AT&T PARTNER MAIL User Manual

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AT&T

PARTNER MAIL®

Voice Messaging System Release 3 Planning, Installation, and Use

AT&T 585-322-516

Issue 1

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.

Your Responsibility for Your System’s Security

Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party, for example, persons other than your company’s employees, agents, subcontractors, or persons working on your company’s behalf. Note that there may be a risk of toll fraud associated with your telecommunications system and, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services.

You and the System Manager of the communications system are responsible for the security of your system, such as programming and configuring your equipment to prevent unauthorized use. You and the System Manager are also responsible for reading all installation, instruction, and system administration documents provided with this product in order to understand fully the features that can introduce risk of toll fraud and the steps that can be taken to reduce that risk.

AT&T does not warrant that this product is immune from or will prevent unauthorized use of common-carrier telecommunication services or facilities accessed through or connected to it. AT&T will not be responsible for any charges that result from such unauthorized use.

Federal Communications Commission (FCC) Statement

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 the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not 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 his own expense. For more FCC information, see the Programming and Use guide for your communications system.

Industrie Canada (IC) Interference Information

This digital apparatus does not exceed the Class A limits for radio noise emissions set forth in the radio interference regulations of Industrie Canada. For more IC information, see the Programming and Use guide for your communications system.

Le Présent Appareil Numérique n’émet pas de bruits radioélectriques dépassant les limites applicables aux appareils numériques de la classe A préscrites dans le Réglement sur le brouillage radioélectrique édicté par Industric Canada. Vous troverez des renseignements complémentaires au guide de Programming and Use pour votre systéme.

Trademarks

HackerTracker, PARTNER, and PARTNER MAIL are registered trademarks of AT&T in the U.S. and other countries. NetPROTECT is a service mark of AT&T in the U.S. and other countries. Phillips is a registered trademark of the Phillips Screw Co.

Ordering Information

Call:

Write:

Order:

For information about other documents, refer to the section entitled, “Related Documents” in “About This Book.”

Publications Fulfillment Center Voice 1 800 457-1235 Fax 1 800 457-1764

Publications Fulfillment Center P.O. Box 4100 Crawfordsville, IN 47933

Document No. 585-322-516

International Voice 317 361-5353 International Fax 317 361-5355

Support Telephone Number

In the continental U.S., AT&T provides a toll-free customer hotline 24 hours a day. Call the hotline at 1 800 628-2888 or your authorized dealer if you need assistance when programming or using your system. Outside the continental U.S., contact your Sales Representative or your local Authorized Dealer.

AT&T Corporate Security

Whether or not immediate support is required, all toll fraud incidents involving AT&T products or services should be reported to AT&T Corporate Security at 1 800 821-8235. In addition to recording the incident, AT&T Corporate Security is available for consultation on security issues, investigation support, referral to law enforcement agencies, and educational programs.

AT&T Fraud Intervention

If you suspect you are being victimized by toll fraud and you need technical support or assistance, call the National Service Assistance Center at

1 800 628-2888.

Contents

About This Book

■

Purpose and Audience

■

Terms

■

How to Use This Book

■

Typographical Conventions

■

Safety Labels

■

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. It is written primarily for the system administrator, the person in the company who is responsible for the mail system.

Terms

To simplify the text, product names are shortened:

■

Mail system refers to the PARTNER MAIL Voice Messaging System Release 3.

Communications system refers to the PARTNER II Release 3 or later or

■

PARTNER Plus Release 3.1 or later Communications System.

In addition, the following terms are important to know:

Mailbox refers to a destination in the mail system to which a call can be

■

transferred. There are several types of mailboxes; the most commonly used type is the Call Answer Service mailbox in which callers can leave voice messages. You will learn about the other types when you read “Call Answer Service” in Chapter 1.

■

Subscriber refers to a person who owns or has responsibility for a mailbox.

About 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.

To record decisions about how the mail system is set up, work with your salesperson or communications consultant to fill out the mail system Planning Forms in Appendix A.

The communications system Planning Forms should be updated by the System Manager of the communications system. Relevant communications system Planning Forms are described in Appendix B for your information. If you need additional information about a communications feature, refer to the Programming and Use guide for the communications system.

Using the information from the Planning Forms, a technician will install the mail

system hardware as instructed in Chapter 2. Then the technician will program the mail system and the communications system as described in Chapters 3 and 4. The technician also will perform the verification tests in Chapter 6.

After the mail system is installed, you can use Chapter 5 as a reference when programming and using the mail system. At the back of this book is a pictorial foldout, representing system administration menus in English, French and Spanish.

If you have a problem with the mail system, follow the troubleshooting procedures in Chapter 6. If you need help, you can call for support as described on the inside front cover of this book.

If the mail system hardware is not at maximum capacity and your company grows, a technician can upgrade the mail system, as described in Chapter 7, to allow for more users or to support a greater volume of calls. Before making changes to your mail system, you should update the Planning Forms in Appendix A.

Typographical Conventions

As a visual cue in an instruction, a number, letter, or word in a small box represents a button on the telephone. In the mail system, you press a button to

select an option from a menu. For example, press [

9 ] for System Administration.

About This Book

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 telecommunications system by an unauthorized party, for example, persons other than your company’s employees, agents, subcontractors, or persons working on your company’s behalf. Be sure to read “Your Responsibility for Your System’s Security” on the inside front cover of this book, as well as “System Security” in Chapter 1.

Hazardous situations are indicated by an exclamation point in a triangle and the word Caution or Warning.

CAUTION:

Caution indicates the presence of a hazard that could cause minor personal injury or property damage if the hazard is not avoided.

WARNING:

Warning indicates the presence of a hazard that could cause death or severe personal injury if the hazard is not avoided.

Overview of System Services and Features

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.

Introduction

The PARTNER MAIL Voice Messaging System (hereafter called the mail system) works with the PARTNER II or PARTNER Plus Communications System

(hereafter called the communications system) to automate the call answering,

voice messaging, and call routing needs of your company.

The mail system is available in three configurations:

■ Two-port system with a message storage capacity of 6 hours

■ Four-port system with a message storage capacity of 11 hours

■ Six-port system with a message storage capacity of 16 hours

Which mail system you need depends on the number of users and the volume

of calls you have. If you purchased a mail system that has less than the maximum number of ports or the maximum amount of message storage capacity, you can add to it as the needs of your business grow. For more information, contact your sales representative or your local authorized dealer.

A Remote Maintenance Device (RMD) is included with the mail system. This device is used for remote maintenance and diagnostic services by authorized service personnel.

Overview of System Services and Features

1-1

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.

■

Call Answer Service picks up unanswered calls and transfers them to pre-defined mailboxes.

Voice Mail Service enables a subscriber (a person who owns or has

■

responsibility for a mailbox) to retrieve messages and to send messages to other subscribers.

The mail system can operate in English (North American), French (Canadian), and Spanish (Latin American). All services can be implemented in one language (monolingual mode) or in two languages (bilingual mode). In bilingual mode, one of the languages must be English; callers can choose which of the two languages they want to hear. For more information, see Language.

Figure 1-1 shows the main features associated with each service. A description of the services and their associated features follows the illustration.

1-2

Overview of System Services and Features

PARTNER MAIL Services

PARTNER MAIL System

Monolingual/Bilingual

Mode

Voice Mail Service

Allows subscribers to:

■

Send Messages

■

Listen to Messages

■

Reply to Messages

■

Forward Messages

■

Delete Messages Record Personal Greeting

■

Administer a Personal

■

Operator

■

Change Password

■

Administer Outcalling

In bilingual mode, after logging in, subscribers hear prompts in the language administered for their voice mailbox.

Immediate

Call Handling

The PARTNER MAIL system answers external calls. Callers receive Automated Attendant Service. The receptionist answers calls that have overflowed from the mail system.

Automated Attendant Service Call Answer Service

Allows callers to choose from menu to:

Transfer to specific

■

extensions

■

Play pre-recorded announcements

Can also:

■

Automatically route calls

■

Accept fax calls

■

Use programmed Business Schedule

■

Provide customized afterhours service

In bilingual mode, callers can choose to hear prompts in the system’s primary or secondary language.

Allows callers to leave a message or transfer to another extension when the called party does not answer.

In bilingual mode, callers hear the personal greeting in the language administered for the voice mailbox. Callers can choose to hear prompts in the alternate language.

Delayed

Call Handling

The receptionist answers external calls. Overflow calls go to PARTNER MAIL Automated Attendant Service.

Figure 1-1. Overview of System Services and Features

Introduction

1-3

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.

■

The Automated Attendant’s Main Menu can include options to:

Transfer the caller to an extension or mailbox that you specify.

—

Play a Submenu of additional options.

—

Play an Announcement containing frequently requested information

—

(such as directions to your office or your business hours). Prompt the caller to dial a transfer destination. If callers are not

—

familiar with your extension numbers, you can create a Directory of subscribers that they can use.

■

Callers using rotary phones or callers needing assistance are automatically transferred based on the Dial 0/Timeout Action that you specify. For example, callers can be transferred to a person of your choice or to the Automated Attendant’s General Mailbox.

■

If many of your callers have rotary phones, you can turn on a Touch-Tone Gate so those calls can be handled more quickly. In this case, a Touch-Tone Gate Greeting plays before the Main Menu. In

bilingual mode this greeting enables callers to choose the language they want to hear. For more information, see Greetings (System).

If the Touch-Tone Gate is off, the Main Menu is the first thing callers hear

when the Automated Attendant answers. If the mail system is in bilingual

mode, the Main Menu prompt enables callers to choose the language

they want to hear.

■

An Automated Attendant operates in day mode when the business is

open and in night mode when the business is closed. Each mode has its

own menu structure. The Schedule Controller determines whether the

Automated Attendant follows the communications system’s Night Service setting or an independent schedule that you program.

■

You can choose to have one or up to three Automated Attendants. If you have multiple Automated Attendants, each one has its own set of menus

and schedule. For more information, see Single/Multiple Automated

Attendant.

If you have multiple Automated Attendants, you must assign lines that are

designated for Automated Attendant Service using Group Call

Distribution (#206) Setting 1 to Automated Attendant 2 and Automated

Attendant 3. Any lines not assigned to Automated Attendant 2 or 3 are

answered by Automated Attendant 1. For more information, see Line

Assignments.

1-4

Overview of System Services and Features

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. VMS Hunt Schedule (#507) specifies when the communications system is

■

to route calls to Automated Attendant Service:

Always (factory setting).

—

Day Only (only when the communications system’s Night Service is

—

off).

Night Only (only when the communications system’s Night Service is

—

on).

VMS Hunt Delay (#506) specifies whether Automated Attendant Service

■

is to provide immediate or delayed call handling (see Figure 1-2):

Immediate (factory setting). Automated Attendant Service answers

—

calls on the second ring. The receptionist acts as backup. This allows most calls to be routed to the correct destination without the assistance of the receptionist.

Delayed. Automated Attendant Service answers calls after the fourth

—

ring. This delay gives the receptionist an opportunity to answer the

call if he or she is available.

Automated Attendant Service recognizes calls from fax machines that produce industry-standard fax calling (CNG) tones. If VMS Hunt Delay is set to Immediate, you can specify a fax extension or a fax Hunt Group to which the Automated Attendant transfers fax calls. You also can specify an extension to be notified when a fax arrives. For more information, see

Fax Extension and Fax Message Receiver.

For more information about these communications system features, see the Programming and Use guide for your communications system.

Introduction

1-5

PARTNER MAIL Services

Immediate Call Handling

Incoming Calls

Figure 1-2. Immediate and Delayed Call Handling

Here are a few simple ways to set up Automated Attendant Service:

Control Unit

PARTNER MAIL

answers on

the second ring

Receptionist

backs up

PARTNER MAIL

Delayed Call Handling

Control Unit answers incoming picks up unanswered

■ Case 1: The receptionist is the primary call handler. Automated

Attendant Service handles overflow.

Use Group Call Distribution (#206) Setting 1 to identify the lines to be

1. answered by Automated Attendant Service.

Receptionist PARTNER MAIL

calls

calls after the fourth ring

Set VMS Hunt Schedule (#507) to Always. Set VMS Hunt Delay (#506) to Delayed.

Case 2: Automated Attendant Service is the primary call handler.

■

Use Group Call Distribution (#206) Setting 1 to identify the lines to be

1. answered by Automated Attendant Service.

Set VMS Hunt Schedule (#507) to Always.

Set VMS Hunt Delay (#506) to Immediate.

1-6

Overview of System Services and Features

PARTNER MAIL Services

Case 3: The receptionist answers calls during the day; Automated

■

Attendant Service answers calls at night.

Use Group Call Distribution (#206) Setting 1 to identify the lines to be answered by Automated Attendant Service.

Set VMS Hunt Schedule (#507) to Night Only.

Set VMS Hunt Delay (#506) to Immediate.

Call Answer Service

Call Answer Service picks up unanswered calls and transfers them to predefine mailboxes. You must create a mailbox for each destination to which callers can be transferred, with the following exceptions:

Fax Extensions should not have mailboxes.

—

The Call Answer Service Operator does not have to have a mailbox.

—

The Call Answer Service Operator is the extension to which you can choose to transfer callers who need help.

There are four types of mailboxes that you can create.

