3COM NBX 900-0208 User Manual

NBX

Manager’s Telephone

Guide

NBX Networked Telephony Solutions

System Release 5.0

Part Number 900-0208 Published April 2005

http://www.3com.com/

3Com Corporation 350 Campus Drive Marlborough, MA 01752-3064

Copyright © 1998–2005, 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, including, 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 LEGENDS:

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

United States Government Legend: All technical data and computer software is 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 license 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 guide.

Unless otherwise indicated, 3Com registered trademarks are registered in the United States and may or may not be registered in other countries.

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

Other brand and product names may be registered trademarks or trademarks of their respective holders.

CONTENTS

ABOUT THIS GUIDE

How to Use This Guide 10 Conventions 10 Documentation 11

Comments on the Documentation 12

1 GETTING STARTED

Setting Up Your Password and Voice Mail for the First Time 13 NBX NetSet Utility 15

Starting the NBX NetSet Utility 16 Navigation and Shortcut Icons in the NBX NetSet Utility 16

Quick Reference Guides 17

2 3COM 3103 MANAGER’S TELEPHONE

Telephone Buttons and Controls 19 Programmable Access Buttons 22 Status Lights for Access Buttons 23 Display Panel 23

Display Panel Contrast 24

Features 25

3 NBX MESSAGING

NBX Messaging Components 27

Important Considerations 28

Changing Your Password 28

Security Tips 29 Changing Your Name Announcement and Personal Greetings 29 Listening to NBX Messages 30

Message Indicators 30

Listening from Your Computer 31

Listening from Your 3Com Telephone 31 Listening from Any Internal 3Com Telephone 31 Listening from an External Location 31 Managing Your Messages 32

Information About Your Messages 33 Replying to a Message 33 Forwarding a Message 34 Creating and Sending a Message 35 Using Voice Mail Group Lists 36

Viewing System Groups 36

Creating Personal Groups 36

Modifying or Deleting Personal Groups 37 Marking a Message as Private or Urgent 39 Other Ways to Manage Your Voice Mail Messages 40 Other Kinds of Mailboxes 40

Greeting-Only Mailbox 40

Phantom Mailbox 41

Group Mailbox 41

4 STANDARD FEATURES

Answering a Call 43

Caller ID 44

Answering a Second Call 44 Using the 3Com Telephone Display Panel 44 Dialing a Call 45

An Internal Call 45

An External Call 45

Redialing a Call 46 Forwarding Incoming Calls 46

Call Coverage Points 46

Condition to Forward Calls 46

Setting Call Forward from the Telephone 47

Setting Call Forward from the NetSet Utility 49

Call Forward Precedence 51 Putting a Call on Hold 52

Dialing Another Call 52

More Than One Call 53

Transferring a Call 53

Announced (Screened) Transfer 53

Blind Transfer 54 Direct Mail Transfer 54 Establishing a Conference Call 55

Disconnecting the Last Person That You Called 56

More About Conference Calls 57 Setting the Volume 57

5 PERSONALIZING YOUR TELEPHONE

Guidelines About Features on NBX Telephones 59 Ringer Tones 60 Speed Dials 60

Personal Speed Dials 60

System-wide Speed Dials 61

Special Case: One-Touch Speed Dials 62

Printing Speed Dial Lists 63

Printing Labels 63 Off-Site Notification 64

Managing Off-site Notification Using the Telephone 68 Do Not Disturb 68 Preventing Unauthorized Use of Your Telephone 70

Telephone Locking 70

Call Permissions 71 Class of Service Override 71 Using a Headset 72

With the 3Com Manager’s Telephone and 3Com 3102 Business

Telephone 72

Returning to the Headset After a Long Delay 73 Using Hands Free Active on Intercom 73

6 GETTING MORE FROM YOUR TELEPHONE SYSTEM

Listening to Your Messages in Your E-mail 76 Account (Billing) Codes 76 Caller ID 77

Internal and External Caller ID 78

Calling Line Identity Restriction (CLIR) 78

Call Pickup 79

Directed Call Pickup on a Specific Telephone 80 Group Call Pickup 80

Automatic Call Distribution Groups, Hunt Groups, and Calling Groups 81

Automatic Call Distribution 81 Hunt Groups 83 Calling Groups 86 Group Membership 86

