AT&T Classic Mail Voice Messaging System User Manual
Copyright © 1993
All Rights Reserved
AT&T 585-321-114
Issue 1
June 1994
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.
Federal Communications Commission (FCC) Interference Notice
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the
FCC rules. These limits are designed to provide reasonable protection against harmful interference when equipment is
operated in a commercial environment. This equipment generates, uses and can radiate radio frequency energy and, if no
installed and used in accordance with the instruction manual, may cause harmful interference to radio communications
Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required
to correct the interference at their own expense.
Security
As a customer of new telecommunications equipment, you should be aware of the significant and growing problem of
theft of long distance services by third parties, known commonly as “toll fraud.” It is particularly important that you
understand and take appropriate steps to deal with this crime because under applicable tariffs, you will be responsible for
payment of associated toll charges. AT&T cannot be responsible for such charges and will not make any allowance or give
any credit resulting from toll fraud.
Toll fraud can occur despite the preventative efforts of network providers and equipment manufacturers. Toll fraud is a
potential risk for any customer with telecommunications equipment having one or more of the following features: (1)
remote access, (2) automated attendant, (3) voice mail, (4) remote administration and maintenance, and (5) call forwarding (remote). This is not a product or design defect, but a risk associated with equipment having one or more of the
features described above. If your new telecommunications equipment possesses any of these features, please consult the
relevant portion of your documentation for further details and specific procedures to reduce the risk of toll fraud or
contact your AT&T dealer for further details.
Trademarks
MERLIN is a registered trademark of American Telephone & Telegraph Corporation. CLASSIC MAIL is a trademark of
American Telephone & Telegraph Corporation.
Warranty
AT&T provides limited warranty to this product. Refer to the “AT&T Limited Warranty and Limitation of Liability” in
Appendix E of the CLASSIC MAIL System Reference Guide.
Ordering Information
The order number for this book is 585-321-101. To order additional books, call 1-800-432-6600 in the U. S., 1-800-255-
1242 in Canada, and from other countries, call 1-317-322-6646 or send Fax to 1-317-322-6699.
Support Telephone Numbers
In the U. S., AT&T provides a toll-free customer helpline 24 hours a day. In the U. S., call the AT&T Helpline at 1-800-6282888 or your Authorized Dealer if you need assistance when installing, programming, or using your system.
For assistance outside the U. S., contact your local AT&T authorized representative.
Table of Contents
Preface 5
1. Before you Begin
Know Your Phone
Commonly Used Keys
Know Your Mailbox
Getting Into the CLASSIC MAIL System
2. Your Mailbox
First-Time Use
Recording a Greeting
Switching a Greeting
3. Your Messages
Letting CLASSIC MAIL Answer Your Calls
Knowing when You Have Messages
Listening to Your Messages
7
7
10
10
12
15
15
19
21
23
23
23
26
iii
Handling your Messages
28
Deleting and Undeleting a Message
Replying to a Message
Forwarding a Copy of a Message
Listening to Envelope Information
Sending a Message
Special Delivery Options
Group Lists
4. Off-Site Message Alert
How Off-Site Message Alert Works
Setting Up Off-Site Alert to a Phone
Setting Up Off-Site Message Alert to a Pager
Turning Off-Site Message Alert On or Off
Setting the Number of Attempts
Determining How Often You're Alerted
29
30
32
33
34
35
36
39
39
44
45
46
47
48
Reviewing the Settings for Off-Site Message Alert
5. Transferring Calls Into the CLASSIC MAIL System
Transferring Outside Callers
Merlin 1030/3070 Transfer Procedures for Attendants
Merlin 1030/3070 Transfer Procedures for Non-Attendants
iv
49
51
51
54
57
Preface
To streamline your telephone communication, your
company has just installed a new round-the-clock voice
messaging system, the CLASSIC MAIL™ Voice Messaging
System. When you can’t take calls, the CLASSIC MAIL
system answers your phone and stores messages in your
personal mailbox. You can check your messages whenever and from wherever you like. And, if you are temporarily out of your office, you can have the CLASSIC MAIL
system notify you at a phone or pager number each time
a new message arrives.
This booklet contains instructions for using the CLASSIC
MAIL system features. It includes the following chapters:
●
Chapter 1,
you need to know to get started using the
CLASSIC MAIL system.
Preface
“Before You Begin,”
discusses what
5
●
Chapter 2,
“Your Mailbox”
discusses how to
open and initialize your “voice mailbox. ”
●
Chapter 3,
“Your Messages”
discusses how to
listen to your messages.
●
Chapter 4,
“Off-Site Message Alert”
discusses
how to use the CLASSIC MAIL system to alert
you that you have messages even when you
are out of the office.
●
Chapter 5,
“Transferring Calls into the CLASSIC
MAIL System” discusses how to transfer outside
callers into the CLASSIC MAIL system.
Instructions on how to install the CLASSIC MAIL system
are contained in a separate document, the
System Reference Guide.
CLASSIC MAIL System Mailbox User Guide
CLASSIC MAIL
Before
You
Begin
1. Before You Begin
You probably already have many of the skills necessary to
use the CLASSIC MAIL System.
Know Your Phone
Using the CLASSIC MAIL system is a simple matter of using
a touch-tone phone. You press various keys to gain access
to your mailbox, use its functions, and move around in the
system.
Before you use your mailbox, you should know that an
operator or receptionist is called an attendant and a phone
extension is called an intercom.
Chapter 1: Before You Begin
7
You should also know how to perform these basic phone
operations:
●
Answer an outside call
●
Call another intercom
●
Transfer an outside call
Your phone should resemble one of the phones in Figure
1A. The number and types of buttons will vary depending
upon the model of phone system and the types of phone
sets you have. There should be voice mail labels on the
buttons similar to the one shown in Figure 1B for lines
that are assigned to the CLASSIC MAIL system.