■

A Call Answer Service mailbox provides message storage space. When a caller reaches a Call Answer Service mailbox, the caller hears a

greeting. If the mail system is in bilingual mode and the subscriber recorded a greeting in two languages, the caller can switch between the two languages. The caller can record a message, review and edit it, and transfer to another extension or an operator.

When a caller leaves a message, Call Answer Service turns On the message light on the subscriber’s phone. If the subscriber’s mailbox has

Outcalling privileges and the subscriber has Outcalling turned On, Call Answer Service calls the numbers specified by the subscriber. The

subscriber can remotely log in and retrieve the message.

■

A Bulletin Board Mailbox provides an information message up to four minutes long. When a caller reaches a Bulletin Board mailbox, the caller hears the message. The caller cannot leave a message, but can transfer to another extension.

A Bulletin Board mailbox is particularly useful for information that changes frequently. The information can be modified easily without

entering System Administration.

An Automated Attendant mailbox provides access to a pre-defined

■

Automated Attendant. A caller who reaches an Automated Attendant

mailbox hears whatever was recorded for that Automated Attendant. The caller can make selections from the Automated Attendant’s menus.

Introduction

1-7

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.

You can create mailboxes of any type for Calling Groups and Hunt Groups. When a caller reaches a Group Mailbox, the call is handled according to the type of mailbox it is, as described above. If you create a Call Answer Service mailbox for the group, you can assign a Group Mailbox owner. Then, when a message is placed in the Group Mailbox, Call Answer Service turns On the message light on the owner’s phone.

For more information about creating mailboxes, see Mailbox.

Interactions with the Communications System

Call Answer Service is used with the following communications system features:

■

Automatic VMS Cover (#310) is assigned to extensions for which unanswered intercom and transferred calls are to be automatically routed to Call Answer Service after a specified number of rings (3 rings for Release 3.1 and earlier communications systems; 1 to 9 rings for later communications systems).

■

VMS Cover can be programmed on a subscriber’s phone to turn VMS Cover on and off. This button can be programmed regardless of the Automatic VMS Cover setting for that extension. However, if Automatic VMS Cover is Assigned and a VMS Cover button is programmed, the subscriber must use the button to turn VMS Cover on.

■

Voice Mailbox Transfer can be programmed on a subscriber’s phone to transfer callers directly to another subscriber’s mailbox without ringing the other subscriber’s extension first. This feature is useful when one subscriber is handling calls for another subscriber who is not at his or her desk.

■

Group Call Distribution (#206) Setting 3 (VMS Line Cover) can be used to identify lines on which calls go to a pre-defined mailbox after four rings. If the mail system Line Ownership feature is used to assign an owner to a line, calls go to the line owner’s mailbox. If Line Ownership is not used, calls go to the General Mailbox for Automated Attendant 1.

■

Line Coverage (#208) can be used as an alternative to Group Call Distribution Setting 3 to assign ownership for a line to an extension. Calls on the owned line go to the line owner’s mailbox. This feature is available only on communications system Release 4.0 and later.

1-8

Overview of System Services and Features

PARTNER MAIL Services

Group Call Distribution (#206) Setting 3 and Line Coverage Extension (#208) differ from each other in the following ways:

Distributio

*This setting applies to all extensions programmed for Voice Mail coverage.

For more information about these communications system features, see the Programming and Use guide for your communications system.

Voice Mail Service

Voice Mail Service provides features that let subscribers manage their own mailboxes. A subscriber with a Call Answer Service mailbox or a Transfer-Only mailbox can:

■

Record a name and greetings that callers hear. Hearing the name and a greeting in the subscriber’s voice reassures callers that they have reached the correct destination.

Group Call

Setting 3

Line

Coverage

Extension

Calls normally Can send calls

go to

Mailboxes after mailboxes

4 rings

1-9 rings as Yes, using Do specified by Not Disturb and VMS Cover VMS Cover Rings (#117)* button.

immediately to coverage on

No No

Can turn

and off

Yes, using VMS Cover button

The subscriber can record and store up to three greetings to cover different situations. Then the subscriber can easily activate the appropriate greeting without having to re-record it. If the system is in bilingual mode, the subscriber can record up to three greetings in each language. For more information, see Greetings (Personal).

■

Choose a password to keep messages in the mailbox confidential. The subscriber should change the password regularly and keep it secure. For more information, see Personal Mailbox Administration.

■

Choose the extension to receive the call if the caller presses [

0 ] before,

during, or after leaving a message. For more information, see Personal Operator.

■

In bilingual mode, listen to Voice Mail prompts in the language programmed for the mailbox. See Mailbox.

Introduction

1-9

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. For more information, see Personal Mailbox Administration.

The System Administrator can send a message to all subscribers. For more information, see Broadcast Messages.

■

Listen to messages from callers.

Reply to messages sent by subscribers with Call Answer Service

—

mailboxes. Forward a received message to one or more subscribers with Call

—

Answer Service mailboxes, with additional comments if desired.

For more information, see Personal Mailbox Administration.

■

If the mailbox has Outcalling privileges, administer Outcalling from any on-site or remote touch-tone phone:

Designate up to five phone numbers to be called when a message

—

arrives in the mailbox. Specify the number of times the list of numbers is dialed.

—

Specify the times when Outcalling takes place.

— —

Turn Outcalling On and Off.

System Administrator’s Responsibilities

The mail system is set up to meet the needs of your business, based upon the information that you provide prior to installation. As System Administrator, you have two primary areas of responsibility after installation: system security and routine maintenance.

System Security

Toll fraud is the unauthorized use of your telecommunications system by third parties to make long-distance telephone calls. Under the law, you, the customer, are responsible for paying for part or all of those unauthorized calls. Thus the following information is of critical importance to you.

Criminals called hackers may attempt to gain unauthorized access to your communications system and your mail system. Hackers often attempt to trick a company’s employees into providing them with access to an outside line or an outside operator.

1-10

Overview of System Services and Features

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. The more knowledgeable they appear to be about employee names, departments, telephone numbers, and

the internal procedures of your company, the more likely it is that they will be

able to trick an employee into helping them. Hackers concentrate their activities in two areas related to the mail system:

■

They try to dial into a mailbox, then execute a transfer by dialing [ ★ ] [ T ].

Then they dial an access code, followed by a digit string to either direct

dial or access a network operator to complete the call.

■

They try to locate unused or unprotected mailboxes and use them as drop-off points for their own messages.

Preventative Measures

The following measures should be taken on the communications system side to

limit the risk of unauthorized activity by hackers:

■

All lines should be removed from the Remote Maintenance Device using

Line Assignment (#301).

■

If Outcalling is not permitted, the extensions connected to the mail

system unit and the Remote Maintenance Device should be restricted to Inside Only using Outgoing Call Restriction (#401). This denies access to outside lines.

■

If Outcalling is permitted, Outgoing Call Restriction should be used with Allowed and Disallowed Lists to meet the needs of the business while

maintaining the security of the system.

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.

For the extensions connected to port 1 on a two-port system, ports 1, 2,

and 3 on a four-port system, or ports 1 through 4 on a six-port system,

Outgoing Call Restriction should be set to Inside Only.

Introduction

1-11

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), Outgoing Call Restriction should be set to the most restrictive value that the business allows; then Allowed and Disallowed Lists should

be assigned as needed. For example, if Outgoing Call Restriction is set

to Inside Only, an Allowed List containing all numbers to which Outcalls are allowed must be created. This list must be assigned to the extensions connected to port 2, port 4, or ports 5 and 6.

The following measures should be taken on the mail system side:

■

Create only mailboxes that are necessary and delete any unused mailboxes.

■

Permit no Outcalling, or permit it only for those with a legitimate business need.

■

Change the System Administrator’s Mailbox from the factory setting.

■

Set the System Administrator’s mailbox password to a hard-to-guess value.

■

Set the System Administration Password to a hard-to-guess value.

■

Turn Off the Remote Maintenance Device when it is not in use.

Set the Minimum Password Length to 6 digits or more.

■

Set the Security Violation Notification action and number of

unsuccessful login attempts to the most restrictive values that the business allows.

The following general precautions also should be taken:

■

Provide good physical security for the room containing your telecommunications equipment and the room with administrative tools,

records, and System Administration information. These areas should be

locked when not attended.

■

Provide a secure trash disposal for all sensitive information, including

telephone directories, call accounting records, or anything that may supply information about your communications system. This trash should always be shredded.

1-12

Overview of System Services and Features

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 to move extensions, or any other administrative details associated with the communications system or the mail system should be handled by one person (the System Administrator) or within one department. Anyone claiming to be a telephone company representative should be referred to this person or department.

■

If a caller claims to be an authorized telephone company representative, verify his or her identity before permitting that person any access to the system.

■

Establish well-controlled procedures for passwords.

Establish a specific date for changing passwords (for example, the

—

first of each month) and help users remember to do it. Tell users what the Minimum Password Length is.

—

Tell users that passwords should not be recycled. They should be

—

hard to guess and should not contain:

■

All the same numbers (for example, 666666).

■

Sequential characters (for example, 123456).

■

Personal information that can be associated with them (such as

their name, birthdate, telephone number, or social security

number).

Discourage the practice of writing down passwords, If a password

—

needs to be written down, keep it in a secure place and never discard it while it is still active.

Tell users never to program passwords onto Auto Dial buttons.

—

Display phones reveal the programmed numbers and internal abusers

can use the Auto Dial buttons to originate unauthorized calls.

■

Educate employees that hackers may try to trick them into providing them with dial tone or dialing a number for them.

■

Ask users to tell you if any of the following suspicious activity occurs:

Inability to log into Voice Mail.

—

Lost mail messages, mailbox lockout, or altered greetings.

—

Inability to get an outside line.

—

Series of calls where there is silence on the other end or the caller

—

hangs up.

Sudden increase in wrong numbers.

— —

Caller complaints that your lines are busy

Introduction

1-13

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. Ask for a callback number. Increases in internal requests for assistance in making outside calls

—

(particularly international calls or requests for dial tone).

■

Make users with Outcalling privileges aware of the potential risks and their responsibilities.

■

Never distribute the office telephone directory to anyone outside the company.

■

Collect old office telephone directories and shred them.

■

Never discuss your telephone system’s numbering plan with anyone

outside the company.

■

Never accept collect telephone calls from unknown callers.

■

Any time a call appears to be suspicious, call the National Service Assistance Center at 1 800 628-2888.

■

You should also take advantage of AT&T monitoring services and

devices, such as the NetPROTECT CAS with HackerTracker®, and CAT Terminal with Watchdog. Call 1 800 638-7233 to get more information about these products and services.

family of fraud-detection devices,

Routine Maintenance

The following list is intended to give you an idea of the types of tasks involved in routine maintenance:

■

Assigning a Call Answer Service Operator, General Mailbox Owners, Fax Message Receivers, and Group Mailbox Owners. Be sure that people designated to serve in these roles are aware of what is expected of them. Refer them to the User’s Guide for a description of their responsibilities.

■

Maintaining mailboxes. Tasks typically involve adding and deleting mailboxes to accommodate personnel changes, and initializing mailbox passwords if subscribers forget them.

■

Maintaining Group Lists to facilitate sending messages to groups of subscribers. Be sure to keep subscribers informed about the lists.

■

Resetting System Time, for example, if you are in an area that observes daylight saving time.

■

Maintaining the Business Schedule to accommodate holidays, temporary closings or openings, and changes to your company’s hours of operation.

1-14

Overview of System Services and Features

System Administrator’s Responsibilities

■

Changing greetings, menus, and announcements to accommodate changes in personnel, your company’s operations and/or services.

For programming instructions, see the appropriate feature in Chapter 5. Be sure to update the planning forms so that they accurately reflect the programming for your mail system. You can make a copy of the mail system Planning Forms in Appendix A.

Helpful Programming Hints

After you become familiar with the mail system, the following hints and shortcuts can save you time:

■

You can program the mail system from any touch-tone telephone.

■

When logging in from your own extension, simply press [ prompted to enter your extension and [

# ]. You do not have to enter your

# ] when you are

extension number.

■

You never need to wait for a greeting or prompt to finish playing before you press a button.

■

Press [ ★ ] [ 7 ] at any time during programming to return to the System Administration Menu.

■

Press [ ★ ] [ # ] to return to the previous menu.

■

Press [ ★ ] [ 4 ] to repeat the current menu or prompt.

■

Press [ ★ ] [ ★ ] [ 9 ] to exit the mail system, or hang up.

■

Use the handset, not the speakerphone, for recording.

■

If you use the speakerphone when programming, turn off the microphone.

Introduction

1-15

Installation

Contents

Introduction Preparing for Installation

Mail System Hardware

■

■ Communications System Hardware

■

Mail System Site Requirements

Installing the Mail System

Mounting the System Unit

■

Connecting to the Communications System

■

Connecting to the Remote Maintenance Device

2-1 2-1

2-2 2-2 2-3

2-5 2-5

2-7 2-9

Installation

2-i

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.

IMPORTANT SAFETY INSTRUCTIONS

When installing telephone equipment, always follow basic safety precautions to reduce the risk of fire, electrical shock, and injury to persons, including:

■

Read and understand all instructions. (Pay particular attention to

Communications System Hardware on page 2-2 and Mail System Site

Requirements on page 2-3.)

■

Follow all warnings and instructions marked on or packed with the product.

■

Never install this unit or telephone wiring for it during a lightning storm.