Supervisory Monitoring 86

Monitor 87 Whisper 88 Barge-In 88 Change Agent 89

Interactions 89 Call Park 90 Paging 91

Paging the System 92

Paging Zones 92 Configurable Operators 93

How Configurable Operators Work 93

Configuring the Operators 94 Using Message Waiting Indicator to Telephone 95

Sending an MWI Message 95

Retrieving an MWI Message 95

Deleting MWI Messages 96

Cancelling an MWI Message 97 Dialing a Call to a Remote Office 97

Using Unique Extensions 97

Using Site Codes 98 Bridged Extensions 99 Delayed Ringing 100 Using Pulse Dialing 100 Additional Applications 102

7 FEATURE CODES

NBX Tones 103 Feature Codes with 3Com Telephones 104

3Com Manager’s Telephone 105

Using Feature Codes 105

8 3COM 3105 AND 1105 ATTENDANT CONSOLES

3Com Attendant Console 110

Access Buttons 110 Feature Buttons 110

Attendant Console Labels 113 Opening the 3105 Attendant Console Label Cover 113 Complement Attendant Software 114

Managing Calls 115

A TELEPHONE INSTALLATION AND MAINTENANCE

Connecting the Telephone 117 Attaching and Adjusting the Articulating Support Bracket 119 Moving Your Telephone 121 Swapping Telephones 121 Cleaning Your Telephone 121 Troubleshooting Problems 121

INDEX

ABOUT THIS GUIDE

This guide is intended for anyone using:

■ 3Com

■ 3Com Attendant Consoles

■ NBX

Manager’s Telephones

Complement Attendant Software.

It includes information about using the NBX Voice Mail system and the NBX NetSet

Devices documented in this guide include:

■ Telephones

™

administration utility for personal telephone settings.

■ 3Com 3103 Manager’s Telephone

■ Attendant Consoles

■ 3Com 3105 Attendant Console

■ 3Com 1105 Attendant Console

■ NBX Complement Attendant Software

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

in the release notes.

Analog telephones connected through the Analog Terminal Card or the Analog Terminal Adapter can use most of the features described in this book. See the NBX Feature Codes Guide for Analog Telephones in the NBX NetSet utility.

10 ABOUT THIS GUIDE

How to Use

Ta bl e 1 shows where to look for specific information in this guide.

This Guide

Tab le 1 Where to Find Information

If you are looking for information about Turn to

How to get started with your new telephone Chapter 1 The 3Com 3103 Manager’s Telephone Chapter 2 NBX Voice Messaging features Chapter 3 Using standard telephone features Chapter 4 Personalizing your telephone Chapter 5 Enhanced system features Chapter 6 Feature codes Chapter 7 The Attendant Console and Complement Attendant Software Chapter 8 Telephone maintenance and troubleshooting information Appendix A References to all topics in this book Index

Conventions Ta bl e 2 defines some commonly used words and phrases in this guide.

Tab le 2 Common Terms

Term Definition

Auto Attendant The set of voice prompts that answers incoming calls and

Administrator The person who is responsible for maintaining your

Receptionist The person who answers the majority of incoming

User A person who has a single 3Com Telephone or an

describes actions that a caller or user can take to access individual services.

3Com Networked Telephony Solution.

telephone calls. In some business environments, this person may be a switchboard operator.

analog telephone connected to the NBX system through an ATC card or the single-port ATA device.

Documentation 11

Ta bl e 3 lists conventions that are used throughout this guide.

Tab le 3 Icons

Icon Type Description

Information note Information that describes important features

Caution Information that alerts you to potential loss of

Warning Information that alerts you to potential

Documentation The documentation set for 3Com NBX Networked Telephony Solutions is

designed to help NBX telephone users, installers, and administrators maximize the full potential of the system.

The NBX Resource Pack CD contains many guides to the NBX products and their related 3Com applications.

or instructions.

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

personal injury.

When you log in to the NBX NetSet utility as a user, you can view the PDF versions of the NBX Telephone Guides and NBX Feature Codes Guide by clicking the icons at the bottom of the screen. You can view the Quick

Reference Guide for your telephone by clicking the Telephone Quick Reference button.

