3COM NBX 2102, NBX 1102, NBX 2101, NBX 1105 User Manual

®

NBX

Telephones

■ NBX 1102 Business Tel e phone

■ NBX 2102 Business Tel e phone

■ NBX 2102-IR Business Telephone

■ NBX 2101 Basic Telepho ne

Attendant Consoles

■ NBX 1105 Attendant Console

■ NBX Complement Attendant Software

Telephone Guide

http://www.3com.com/

Part No. 900-0079-01
Published: 09-2001

3Com Corporation
5400 Bayfront Plaza
Santa Clara, California
95052-8145

Copyright © 2001, 3Com Corporation. All rights reserved. No part of this documentation may be reproduced
in any form or by any means or used to make any derivative work (such as translation, transformation, or
adaptation) without written permission from 3Com Corporation.

3Com Corporation reserves the right to revise this documentation and to make changes in content from time
to time without obligation on the part of 3Com Corporation to provide notification of such revision or change.

3Com Corporation provides this documentation without warranty, term, or condition of any kind, either
implied or expressed, incl uding, but not limited to, the implied warranties, terms, or conditions of
merchantability, satisfactory quality , and fitness for a particular purpose. 3Com may make improvements or
changes in the product(s) and/or the program(s) described in this documentation at any time.

If there is any software on removable media described in this documentation, it is furnished under a license
agreement included with the product as a separate document, in the hardcopy documentation, or on the
removable media in a directory file named LICENSE.TXT or !LICENSE.TXT. If you are unable to locate a copy,
please contact 3Com and a copy will be provided to you.

UNITED STATES GOVERNMENT LEGEND

If you are a United States government agency, then this documentation and the software described herein are
provided to you subject to the following:

All technical data and computer software are commercial in nature and developed solely at private expense.
Software is delivered as “Commercial Computer Software” as defined in DFARS 252.227-7014 (June 1995) or
as a “commercial item” as defined in FAR 2.101(a) and as such is provided with only such rights as are
provided in 3Com’ s standard commercial licen se for the Software. Technical data is provided with limited rights
only as provided in DFAR 252.227-7015 (Nov 1995) or FAR 52.227-14 (June 1987), whichever is applicable.
You agree not to remove or deface any portion of any legend provided on any licensed program or
documentation contained in, or delivered to you in conjunction with, this guide.

3Com, NBX, and SuperStack are registered trademarks of 3Com Corporation. The 3Com logo, NetSet, and
pcXset are trademarks of 3Com Corporation.

Adobe and Acrobat Exchange are trademarks and Adobe Acrobat is a registered trademark of Adobe Systems
Incorporated. Microsoft, Windows, Windows NT, and the Internet Explorer logo are registered trademarks of
Microsoft Corporation. Netscape Navigator is a registered trademark of Netscape Communications. Palm is a
trademark of Palm Computing Corporation.

All other company and product names may be trademarks of the respective companies with which they are
associated.

CONTENTS

ABOUT THIS GUIDE

Conventions 8
Documentation 9

1 GETTING STARTED

Setting Up Your Voice Mail 12
The NetSet Utility 13
Quick Reference Sheet 15

2 NBX BUSINESS TELEPHONES

Telephone Buttons and Controls 18
Status Lights on the NBX Business Telephone 20
Programmable Access Buttons 21

3 NBX BASIC TELEPHONE

Telephone Buttons and Controls 24
Status Icons on the NBX Basic Telephone 25
Programmable Access Buttons 26

4 VOICE MAIL

Changing Your Password 28
Listening to Messages 29
Replying to a Message 31
Forwarding a Message 32
Creating and Sending a Message 33
Creating Personal Voice Mail Lists 34
Forwarding Calls Directly to Your Voice Mailbox 35
Accessing Voice Mail Messages Through E-mail 36

Greeting-Only Mailbox 36
Phantom Mailbox 37
Group Mailbox 37

5 STANDARD FEATURES

Setting the Volume 40
Dialing a Call 40

Calling Inside Your Organization 40
Dialing an External Call 42

Redialing a Call 42
Answering a Call 42
Creating Your Call Forward Path 43
Placing a Call on Hold 44
Transferring a Call 44
Establishing a Conference Call 46

6 PERSONALIZING YOUR TELEPHONE

Label Makers for Telephones 50
Ringer Tone 50
Speed Dials 51
Off-Site Notification 54
Do Not Disturb 55
Preventing Unauthorized Use of Your Telephone 56