■

Never install a telephone jack in a wet location unless the jack is specifically

designed for wet locations.

■

Never touch uninsulated telephone wires or terminals unless the telephone wiring has been disconnected at the network interface.

■

Use caution when installing or modifying telephone lines. Use only PARTNER modules in the PARTNER communications system control

■

unit. Use only recommended/approved PARTNER communications system

■

accessories.

■

Do not install this product near water, for example, in a wet basement location.

■

Do not overload wall outlets, as this can result in the risk of fire or electrical

shock.

■

The mail system is equipped with a three-wire grounding-type plug with a third (grounding) pin. This plug will fit only into a grounding-type power outlet. This is

a safety feature. If you are unable to insert the plug into the outlet, contact an

electrician to replace the obsolete outlet. Do not defeat the safety purpose of the grounding plug.

■

Do not attach the power supply cord to building surfaces. Do not allow anything

to rest on the power cord. Do not locate this product where the cord will be

abused by persons walking on it.

■

Vents on the sides of the cabinet are provided for ventilation. To protect this equipment from overheating, do not block these openings.

■

Never push objects of any kind into this product through vent openings in the unit, as they may touch dangerous voltage points or may short out parts, which could result in a risk of fire or electrical shock. Never spill liquid of any kind on

this product.

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 mail system unit. This ensures permanent mounting and prevents wall damage.

Unplug the product from the wall outlet before cleaning. Dust with a soft cloth.

■

Do not use cleaners or aerosol cleaners. Do not operate the system if chemical gas leakage is suspected in the area. Use

■

telephones located in some other safe area to report the trouble.

2-ii

WARNING:

DO NOT open the mail system unit. There are no user-serviceable parts inside the unit Only an authorized technician should open the unit for required maintenance or upgrading purposes.

SAVE THESE INSTRUCTIONS

Installation

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. Verify that you have all the required components, and that your installation site meets the requirements specified in this chapter.

You should have a copy of communications system Planning Form B1 that shows extension assignments for the mail system hardware.

NOTE:

Outside of the United States, some telephone networks provide a tone

similar to the U.S. busy tone to signal that the far-end caller has hung-up. If the mail system needs to respond to this signal, DIP switches need to be reset on the voice processing cards before the system unit is installed. See Chapter 7, “Upgrading the System.”

Installation

2-1

Preparing for Installation

Mail System Hardware

The mail system includes the following hardware components:

■

Mail system cabinet

■

Wall mount and cable manager bracket

7-foot (2.13m) modular D4BU telephone cords (two-pair, standard phone

■

connection)— 2 for a two-port system, 4 for a four-port system, or 6 for a

six-port system.

■

Power cord—6-foot (1.83m), 3-prong, male/female ends

■

Modem cable

■

Four No. 8 3/4-inch pan-head sheet metal screws for mounting the

system unit on plywood.

NOTE:

The cabinet and bracket together are referred to as the system unit.

NOTE:

If you are mounting the system unit on a surface other than plywood, you will need 4 No. 8 screws of the appropriate type for the wall and the weight of the system unit. For example, if mounting to wall studs through drywall, use No. 8 1-3/4-inch (or longer) pan-head sheet metal screws.

■

Remote Maintenance Device and one modular telephone cord (shipped in a separate box).

Communications System Hardware

The following communications system equipment is required to install the mail

system:

■

PARTNER II Release 3 or later or PARTNER Plus Release 3.1 or later

processor module

■

206 modules, Release 2 or later

NOTE:

You can connect up to five voice mail ports on a 206 module. The top, or first, port on a 206 module is the power-failure port and should NOT be used to connect either a voice mail port or the Remote Maintenance Device.

2-2

Installation

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. The mail system uses one each time it transfers a call, turns a phone’s message light On or Off, or Outcalls. The communications system uses one each time a standard device dials a call (intercom or outside).

The total number of touch-tone receivers required is dependent on the amount

and type of traffic that the communications system and the mail system handle.

In addition to the touch-tone receivers needed to support all of the standard

devices in the communications system, one touch-tone receiver generally is needed for every two mail system ports. A very heavily used system may require more touch-tone receivers.

Mail System Site Requirements

Table 2-1. Mail System Requirements

Condition

Relative Humidity

Temperature Range

Air Quality Environment

Dimensions

Voltage

Weight

FCC Number Ringer Equivalence Number (REN)

TDD Compatibility Maximum Number of Ports

The system unit should be wall-mounted adjacent to the communications system control unit on the same wood mounting surface, if possible.

Requirement

8-85% Recommended: 60°F–80°F (16°C–27°C) Maximum: 40°F–104°F (4°C–40°C) Dust-free area (preferably in an office environment) No exposure to any liquids (avoid areas near drinking fountains, coffee makers, and so on) Adequate clearance around vents to allow for air flow Cabinet: 12” high x 14.5” wide x 5-5/8” deep Bracket: 10-7/8” high x 17-1/4” wide 115 or 230 VAC ~26 lb. EAG USA-21253-VM-E

0.7B None 6

Installation

2-3

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.

The system unit should be connected to the same electrical branch circuit as

the communications system control unit. If the communications system’s control unit is connected to an uninterruptible power supply (UPS) or surge protector, it is recommended that the mail system unit be connected to the same UPS or surge protector.

2-4

Installation

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.

NOTE:

The illustrations show a six-port system; if you are installing a two-port or four-port system, it will look slightly different.

Mounting the System Unit

Position the bracket against the wall so that the hanger slot is located near

1. the top, as shown in Figure 2-1.

Bracket

Wood Mounting

Figure 2-1. Mounting the Bracket

Using the bracket as a template, mark the four points on the wall where the screws will be inserted.

WARNING:

Be sure the bracket will be screwed into wall studs or a piece of plywood

to ensure permanent mounting and to prevent wall damage.

Wall

Hanger

Slot

Cable Manager

Surface

Installation

2-5

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. 8 1-3/4inch (or longer) pan-head sheet metal screws.

Position the cabinet securely on the bracket, placing the cabinet’s bracket lip into the hanger slot on the bracket, as shown in Figure 2-2.

Right Side

Panel

Bracket

Lip Captive

Retaining

Screw

Figure 2-2. Mounting the Cabinet

Tighten the captive retaining screw on the cabinet’s left side panel to secure

5. the cabinet to the bracket.

2-6

Installation

Installing the Mail System

Connecting to the Communications System

Route the telephone cords through the slots on the bracket and connect

1. them to the appropriate ports on the system unit as shown in Figure 2-3.

Figure 2-3. Connecting Cords to the System Unit

Connect the other end of the cords to extension jacks on 206 module(s) in

2. the communications system control unit. Refer to the PARTNER MAIL column on communications system Planning Form B1 for extension assignments.

3. Set the voltage selector switch to the appropriate voltage, 115V or 230V.

Bracket

Lip

Captive

Retaining

Screw

Mounting

Hole

Power

Supply

Vents

(Do not block)

Voltage

Selector

Figure 2-4. System Unit (Back and Left Side View)

Installation

2-7

Installing the Mail System

Plug the power cord into the system unit’s AC power socket (see

4. Figure 2-5).

Ports 1 & 2

Ports 3 & 4

Ports 5 & 6

Status

Indicator Lights

COM 1 Port

(Remote Maintenance

Device Connector)

COM 2 Port

(Not Used)

Power Switch

Power Vents

(Do Not Block)

Right Side Panel

Serial Comcode

Number Label Label

Figure 2-5. System Unit (Front and Right Side View)

5. Plug the system unit into a grounded AC electrical source, preferably on the

same branch circuit as the communications system.

Turn on the power switch.

2-8

Installation

Installing the Mail System

Connecting to the Remote Maintenance Device

(Front View)

REMOTE MAINTENANCE DEVICE Mk III

(Back View)

DC On/Off RS–232–C Telephone

Power In

Switch

Port Line Port

Figure 2-6. Remote Maintenance Device

Use the modem cable provided to connect the RS-232-C port on the Remote Maintenance Device (see Figure 2-6) to the COM1 port on the system unit (see Figure 2-5).

Use a modular telephone cord to connect the Telephone Line Port on the Remote Maintenance Device (see Figure 2-6) to an extension jack on the 206 module. Refer to Communications System Planning Form B1 for the correct extension number.

Attach one end of the power cord to the DC Power In jack on the Remote

3. Maintenance Device (see Figure 2-6) and plug the other end into a grounded AC electrical source.

Turn on the on/off switch (see Figure 2-6). Verify that the AA, TR, and MR

4. LEDs on the front of the Remote Maintenance Device are lit.

Turn off the Remote Maintenance Device.

5. Write the 206 module extension jack number on a label and affix the label to

6. the Remote Maintenance Device. Keep the extension jack number handy. You may need it if the mail system needs servicing.

Security Alert:

Keep the Remote Maintenance Device turned off unless your mail system needs servicing and service personnel need remote access to your system.

Installation

2-9

Mail System Initial Programming

Contents

Introduction Before You Begin

Completing Planning Forms

■

Preparing the Communications System

■

Hunt Group Extensions Line Access Mode

Transfer Return Extension Outgoing Call Restriction

Line Assignment for the Remote Maintenance Device

Automatic Extension Privacy for the Remote Maintenance

Device

Logging In to System Administration Programming the Mail System

Accessing the System Administration Menu

■

Initial Programming Quick Reference

■

Programming System Parameters

■

System Language

Maximum Digit Length

Single or Multiple Automated Attendant

Automated Attendant Line Assignments

Programming Mailboxes

■

Considerations for Creating Mailboxes Creating Mailboxes

Assigning a Group Mailbox Owner

Specifying Fax Extensions and System Mailboxes

■

Fax Extension and Fax Message Receiver Call Answer Service Operator

3-1 3-1

3-1 3-2 3-2 3-3 3-3 3-4 3-4

3-5 3-5

3-8 3-8

3-9 3-11 3-12 3-12 3-12 3-13 3-14 3-15 3-15 3-16 3-17

3-17 3-18

Mail System Initial Programming

3-i

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 System Greetings

■

Recording Touch-Tone Gate Greetings Recording a Voice Mail Greeting

Programming the Automated Attendant Menus

■

Recording Announcements Creating Submenus Programming Day and Night Menus

Creating Group Lists

■

Assigning Line Ownership

■

Setting System Security Options

■

Minimum Password Length Security Violation Notification

After Initial Programming

Assigning the System Administrator’s Mailbox Password

■

■ Assigning a System Administration Password

3-18 3-18 3-19 3-20 3-20 3-21 3-22 3-23 3-24 3-25 3-26 3-26 3-27 3-28 3-30 3-31 3-32 3-33 3-33

3-34 3-34

3-34

3-ii

Mail System Initial Programming

Introduction

This chapter provides programming procedures for the installer of the mail system. These procedures are required for correct operation of the system.

Since certain features (for example, language selection) must be programmed before other features (such as voice mailbox assignments), perform the procedures in the order in which they are presented in this chapter.

Before You Begin

Before you begin to program the mail system, you must have completed planning forms and you must prepare the communications system.

Comlpeting Planning Forms

To perform the procedures in this chapter, you need the following forms:

■ Communications System Planning Forms B1 and B2

■

Mail System Planning Forms A through N

For information about filling out the planning forms, see Appendix A, “Mail System Planning” and Appendix B, “Communications System Planning.”

Mail System Initial Programming

3-1

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.

For these procedures, you need communications system Planning Forms B1 and B2 to identify the extension numbers associated with the mail system unit and the Remote Maintenance Device.

Hunt Group Extensions

Use this procedure to assign the extensions associated with the mail system unit to Hunt Group 7, the VMS Hunt Group.

At extension 10 or 11, press [

1. Press [ # ] [ 5 ] [ 0 ] [ 5 ].

2. At the Group:

3. At the Extension: prompt, enter the first PARTNER MAIL extension

prompt, press [

Feature

] [ 0 ] [ 0 ] [

7 ].

System Program

] [

System Program

number specified on communications system Planning Form B1.

NOTE:

The first extension jack on 206 modules should not be used as a PARTNER MAIL extension. These jacks should be reserved for use during a power failure.

Press [ Press [

Next Data

Next Item

] until the display reads

] or [

Prev Item

] until the next PARTNER MAIL extension number

1 Assigned.

displays. Press [

7. If additional PARTNER MAIL extensions are specified on Form B1, repeat

Next Data

] until the display reads

1 Assigned.

Steps 6 and 7 for each one. If this is a PARTNER II system in Hybrid mode, continue with “Line Access

9. Mode” on page 3-3. Otherwise, go to “Transfer Return Extension” on page 3-3.

3-2

Mail System Initial Programming

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 mail system unit and the extension where the Remote Maintenance Device is installed are Pooled extensions, use the following procedure to change them to Key extensions:

Press [ # ] [ 3 ] [ 1 ] [ 3 ].

1. At the

2. number specified on communications system Planning Form B1.

Extension:

prompt, enter the first PARTNER MAIL extension

Press [ Press [

Next Data

Next Item

displays. Press [

5. Repeat Steps 4 and 5 for each PARTNER MAIL extension and for the

Next Data

extension where the Remote Maintenance Device (VMS-RMD) is installed. Continue with “Transfer Return Extension.”

Transfer Return Extension

For extensions associated with the mail system unit, use the following procedure. If the mail system transfers a call to an extension that has no Voice Mail coverage, or if Voice Mail coverage is Off, and that extension does not answer, the communications system transfers the call to the Transfer Return Extension.