The NBX NetSet utility also includes a searchable Help system with Help buttons on each screen.

An administrator who logs in can also see the NBX Installation Guide and the NBX Administrator’s Guide.

12 ABOUT THIS GUIDE

Comments on the

Documentation

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

Please send your e-mail comments about this guide or any of the 3Com NBX documentation and Help systems to:

Voice_TechComm_Comments@3com.com

Include the following information with your comments:

■ Document title

■ Document part number (found on the front or back page)

■ Page number

As always, please address all questions regarding the NBX hardware and software to your 3Com NBX Voice-Authorized Partner.

GETTING STARTED

As soon as you are given a telephone and extension number, you need to set up a password and record your name announcement and personal greeting.

This chapter covers these topics:

■ Setting Up Your Password and Voice Mail for the First Time

■ NBX NetSet Utility

■ Quick Reference Guides

For how to access NBX® features from an analog telephone, set your password as described next and then see the NBX Feature Codes Guide in the NBX NetSet™ utility.

Setting Up Your Password and Voice Mail for the First Time

The procedure by which you set up your password and voice mailbox for the first time depends on:

■ The kind of telephone that you have

■ The kind of voice messaging system on your NBX system. Ask your

administrator what kind of voice messaging is active on your system.

Ta bl e 4

For details on tones and feature codes, see Chapter 7. For details on tones and feature codes on analog telephones, see the NBX Feature

Codes Guide in the NBX NetSet utility.

describes how to set up your first password.

14 CHAPTER 1: GETTING STARTED

Tab le 4 Setting Your NBX NetSet Utility and NBX Messaging Password

Feature 3Com Phones Analog Telephones Password — Set Initially If your system uses NBX

Messaging, follow the NBX voice

Message button and

follow the voice prompts

500 ** and follow the

voice prompts prompts to set your NBX password (which is the same for the NBX NetSet utility and voice messaging) OR use the NBX NetSet utility, described next.

If your system uses a voice messaging application other than NBX Messaging, use this code

sequence to set your password for the NBX NetSet utility. 3Com recommends that you use the same password for the NBX NetSet utility and your messaging application.

For all voice messaging systems:

■ Use only 4- to 10-digit numbers

■ Do not use letters, *, or # as part

OR, for systems that do not use NBX Messaging:

Feature

+ 434 + new password + # + repeat your new password + #

OR, for systems that do

not use NBX Messaging:

(Feature Entry Tone)

+ 434

(Feature Entry Tone)

+ new password

+ #

(Feature Entry Tone)

+ repeat your new

password

+ #

(Confirmation Tone)

of your password.

Password — Change If your system uses NBX

Messaging, follow the NBX voice

prompts to change your NBX password (which changes your NBX NetSet utility password, because they are the same) OR use the NBX NetSet utility, described next.

Message button + current password + # + 9 + 2 + follow the prompts

500 **

+ extension number

+ current password

+ #

+ 9

+ 2

+ follow the prompts

If your system uses a voice messaging application other than NBX Messaging, use this code

sequence to change your password for the NBX NetSet utility. 3Com recommends that you use the same password for the NBX NetSet utility and your voice messaging application.

For all voice messaging systems:

■ If you forget your password, the

administrator can reset it to your extension. Then use this code (for applications other than NBX Messaging) or the NBX voice prompts to change it.

OR, for systems that do not use NBX Messaging:

Feature

+ 434 + current password + # + new password + # + repeat your new password

OR, for systems that do

not use NBX Messaging:

(Feature Entry Tone)

+ 434

(Feature Entry Tone)

+ current password

+ #

(Feature Entry Tone)

+ new password

+ #

(Feature Entry Tone)

+ repeat your new

password

+ #

(Confirmation Tone)

After you have set your initial NBX password, continue to follow the voice prompts to record your name announcement. Your name announcement tells callers that they have reached your voice mailbox.

Then follow the voice prompts to record your personal greeting. Your personal greeting lets callers know important information about you, for instance, that you are on vacation, available at another number, or unavailable for a specified amount of time.

