu Prompt Description 26. 27. 28. A Submenu provides callers with additional options when there are more options than can fit on the Day or Night Main Menu. A Submenu can be invoked from an option on a Day Main Menu, a Night Main Menu, or another Submenu.
Form J: Submenu Definition Description Form J: Submenu Definition Description 29. 30. 31. Submenu Number The number for a Submenu that is invoked from a Main Menu is specified on Form H. The number for a Submenu that is invoked from another Submenu is specified on Form J.
Form K: Announcement Description Form K: Announcement Description 32. 33. 34. An Announcement provides up to two minutes of frequently requested information, such as directions and hours of operation.
Form L: Group List Description Form L: Group List Description 35. 36. 37. If there are groups of subscribers who frequently need to be sent the same message, Group Lists can be created.
Form M: Line Ownership Description Form M: Line Ownership Description ■ ■ 38. Complete this form only if VMS-Mail Lines specified on communications system Planning Form A are to be assigned coverage using Group Call Distribution (#206) Setting 3.
Form N: System Security Description Form N: System Security Description ■ ■ 39. 40. There are two programmable system security features that are designed to maintain the confidentiality of subscribers’ messages, ensure the integrity of the mail system, and protect the communications system against toll fraud abuse.
Form O: Security Checklist Description Form O: Security Checklist Description Form O is a security checklist. It should be completed as the last step of mail system planning to ensure that all available security features have been implemented. NOTE for Item 12: Extension(s) used for Outcalling are as follows: If the system has.
Customer Name: Contact Name: Phone: PARTNER MAIL Voice Messaging System Release 3.0 Form A: System Parameters—Part 1 PAGE 1 of 1 Instructions: ✔ indicates the factory setting. To indicate your selection, check the box or the line provided. Numbers in brackets and Programming Path are for the installer.
PARTNER MAIL Voice Messaging System Release 3.0 Form B: Mailboxes PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional mailboxes. For information about mailboxes, see “Form B: Mailboxes Description.” Programming Path is for the installer.
PARTNER MAIL Voice Messaging System Release 3.0 Form C: System Parameters—Part 2 PAGE 1 of 1 Instructions: ✔ indicates the factory setting. To indicate your selection, write the information on the lines provided. Programming Path is for the installer.
PARTNER MAIL Voice Messaging System Release 3.0 Form D: Schedule PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Automated Attendants. ✔ indicates the factory setting. To indicate your selection for Items 11 and 12, check the box provided.
PARTNER MAIL Voice Messaging System Release 3.0 Form E: Touch-Tone Gate PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Automated Attendants. ✔ indicates the factory setting. To indicate your selection for Items 13 and 14, check the box provided.
PARTNER MAIL Voice Messaging System Release 3.0 Form F: Voice Mail Greeting PAGE 1 of 1 Instructions: Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form F: Voice Mail Greeting Description.” 17.
PARTNER MAIL Voice Messaging System Release 3.0 Form G: Main Menu Prompt 1 of 1 PAGE Instructions: If necessary, make copies of this form for additional Main Menus. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form.
PARTNER MAIL Voice Messaging System Release 3.0 Form H: Main Menu Definition PAGE 1 of 2 Instructions: If necessary, make copies of this form for additional Main Menus. ✔ indicates the factory setting. Numbers in brackets and Programming Path are for the installer.
PARTNER MAIL Voice Messaging System Release 3.0 Form H: Main Menu Definition PAGE 2 of 2 Instructions: If necessary, make copies of this form for additional Main Menus. ✔ indicates the factory setting. Numbers in brackets and Programming Path are for the installer.
PARTNER MAIL Voice Messaging System Release 3.0 Form I: Submenu Prompt PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Submenus. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form I: Submenu Prompt Description.
PARTNER MAIL Voice Messaging System Release 3.0 Form J: Submenu Definition PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Submenus. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form J: Submenu Definition Description.
PARTNER MAIL Voice Messaging System Release 3.0 Form K: Announcement PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Announcements. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form K: Announcement Description.