For extensions that do not have Voice Mail coverage, this procedure ensures that unanswered calls transferred by the mail system return to the designated extension, where they ring until answered.

Press [ # ] 3 ] [ 0 ] [ 6 ]. At the Extension:

specified on communications system Planning Form B1.

] until the display reads ] or [

Prev Item

] until the next PARTNER MAIL extension number

] until the display reads

prompt, enter the first PARTNER MAIL extension

2 Key.

At the Data:

prompt, enter the Transfer Return Ext. No. specified on Form

B1, typically extension 10.

Press [

Next Item

] or [

Prev Item

] until the next PARTNER MAIL extension number,

specified on communications system Planning Form B1, displays. At the Data:

prompt, enter the Transfer Return Ext. No.

Mail System Initial Programming

3-3

Before You Begin

If additional PARTNER MAIL extensions are specified on Form B1, repeat Steps 4 and 5 for each one.

Repeat Steps 4 and 5 for each extension that does not have Voice Mail coverage.

Continue with “Outgoing Call Restriction.”

Outgoing Call Restriction

Use this procedure to restrict all extensions associated with the mail system unit and the Remote Maintenance Device from making outside calls.

Security Alert:

This procedure must be followed to limit the possibility of toll fraud abuse.

Press [ # ] [ 4 ] [ 0 ] [ 1 ]. At the Extension:

2. Maintenance Device (VMS-RMD) is installed as specified on communications system Planning Form B1.

Press [ Press [

Next Data

Next Item

] until the display reads

] or [

specified on Form B1 is displayed. Press [

5. Repeat Steps 4 and 5 for each PARTNER MAIL extension.

Continue with “Line Assignment.”

Next Data

] until the appropriate value displays.

NOTE:

If Outcalling is permitted, be sure to create Allowed and Disallowed Phone Lists as needed for Outcalling numbers. Instructions are provided in Chapter 4.

Line Assignment for the

Remote Maintenance Device

Use this procedure to remove all lines from the extension to which the Remote

Maintenance Device is connected.

prompt, enter the extension number where the Remote

2 Inside Only.

Prev Item

] until the first PARTNER MAIL extension number

Security Alert:

This procedure must be followed to limit the possibility of toll fraud abuse.

Press [ # ] [ 3 ] [ 0 ] [ 1 ].

3-4

Mail System Initial Programming

Logging In to System Administration

At the

Extension:

Maintenance Device (VMS-RMD) is installed as specified on communications system Planning Form B1.

prompt, enter the extension number where the Remote

Press [

Continue with “Automatic Extension Privacy.”

Remove

] to remove all existing line assignments.

Automatic Extension Privacy for the Remote Maintenance Device

Use this procedure to assign Automatic Extension Privacy to the extension to which the Remove Maintenance Device is connected so that users cannot interrupt transmission.

Press [ # ] [ 3 ] [ 0 ] [ 4 ].

1. 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 [ Press [

Next Data

Feature

] until the display reads

] [ 0 ] [ 0 ] to exit programming.

1 Assigned.

Logging In to System Administration

To program the mail system, you will log in to the System Administrator’s mailbox and access the System Administration Menu.

For initial programming, you will use the factory setting for the System Administrator’s mailbox. The System Administrator’s mailbox password and the Administration password are not factory-set, so you will be prompted to set them. Be sure the System Administrator knows the passwords that you choose, because the System Administrator will need them in the future to log in.

Security Alert:

It is strongly recommended that the System Administrator change the System Administrator’s mailbox password and the System Administration Password after initial programming is complete. Instructions are provided at the end of this chapter.

Press [

Intercom

] [ 7 ] [ 7 ] [ 7 ].

The Voice Mail Greeting plays, followed by the extension prompt.

Mail System Initial Programming

3-5

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. After you press #, you are prompted to change the password. Follow the prompts to enter a password. This password must be used in the future to log in to the System Administrator’s mailbox.

The Voice Mail Activity Menu plays.

Press [ 9 ] for System Administration.

NOTE:

This option is not spoken in the Voice Mail Activity Menu. The option is deliberately hidden to minimize the system’s vulnerability to abuse.

The password prompt plays.

# ].

Press [ # ].

NOTE:

Until you create it, the Administration password is not set. After you press [

# ], you are prompted to change the password. Follow the

prompts to enter a password; it must be different from the System Administrator’s mailbox password. The System Administration password must be used in the future to access System Administration.

The System Administration Menu plays.

Figure 3-1 illustrates the login procedure and shows the options available from the System Administration Menu.

3-6

Mail System Initial Programming

Logging In to System Administration

Enter System

Administrator’s

Mailbox

Number + [ # ]

Enter System

Administrator’s

Mailbox

Press

[ # ]

]

Password + [

Enter System

Administration

Password + [

Voice Mail

Activity

System

Administration

System

Paramters

Schedule

1 2 3 4 5

Automated

Attendant

Figure 3-1. Mail System Login

Mailboxes

Group

Lists

Line

Ownership

System

Greetings

Mail System Initial Programming

System

Security

3-7

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. This is the menu that you access when you log in to the System Administrator’s Mailbox, as described in the previous section, “Logging In to System Administration” on page 3-5.

If you are already logged in, you can return to the System Administration Menu by doing one of the following:

■

Pressing [ ★ ] [ 7 ] to return directly to the System Administration Menu.

■

Pressing [

the “For System Parameters, press [ 1 ]” prompt.

For an overview of the procedural flow described in this chapter, and information about the relationship between the procedures and the mail system planning forms, refer to “Initial Programming Quick Reference,” which follows.

★

] [ # ] repeatedly to back up, one level at a time, until you hear

3-8

Mail System Initial Programming

Programming the Mail System

Initial Programming Quick Reference

From the System Administration Menu, Select...

1 System Parmeters

[ 9 ] System Language

Primary Secondary

] Maximum Digit Length

[

] Single or Multiple Automated Attendant

[

3 Automated Attendant

[ 6 ] Line Assignments

[ 2 ] Add a Line

4 Mailboxes

[ 4 ] Create a Mailbox

] Assign a Group Mailbox Owner

[

1 System Parameters

[ 4 ] Fax Extension and Fax Message Receiver

[ 1 ] Fax Extension

[ 2 ] Fax Message Receiver [ 5 ] Call Answer Service Operator [ 6 ] General Mailbox Owner [ 7 ] System Administrator's Mailbox

Go to Mail System Planning...

Form A Form A Form A

Form A Form A

Form A

Form B Form B

Form C Form C

Form C Form C Form C

2 Schedule

[ 1 ] System Time and Date

] Automated Attendant Schedule

[

] Schedule Controller

[

] Weekly Business Schedule

[

3 Automated Attendant

[ 5 ] Touch-Tone Gate

No Form

Form D Form D

Form E

Mail System Initial Programming 3-9

Programming the Mail System

From the System Administration Menu, Select...

7 System Greetings

[ 3 ] Touch-Tone Gate Greeting

[ 1 ] Day

[ 1 ] Record Greeting

[ 2 ] Night

[ 1 ] Record Greeting

[ 1 ] Voice Mail Greeting

] Record Greeting

[

3 Automated Attendant

[ 4 ] Announcements

] Record Announcement

[

[ 3 ] Submenus

[ 4 ] Create Submenu

[ 1 ] Day Menu

] Modify Menu

[

] Night Menu

[

] Modify Menu

[

5 Group Lists

[ 4 ] Create a Group List

Go to Mail System Planning...

Form E Form E

Form F

Form K

Form J and I

Forms H and G

Form L

6 Line Ownership

[ 4 ] Assign Line Ownership

8 System Security

[ 2 ] Minimum Password Length

] Security Violation Notification

[

] System Administration Password

[

Form M

Form N Form N

3-10

Mail System Initial Programming

Programming the Mail System

Programming System Parameters

Following is a list of the factory settings for the system parameters covered in

this section:

Parameter

System Language Maximum Digit Length Single or Multiple Automated

Factory Setting

Monolingual, English 2

Single

Attendant

Check mail system Planning Form A to see if you need to change any of these factory settings.

■

If you do NOT, skip to “Programming Mailboxes” on page 3-14.

■

If you do, continue with the procedures in this section. For these

procedures, you select the System Parameters option from the System Administration Menu. The System Parameters Menu plays. Figure 3-2 shows the options available from the System Parameters Menu.

System

Administration

System

Parameters

Single or

Multiple

Automated

Attendant

Fax Extention

and

Fax Message

Receiver

1 4 5 6 7

Call Answer

Service

Operator

General

Mailbox

Owner

Figure 3-2. System Parameters Administration

System

Administrator

Mailbox

Maximum

Digit

Length

Language

Mail System Initial Programming

System

3-11

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.

From the System Administration Menu, press [

1. Press [ 9 ] for System Language.

Press [

3. Press [

4. Bilingual only: Repeat Step 4 for the secondary language.

5. Press [ ★ ] [ # ] to approve or [ 1 ] to re-enter the language.

] for monolingual or [ 2 ] for bilingual.

] for English, or [ 2 ] for French, or [ 3 ] for Spanish.

Maximum Digit Length

Use this procedure to specify the maximum number of digits that a caller or subscriber can dial to transfer to an extension or mailbox. This parameter is specified on mail system Planning Form A. For more information, see Maximum Digit Length in Chapter 5.

From the System Administration Menu, press [

Press [ Press [

8 ] for Maximum Digit Length. 2 ], [ 3 ],or [ 4 ] to indicate the maximum number of digits.

Single or Multiple Automated Attendant

Use this procedure to specify whether the mail system uses one or up to three Automated Attendants as specified on mail system Planning Form A. For more information, see Single/Multiple Automated Attendants in Chapter 5.

1 ] for System Parameters.

3-12

1.2.From the System Administration Menu, press [ Press [

Press [ 1 ] for Single or [ 2 ] for Multiple.

1 ] for Single or Multiple Automated Attendant Operation.

1 ] for System Parameters.

If you selected Multiple in Step 3, you must also program Automated Attendant Line Assignments, as described in the next procedure. If you selected Single in Step 3, skip to “Programming Mailboxes” on page 3-14.

Mail System Initial Programming

Programming the Mail System

Automated Attendant Line Assignments

Figure 3-3 shows the options available from the Automated Attendant Menu.

System

Administration

Automated

Attendant

Automated

Attendant

Number

Assignments

Line

Review

Assigned

Lines

Add Line

Figure 3-3. Automated Attendant Line Assignments

This procedure applies only to a Multiple Automated Attendant system. Use it to assign the lines that should be answered by Automated Attendant 2 and 3 as specified on mail system Planning Form A. Lines to be answered by Automated Attendant 1 do not need to be assigned. (All lines identified on communications system Planning Form A in the VMS-AA column and not assigned to Automated Attendant 2 or 3 are assigned automatically to Automated Attendant 1.) For more information, see Line Assignments in Chapter 5.

From the System Administration Menu, press [ Press Automated Attendant Number [ 2 ] or [ 3 ].

Press [

3. Press [

4. Enter the line number + [

] for Line Assignments.

] to add a line.

Delete

Line

✳ D

3 ] for Automated Attendant.

Mail System Initial Programming

3-13

Programming the Mail System

Repeat Step 5 until finished.

7..

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. You must create the mailboxes before you can perform the remaining mail system procedures.

■

Mailboxes for extensions 10 through 57, Calling Groups 71 through 74, and Hunt Groups 771 through 776 are not factory-set; you must create

the mailboxes that are needed as specified on mail system Planning

Form B.

■

Group Mailbox Owners are not factory-set.

To perform these procedures, you select the Mailboxes option from the System Administration Menu. The Mailboxes Menu plays. Figure 3-4 shows the options available from the Mailboxes Menu.

Play a

Mailbox

Configuration

Create a Mailbox

Figure 3-4. Mailbox Administration

System

Administration

Mailboxes

Modify a

Mailbox

Delete a Mailbox

✳ D 7

Assign a Group

Mailbox Owner

3-14

Mail System Initial Programming

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. To avoid call traffic problems, however, the following maximums are recommended: 60 for a six-port system, 40 for a four-port system, and 20 for a two-port system.

■

You can create up to 58 Transfer-Only mailboxes, in addition to the 100 mailboxes cited above.

■

Only mailboxes 10 through 57, 71 through 74, and 771 through 776 can have a Transfer-Permitted Class of Service.

■

Class of Service 18 should be used only for special situations, such as dictation where a long message needs to be recorded.

■

Before you can change the System Administrator’s mailbox from the

factory setting to another mailbox, you must first create the other mailbox.

For more information, see Mailbox in Chapter 5.

Creating Mailboxes

Use this procedure to create the mailboxes specified on mail system Planning Form B.

From the System Administration Menu, press [ 4 ] for Mailboxes.

2. Press [ 4 ] to create a mailbox. Enter the Mailbox No. + [ # ].

3. Enter the COS + [ # ]. If monolingual mode, go to Step 7.

4. Bilingual only: Press [

5. Bilingual only: Press [

6. Enter the four two-digit key combinations for the Mailbox Name + [ # ], or

] for primary or [ 2 ] for secondary language.

★

] [ # ] to approve or [ 1 ] to re-enter the language.

press [ 0 ] if you do not want to enter a name.