Telephone Locking 56

Call Permissions 56
Class of Service Override 57
Palm Integration 57
Using a Headset 58

7 GETTING MORE FROM YOUR TELEPHONE SYSTEM

Account (Billing) Codes 62
Caller ID 62

Internal and External Caller ID 62

Calling Line Identity Restriction (CLIR) 62
Call Pickup 63
Hunt Groups and Calling Groups 65
Call Park 68
Paging 69
Dialing a Call to a Remote Office 71
Bridged Extensions 72
Delayed Ringing 73
Pulse Dialing 73

8 ATTENDANT CONSOLES

NBX 1105 Attendant Console 76
Complement Attendant Software 78

9 TELEPHO NE INSTALLATION, MAINTENANCE, AND

T

ROUBLESHOOTING

Connecting the Telephone 82
Moving Your Telephone 85
Swapping Telephones 85
Cleaning Your Telephone 85
Troubleshooting Possible Problems 85

A FEATURE CODES AND PAGING CODES

Feature Codes for General Use 89
Feature Codes for Outbound Calls 90
Feature Codes for Incoming Calls 91
Paging Codes 92

INDEX

ABOUT THIS GUIDE

This guide is inte nded for anyone using NBX Telephones, the NBX 1105
Attendant Console, or the NBX Complement Attendant Software. It
includes information about using the NBX Voice Mail system and the
NBX NetSet

If the information in the release notes (readme.pdf) on the Resource Pack
CD differs from the information in this guide, follow the instructions in

the release notes.

™

administration utility.

How to Use
This Guide

Table 1 shows where to look for specific information in this guide.

Table 1 Where to Find Information

If you are looking for Turn to

How to get started Chapter 1
A description of the NBX Business Telephones, their buttons,

and controls
A description of the NBX Basic Telephone, its buttons, and

controls
Information about NBX Voice Mail features Chapter 4
Information about using standard telephone features Chapter 5
Information about personalizing your telephone Chapter 6
A description of enhanced syste m fea ture s Chapter 7
A description of the Attendant Console and the Complement

Attendant Software
Telephone maintenance and troubleshooting information Chapter 9
Feature codes and paging codes Appendix A
References to all topics in this book Index

Chapter 2

Chapter 3

Chapter 8

8 ABOUT THIS GUIDE

Commonly Used

Table 2 defines some commonly used words and phrases in this guide.

Terms

Table 2 Commonly Used Terms

Administrator The person who is responsible for maintaining your

3Com Networked Telephony Solution.

Receptionist In this guide, “receptionist” refers to the person who

User In this guide, “user” refers to a person who has a single

NBX 25 The NBX 25 Communications System
NBX 100 The NBX 100 Communications System
SuperStack 3 NBX The 3Com SuperStack 3 NBX Networked Telephony

answers the majority of the incoming telephone calls for
an organization. In some office environments, this
person may be a switchboard operator.

telephone. The telephone may be an NBX Business
Telephone or an NBX Basic Telephone.

Solution

The examples of the NetSet uti lity in this guide show the screens as they
appear on the SuperStack 3 NBX system. Unless otherwise indicated, the
features also apply to the NBX 100 and NBX 25 systems.

Conventions Table 3 and Table 4 list conventions that are used throughout this guide.

Table 3 Icons

Icon Type Description

Information note Information that describes importa nt feat ures

Caution Information that alerts you to po tential loss o f

Warning Information that alerts you to potential

or instructions.

data or potential damage to an application,
system, device, or network.

personal injury.

Documentation 9

Table 4 Text Conventions

Convention Description

Screen display This typeface represents information as it appears on the

display panel or on a computer screen.

The words “enter”
and ”type“

When you see the word ”enter” in this guide, you must
type something, and press Return or Enter. Do not press
Return or Enter when an instruction simply says ”type.“

Words in italics Italics are used to:

■ Emphasize a point.

■ Denote a new term at the place where it is defined in

the text.

■ Identify names of documents, software applications,

and CDs.

Words in bold The bold font is us ed to identify fe atures, menu names

and commands, so ftware butt on names, and bu ttons that
you press or dial on the telephone. For example:

■ From the Help menu, select Contents.

■ Click OK.

■ Press Feature button and 444.