Figure 1A: Typical
Merlin telephones.
CLASSIC MAIL System Mailbox User Guide
No matter how many additional buttons your phone has,
the dial pad and the numbered keys you press to make a
call are the same on any phone. You’ll use the dial pad
extensively for voice messaging, so you should be familiar
Figure 1B. Voice mail
Iables
with the star the
pound keys and with the term enter,
which simply means “press a key or keys. ”
Star Key
Figure 1C: Kevs used
for CLASSIC MAIL
voice messaging
functions
Pound Key
Chapter 1: Before You Begin
9
Commonly Used Keys
There are certain keys on the dial pad that have a consistent
use no matter what you’re doing with voice messaging:
**
Returns you to the top-level menu
0
Transfers you to attendant
#
Accepts an entry OR gives access to company directory
*
Backs up to previous step or cancels an action
Note:
If you have a Merlin Plus, a Merlin 1030/3070, or a Merlin with
Feature Package 2 installed, you may have to press the pound key twice
to generate a tone. If you do not hear a tone when pressing your pound
key, try pressing it twice.
Know Your Mailbox
A voice mailbox includes:
●
A personal password which allows you to open
your mailbox and check messages.
●
Primary and alternate greetings that callers
hear when they reach your mailbox.
CLASSIC MAIL System Mailbox User Guide
●
Your recorded directory name which callers
hear when there is no primary or alternate
greeting, or when they use the company
directorv.
●
A mailbox number which is identical to your
intercom number (if you have an intercom) or
a three-digit number beginning with 9.
Figure 1D: Elements
Chapter 1: Before You Begin
of your voice mail box
11
You have been assigned either a regular mailbox or a guest
mailbox. If your mailbox number is from 0-79, you have
a regular mailbox. If your mailbox number is from 901 to
999, you have a guest mailbox. Your mailbox is capable of
storing up to 60 minutes of recorded messages, and up to
180 seperate messages.
Getting Into the CLASSIC MAIL System
There are several ways to reach the CLASSIC MAIL system:
●
Select a CLASSIC MAIL system access line on
your Merlin telephone and dial the access code
(normally the star key). CLASSIC MAIL system
access lines are the lines labeled as shown in
Figure 1B.
●
From an outside line, call your company and
ask the operator to transfer you to the CLASSIC MAIL system.
CLASSIC MAIL System Mailbox User Guide
●
From an outside line, call your company and
wait for the CLASSIC MAIL. system’s automated answering service to answer.
Once you gain access to the CLASSIC MAIL system, you
will be instructed to press various keys on your telephone
dial pad. These instructions will lead you through the use
of the CLASSIC MAIL system’s features. If you don’t hear
the instruction you expected, or if you’re not sure what to
do, wait and these instructions will repeat. Often these
repeated instructions will contain additional information
about using the CLASSIC MAIL system’s features.
Chapter 1: Before You Begin
13
Your
Mailbox
2. Your Mailbox
First-Time Use
You must create a password the first time you open your
mailbox. You will also record your name for the company
directory. Finally, you should enter the first four letters of
your last name into the company directory so callers who
don’t know your mailbox number can still leave messages
in your mailbox.
To open and use your mailbox the first time:
1. Ask your manager for the CLASSIC MAIL system
access code and your mailbox number.
2. Dial the access code from an available CLASSIC MAIL
system line.
The top-level menu message plays.
Chapter 2: Your Mailbox
15
3.
Enter your mailbox number.
4.
To enter the temporary password, press 0000.
Hear an instruction to enter your new password.
5.
Enter a new password of four to eight digits.
6.
When you are finished
Hear your password played back to you.
7.
To accept the password
press
press
#
#
OR to start again,
Hear an instruction to record your name at the tone.
8.
Record your name, then
Hear a prompt requesting that you spell the first four
letters of your name.
CLASSIC MAIL System Mailbox User Guide
press
press
✱
#
9. Using table 2A, enter the first four letters of your last
name exactly with two key presses per letter:
OR to re-enter your name
Hear confirmation.
10. To accept the spelling
OR to re-enter
2 and 1
A
B
C
D
E
F
G
H
I
2 and 2
2 and 3
3 and 1
3 and 2
3 and 3
4 and 1
4 and 2
4 and 3
J
K
L
M
N
O
P
Q
R
5 and 1
5 and 2
5 and 3
6 and 1
6 and 2
6 and 3
7 and 1
1 and 1
7 and 2
S
T
U
V
W
X
Y
Z
press
press
press
7 and 3
8 and 1
8 and 2
8 and 3
9 and 1
9 and 2
9 and 3
1 and 2
✱
#
✱
Table 2A:
Corresponding key
sequences for letters
The first key you press indicates the number on the key
and the second indicates a letter’s position on that key.
Chapter 2: Your Mailbox
17
For example, to enter a Y, you would press 9 and then
press 3 to specify that Y is the third letter on the 9 key.
If your last name consists of fewer than four letters, you
just enter the letters needed.
For example, if John Simon wants to enter his last name
he follows these steps:
1.
For the first letter
CLASSIC MAIL system’s recorded voice responds “S.”
2.
For the second letter
CLASSIC MAIL system’s recorded voice responds “I.”
press
press
7 3
4 3
For the third letter
3.
CLASSIC MAIL system’s recorded voice responds “M.”
4.
For the fourth letter
CLASSIC MAIL system’s recorded voice responds “O.”
CLASSIC MAIL System Mailbox User Guide
press
press
6 1
63
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