Press [

Record the mailbox name, then press [ 1 ]

] to approve or [ 6 ] to cancel the name.

Mail System Initial Programming

3-15

Programming the Mail System

Press one of the following:

10.

■

[ ★ ] [ # ] 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.

Repeat Steps 3 through 10 until finished.

11.

Assigning a Group Mailbox Owner

Check mail system Planning Form B to see if you need to assign Group Mailbox Owners:

■

If you do NOT, skip to “Specifying Fax Extensions and System

Mailboxes” on page 3-17.

■

If you do, use this procedure to assign Group Mailbox Owners.

The Group Mailbox Owner does not need to have a mailbox but does need to have a telephone with a message light. The telephone must be a system phone or (for a Release 3.1 or later communications system) a standard phone with an LED-compatible message light connected to a Release 3.1 or later 206 module. For more information, see Group Mailbox Owner in Chapter 5.

Use this procedure to assign Group Mailbox Owners as specified on mail system Planning Form B:

From the System Administration Menu, press [

Press [ 7 ] for Group Mailbox Owner.

3. Enter the Group Mailbox No. + [

# ].

4. Enter the Group Mailbox Owner’s extension number+ [

Repeat Steps 3 and 4 until finished.

Press [ ★ ] [ # ] to quit.

4 ] for Mailboxes.

# ].

3-16

Mail System Initial Programming

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 Receiver

Call Answer Service Operator General Mailbox Owner for each

Automated Attendant System Administrator’s Mailbox

Check mail system Planning Form C to see if you need to change any of the factory settings.

■

If you do NOT, skip to “Programming the Schedule” on page 3-19.

■

If you do, continue with the procedures in this section. You again select the System Parameters option from the System Administration Menu. The System Parameters Menu plays. Figure 3-2, earlier in this chapter, shows the options available from the System Parameters Menu.

None

10 10

9997

Fax Extension and Fax Message Receiver

Use this procedure to identify the fax extension or fax Hunt Group where an Automated Attendant transfers fax calls that it receives, and to assign the extension to be notified when a fax call is transferred. These extensions are specified on mail system Planning Form C. To designate a Fax Message Receiver, you already must have created the mailbox (see “Programming Mailboxes” on page 3-14). For more information, see Fax Extension and Fax Message Receiver in Chapter 5.

From the System Administration Menu, press [

Press [ 4 ] for Fax Extension and Fax Message Receiver.

Multiple Automated Attendant only: Enter the Automated Attendant number.

Press [ 1 ] for Fax Extension.

Enter the Fax Ext. or Hunt Group + [ # ].

Press [

Enter the Fax Message Receiver Ext. + [

Press [ ★ ] [ # ] to quit.

Multiple Automated Attendant only: If you need to identify the Fax Extension or the Fax Message Receiver for another Automated Attendant, repeat from Step 3.

] for Fax Message Receiver.

1 ] for System Parameters.

Mail System Initial Programming

3-17

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.

From the System Administration Menu, press [

1. Press [ 5 ] for Operator Extension.

2. Enter the Call Answer Service Operator Ext. + [

General Mailbox Owner

Use this procedure to identify the General Mailbox Owner for each Automated

Attendant as specified on mail system Planning Form C. For more information, see General Mailbox in Chapter 5.

From the System Administration Menu, press [

1. Press [ 6 ] for General Mailbox Owner.

Multiple Automated Attendant only: Enter the Automated Attendant

number.

Enter the General Mailbox Owner Ext. + [

Multiple Automated Attendant only: If you need to change the General

Mailbox Owner for another Automated Attendant, repeat from Step 3.

System Administrator’s Mailbox

1 ] for System Parameters.

3-18

Security Alert:

Changing the System Administrator’s Mailbox is strongly recommended for security of the system.

To change from the factory setting to another mailbox, you already must have created the other mailbox (see “Programming Mailboxes” on page 3-14). Be sure that the COS, Language, and Directory Name specified on mail system Planning Form B for the mailbox are appropriate for the System Administrator.

Use this procedure to identify the System Administrator’s mailbox as specified on mail system Planning Form C. For more information, see System Administrator’s Mailbox in Chapter 5.

From the System Administration Menu, press [ 1 ] for System Parameters.

Press [

2. Enter the System Administrator’s Mailbox No. + [ # ].

] for System Administrator’s Mailbox.

Mail System Initial Programming

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. Also, check mail system Planning Form D to see if you need to change the Schedule Controller setting for an Automated Attendant. If you change the Schedule Controller setting, you must also program the Business Schedule.

To perform these procedures, you select the Schedule option from the System Administration Menu. The Schedule Menu plays. Figure 3-5 shows the options available from the Schedule Menu.

System

Administration

Update

System Date

and Time

Play

Schedule

Dashed boxes are available only when using Multiple Automated Attendants.

Schedule Controller

Figure 3-5. Schedule Administration

Schedule

Automated

Weekly Business

Schedule

and Temporary

1 2

Closing

Automated

Attendant Schedule

Attendant

Number

Open or

Closed

for Today

Mail System Initial Programming

3-19

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.

From the System Administration Menu, press [

Press [ 1 ] for System Date and Time.

Enter the system date, or press [ # ] to leave the date unchanged.

2 ] for Schedule.

Depending on the System Administrator’s mailbox language, use:

mmddyy for English ddmmyy for French or Spanish

where

=month (01-12)

mm dd=date (01-31)

=year (91-99 or 00-65)

Press [ ★ ] [ # ] to approve or [ 1 ] to re-enter the date.

4. Enter the time, or press [ # ] to leave the time unchanged. Enter the time in

hhmm format, where:

=hour (01-12) or (00-23)

=minute (00-59)

■

If the System Administrator’s mailbox language is English or Spanish, use 12-hour format (0100-1259).

■

If the System Administrator’s mailbox language is French, use 24-hour format (0000-2359) and skip to Step 7.

If the System Administrator’s mailbox language is English or Spanish, press

6. [ 1 ] for a.m. or [ 2 ] for p.m.

Press [ ★ ] [ # ] to approve or [ 1 ] to re-enter the time.

Schedule Controller

Use this procedure to specify whether an Automated Attendant’s Schedule Controller follows the Switch Mode or the PARTNER MAIL Business Schedule as specified on mail system Planning Form D. For more information, see Schedule Controller in Chapter 5.

From the System Administration Menu, press [

Press [

Multiple Automated Attendant only: Enter the Automated Attendant

number.

Press [

3-20

Mail System Initial Programming

2 ] for Automated Attendant Schedule.

] for Schedule Controller.

2 ] for Schedule.

Programming the Mail System

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.

If you selected Follow the PARTNER MAIL Business Schedule in Step 5, you must program the Business Schedule using the next procedure. If you selected Follow the Switch Mode, skip to “Setting the Touch-Tone Gate” on page 3-22.

Business Schedule

This procedure applies only if the Schedule Controller for an Automated Attendant is set to Follow the PARTNER MAIL Business Schedule.

Use this procedure to establish the weekly business schedule that the Automated Attendant follows as specified on mail system Planning Form D. For more information, see Business Schedule in Chapter 5.

From the System Administration Menu, press [

1. Press [

2. Multiple Automated Attendant only: Enter the Automated Attendant number.

3. Press [

4. Press [ 1 ] for Sunday, [ 2 ] for Monday, [ 3 ] for Tuesday, [ 4 ] for Wednesday,

5. [

Press [ 1 ] for Open and continue with Step 7, or press [ 2 ] for Closed and

2 ] for Automated Attendant Schedule.

2 ] for Weekly Business Schedule and Temporary Closing.

] for Thursday, [ 6 ] for Friday, [ 7 ] for Saturday, or [ 9 ] for all days.

2 ] for Schedule.

return to Step 5 to program another day, or skip to Step 12 to quit.

Enter the Opening Time for this day in hhmm format, where:

=hour (01-12) or (00-23) and mm

■

If the System Administrator’s mailbox language is English or

=minute (00-59)

Spanish, use 12-hour format (0100-1259).

■

If the System Administrator’s mailbox language is French, use 24-hour format (0000-2359) and go to Step 9.

If the System Administrator’s mailbox language is English or Spanish, press

8. [ 1 ] for a.m. or [ 2 ] for p.m.

Enter the Closing Time for this day in hhmm format, where:

hh=hour (01-12) or (00-23) and mm

■

If the System Administrator’s mailbox language is English or

=minute (00-59)

Spanish, use 12-hour format (0100-1259).

■

If the System Administrator’s mailbox language is French, use 24-hour format (0000-2359) and go to Step 11.

Mail System Initial Programming

3-21

Programming the Mail System

10.

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

11. number for the day as described in Step 5; then repeat Steps 6 through 11.

If finished, go to Step 12. Press [ ★ ] [ # ] to quit.

12. Multiple Automated Attendant only: If you need to program a Business

13.

Schedule for another Automated Attendant, repeat from Step 2.

Setting the Touch-Tone Gate

Check mail system Planning Form E to see if you need to change the Touch-Tone Gate setting for an Automated Attendant.

■

If you do NOT, skip to “Recording System Greetings” on page 3-23.

■

If you do, continue with the procedures in this section. You select the Automated Attendant option from the System Administration Menu. The Automated Attendant Menu plays. Figure 3-6 shows the options available from the Automated Attendant Menu.

System

Administration

Automated

Day Menu

Attendant

Automated

Attendant

Number

Submenus

Night Menu

Dashed boxes are available only when using Multiple Automated Attendants.

Line Assignments is available only if Automated Attendant Number is 2 or 3.

Annoucements

Figure 3-6. Automated Attendant Administration

Line

Assignments

Touch-Tone

Gate

5 6

3-22

Mail System Initial Programming

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.

From the System Administration Menu, press [

1. Multiple Automated Attendant only: Enter the Automated Attendant number.

2. Press [ 5 ] for Touch-Tone gate.

3. Press [ 9 ] for On or [ 6 ] for Off.

Multiple Automated Attendant only: If you need to change the Touch-Tone

Gate setting for another Automated Attendant, press [ ★ ] [ # ] and repeat from

Step 2.

If you set the Touch-Tone Gate for any Automated Attendant to On, you also must record the Touch-Tone Gate Greetings, as described in the next section.

Recording System Greetings

System Greetings include the Touch-Tone Gate Greetings and the Voice Mail Greeting. Check mail system Planning Forms E and F to see if you need to change either greeting.

■

If you do NOT, skip to “Programming the Automated Attendant Menus” on page 3-26.

■

If you do, continue with the procedures in this section. For these procedures, you select the System Greetings option from the System Administration Menu. The System Greetings Menu plays. Figure 3-7 shows the options available from the System Greetings Menu.

3 ] for Automated Attendant.

Mail System Initial Programming

3-23

Programming the Mail System

System

Administration

Extension

System

Greetings

Voice

Mail

Greeting

Figure 3-7. System Greetings Administration

Recording Touch-Tone Gate Greetings

This procedure applies only if the Touch-Tone Gate is On. If the Touch-Tone Gate is Off, skip to “Recording a Voice Mail Greeting.”

Use this procedure to record the Day and Night greetings that callers hear when an Automated Attendant answers as specified on mail system Planning Form E. For more information, see Greetings (System) in Chapter 5.

From the System Administration Menu, press [

1. Press [

2. Multiple Automated Attendant only: Enter the Automated Attendant

3. number.

Press [

4. Press [ 1 ] to record. For better sound quality, be sure to use the handset

5. rather than the speakerphone to record the greeting.

3 ] for Automated Attendant Touch-Tone Gate Greeting.

] for Day or [ 2 ] for Night.

Touch-Tone

Gate

Greeting

7 ] for System Greetings.

3-24

Record the greeting (up to two minutes), then press [ Press one of the following:

■

[ ★ ] [ # ] to approve. Then go to Step 8. [ 2 ] [ 3 ] to play back. Then repeat Step 7.

■

] [ 1 ] to re-record. Then repeat from Step 6.

[

Mail System Initial Programming

1 ].

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.

Press [ ★ ] [ # ] to quit.

10.

Multiple Automated Attendant only: If you need to record greetings for another Automated Attendant, repeat from Step 3.

Recording a Voice Mail Greeting

NOTE:

It is recommended that you use the factory setting for the Voice Mail Greeting.

Use this procedure to record the Voice Mail Greeting that subscribers hear when they call Voice Mail. This greeting is specified on mail system Planning Form F. For more information, see Greetings in Chapter 5.

From the System Administration Menu, press [

Press [ 1 ] for Voice Mail Greeting.

Press one of the following:

■

[ 1 ] to record. Then go to Step 4. For better sound quality, be sure to use the handset rather than the speakerphone to record the greeting.

■

0 ] to listen to the greeting. Then repeat Step 3.

[

■

2 ] to use the system default greeting. Bilingual only: Repeat Step 3

[ for the secondary language.

■

[ ★ ] [ # ] to use the current greeting. Bilingual only: Repeat Step 3 for the secondary language.

Record the greeting (up to two minutes), then press [

Press one of the following:

■

[ ★ ] [ # ] to approve. Bilingual only: Repeat Steps 3 through 5 for the secondary language.

■

[ 2 ] [ 3 ] to play back. Then repeat Steps 5.

■

] [ 1 ] to re-record. Then repeat from Step 4.

[

■

[ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new greeting. Return to Step 3.

7 ] for System Greetings.

1 ].