Documentation The documentation for 3Com NBX Networked Telephony Solutions is

designed to help NBX phone users, installers, and administrators
maximize the full po te nt ia l of the s yst em .

Format The NBX books are available in these formats:

■ Paper documents

One copy of the NBX Installation Guide is shipped with each NBX Call

Processor. To order a set of paper copies of the NBX Administrato r’s

Guide, NBX Installation Guide, and NBX Telephone Guide, contact

your 3Com authorized reseller.

■ CD-ROM

The Resource Pack CD for each NBX product contains online vers i on s

of the paper documents, additional documentation, system software

and the related Help files, and some addition al 3Com applications.

■ NetSet Utility

When you log in to the NetSet utility as a user, you can view the

NBX Telephone Guide by clicking the phone guide icon at the bottom

10 ABOUT THIS GUIDE

of your screen. When you log in as an administrator, you can also see
the NBX Administrator’s Guide.

Comments on the

Documentation

Your suggestions are important to us. They help us to make our
documentation more useful to you.

Send e-mail comment s about this guide or any of the 3Com NBX
documentation and Help systems to:

[e-mail]

Include the following information with your comments:

■ Document title

■ Document part number (found on the front or back page of ea ch

document)

■ Page number

Example:

NBX Telephone Guide

Part Number 900-XXXX-XX
Page 25

1

GETTING STARTED

The first time that you use you r NBX telephone, you are prompted to set
up your voice mailbox.

After you have initialized your mailbox and password, you may want to
browse through the NetSet utility, which is described late r in this chapter.

This chapter covers these topics:

■ Setting Up Your Voice Mail

■ The NetSet Utility

■ Quick Reference Sheet

12 GETTING STARTED

Setting Up Your Voice Ma il

Pick up the handset on your telephone and follow the voice prompts to
set up these voice mail features:

■ Your Passwo rd — When your telephone is first installed, your voice

mailbox has no passwo rd. To prevent anyone else from listening to
your messages, you must set a password.

■ Your Name Announcement — Your name announ cement iden tifi es

your mailbox to callers who use the internal telephone directory.

■ Your Persona l Greeting — Your personal greeting is heard by all

callers when they r each your voice mail. Change your greet ing as
often as necessary to let callers know that you are away from your
desk for an extended period of time, to say that you are on vacation,
and so on.

To set up voice mail:

1 Pick up the handset and press MSG (Message) button. You are prompted

to enter a personal password.

2 Enter a 4-digit t o 10-digit password, and press #.
3 Press 1 to save the password or 2 to change the password. You are

prompted to record your name announcement.

4 Speak your name and extension number clearly into the handset’s

receiver, and press #.

Example: John Smith, extension 200.

5 Press 1 to save your name announcement or press 2 to re-record your

name announcement. You are prompted to record your greeting.

6 Record your greeting after the tone, and press #.

Example: Hello, you have reached __________(name)___________
of ___________(organization)__________ at ___(extension)____.
I am unavailable to take your call at the moment.

Please leave your name, number, and a brief message after the
tone, and I will return your call as soon as possible.

7 Press 1 to save your greetin g or 2 to re-record your greeting. The voice

prompt verifies that you have set up your voice mail success fully:

Your account is active and ready to receive messages.

See Chapter 4 for information about changing your password and for
details about voice mail featu res.

The NetSet Ut ility 13

The NetSet Utility Using the NetSet utility, which is part of the NBX system software, your

administrator manages and configures system-wide telephone settings
along with many of your pe rsonal telephone settings and permissions.

As a telephone user, you can use the NetSet utility to:

■ View and change your teleph one’s personal settings, such as speed

dials, ringer tone, and where you want your calls to go when you

cannot answer them (the call forwarding path).

■ View the internal user directory to find the extensions of other users

on your system.
To use the NetSet utility, you need a computer connected to your local

area network (LAN) and a web browser, but you do not need Internet
access.

The following brows ers provi d e the be st int erf ac e :

■ Microsoft Internet Explorer version 4.0 or later

■ Netscape Navigator version 4.x or 5.x

Starting the

NetSet Utility

The examples of the NetSet uti lity in this guide show the screens as they
appear on the SuperStack 3 NBX system. Unless otherwise indicated, the
features also apply to the NBX 100 and NBX 25 systems.