PARTNER MAIL Voice Messaging System Release 3.0 Form L: Group List PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional mailboxes or additional Group Lists. Programming Path is for the installer. Ignore when filling out the form.
PARTNER MAIL Voice Messaging System Release 3.0 Form M: Line Ownership PAGE 1 of 1 Instructions: Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form M: Line Ownership Description.” 38. Line Ownership Line No.
PARTNER MAIL Voice Messaging System Release 3.0 Form N: System Security PAGE 1 of 1 Instructions: ✔ indicates the factory setting. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form N: System Security Description.
PARTNER MAIL Voice Messaging System Release 3.0 Form O: Security Checklist PAGE 1 of 1 Instructions: To complete this security checklist, for each item, check the Yes column if the item is done or the No column if the item is not done. For more information, see “Form O: Security Checklist Description.
Communications System Planning B Contents Introduction Form A: System Configuration, Page 1 Form A: Page 1 Description Form A: System Configuration, Page 2 Form A: Page 2 Description Form B1: System E.
Communications System Planning B Introduction This appendix provides information about the communications system planning forms. It describes the features that interact with the mail system. It is for reference purposes only. Forms shown are from the System Planner for Release 4.
Form A: System Configuration, Page 1 13 14 Form A: System Configuration, Page 1 Form A: System Configuration 1 of 3 PAGE Required for PARTNER II System and PARTNER Plus System.
Form A: System Configuration, Page 1 VMS Hunt Delay (#506) determines whether Automated Attendant Service answers calls immediately (on the second ring) or after a delay (after the fourth ring). The VMS Hunt Delay setting is specified on Form A Page 2.
Form A: System Configuration, Page 1 The following table summarizes the interactions between the VMS Cover button and the Do Not Disturb button. Do Not Disturb ON Do Not Disturb OFF VMS Cover ON Calls sent to Automated Calls sent to Attendant immediately.
Form A: System Configuration, Page 2 Form A: System Configuration, Page 2 Form A: System Configuration PAGE 2 of 3 Required for PARTNER II System and PARTNER Plus System. For additional instructions, see page 3. VMS-AA: If VMS-AA is checked, specify the following: 9.
Form A: System Configuration, Page 2 VMS Cover Rings (#117) ( ✔ = 3) Release 4.0 and later communications systems ONLY The number of times that calls ring (1-9) before they are routed to the mail system’s Call Answer Service is identified in this field.
Form B1: System Extensions 16 22 Form B1: System Extensions Form B1: System Extensions 1 of 4 PAGE Required for PARTNER II System and PARTNER Plus System.
Form B1: System Extensions PARTNER MAIL For PARTNER II Release 3 systems, this column heading is VMS. The extensions to which the mail system unit is to be connected are identified in this column. Two extensions should be checked for a two-port mail system, 4 extensions for a four-port mail system, or 6 extensions for a six-port mail system.
Form B2: Customized Extension Settings Form B2: Customized Extension Settings Form B2: Customized Extension Settings PAGE 1 of 2 Required if you want to change extension settings from defaults for PARTNER II System and PARTNER Plus System. For additional instructions, see pages 6 and 7.
Form B2: Customized Extension Settings Automatic VMS Cover (#310) ( ✔ = Not Assigned) There should be an “A” (Assigned) in this column for each extension for which unanswered calls are to be sent automatically to the mailbox associated with that extension.
Form B2: Customized Extension Settings Disallowed List Assignment (#405) If the mail system permits Outcalling, this column can identify the Disallowed Phone Number List that is to be assigned to the .
Form C: Phone Form C: Phone Form C1: PARTNER-34D Phone PAGE 1 of 8 Make as many copies as you need. Use template and/or checklist. For additional instructions, see page 8.
Form C: Phone On communications systems Release 4.0 or later, if Do Not Disturb is on at the same time as Automatic VMS Cover (#310) is Active or VMS Cover is on, intercom, transferred, and outside calls on lines identified using Line Coverage Extension (#208) do not alert at the extension; they go to the extension’s mailbox.