Mail System Initial Programming

3-25

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

Main Menu Prompt

Factory Setting

See Appendix D, “Day/Night

Main Menu” Main Menu Selector Codes Dial 0/Timeout Action

1-5 = Direct Extension Transfer

Day: Transfer to Call Answer

Service Operator

Night: Record Message in

General Mailbox Submenus

Announcements

None None

Check mail system Planning Forms G through K to see if you need to change any of these settings.

■

If you do NOT, skip to “Creating Group Lists” on page 3-30.

■

If you do, continue with the procedures in this section. For these procedures, you select the Automated Attendant option from the System

Administration Menu. The Automated Attendant Menu plays. Figure 3-6,

earlier in this chapter, shows the options available from the Automated Attendant Menu.

Security Alert:

Automated Attendants should be programmed to give callers access only to system extensions, mailboxes (including Bulletin Boards), submenus, and announcements.

3-26

You must program Announcements and Submenus before you program

the higher-level menu options that select them. Therefore, record all

Announcements first. Then create Submenus, starting with the lowestlevel Submenu and continuing up the Submenu levels so that the Main Menus are the last ones programmed. To help you, reorganize the mail

system Planning Forms in the following order:

■

Form K, Announcements

■

Form J, Submenu Definition

■

Form I, Submenu Prompt

■

Form H, Main Menu Definition

■

Form G, Main Menu Prompt

Mail System Initial Programming

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.

From the System Administration Menu, press [

1. Multiple Automated Attendant only: Enter the Automated Attendant

3 ] for Automated Attendant.

number.

Press [

Press [ Enter an Announcement Number + [

5. Press [ 9 ] to approve that you want to record or [ 6 ] to cancel. For better

] for Announcements.

] to record.

sound quality, be sure to use the handset rather than the speakerphone to record the announcement.

Record the Announcement (up to two minutes), then press [

Press one of the following:

[ ★ ] [ # ] to approve. Then go to Step 9.

■

[ 2 ] [ 3 ] to play back. Then repeat Step 8.

■

] [ 1 ] to re-record. Then repeat from Step 7.

[

■

[ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new Announcement.

Bilingual only: Repeat Steps 7 and 8 for the secondary language. If you need to record another Announcement for this Automated Attendant,

1 ].

repeat from Step 4.

Multiple Automated Attendant only: If you need to record Announcements for another Automated Attendant, press [ ★ ] [ 7 ], then repeat from Step 2.

Creating Submenus

Use this procedure to create Submenus for Automated Attendants as specified on mail system Planning Forms I and J. For more information, see Submenus (Automated Attendant) in Chapter 5.

From the System Administration Menu, press [ Multiple Automated Attendant only: Enter the Automated Attendant

2. number.

Press [ 3 ] for Submenus. Press [

] to create a Submenu.

3 ] for Automated Attendant.

Mail System Initial Programming

3-27

Programming the Mail System

Enter the Submenu Number + [ # ]. Enter a Selector Code.

Enter the corresponding Action as follows: Selector Code Transfer: Play Submenu: Play Announcement: Prompted Transfer: Direct Extension Transfer:

★

] [ D ] ([ ★ ] [ 3 ]) to delete. When prompted, press [ 9 ] to approve or [ 6 ] to

[ cancel the deletion.

Repeat Steps 6 and 7 until finished programming Selector Codes.

8. Press [ ★ ] [ # ].

9. Record the Submenu prompt (up to two minutes), then press [ 1 ]. For better

10. sound quality, be sure to use the handset rather than the speakerphone to record the prompt.

Press one of the following:

11.

[ 1 ] + extension number + [ # ]. [ 2 ] + Submenu number + [ # ]. [ 3 ] + Announcement number + [ # ].

[ 4 ]. [ 5 ].

■

[ ★ ] [ # ] to approve. Then go to Step 12.

■

[ 2 ] [ 3 ] to play back. Then repeat Step 11.

■

[ 2 ] [ 1 ] to re-record. Then repeat from Step 10.

■

[ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new Submenu prompt.

Bilingual only: Repeat Steps 10 and 11 for the secondary language. If you need to record another Submenu for this Automated Attendant,

2. repeat from Step 4.

Multiple Automated Attendant only: If you need to create Submenus for

3. another Automated Attendant, press [ ★ ] [ 7 ]. Then repeat from Step 2.

Programming Day and Night Menus

Use this procedure to program the Day and Night Main Menus that callers hear when an Automated Attendant answers a call. Main Menu information is specified on mail system Planning Forms G and H. Remember that, even if the Night Main Menu is identical to the Day Main Menu, you must program both menus. For more information, see Main Menus (Automated Attendant) in Chapter 5.

From the System Administration Menu, press [ 3 ] for Automated Attendant.

Multiple Automated Attendant only: Enter the Automated Attendant number.

3-28

Mail System Initial Programming

Programming the Mail System

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 [ Enter the corresponding Action as follows:

9 ] to approve, or [ 6 ] to cancel and return to Step 5.

Selector Code Transfer: Play Submenu: Play Announcement: Prompted Transfer: Direct Extension Transfer:

[ 1 ] + extension number + [ # ].

] + Submenu number + [ # ].

[

] + Announcement number + [ # ].

[ [ 4 ].

[ 5 ].

or [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete. When prompted, press [ 9 ] to approve or [ 6 ] to

cancel the deletion. Repeat Steps 5 through 7 until finished programming Selector Codes.

Press [ ★ ] [ # ].

10.

Choose the Dial 0/Timeout Action: Transfer to Call Answer Service Operator Record Message In General Mailbox Disconnect Transfer to Extension Quit (keep current setting)

Enter the extension number + [ # ].

11. Choose one of the following:

12.

Press [ # ] to use the existing prompt.

■

[ 0 ]. Go to Step 12.

[ 1 ]. Go to Step 12.

[ 2 ]. Go to Step 12.

[ 3 ]. Go to Step 11. [ ★ ] [ # ]. Go to Step 12.

■

Record a new prompt, then press [ 1 ]. For better sound quality, be sure to use the handset rather than the speakerphone to record the prompt.

Press one of the following:

13.

[ ★ ] [ # ] to approve. Then go to Step 14.

■

] [ 3 ] to play back. Then repeat Step 13.

[

■

] [ 1 ] to re-record. Then repeat from Step 12.

[

■

[ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new prompt.

Bilingual only: Repeat Steps 12 and 13 for the secondary language.

14.

Mail System Initial Programming

3-29

Programming the Mail System

15.

Press [ ★ ] [ # ] to program the Night Main Menu and continue with Step 16;

otherwise, skip to Step 18.

Press [ 2 ] for Night.

16. Repeat Steps 4 through 14 for the Night Main Menu.

17. Multiple Automated Attendant only: If you need to program Main Menus for

18.

another Automated Attendant, press [ ★ ] [ 7 ]. Then repeat from Step 2.

Creating Group Lists

Check mail system Planning Form L to see if you need to create Group Lists.

■

If you do NOT, skip to “Assigning Line Ownership” on page 3-31.

■

If you do, continue with the procedure in this section. For this procedure, you select the Group Lists option from the System Administration Menu.

The Group Lists Menu plays. Figure 3-8 shows the options available from

the Group Lists Menu.

System

Administration

Scan

Group Lists

Create a

Group List

Figure 3-8. Group Lists Administration

Use this procedure to create Group Lists as specified on mail system Planning Form L. For more information, see Group Lists in Chapter 5.

From the System Administration Menu, press [ 5 ] for Group Lists.

Press [ 4 ] to create a Group List.

Enter the Group List Number + [ # ].

Group

Lists

Modify or Review a

4 6

Group List

Delete a

Group List

✳ D

3-30

Mail System Initial Programming

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.

Repeat Step 4 until finished.

Press [ ★ ] [ # ] to quit.

If you need to create another Group List, repeat from Step 2.

Assigning Line Ownership

Check mail system Planning Form M to see if you need to assign Line Ownership.

■

If you do NOT, skip to “Setting System Security Options” on page 3-32.

■

If you do, continue with the procedure in this section. For this procedure, you select the Line Ownership option from the System Administration Menu. The Line Ownership Menu plays. Figure 3-9 shows the options available from the Line Ownership Menu.

Administration

Scan Line

Ownership

Deallocate Line

Ownership

2 ✳ 3

Figure 3-9. Line Ownership Assignment

Use this procedure to assign Line Ownership as specified on mail system Planning Form M. If this system has Multiple Automated Attendants, each VMS-Mail line for which Group Call Distribution (#206) is used to assign Voice

Mail coverage (VMS Line Cover) should be assigned Line Ownership. Lines not assigned ownership will be directed to Automated Attendant 1’s General Mailbox. For more information, see Line Ownership in Chapter 5.

System

Line

Ownership

Assign

Line

Ownership

Modify

Line

Ownership

Mail System Initial Programming

3-31

Programming the Mail System

From the System Administration Menu, press [

Press [ 4 ] to assign Line Ownership.

Enter a Line No. + [

Enter the Line Owner’s Extension + [ Repeat Steps 3 and 4 until finished.

Press [ ★ ] [ # ] to quit.

Setting System Security Options

Security options include Minimum Password Length and Security Violation Notification. There are factory settings for both options. Check mail system Planning Form N to see if you need to change the setting for either option.

■

If you do NOT, skip to “After Initial Programming” on page 3-34.

■

If you do, continue with the procedures in this section. For these procedures, you select the System Security option from the System Administration Menu. The System Security Menu plays. Figure 3-10 shows the options available from the System Security Menu.

6 ] for Line Ownership.

System

Administration

System Security

Minimum

Password

Length

Security

Violation

Notification

Figure 3-10. System Security Administration

System

Administration

3 4

Password

3-32

Mail System Initial Programming

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. Choose the largest acceptable minimum length in order to maximize the security of your system.

Use this procedure to set the minimum number of digits in user passwords as specified on mail system Planning Form N. For more information, see Passwords in Chapter 5.

From the System Administration Menu, press [

1. Press [ 2 ] for Password Length.

2. Enter the minimum number of digits required for a password + [

Security Violation Notification

Security Alert:

The System Administrator should use the most restrictive form of the feature that the business allows. Use the Mailbox Lock option unless this would be too restrictive for the business. Use the Warning Message option otherwise. The System Administrator should investigate all warning messages received. Programming a system without Security Violation Notification is strongly discouraged.

Use this procedure to select the action to be taken after unsuccessful attempts to log in to a mailbox, and to specify the number of attempts permitted before the action occurs as specified on mail system Planning Form N. For more information, see Security Violation Notification in Chapter 5.

From the System Administration Menu, press [

1. Press [ 3 ] for Security Violation Notification.

Press one of the following:

8 ] for System Security.

# ].

8 ] for System Security.

■

[ 1 ] for Mailbox Lock. Continue with Step 4.

■

[ 2 ] for Warning Message. Continue with Step 4.

■ [ 3 ] for No Security Violation Notification. The procedure is complete.

Enter the maximum consecutive unsuccessful login attempts allowed + [

Mail system initial programming is complete. Continue with “After Initial Programming.”

Mail System Initial Programming

# ].

3-33

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.

Security Alert:

It is strongly recommended that the System Administrator change the System Administrator’s mailbox password and the System Administration

Password after initial programming is complete.

Assigning the System Administrator’s Mailbox Password

The System Administrator should perform the following procedure:

Press [

Intercom

Enter the System Administrator’s mailbox number + [ # ].

] [ 7 ] [ 7 ] [ 7 ].

Enter the System Administrator’s mailbox password + [

Press [ 5 ] to change the password.

Enter a new password + [

# ]. For system security, make the password a

difficult-to-guess value. Re-enter the new password + [ # ].

4. This new password must be used in the future to log in to the System

Administrator’s mailbox.

Assigning a System Administration Password

The System Administrator should perform the following procedure:

Press [

Intercom

] [ 7 ] [ 7 ] [ 7 ].

Enter the System Administrator’s mailbox number + [ # ].

Enter the System Administrator’s mailbox password, as assigned in

the procedure above, + [

Press [ 9 ] for System Administration.

# ].

3-34

Enter the System Administration password + [ # ].

Mail System Initial Programming

After Initial Programming

Press [

] for System Security.

Press [ Enter a new password + [ # ]. This password must be different from the

] for System Administration Password.

System Administrator’s mailbox password. For system security, make the password a difficult-to-guess value.

Re-enter the new password + [ # ].

This new password must be used in the future to access System Administration.

Mail System Initial Programming

3-35

Communications System Initial Programming

Introduction Before You Begin Entering Programming Mode Automated Attendant Service

■

Group Call Distribution

■

VMS Hunt Delay

■

Fax Machine Extensions

■

Fax Hunt Group

■

Line Ringing

■

Automatic Extension Privacy

■

VMS Hunt Schedule

■

Night Service

■

Music on Hold Disallowed Phone Numbers

■

Creating a Disallowed List Assigning the Disallowed Phone Number List

■

Allowed Phone Numbers

Creating an Allowed Phone Number List Assigning the Allowed Phone Number List

Call Answer Service

Line Coverage

■

VMS Line Cover Line Coverage Extension (Communications System Release

4.0 or later)

■

Automatic VMS Cover

4-1 4-1 4-2 4-2

4-2 4-2 4-3 4-3

4-3 4-4 4-4 4-5 4-5 4-6 4-6 4-6 4-7 4-7 4-7

4-8 4-8

4-8

4-8 4-9

Communications System Initial Programming

4-i

Contents

■

Telephone Button Programming

■

After Initial Programming

VMS Cover Rings (Communications System Release 4.0 or

later)

Exiting Programming Mode

VMS Cover Do Not Disturb Voice Mailbox Transfer Voice Mail Messages

4-9 4-9

4-10 4-10

4-10 4-11

4-11 4-12

4-ii

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.