To start the NetSet utility:

1 Ask your administrator for t he IP (web) address for your NBX system.
2 In the web browser on your computer, enter the IP address in the

Address or Location field. The login screen appears.

3 On the Login screen, click User to log in as a user. The password dialog

box appears. See Figure 1

.

14 GETTING STARTED

Figure 1 NBX NetSet Login Screen with Password Dialog Box

4 Type your user name, which is always your 3-digit or 4-digit telep hone

extension.

NetSet Utility

Navigation Buttons

5 Type your voice mail password, and click OK.
6 The Personal Settings window appears and displays the User

Information tab.

The NetSet password is the same password that you use for accessing
your voice mail. You can change your password using your telephone or
in the NetSet utility.

The buttons at the lower right of the Personal Settings window allow
you or your administrator to navigate to the following features:

Action Description Icon

Back The main NetSet login dialog box

Help Online Help for personal settings

Quick Reference Sheet 15

The shortcut icons on the l ower le ft o f the browser screen link you to the
following features of the Personal Settings window:

One-touch Speed Dials

Off-Site Notification

Telephone Guide
online

Quick Reference Sheet

To open and print a copy of the Quick Reference Sheet for voice mail
features and for your NBX Telephone:

1 Log in to the NetSet utility.
2 Click Telephone Quick Refe rence.

You need to have Adobe Acrobat Reader 3.0 or 4.0 installed on your
computer to use t he tem p la t e . Adobe Acrobat Reader is available free of
charge on the NBX Resource Pack CD.

16 GETTING STARTED

2

NBX BUSINESS TELEPHONES

You can manage some of the features of your telephone on the
telephone itself.

This chapter describes the buttons, controls, and features on the
following telephones:

■ NBX 1102 Business Telephone

■ NBX 2102 Business Telephone

■ NBX 2102-IR Business Telephone

Unless otherwise noted, the features discussed in this chapter apply to all
NBX Business Telephones and to the SuperS tack 3 NBX, NBX 100, and
NBX 25 Networked Telephony Solutions.

For a description of the features on the NBX Basic Telephone, see

Chapter 3

.

18 CHAPTER 2: NBX BUSINESS TELEPHONES

Telephone Buttons and Controls

Figure 2 shows buttons and controls on the N BX Business Telephone.

Figure 2 NBX Business Telephone (Model 2102-IR Shown)

1

4

352678

9

10 a–f

20

11
12

13
14
15

16

19

17

18

The NBX Business Telephones have these features:

1 Handset
2 MSG (Message) button — Accesses your voice mail messages through

the Voice Mail System. See “Listening to Messages”

in Chapter 4.

3 Display panel — Provides telephone status messages, Caller ID

information (if enabled), and the number of messages that you have in
your voice mail mailbox. You can also use it to view the director y of
people’s names in your company.

4 Forward to Voice Mail button — Directs al l incoming call s to your voice

mail after one ring. See “Forwarding a Mess age”

in Chapter 4.

Telephone Buttons and Controls 19

5 Soft buttons —Allow you to select nam es from the inter n a l user

directory. “Calling Inside Your Organization”

in Chapter 5. The buttons,

from left to right, are:

■ Slct (Select)

■ Back (reserved for future use)

■ Exit

6 Telephone key pad
7 Scroll buttons — Allow you to scroll t hrough user names in the in ternal

user directory. See “Calling Inside Your Organization”

in Chapter 5.

8 Program button — Reserved for future use.
9 Programmable Access buttons with indicator lights — See

“Programmable A ccess B utt ons”

and “Status Lights on t he NBX Bus ine ss

Telephone” later in this chapter.

10 Programmable Access buttons without indicator lights — See

“Programmable Access Buttons”

later in this chapter.

11 Hold button — Places a caller on hold. See “Placing a Call on Hold” in

Chapter 5

.

12 Microphone (located on the underside of the telephone) —

Activated when th e telephone is in speaker phone mode, that is, after
you press Speaker button or Hands Free button. For best results, keep
the area around the microphone free of obstructions.

13 Transfer button — Sends an incoming call to another telephone. See

“Transferring a Call”

in Chapter 5.

14 Conference button — Establishes a single call with up to three

additional internal parties, external parties, or both. See “Establishing a

Conference Call” in Chapter 5.

15 Redial button — Redials the last telephone number or extension that

you called. See “Redialing a Call”

in Chapter 5.