Form D: Number Lists Form D: Number Lists Form D: Number Lists PAGE 1 of 2 Required if Form B1 identifies External Hotlines, or if Form B2 identifies Disallowed or Allowed List Assignments.
Form D: Number Lists It is recommended that List 4 be used for Outcalling restrictions. Using Disallowed List Assignment (#405) (see Form B2), the List should be assigned to the extensions that are co.
Mail System Factory Settings C Contents Introduction Factory Settings Default Greetings Automated Attendant Touch-Tone Gate Greeting Touch-Tone Gate On—Monolingual Touch-Tone Gate On—Bilingual Tem.
Mail System Factory Settings C Introduction This appendix contains: ■ ■ A table of features showing the factory setting and valid entries. A table of mail system capacities. ■ Factory Settings Default greetings and menus. The table below shows the factory settings and valid entries for system feature options.
Mail System Factory Settings Feature Factory Setting Valid Entries System Parameters (continued) Fax Message Receiver—AA1 None Any Call Answer Service Mailbox Fax Message Receiver—AA2 None Any Cal.
Mail System Factory Settings Feature Factory Setting Valid Entries Automated Attendant Service Main Menu Selector Codes 1–5 Action 5—Direct [ 1 ] Selector Code Transfer Extension Transfer [ 2 ] Pl.
Mail System Factory Settings Feature Factory Setting Valid Entries Line Ownership None Any valid mailbox Security System Minimum Password Length 6 digits 0-15 digits ( > 6 digits strongly recommend.
Mail System Factory Settings Table D-2. Mail System Capacities Mail Setting Value Automated Attendant Service Number of Automated Attendants 3 maximum Submenu Numbers 1–99 Announcement Length 2 minu.
Mail System Default Greetings Default Greetings The greetings that are heard depend on whether the system is in monolingual or bilingual mode, what languages are used, and whether the Touch-Tone Gate is On or Off.
Mail System Default Greetings Touch-Tone Gate On—Bilingual English Primary/French Secondary Welcome to PARTNER MAIL PARTNER MAIL vous souhaite la bienvenue. Pour le français, appuyez sur l’étoile suivit du un maintenant. Si vous n’appelez pas d’un appareil téléphonique touch-tone, veuillez patienter.
Mail System Default Greetings Temporary Closure Greetings Touch-Tone Gate Off—Monolingual English Welcome to PARTNER MAIL. Our business is temporarily closed. French PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sent temporairement fermés. Spanish Bienvenido a PARTNER MAIL Nuestra empresa está cerrada temporalmente.
Mail System Default Greetings Touch-Tone Gate Off—Bilingual English Primary/French Secondary Welcome to PARTNER MAIL. Our business is temporarily closed. PARTNER MAIL vous souhaite la bienvenue. Nos bureaux sont temporairement fermés. English Primary/Spanish Secondary Welcome to PARTNER MAIL.
Mail System Default Greetings French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue. Welcome to PARTNER MAIL. Our business is temporarily closed. For English, press star one now. If you are not calling from a touch-tone phone, please wait for assistance.
Mail System Default Greetings Personal Mailbox Greetings Bilingual English/French Your call is being answered by PARTNER MAIL. Pour le français, appuyez sur l’étoile suivit du un. [name or mailbox number] is not available. After recording, either hang up or press one for more options.
Mail System Default Menus General Mailbox Greetings English Default Mailbox Name: General Mailbox English Default Greeting: At the tone, please record your name, your telephone number, the name of the person you are trying to reach, and a brief message.
Mail System Default Menus Day/Night Main Menu The Day/Night Main Menus offer callers choices on how their calls should be handled. Touch-Tone Gate On—Monolingual and Bilingual English Day/Night Menu Please enter the extension number of the person you wish to reach.
Mail System Default Menus Touch-Tone Gate Off—Bilingual English Primary/French Secondary–English Day/Night Menu Welcome to PARTNER MAIL. PARTNER MAIL vous souhaite la bienvenue. Pour le français, appuyez sur l’étoile suivit du un maintenant. Si vous n’appelez pas d’un appareil téléphonique touch-tone, veuillez patienter.