At any time you can change these greetings or record more than one personal greeting and choose which one is active. See “Changing Your

Name Announcement and Personal Greetings” in Chapter 3.

NBX NetSet Utility The NBX NetSet utility has two interfaces:

■ Administrator — Your administrator logs in with a special password

and uses the NBX NetSet utility to manage and configure system-wide telephone settings and many of the settings for your telephone.

■ User — As a telephone user, you log in to the NBX NetSet utility with

your own system ID (your extension) and password to:

NBX NetSet Utility 15

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

dials, ringer tone, and specify where you want your calls to go when you cannot answer them (your call coverage points).

■ Listen to and delete your voice messages from your computer as an

alternative to managing calls on your telephone.

■ View your call permissions, certain current feature settings, and the

internal user directory to call other users on your system.

■ Log in to and out of one or all ACD groups, hunt groups, and

calling groups of which your telephone is a member.

See Chapter 4

, Chapter 5, and Chapter 6 for discussions about the standard and enhanced features that you can monitor and change in the NBX NetSet utility. See Chapter 3

for voice messaging features.

If your NBX system uses a messaging application other than NBX Messaging, off-site notification and other voice messaging features are available through your messaging application. See the application’s documentation rather than using this Guide.

16 CHAPTER 1: GETTING STARTED

Starting the NBX

NetSet Utility

Navigation and

Shortcut Icons

in the NBX NetSet

Utility

To use the NBX NetSet utility, you need a computer that is connected to your local area network (LAN) and that has a web browser. (You do not need Internet access.) To start the NBX NetSet utility:

1 Ask your administrator for the IP address (or DNS host name) for your

NBX system. In the web browser on your computer (Microsoft Internet Explorer version 5.5 or later is optimal), enter the IP address (or DNS host name) in the Address field, and then press Enter. The NBX NetSet utility login screen appears.

You cannot log in to the NBX NetSet utility until you establish your password through your telephone using NBX voice prompts or the Feature Code sequence. See Tab le 4

earlier in this chapter.

2 Click User to log in as a user. The password dialog box appears. 3 Type your NBX NetSet utility user identification (always your 3-digit or

4-digit telephone extension) and your NBX NetSet utility password, and then click OK.

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

Tab le 5 Navigation Icons

Icon Action Where You Go

Back ■ For the User goes to the main NBX NetSet utility login

Help Help for the fields and procedures related to the screen

dialog box

■ For the Administrator goes to the NBX NetSet utility main

menu window

Click the icons below the window to go directly to these features:

One-Touch Speed Dials

(not available on 3Com® 3100 Entry Telephone)

Off-Site Notification

Telephone Guides

(including this guide)

NBX Feature Codes Guide

Quick Reference Guides 17

Quick Reference Guides

To open and print a copy of the Quick Reference Guides for the most frequently used features on your telephone:

1 Log in to the NBX NetSet utility. See “

Starting the NBX NetSet Utility”

earlier in this chapter.

2 Click Telephone Quick Reference. The quick reference guide that

pertains to your telephone appears. Adobe Acrobat Reader 5.0 or higher is required to view the file. Adobe Acrobat Reader is available free from the Adobe Web site:

www.adobe.com

18 CHAPTER 1: GETTING STARTED

3COM 3103

Telephone Buttons and Controls

ANAGER’S TELEPHONE

This chapter describes the buttons, controls, and features on the 3Com® 3103 Manager’s Telephone. It covers these topics:

■ Telephone Buttons and Controls

■ Programmable Access Buttons

■ Status Lights for Access Buttons

■ Display Panel

For how these features work on an analog telephone that is connected to the NBX® system, click the NBX Feature Codes Guide icon below any screen in the NBX NetSet™ utility.

Figure 1 shows the buttons and controls on the 3Com 3103 Manager’s

Telephone. The features are discussed after the picture.

20 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE

Figure 1 3Com 3103 Manager’s Telephone

3 4

18 17 16

1011121314

1 Message Waiting Indicator (MWI) for Voice Mail — When lit,

indicates that you have one or more new voice mail messages in your voice mailbox. Also, this indicator flashes when your telephone rings.