16 Speaker button — Enables you to use the speaker phone feature.

Press Speaker but ton before you dial the call, when your telephone is
ringing, or while a call is in progress. To turn the speaker phone off and
resume the conversation, pick up the handset.

17 Volume control buttons — Adjust the volume of the ringer, the

speaker, and the handset. See “Setting the Volume”

in Chapter 5.

20 CHAPTER 2: NBX BUSINESS TELEPHONES

18 Infrared Port (NBX 2102-IR Telephones only) — Receives infrared

signals from a handheld device running the Palm Operating System. See

“Palm Integration”

19 Mute button — Enables you prevent callers from hearing what you are

saying during a telephone call. Press Mute button to turn off the
telephone’s microphone when you are using handset or when your
telephone is in speaker phone mode. To deactivate the Mute feature,
press Mute button again.

20 Hands Free button — Allows you to answer internal (intercom) calls

without picking up the handset. To activate this feature, press
Hands Free button before calls come in to your telephone. The indicator
lights when the feat ure is enabled. When you receive an internal call,
your telephone sounds a tone and activates the speaker phone.

When the Hands Free ( intercom ) feature i s active, all inte rnal call s come in
to your telephone as intercom calls. External calls ring to your telephone
as usual.

in Chapter 6.

Status Lights on the NBX Business Telephone

The light for each Access button indicates the status of the button.

Table 5

Table 5 Status Indicator Lights

shows the light pattern that is associated with each line status.

Light Status

Off The line is avai lable for use.
Steady The line is in use.
Fast blink The line is ringing.
Slow blink The line is on hold.

If another call comes in while you on a call, your telephone rings once,
and the name and extension o f internal callers appear briefly in the
display panel. To retrieve the call while the line’s status light is still
flashing, place the first call on hold and press the Access button for the
second incoming call. For information about placing calls on hold, see

“Placing a Call on Hold”

in Chapter 5.

Programmable Access Buttons 21

Programmable Access Buttons

Figure 3 displays the 18 programmable Access buttons. The list below the

figure gives the default features. The One-touch Speed Dials screen in
the NetSet utility shows your telephone’s current button mappings. For
details, see “One-touch Speed Dials”

Figure 3 Access Buttons

1

7

in Chapter 6.

2

3

4

5
6

8

Access buttons 1 through 6 have these default settings, which can be
changed by your administrator:

1 Feature button — Allows you to access features that are not directly

assigned to an Access button on your t elephone. See Appendix A

for a

list of features and applicable codes.

2 Direct Mail Transfer butto n — Sends a call directly to another user’s

voice mailbox. See “Direct Mail Transfer”

in Chapter 5.

3 Call Park button — Allows you to place a call in a “holding pattern” so

it can be retrieved from any other telephone on the s y stem. See “Call

Park” in Chapter 7.

4Flash button — Similar to pressing the switch hook on your telephone,

this button activates certain features, such as Call Waiting, that may be
available from your local telephone company.

5 Unassigned — This button has no default assigned function.
6 Release button — Disconnects cal ls. This feature is commonly used

when you use a telephone headset. See “Using a Headset

” in Chapter 6.

7 Typically, these nine buttons are used for personal speed dial settings,

although the administrator can use them for system- wid e featu res. See

“Speed Dials”

in Chapter 6.

8 In most circumst ances, yo ur administ rator de signates these t hre e lines for

incoming and outgoing calls.

22 CHAPTER 2: NBX BUSINESS TELEPHONES

3

NBX BASIC TELEPHONE

You can manage many of the features of your telephone on the
telephone itself.

This chapter describes the buttons, contr ols, and f eatures t hat are sp ecific
to the NBX 2101 Basic Telephone.

Unless otherwise noted, the features discussed in this chapt er apply to
the SuperStack 3 NBX, NBX 100, and NBX 25 Networked Telephony
Solutions.

For a descriptio n of the features on the NBX Business Telephone, see

Chapter 2

.

24 CHAPTER 3: NBX BASIC TELEPHONE

Telephone Buttons and Controls

Figure 4 shows buttons and controls on the NBX Basic Telephone.

Figure 4 NBX Basic Telephone (Model 2101)

2

1

12

3

4
5

6

8

9

10

11

7

The NBX Basic Telephone has these features:

1 Handset
2 Display panel — Provides telephone status messages, Caller ID

information (if enabled), and the number of messages in your voice mail
mailbox. You can also use it to view the internal user directory.