Letter Key and Class of Service Table D Contents Letter Key Class of Service Table D-1 D-2 Letter Key and Class of Service Table D-i.
Letter Key and Class of Service Table D Letter Key Table D-1 should be used to convert letters of the alphabet into numbers. The numbers must be used to program names for the mail system Directory.
Class of Service Table Class of Service Table Table D-2 summarizes the Classes of Service of mailboxes. Table D-2. Class of Service Mailbox Message Greeting Transfer Mailbox Outcalling COS Storage Len.
Glossary A Announcement An informative message that provides frequently requested information. It is recorded by the System Administrator and plays to callers who select it from an Automated Attendant’s Main Menu or Submenu. Automated Attendant mailbox A mailbox with Class of Service 15–17 or 21–23 that provides Automated Attendant Service.
Glossary D Delayed Call Handling Mode in which the communications system receptionist (or other extensions) is the principal handler for incoming (external) calls. The mail system serves as backup. Dial plan The extension assignments possible in the communications system.
Glossary Group Mailbox Owner The System Administrator can assign an Owner for each Group Mailbox that is a Call Answer Service mailbox. The message light on the Group Mailbox Owner’s telephone is turned on whenever a message is deposited in the Group Mailbox.
Glossary Outcalling list The programmed numbers that the mail system dials when Outcalling is On and a new message is received in the subscriber’s mailbox.
Glossary System Administrator The person who updates and maintains the mail system to meet the company’s requirements. System Administration Password A password used to access the menus needed to update and maintain the mail system. System Language See Primary language and Secondary language.
Index A About This Book how to use, vi purpose, v safety labels, vii terms used, v typographical conventions used, vi Allowed List Assignments, 4-7, 5-123 Allowed Phone Number Lists, 4-7, 5-123 Announ.
Index Class of Service, 5-83, 5-89 creating, 5-18, 5-92 deleting, 5-94 description 1-7, 5-86 Dial 0 Destination, 5-15 password, 5-16, 5-130 transfer type Not Permitted, 5-85 message deleting, 5-19 exa.
Index Auto Dial button, 5-90 Automatic Extension Privacy, 3-5, 4-4 Automatic VMS Cover, 1-8, 4-9, 5-39, 5-89, 5-90 Calling Group Extensions, 5-68, 5-89 Disallowed List Assignments, 5-123 Disallowed Ph.
Index Using the Directory to Address a Message, 5-37 Using the Directory to Reach a Subscriber, 5-37 Disallowed List Assignments, 5-123 Disallowed Phone Number Lists, 5-123 Do Not Disturb, 4-10, 5-89,.
Index wait for, not necessary to, 1-15 Greetings cut off, troubleshooting, 6-10 factory setting for Temporary Closure Greeting, C-8 Touch-Tone Gate Greeting, C-6 Voice Mail Greeting, C-10 personal, 5-.
Index Hunt Group busy, definition of, 5-67, 5-87 numbers available, 5-67 Hunt Group 7, the VMS Hunt Group, 3-2 Hunt Group Extensions, programming, 3-2, 5-68, 5-89 I Immediate Answer, testing, 6-2 Immediate Call Handling illustration, 1-6 programming, 1-5 Initial mail system programming.
Index Line Ringing, setting for Fax Extension, 5-38 Remote Maintenance Device, for, 3-4 Line Assignments adding lines, 5-74 communications system, related features, 5-74 description, 5-73 mail system,.
Index number recommended, 5-89 port availability, 5-89 required, 5-89 total number possible, 5-89 total Transfer-Only possible, 5-89 creating by system, 5-83 by System Administrator, 5-83 description, 5-83 Directory, using.
Index menu prompt maximum length, 5-99 Night Main Menu, 5-99 overview, 5-98 Planning Form G, using, 5-104, 5-107, A-15 Planning Form H, using, 5-107, A-17 Planning Form I, using, 5-9, A-19 programming.