2 Display panel — Displays 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 access these items:

■ Voice mail messages

■ Directories of people’s names and numbers

■ Logs of your recent incoming, missed, and outgoing calls

■ Features

3 Right buttons — Correspond to items on the display panel. Press to act

on those items:

■ When there is a corresponding phone call, the button opens or closes

a call action list. Scroll through the list and select an action by pressing the corresponding Right button or Select.

■ When there is a corresponding list item, the button activates the listed

option.

Telephone Buttons and Controls 21

4 Label area for Access buttons — See “Printing Labels” in Chapter 5. 5 Programmable Access buttons — Allow you and your administrator to

assign lines and features to specific buttons. See “Programmable Access

Buttons” and “Status Lights for Access Buttons” later in this chapter.

6 Select button — Selects the highlighted item in a list on the display

panel.

7 Scroll buttons (Up, Down, Left, Right) — The up and down buttons

allow you to scroll through the items in the telephone display panel. See

“Using the 3Com Telephone Display Panel”

right buttons move the cursor when you enter data.

8 Release button — Hangs up the current active call. 9 New Call button — Initiates a new telephone call.

in Chapter 4. The left and

10 Hold button — Places a caller on hold. See “Putting a Call on Hold”

Chapter 4

11 Transfer button — Sends the currently active call to another telephone.

See “Transferring a Call”

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

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

Conference Call” in Chapter 4.

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

you called. See “Redialing a Call”

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

the Speaker button 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.

15 Telephone key pad — Enables you to dial calls, enter Feature Codes, or

enter passwords and numbers required for features.

16 Volume down — Lowers the volume of the ringer, the speaker, the

handset, or the headset. See “Setting the Volume”

17 Mute button

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

in Chapter 4.

— Enables you to prevent callers from hearing what you

18 Volume Up — Raises the volume of the ringer, the speaker, the handset,

or the headset. See “Setting the Volume”

in Chapter 4.

22 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE

19 Soft buttons — Allow you to select items that are displayed in the

bottom dynamic tabs of the telephone display panel. See “Using the

3Com Telephone Display Panel” in Chapter 4. The tabs include:

■ Messages

■ Directory

■ Call Logs

■ Features

20 Handset 21 Left buttons — Correspond to calls on the display panel. Press to act on

those calls. The buttons answer incoming calls, retrieve calls on hold, or start new calls.

Programmable Access Buttons

Figure 2 shows the 8 programmable Access buttons on the 3Com 3103

Manager’s Telephone. Your administrator can set buttons to phone lines and features. You can set any other buttons to one-touch speed dials. To view or change the current speed dials on your telephone’s buttons (button mappings), click the Shortcut to One-Touch Speed Dials icon below any NBX NetSet utility screen. See “Special Case: One-Touch

Speed Dials” in Chapter 5.

Figure 2 3103 Access Buttons

1 2 3

4 5

Status Lights for Access Buttons 23

Access buttons have these default settings, which your administrator can change:

1 Headset / Handset Select button — Toggles audio between a headset

that is connected to the telephone and the handset. See “Using a

Headset” in Chapter 5.

2 Speed Dial button — Typically, you can use these 7 buttons (2-8) for

personal speed dial settings, although the administrator can map them to other features. See “Speed Dials”

in Chapter 5.

3 Speed Dial button 4 Speed Dial button 5 Speed Dial button 6 Speed Dial button 7 Speed Dial button 8 Speed Dial button

Status Lights for Access Buttons

An Access button that is set up for incoming and outgoing calls is called a System Appearance button. The light beside each System Appearance button indicates the status:

If the light is The line is

Off Available for use Steady In use Blinking quickly Ringing Blinking slowly On hold

Display Panel Use the 3Com Manager’s Telephone display panel to dial numbers and

manage calls. Navigate and choose telephone features displayed on the panel with the soft buttons for tabs across the bottom of the display, the left buttons for call control or list selection, the right buttons for actions on corresponding calls or list selection, and the scroll and select buttons.

■ Soft buttons — activate the tabbed commands that display above

them. The commands change according to context. Much of the time the soft buttons give you access to messages, directories, call logs, and feature dialogs. One soft button, for example, is the Messages button.