For information about communications system forms, refer to Appendix B. For information about communications system programming and features, refer to the Programming and Use guide for the communications system.

References to forms throughout this chapter are based on communications system Release 4.1 forms. The terminology and page numbers may vary slightly on forms for other releases of the communications system.

The procedures in this chapter assume that this is the first time a mail system is being installed on an existing communications system. If this is not the case, some of the communications system’s settings may already be changed to the values specified here. It is recommended that you perform each procedure and verify all of the settings.

Before You Begin

Before you begin, locate communications system Planning Forms A, B1, B2, C and D.

Communications System Initial Programming

4-1

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. If so, use the procedures in this section to program Automated Attendant Service; otherwise, skip to “Call Answer Service” on page 4-8.

Group Call Distribution

Use this procedure to specify the outside lines on which Automated Attendant Service is required.

To assign VMS-AA lines specified on communications system Planning Form A, Page 1,

Line Coverage, to Hunt Group 7:

Press [ # ] [ 2 ] [ 0 ] [ 6 ].

1. At the

2. At the

3. Press [

4. To program another line, press [

5. number displays.

Press [

6. Repeat Steps 6 and 7 for each VMS-AA line on Form A.

VMS Hunt Delay

Check communications system Planning Form A, Page 2, VMS Hunt Delay. If Delayed (Del) is specified, follow the procedure below. Otherwise, skip to the next section, “Fax Machine Extensions.”

To change the VMS Hunt Delay setting from Immediate to Delayed as specified on Form A, Page 2:

Group:

Line:

Next Data

prompt, press [ 7 ].

prompt, enter the first VMS-AA line.

] until the display reads

1 Assigned.

Next Item

] or [

1 Assigned.

Prev Item

] until the appropriate line

Press [ # ] [ 5 ] [ 0 ] [ 6 ].

1. Press [

4-2

Communications System Initial Programming

Next Data

] until the appropriate value displays.

Automated Attendant Service

Fax Machine Extensions

To assign Fax Machine Extensions specified on communications system Planning Form B1:

Press [ # ] [ 6 ] [ 0 ] [ 1 ].

At the

Extension:

connected.

prompt, enter the extension to which the fax machine is

Press [

To identify another extension, press [

number shows on the display. Then repeat Step 3.

Fax Hunt Group

Check communications system Planning Form B2 to see if a Hunt Group of fax machines is desired. If so, follow the procedure below. If not, skip to the next section, “Line Ringing.”

To create a fax Hunt Group:

Press [ # ] [ 5 ] [ 0 ] [ 5 ].

At the Group: prompt, enter the group number.

Enter the number of the first extension to be assigned to the group.

Press [

To assign another extension, press [

shows on the display. Press [

Repeat Steps 5 and 6 for each extension to be assigned to the group.

Next Data

] until the display reads

Next Item

] until the display reads

Next Item

] until the display reads

1 Assigned.

] or [

Prev Item

1 Assigned.

] or [

Prev Item

1 Assigned.

] until the extension

] until the extension number

Line Ringing

For Fax Machine Extensions or extensions in a fax Hunt Group, change the Line Ringing setting to No Ring. Otherwise, skip to the next section, “Automatic Extension Privacy.”

To change the line ringing setting:

Press [

Central Tel Program

Enter the extension number to be programmed. The green lights next to the line

buttons show the current Line Ringing settings for all lines assigned to the extension. (If a line is not assigned to a button, the green light next to the button is Off.) The ringing options are as follows:

■ Immediate Ring

■

Delayed Ring

■ No Ring

— green light flutters quickly

—green light on steady

—green light flashes slowly

Communications System Initial Programming

4-3

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 [

Automatic Extension Privacy

If VMS Hunt Delay is set to Immediate, use this procedure to prevent subscribers from accidentally picking up calls sent to the mail system. Also use this procedure for all Fax Machine Extensions and all extensions assigned to a fax Hunt Group.

To set Automatic Extension Privacy (#304) to Assigned for the PARTNER MAIL extensions and the Fax Machine Extensions specified on communications system Planning Form B1, as well as all extensions assigned to a fax Hunt Group on communications system Planning Form B2:

Press [ # ] [ 3 ] [ 0 ] [ 4 ].

Central Tel Program

], then [

System Program

Enter the first PARTNER MAIL extension number specified on Form B1.

Press [ Press [

Next Data

Next Item

displays. Press [

5. If additional PARTNER MAIL extensions are specified, repeat Steps 4 and 5 for

Next Data

each one. If Fax Machine Extensions are specified on Form B1, repeat Steps 4 and 5 for

each one. If extensions are assigned to a fax Hunt Group on Form B2, repeat Steps 4 and 5

8. for each extension.

VMS Hunt Schedule

Check communications system Planning Form A, Page 2, VMS Hunt Schedule. If either Day Only or Night Only is selected, follow the procedure below. Otherwise, skip to the next section, “Night Service.”

To change the VMS Hunt Schedule setting as specified on communications system Planning Form A, Page 2:

] until the display reads

] or [

Prev Item

] until the next PARTNER MAIL extension number

] until the display reads

1 Assigned.

Press [ # ] [ 5 ] [ 0 ] [ 7 ].

1. Press [

4-4

Communications System Initial Programming

Next Data

] until the appropriate value appears.

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:

Press [ # ] [ 5 ] [ 0 ] [ 3 ]. At this point, do one of the following:

2. If you want to assign Night Service to the first available button on the

■

system phone, press [

■

If you want to assign Night Service to a specific button, press [ 3 ]. The display reads:

Next Data

] until the display reads:

Night Service 1 Assigned-Ext10

Night Service 3 Select Button

Label the Night Service button at extension 10.

Music on Hold

The Music on Hold feature activates or deactivates the Music on Hold jack on the

primary processor module. The jack must be active and an audio source must be

connected to the jack in order to provide recorded music or messages to callers on

hold. It is strongly recommended that Music on Hold be used for communications

systems prior to Release 4.1.

Check communications system Planning Form A, Page 2, Music on Hold, to see if the Music on Hold jack is active. If so, follow the procedure below. Otherwise, skip to the next section, “Disallowed Phone Numbers.”

To activate the Music on Hold jack:

Press [ # ] [ 6 ] [ 0 ] [ 2 ].

Press [

Press the desired programmable button with lights to assign Night Service to that button.

Next Data

] until the appropriate value displays.

Communications System Initial Programming

4-5

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. If so, continue with the procedures in this

section; otherwise, skip to “Allowed Phone Numbers.”

To create a list of Disallowed Phone Numbers:

Press [ # ] [ 4 ] [ 0 ] [ 4 ]. At the

List Number:

prompt, enter the list number (1–4).

■

Entry:

At the

Data---------------

At the

To save the number in memory,

prompt, select a list entry (01–10).

prompt, enter the first number.

you must press [

At this point:

To change the number you just entered, press [ Remove ] and repeat Steps 4 and

■

To delete the number you just entered, press [

■

To enter other numbers in this list, press [ Next Item ] and repeat Steps 4 and 5.

Assigning the Disallowed Phone Number List

The Disallowed Phone Number List that was created for Outcalling should be

assigned to the extension(s) that are connected to the Outcalling port(s)—port 2 on a

two-port system, port 4 on a four-port system, or ports 5 and 6 on a six-port system. To assign the Disallowed Phone Number List to the extensions:

Press [ # ] [ 4 ] [ 0 ] [ 5 ]. Enter the number of the extension to be programmed.

Enter the list number (1-4).

Enter

Remove

To assign the list, press [

To program another extension, press [ Step 2.

4-6

Communications System Initial Programming

Next Data

] until the display reads

Next Procedure

] [

Prev Procedure

1 Assigned.

] and repeat from

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.

NOTE:

If the PARTNER MAIL extensions were restricted to Inside Only using Outgoing Call Restriction (#401), Outcalling will not work unless an Allowed

Phone Number List is created and assigned. Outcalls can be made only to

the numbers included in the list.

Creating an Allowed Phone Number List

Check communications system Planning Form D to see if an Allowed Phone Number

List is needed for Outcalling. If so, continue with the procedures in this section;

otherwise, skip to “Call Answer Service” on page 4-8. To create a list of Allowed Phone Numbers:

Press [ # ] [ 4 ] [ 0 ] [ 7 ].

1. At the

List Number:

prompt, enter the list number (1–4).

■

Entry:

At the

Data---------------

At the

prompt, select a list entry (01–10).

To save the number in memory,

At this point:

To change the number you just entered, press [ Remove ] and repeat Steps 4 and

■

To delete the number you just entered, press [

■

To enter other numbers in this list, press [ Next Item ] and repeat Steps 4 and 5.

Assigning the Allowed Phone Number List

The Allowed Phone Number List that was created for Outcalling should be assigned to the extension(s) that are connected to the Outcalling port(s)—port 2 on a two-port system, port 4 on a four-port system, or ports 5 and 6 on a six-port system.

To assign the Allowed Phone Number List to the extensions:

Press [ # ] [ 4 ] [ 0 ] [ 8 ].

Enter the number of the extension to be programmed. Enter the list number (1–4).

prompt, enter the first number.

you must press [

Enter

Remove

To assign the list, press [ To program another extension, press [

Next Data

Step 2.

Communications System Initial Programming

] until the display reads

Next Procedure

] [

Prev Procedure

1 Assigned.

] and repeat from

4-7

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.

■

For communications system Release 4.0 or later: If extension numbers are specified for any lines in this column, use the procedure in “Line Coverage Extension (Communications System Release 4.0 or later)” below.

■

If there are no entries in this column, skip to “Automatic VMS Cover” on page 4-9.

VMS Line Cover

To assign VMS-Mail lines checked on communications system Planning Form A, Page 1, Line Coverage, to Hunt Group 7:

Press [ # ] [ 2 ] [ 0 ] [ 6 ].

At the

Group:

At the

Line:

Press [

Next Data

To program another line, press [

prompt, press [ 7 ].

prompt, enter the first line checked in the VMS-Mail column. ] until the display reads

3 VMS Line Cover.

Next Item

] or [

number displays. Press [

Repeat Steps 5 and 6 for each VMS-Mail line checked on Form A.

Next Data

] until the display reads

3 VMS Line Cover.

Line Coverage Extension (Communications System Release 4.0 or later)

To assign line coverage for the extension numbers specified in the VMS-Mail column on communications system Planning Form A, Page 1, Line Coverage:

Press [ # ] [ 2 ] [ 0 ] [ 8 ].

At the Line: prompt, enter the first line for which an extension is specified.

At the Data: prompt, enter the number of the extension specified in the VMS-Mail

column.

Prev Item

] until the appropriate line

To program another line, press [

number displays. At the

4-8

Communications System Initial Programming

Data:

prompt, enter the number of the next extension.

Next Item

] or [

Prev Item

] until the appropriate line

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. If it is, follow the procedure below. If not, skip to “VMS Cover Rings.”

To change the Automatic VMS Cover setting for an extension to Assigned as indicated on Form B2:

Press [ # ] [ 3 ] [ 1 ] [ 0 ].

Enter the number of the first extension to which Automatic VMS Cover is to be

2. assigned.

Press [

3. To program another extension, press [

Next Data

] until the display reads

1 Assigned.

Next Item

number shows on the display. Press [

5. Repeat Steps 4 and 5 for each extension to which Automatic VMS Cover is to be

Next Data

] until the display reads

1 Assigned.

assigned.

VMS Cover Rings (Communications System Release

4.0 or later)

Check communications system Planning Form A, Page 2, to see if VMS Cover Rings (#117) is different from the factory setting of 3. If it is, follow the procedure below. If not, skip to “Exiting Programming Mode.”

To change the number of times calls ring before they are sent to the mail system as indicated on Form A, Page 2, VMS Cover Rings:

Press [ # ] [ 1 ] [ 1 ] [ 7 ].

Enter the VMS Cover Rings setting.

Exiting Programming Mode

] or [

Prev Item

] until the extension

To exit programming mode, press [

Feature

Communications System Initial Programming

] [ 0 ] [ 0 ].

4-9

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. This section uses Centralized Telephone Programming.

When you are finished programming, be sure to label all buttons on subscribers’ phones.

VMS Cover

This button enables the subscriber to turn voice mail coverage On and Off. To program a VMS Cover button as specified on communication system Planning

Form C:

Press [

Feature

] [ 0 ] [ 0 ] [

System Program

] [

System Program

] [

Central Tel Program

Enter the number of the extension to be programmed.

2. Press a programmable button with lights.

Press [ At this point, do one of the following:

Do Not Disturb

This button can be used to prevent calls for the extensions from audibly alerting (lights still flash). For communications system Release 4.0 or later, Do Not Disturb can be used in conjunction with either Automatic VMS Cover or manual VMS Cover to enable the subscriber to send callers immediately to his or her mailbox (without ringing the extension first).

To program a Do Not Disturb (DND) button as specified on communications system Planning Form C:

Feature

] [ 1 ] [ 5 ].