When you are usi ng t wo tel ep hone l in es at th e same time , the t elep hon e
icons on the right side of the display indicate the statu s of the two lin e s.
See Table 6

for details.

3 Soft buttons — Allow you to select names from t he internal user

directory. “Calling Inside Yo ur Organization”

in Chapter 5. The buttons,

from left to right, are:

■ Slct (Select)

■ Back (reserved for future use)

■ Exit

Status Icons on the NBX Basic Telephone 25

4 Scroll buttons — Allow you to scroll t hrough user names in the in ternal

user directory. See “Calling Inside Your Organization”

in Chapter 5.

5 MSG (Message) button — Accesses your voice mail messages through

the Voice Mail System. See “Listening to Messages”

in Chapter 4.

6 Telephone key pad
7 Volume control buttons — Adjust the volume of the ringer and the

handset. See “Setting the Volume”

in Chapter 5.

8 Hold button — Places a caller on hold. See “Placing a Call on Hold” in

Chapter 5

.

9 Transfer button — (factory default setting) See “Programmable Access

Buttons” later in this chapter.

10 Call Toggle button — (factory default setting) See “Programmable

Access Buttons” later in this chapter.

11 Feature button — (factory default setting) See “Programmable Access

Buttons” later in this chapter.

12 Switch hook (under the handset)— Pressing the switch hook gives

you a dial tone. This feature is used with Call Park. See “Call Park”

Chapter 7

.

in

Status Icons on the NBX Basic Telephone

Your NBX Basic Telephone allows you to use two telephone lines at the
same time. On the display panel, the telephone icon next to

2 (Line 2) in dicate s the s tatu s of the li nes . Table 6 shows the icon patterns

1 (Line 1) or

that are associate d wit h each line status.

Table 6 Status Indicator Patterns

Icon Status

Steady The line is in use.
Fast blink The line is ringing.
Slow blink The line is on hold.

If another call comes in while you are on a call, you can pick up the
second call, or it will follow the Call Forward path that you have set in the
NetSet utility. See “Creating Your Call Forward P ath”

in Chapter 5 for call

forwarding details.

26 CHAPTER 3: NBX BASIC TELEPHONE

To pick up a second incoming call while you are using your telephone:

1 Press Call Toggle button.
2 Your first call is put on hold, and you are connected to the second call.

a The telephone icon next to the 1 on your display panel blinks slowly.
b The telephone icon next to the 2 on your display panel is steady.

To return to the first call:

1 Press Call Toggle button again.
2 Your second call is put on hold, and you are reconnected to the first call.

a The telephone icon next to the 1 on your display panel is steady.
b The telephone icon next to the 2 on your display panel blinks slowl y.

Programmable Access Buttons

The NBX Basic Telephone has three programmable Access buttons. The
factory default settings for these buttons are (from left to right):

■ Feature

■ Call Toggle

■ Transfer

Your administrator can program these buttons for commonly used
functions. However, changing the settings for Feature or Call Toggle
buttons reduces your ability to use some of the NBX system features. For
guidance with progr a mmable buttons, contact your administrator.

Feature

Press this butt on bef o r e y ou dia l a f eatu r e c ode . See Appendix A for a list
of feature codes.

Call Toggle

The Call Toggle button is avail a bl e only on the NBX Basic Telephone.
Using this button, you can man age two tel ephone calls at the same t ime.
See “Status Icons on the NBX Basic Telephone”

earlier in this chapter for

details.

Transfer

Press this button to transfer the current call to another extensi on or
telephone number. See “Tr ansferring a Call”

in Chapter 5 for details.

4

VOICE MAIL

A key component of the NBX Networked Telephony Solutions is the
NBX Messaging S y stem, which includes voice mail, of f-site notification,
and several administrati ve features.

V oice mail allows callers to leave voice messages in your voic e mailbox
when you are not ab le t o ans wer you r te le phone. You can listen to, save,
and forward those messages from any touch-tone telephone. In certain
circumstances, you can also be notified about your voice mail messages
through your e mail.

The NBX system provides several types of voice mailboxes. The most
common type of mailbox is a personal voice mailbox, which is asso ciated
with a specific telephone and a specific user. Other types of voice
mailboxes, which are described at the end of this chapter, include
greeting-only mailbox, phantom mailbox, and group mailbox .