24 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE

■ Left buttons — control calls that display beside them. Up to three

calls display at one time and correspond to the three left buttons. Press a left button to answer an incoming call, rejoin a call on hold, and select it for other action. If no call corresponds to the button, press it to start a new call.

■ Right buttons — bring up the action list for the corresponding call.

From the action list, you can send a call to voice mail, add it to the phone book, park it, hold, transfer, conference, or release the call.

If the display shows a list, the right buttons also activate the corresponding option.

■ Scroll buttons — up and down buttons move items up and down in

the display, if there are more than three calls or list items to be displayed. Arrows in the display show if there are more calls or items above or below those displayed.

The left and right buttons move you to the top or bottom of a list or move the cursor left or right when you enter data.

■ Select button — at the center of the scroll buttons activates the

currently highlighted list item.

Display Panel

Contrast

The display panel shows:

■ Calls with caller ID, when available

■ Number of messages in your mail box

■ Your extension number

■ Date and time

■ Status of persistent features with icons:

■ Locked / Unlocked

■ Fwd to mail

■ Handset / Headset / Speaker

■ Telephone lines in use with symbols in the column on the right

You can adjust the display panel contrast as one of the User Configuration Features.

Features 25

To adjust the contrast:

1 Press the Features soft button. 2 Scroll to User Configuration and press Select. 3 Scroll to Modify Display and press Select. 4 Press Select to choose Set Contrast. 5 Change contrast using the left and right scroll buttons. 6 Press Exit when you have finished.

Other User Configuration items should only be changed with the advice of your administrator.

Features You can access a full range of features beyond those provided by buttons

on the telephone by pressing the Features soft button. See “Using

Feature Codes” in Chapter 7 for a list of all features.

You can access these features either by entering the Feature Code on the keypad or selecting the feature from the display panel list:

1 Press the Features soft button. 2 Enter the three-digit Feature Code on the keypad. 3 Enter any additional values following display panel prompts.

OR 1 Press the Features soft button. 2 Scroll to the feature. 3 Press the Select button, the Select soft button, or the Left soft button

corresponding to the feature code on the display panel.

4 Enter any additional values following display panel prompts.

26 CHAPTER 2: 3COM 3103 MANAGER’S TELEPHONE

NBX MESSAGING

This chapter describes the NBX® Networked Telephony Solutions voice

messaging features. It covers these topics:

■ NBX Messaging Components

■ Changing Your Password

■ Changing Your Name Announcement and Personal Greetings

■ Listening to NBX Messages

■ Replying to a Message

■ Forwarding a Message

■ Creating and Sending a Message

■ Using Voice Mail Group Lists

■ Marking a Message as Private or Urgent

NBX Messaging Components

■ Other Ways to Manage Your Voice Mail Messages

■ Other Kinds of Mailboxes

A key component of the NBX Networked Telephony Solutions is the

NBX Messaging system, which includes voice mail, off-site notification,

and several administrative features. Voice mail allows callers to leave voice

messages in your voice mailbox when you are not able to answer your

telephone. You can listen to, save, and forward those messages from any

touch-tone telephone.

If your system uses a messaging application other than NBX Messaging,

use the documentation for your messaging application instead of the

instructions in this chapter. Exception: Use the procedures in “Changing

Your Password” regardless of your messaging application.

28 CHAPTER 3: NBX MESSAGING

Important

Considerations

Changing Your Password

■ The steps are the same for initially setting up the name

announcement, personal greetings, and passwords for personal, greeting-only, and phantom mailboxes. See “Setting Up Your

Password and Voice Mail for the First Time” in Chapter 1 for details.

(Your administrator creates group mailboxes and their passwords.)

■ For changes to passwords and greetings, see “Changing Your

Password” and “Changing Your Name Announcement and Personal Greetings” later in this chapter.

■ The default setting for the maximum length of each voice mail

message on the system is 5 minutes. Your administrator can configure your organization’s NBX Messaging system to receive and store voice mail messages that are up to 10 minutes long.

■ Use the Off-Site Notification feature if you want the NBX system to

notify you when callers leave voice mail messages in your voice mailbox. See “Off-Site Notification”

■ With a touch-tone telephone, you are able to bypass system messages

in Chapter 5.

using option buttons if you are configuring passwords and greetings. However, you cannot bypass voice mail messages in this manner.