Index cycles, 5-123 default setting, 5-87 delayed, troubleshooting, 6-14 description, 5-87, 5-120 factors that end, 5-121 factory setting, 5-87 impact on system, 6-12 list, 5-121 mail system size reco.
Index Personal Identification Number (PIN) Outcalling pager, for, 5-122 Personal Mailbox Administration description, 5-134 factory-set greetings, 5-134, C-6, C-10 mail system, related features, 5-136 .
Index Play an Announcement (Selector Code Action 3), 5-101, 5-156 Programming Quick Reference, 3-9 Programming, initial (required). See also Initial mail system programming communications system, prog.
Index overview, 5-146 Planning Form D, using, 5-146, 5-148, A-11 programming Setting the Schedule Controller, 5-148 setting options Follow the Business Schedule, 5-146 Follow the Switch mode, 5-146 ov.
Index Planning Form I, mail system, updating, 5-157 Planning Form J, mail system, updating, 5-157 Planning Form J, using, 5-9, A-20 playing, 5-158 programming Creating a Submenu, 5-159 Deleting a Subm.
Index System Greetings. See Greetings (System) System Language. See Language troubleshooting, 6-17 System operation, verifying Automated Attendant Service Day Main Menu, 6-3 Fax Machines, 6-4 Immediat.
Index troubleshooting, 6-8 Transfer permission description, 5-85 types Not Permitted, 5-85 Permitted, 5-85 Transfer problems, troubleshooting, 6-7 Transfer Return Extensions, programming, 3-3 Transfer.
Nota: Las opciones en los cuadros en guiones están disponibles únicamente sistema está configurado para funcionamiento de varias operadoras automáticas.
Remarque: Les options ligurant dans les boîtes en pointillé ne sont disponibles que si le systéme a été configuré pour l’opération standardiste automatisée multiple.
Note: Options in dashed boxes are available only if system is set up for Multiple Automated Attendant Operation. The Line Assignments option is available only if the system is programmed for Multiple Automated Attendant operation and Automated Attendant 2 or 3 is chosen.
Note: Options in dashed boxes are available only if system is set up Automated Attendant Operation. The Line Assignments option only if the system is programmed for Multiple Automated Atte operation and Automated Attendant 2 or 3 is chosen.
AT&T 585-322-516 Comcode 107747503 Issue 1 June 1996 Graphics © AT&T 1988.
Un point important après l'achat de l'appareil (ou même avant l'achat) est de lire le manuel d'utilisation. Nous devons le faire pour quelques raisons simples:
Si vous n'avez pas encore acheté AT&T 3 c'est un bon moment pour vous familiariser avec les données de base sur le produit. Consulter d'abord les pages initiales du manuel d'utilisation, que vous trouverez ci-dessus. Vous devriez y trouver les données techniques les plus importants du AT&T 3 - de cette manière, vous pouvez vérifier si l'équipement répond à vos besoins. Explorant les pages suivantes du manuel d'utilisation AT&T 3, vous apprendrez toutes les caractéristiques du produit et des informations sur son fonctionnement. Les informations sur le AT&T 3 va certainement vous aider à prendre une décision concernant l'achat.
Dans une situation où vous avez déjà le AT&T 3, mais vous avez pas encore lu le manuel d'utilisation, vous devez le faire pour les raisons décrites ci-dessus,. Vous saurez alors si vous avez correctement utilisé les fonctions disponibles, et si vous avez commis des erreurs qui peuvent réduire la durée de vie du AT&T 3.
Cependant, l'un des rôles les plus importants pour l'utilisateur joués par les manuels d'utilisateur est d'aider à résoudre les problèmes concernant le AT&T 3. Presque toujours, vous y trouverez Troubleshooting, soit les pannes et les défaillances les plus fréquentes de l'apparei AT&T 3 ainsi que les instructions sur la façon de les résoudre. Même si vous ne parvenez pas à résoudre le problème, le manuel d‘utilisation va vous montrer le chemin d'une nouvelle procédure – le contact avec le centre de service à la clientèle ou le service le plus proche.