You use the Off-Site Notification feature if you want the NBX system to
notify you when callers lea v e voice mail messages in your voice mailbox.
See “Off-Site Notification”

The steps for setting up personal, phantom, and greeting-only voice
mailboxes are the same. See “Setting Up Your Voice Mail
for details. Your administrator creates group mailboxes.

The default setting for maximum voice mail message length is 5 minutes.
Your administrator can con figure your organization’s NBX messaging
system to receive and store voice mail messages that are up to 10
minutes long.

If your system uses a messaging applicati on other than NBX Voice
Messaging (such as third-party messaging), use the documentation for
that messaging application instead of these instructi ons.

in Chapter 6.

” in Chapter 1

28 CHAPTER 4: VOICE MAIL

This chapter covers these topics:

■ Changing Your Password

■ Listening to Messages

■ Replying to a Message

■ Forwarding a Message

■ Creating and Sen ding a Messag e

■ Creating Personal Voice Mail Lists

■ Forwarding Calls Directly t o Your Voice Ma il bo x

■ Accessing Voi ce Mail Messages Through E-mail

■ Greeting-Only Mailbox

■ Phantom Mailbox

■ Group Mailbox

Changing Your Password

You use the same password to access you r voi ce ma il and to l og i n to the
NetSet utility. You can change this password from your telephone or
through the NetSet utility.

To change your password using the telephone:

1 Pick up the handset, and then press MSG button.
2 At the prompt, dial your password and press #.
3 Dial 9 for mailbox options.
4 Dial 2 to select Change Password.
5 Dial your new 4-digit to 10-digit passwor d and press #.
6 Dial 1 to save the new password, or dial 2 to change the password.

To change your password using the NetSet utility:

1 Log in to the NetSet utility.
2 Select NBX Messaging > Change Password.
3 Type your current password.

Do not use the * or # symbols as part of your password.

4 Type your new password, and then type it a second time to confirm.
5 Click Apply, and then click Close.

Security Tips ■ Never tell your password to anyone.

■ Do not use passwords t hat can easil y identif y you, such as your phone

extension, birth date, and so on.

■ Avoid simple passwords such as 1234, 0000, and so on.

■ Longer passwords are more secure.

■ Change your password often.

Listening to Messages 29

Listening to Messages

From Your NBX

Telephone

From Other Internal

NBX Telephones

You can listen to your voice mail messages from any touch-tone
telephone. After y ou listen to messages, you can save or delete them to
clear them from the ne w messa ges queue.

When you have messages in your mailbox:

■ On an NBX Business Telephone — The indicator next to MSG

button lights up, and the display panel shows the total number of

messages, for example:

■ On an NBX Basic Telephone — The display panel shows the total

number of messages, for example:

3Msgs2New.

3Msgs2New.

To listen to your messages:

1 Pick up the handset and press MSG button to access the mailbox.
2 At the prompt, dial your password and press #.
3 See Figure 5 for the list of codes that you use to manage your messages.

To listen to your mes sages from any NBX telephone within your NBX
system:

1 Pick up the handset and press MSG button.
2 Press * and dial your e x tension. You hear your name announcement.
3 Dial your password and press #.
4 See Figure 5 for the list of codes that you use to manage your messages.

30 CHAPTER 4: VOICE MAIL

From a Remote

Location

To listen to your messages from other telephones:

1 If you call the main telephone number of your organization and

■ The receptionist answers your call, ask to be forwarded to your voice

mailbox, press *, and continue with step 3.

■ The Automated Attendant greets your call, press * * to access the

voice mail system, and continue with step 3.

2 If you can call your t elep hon e exten s ion di r e ct ly, during the time that you

hear your greeting, press *, and continue with step 3.

3 Dial your extensi on. You hear your name announcement.
4 Dial your password and press #.
5 See Figure 5 for the list of codes that you use to manage your messages.

Figure 5 Managing Your Voice Mail Messages

Play or repeat a message.

Save the message.
Delete the message from your mailbox. You cannot re tri eve

messages once they have been deleted.

Reply to the message.

Forward the message.
Listen to date, time, and sender information about the

message.
Back up 5 seconds in the current message.

Pause the current message for up to 20 seconds.

Move ahead 5 seconds in the current message.

Skip to the next message.

Return to the main menu.