You use the same 4-digit to 10-digit password to log in to the NBX NetSet™ utility and to access your NBX voice mail. You can change this password with your telephone (using the NBX voice prompts or a feature code) or through the NBX NetSet utility.

To set up your password for the first time, see Tab le 4

and “NBX NetSet

Utility” in Chapter 1. Ta bl e 4 also describes how to change your

password.

If you forget your password, the administrator can set it to be your extension number. Then follow the instructions in Ta bl e 4 change it to a more secure password. Also see “Security Tips”

in Chapter 1 to

next.

If your NBX system uses a messaging system other than NBX Messaging:

■ Use the feature code method described in Tabl e 4 in Chapter 1 to set

and change the NBX NetSet utility password.

■ 3Com recommends that you use the same password for your voice

messaging system and for the NBX NetSet utility.

Changing Your Name Announcement and Personal Greetings 29

Security Tips ■ Change your password often.

■ Do not use passwords that can easily identify you, such as your phone

extension or birth date.

■ Avoid simple passwords such as 1234 or 0000.

■ Use numbers only; do not use letters, *, or # as part of your password.

■ Longer passwords are more secure. You can use up to 10-digits for

your password.

■ Never tell your password to anyone.

Changing Your Name Announcement and Personal Greetings

You set name announcement and personal greeting when you first set your voice mail. See “Setting Up Your Password and Voice Mail

for the First Time” in Chapter 1. Change your personal greeting often, to

ensure that callers hear up-to-date information.

You can record up to five personal greetings and choose which to use from the telephone. You can also review, delete, or choose which to make active with the NetSet utility.

If appropriate, you may also want to change the greeting for an extension that is a “greeting-only mailbox,” so that callers do not attempt to leave messages. See “Greeting-Only Mailbox”

later in this chapter.

To change your name announcement or personal greetings:

1 Log in to your mailbox at your telephone or remotely. 2 Press 9 for Mailbox Options and then press 1. 3 To review or change your name announcement, press 1 and follow the

prompts.

4 To review or change your personal greetings, press 2 and follow the

prompts.

Using the NetSet utility, you can review or delete a personal greeting or choose which of your recorded greetings to make active.

To hear or delete your personal greetings or choose your active personal greeting from the NetSet utility:

1 Log in to the NetSet utility with your extension and password. 2 Select NBX Messaging > Personal Greeting.

30 CHAPTER 3: NBX MESSAGING

3 Select a greeting.

a Click Select to choose the greeting as the active greeting. b Click Listen to hear the greeting. c Click Delete to delete the greeting. You cannot delete greeting

If you forget your password, the administrator can set it to be your extension number. Then follow the instructions in Tabl e 4 change it to a more secure password. Also see “Security Tips” this chapter.

number 1; you can re-record it through the phone.

in Chapter 1 to

earlier in

Listening to NBX Messages

You can listen to your NBX voice mail messages from your 3Com® Telephone, from any touch-tone telephone, or by logging in to the NBX NetSet utility. After you listen to messages, you can save or delete them to clear them from the New Messages queue. For how to set up your NBX NetSet utility password the first time, see Tab le 4

and “NBX NetSet

Utility” in Chapter 1.

If your system uses a messaging application other than NBX Messaging, use the documentation for your messaging application instead of these instructions.

Message Indicators Here is how you can tell if you have messages in your mailbox:

■ On a 3Com 3103 Manager’s Telephone — The indicator bar above

the display panel is lit, and the display panel shows the number of messages. Example: 3Msgs2New.

■ On an analog telephone — Pick up the handset. If you hear the

New Messages Tone (rapid stutter tone), you have new messages or messages that you have listened to but have not yet saved or deleted. For information on accessing NBX features from an analog telephone, see the NBX Feature Codes Guide in the NBX NetSet utility.

■ In the NBX NetSet utility — Log in as a user. The list of your

messages appears in the Voice Mail Messages area on the NBX NetSet > User Information screen. A new message has a * next to it. A forwarded messages has -->Fw: next to it.

+ 100 hidden pages