■

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. Press [

Feature

■

] [ 0 ] [ 0 ] to exit.

4-10

Press [

Feature

] [ 0 ] [ 0 ] [

] [ 0 ] [ 1 ].

1. Enter the number of the extension to be programmed.

2. Press a programmable button with lights.

3. Press [

System Program

] [

System Program

Communications System Initial Programming

] [

Central Tel Program

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 [ procedure in this section to program a button for a different extension.

■

Press [

Voice Mailbox Transfer

This button enables any system user to transfer calls to a subscriber’s mailbox,

without ringing the extension first.

To program a Voice Mailbox Transfer (VMBox) button as specified on

communications system Planning Form C:

Press [

Feature

Enter the number of the extension to be programmed. Press a programmable button.

Press [

Feature

At this point, do one of the following:

■

Go to Step 3 of the next procedure to program another button for this extension.

Press [

■

procedure in this section to program a button for a different extension.

Central Tel Program

Feature

] [ 0 ] [ 0 ] to exit.

] [ 0 ] [ 0 ] [

System Program

] [ 1 ] [ 4 ].

Central Tel Program

] and go to Step 2 of any button programming

] [

System Program

] [

Central Tel Program

] and go to Step 2 of any button programming

■

Press [

Voice Mail Messages

This intercom Auto Dial button enables the subscriber to access the mail system with the touch of one button.

To program a Voice Mail Messages (VMMsgs) button as specified on communications system Planning Form C:

Press [

Feature

Enter the number of the extension to be programmed. Press a programmable button.

Press left [ Press [

Feature

] [ 0 ] [ 0 ] to exit.

] [ 0 ] [ 0 ] [

Intercom

System Program

] [ 7 ] [ 7 ] [ 7 ].

] [ 0 ] [ 0 ] to exit.

] [

System Program

] [

Central Tel Program

Communications System Initial Programming

4-11

After Initial Programming

When initial programming for the mail system and communications system is complete, you should perform the verification tests in Chapter 6.

4-12

Communications System Initial Programming

Understanding the Mail System Features

Contents

Administering Features

■

Logging In to Voice Mail

■

Logging In to System Administration

Announcements (Automated Attendant)

Announcement Options

■

Announcements and Bulletin Boards Applications

■

Recording an Announcement Playing an Existing Announcement

■

Deleting an Announcement

■

Automated Attendant Service Broadcast Message

Broadcast Messages and Group Lists

■

Sending a Broadcast Message

■

Bulletin Board

Monolingual or Bilingual Mode

■

Bulletin Boards and Announcements

■

Dial 0 Destination

■

Other Bulletin Board Options

■

Bulletin Board Mailbox Password

■

Applications

■

Accessing a Bulletin Board Message

■

Recording or Deleting a Bulletin Board Message

■

Setting a Dial 0 Destination

■

Changing a Bulletin Board Mailbox Password

5-1 5-2 5-2 5-3 5-4 5-4 5-5 5-6 5-8 5-9 5-10 5-12 5-12 5-13 5-14 5-15 5-15 5-15 5-16 5-16 5-16 5-18 5-19 5-21 5-21

Understanding the Mail System Features

5-i

Contents

Business Schedule and Temporarily Closed

Weekly Business Schedule

■

■ Temporarily Closed

Playing the Business Schedule

■

■ Creating or Changing the Weekly Business Schedule

■

Programming a Temporary Closing

Call Answer Service Operator

■

Changing the Call Answer Service Operator Extension

Dial 0/Timeout Action (Automated Attendant)

Changing a Dial 0/Timeout Action

■

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.

■

Description—A detailed description of the feature.

■

Considerations and Constraints—Things to be aware of when using the feature.

■

Related Communications System Features—Interactions between this feature and communications system features.

■

Related Mail System Features—Interactions between this feature and other mail system features. Related features appear in boldface type to indicate that

they are described in greater detail elsewhere in this chapter.

■

Programming—Instructions for you, the System Administrator, explaining how

to administer the feature.

■

Procedures—Instructions for using the feature. These procedures can be used by subscribers as well as by the System Administrator.

Features of the mail system that are available to subscribers are accessed from the Voice Mail Activity Menu (see “Logging In to Voice Mail,” on page 5-2). The “At a Glance” sections for those features begin with the option you choose from the Voice Mail Activity Menu.

Features of the mail system that are used only by the System Administrator are accessed from the System Administration Menu. The “At A Glance” sections for those features begin with the option you choose from that menu.

Before you can perform any mail system administration tasks, you must log in to the System Administrator’s mailbox and System Administration (see “Logging In to System Administration,” on page 5-2). Once you have logged in to System Administration, you can return to the System Administration Menu by pressing [ ★ ] [ 7 ] and continue with another procedure without logging in again.

Administering Features

5-1

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 [ # ]. The password prompt plays.

Enter the mailbox password followed by [ # ]. The name of the mailbox owner plays if the name has been programmed. If

not, the extension number plays. The system announces the number of new and old messages, then plays the Voice Mail Activity Menu.

Logging In to System Administration

To log in to System Administration:

Press [

Intercom

] [ 7 ] [ 7 ] [ 7 ].

The Voice Mail greeting plays. The system prompts you to enter the extension and [ # ].

Enter the System Administrator’s extension followed by [

NOTE:

The factory setting for the System Administrator’s extension is [ 9 ] [ 9 ] [ 9 ] [ 7 ].

This extension may have been changed when the mail system was installed. If it was not changed from the factory setting, you should do so now. See “Re-assigning the System Administrator’s Mailbox” under

System Administrator’s Mailbox for instructions. The password prompt plays. Enter the System Administrator’s mailbox password followed by [

# ].

The System Administrator’s name plays. The system announces the number of new and old messages, then plays the Voice Mail Activity Menu.

Press [ 9 ] for System Administration.

NOTE:

This option is not heard on the Voice Mail Activity Menu. The system prompts you to enter the password and [

Enter the System Administration Password followed by [ # ].

# ].

The system plays the security message, then the System Administration Menu.

5-2

Administering Features

Announcements (Automated Attendant)

At a Glance

System Administration Menu

Programmable by

Caller Options

Hear Announcement again Play Automated Attendant

Main Menu Play previous menu Dial 0/Timeout Action Transfer to another extension

Play Announcement in

alternate language (Bilingual

mode only)

Capacities

Announcement Length Maximum Number of

Announcements

3 ] Automated Attendant

[

[ 4 ] Announcements

[

] Play Announcement

[

] Record Announcement

[ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete Announcement

System Administrator

[ ★ ] [ 4 ] [ ★ ] [ 7 ]

[ ★ ] [ # ] [ 0 ] [ ★ ] [ T ] ([ ★ ] [ 8 ]) [ ★ ] [ 1 ]

Up to two minutes each

Selector Code Action

Mail System Planning Form

Description

Announcements are recordings of up to two minutes in length that are included as options on Automated Attendant Main Menus and Submenus. If the system is in bilingual mode, each Announcement consists of one recording in each language.

Announcements can be programmed only by you, the System Administrator. To

program an Announcement, you must first record it. Then you can include it in Main Menu and Submenu definitions by assigning it a Selector Code and Action 3.

You can record up to 99 Announcements. You can include the same Announcement

as an option on more than one menu.

[ 3 ] Play an Announcement K

Announcements (Automated Attendant)

5-3

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 ] [ ★ ] [ 7 ] [ ★ ] [ # ] [ 0 ] [ ★ ] [ T ] [ ★ ] [ 1 ]

Hear the Announcement again. Play the Automated Attendant Main Menu. Play the previous menu. Perform the Automated Attendant’s Dial 0/Timeout Action.

([ ★ ] [ 8 ]) Transfer to another extension. Play the Announcement in the alternate language (bilingual mode only).

Announcements and Bulletin Boards

Announcements are similar in function to Bulletin Board messages, but have some

significant differences as follows:

■

Announcements can be up to two minutes long. Bulletin Board messages can be up to four minutes long.

■

Announcements must be created before they can be assigned to a Main Menu or Submenu. Bulletin Board messages can be created any time.

■

An Announcement can be changed only by the System Administrator. A Bulletin Board message is changed by the Bulletin Board mailbox owner.

■

Announcements can be accessed only from Automated Attendant Service menus. Bulletin Board messages can be accessed from Voice Mail Service or Call Answer Service, as well as from Automated Attendant Service.

■

Pressing [

finishes playing takes you to the Dial 0/Timeout Action destination specified

for the Automated Attendant Main Menu from which the Announcement was accessed. Each Bulletin Board can have its own Dial 0 Destination.

■

Pressing [ ★ ] [ 7 ] while listening to an Announcement takes you to the Main Menu for the Automated Attendant. Pressing [ message takes you back to the Voice Mail Greeting.

0 ] while listening to an Announcement or within four seconds after it

★

] [ 7 ] while listening to a Bulletin Board

Security Alert:

For security reasons, it is unwise to allow more than one person to access

System Administration. Therefore, if someone other than you will be changing

informational messages, consider using Bulletin Board messages instead of

Announcements.

5-4

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 $1.1 million profit for the third quarter. This is due primarily to a 5% increase in sales of Zip-Widgets and cost-

cutting measures implemented on a company-wide basis. To hear this

Announcement again, press [ ★ ] [ 4 ]. To play the previous menu, press [ ★ ] [ # ]. To transfer to another extension press [ ★ ] [ T ].”

Or an Announcement could provide information about annual awards:

“The winners of the Martin Kruskel award for excellence in actuarial skills are Joe Smith, Fred Martinez, and Sally Jackson. We congratulate them on

their fine work. To return to the Main Menu, press [ ★ ] [ 7 ]. To reach the operator, press [ 0 ].”

Or an Announcement could provide directions to your office:

“Our offices are located at 400 Route 9 North in Eastview, just one mile north of the intersection of Routes 9 and 18. To repeat these directions, press [ ★ ] [ 4 ]. If you need additional assistance, press [ 0 ] to speak to our receptionist. To return to the Main Menu, press [

Related Mail System Features

■

In some cases, a Bulletin Board message may be more appropriate to your

needs than an Announcement. See “Announcements and Bulletin Boards” on

page 5-4 for a comparison.

■

If you change the Language mode (bilingual or monolingual), you do not need

to re-record the Announcements.

■

If you delete an Announcement, it is automatically removed from the menu

definition for all Main Menus (Automated Attendant) and Submenus

(Automated Attendant) to which it is assigned. You must re-record all menu prompts that are affected.

★

] [ 7 ].”

Announcements (Automated Attendant)

5-5

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 to access options ([ ★ ] [ 4 ],

[ ★ ] [ 7 ], [ ★ ] [ # ], [ 0 ], [ ★ ] [ T ] ([ ★ ] [ 8 ]), and [ ★ ] [ 1 ]) if callers can use these options. If the system is in bilingual mode, record the Announcement in both the primary and the secondary language.

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6 Step 7

Step 8

Step 9

Action

Administrator.

Press [ 9 ] for System Administration.

Enter System Administration Password + [ # ].

Press [

3 ] for Automated Attendant.

(Multiple Automated Attendant Only)

Enter Automated Attendant Number.

Press [ 4 ] for Announcements. Press [

7 ] to record an Announcement.

Announcement number (1–99) + [

Choose an option:

[ 9 ] for Yes to confirm that you want to record the Announcement.

# ].

You Hear...

Name, number of new messages and old messages, Voice Mail Activity Menu.

Prompt to enter the System

Administration password + [

Security message, then System Administration Menu.

(Multiple Automated Attendant)

Prompt to enter the Automated

Attendant number.

(Single Automated Attendant)

Automated Attendant Service Administration Menu. Go to Step 6.

Automated Attendant number, then Automated Attendant Service

Administration Menu. Announcement Administration Menu. Prompt to enter the Announcement

Number. Prompt stating whether or not the

Announcement exists, then asking whether you want to record the

Announcement.

(Announcement does not exist)

Prompt to record at the tone.

(Announcement exists)

Prompt to record, or to use the current Announcement.

# ].

5-6

[ 6 ] for No to cancel the recording.

[ 2 ] to play the Announcement if it

already exists.

Announcements (Automated Attendant)

Confirmation of cancellation, then the Announcement Administration Menu.

Procedure is complete.

The Announcement. Repeat Step 9.

AT&T PARTNER MAIL User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

About This Book

Purpose and Audience

Terms

How to Use This Book

Typographical Conventions

Safety Labels

Related Documents

Overview of System Services and Features

Introduction

PARTNER MAIL Services

Automated Attendant Service

Interactions with the Communications System

Call Answer Service

Interactions with the Communications System

Voice Mail Service

System Administrator’s Responsibilities

System Security

Preventative Measures

Security Policy and User Education

Routine Maintenance

Helpful Programming Hints

Installation

Introduction

Preparing for Installation

Mail System Hardware

Communications System Hardware

Mail System Site Requirements

Installing the Mail System

Mounting the System Unit

Connecting to the Communications System

Connecting to the Remote Maintenance Device

Mail System Initial Programming

Introduction

Before You Begin

Preparing the Communications System

Hunt Group Extensions

Line Access Mode

Transfer Return Extension

Outgoing Call Restriction

Logging In to System Administration

Automatic Extension Privacy for the Remote Maintenance Device

Programming the Mail System

Accessing the System Administration Menu

Initial Programming Quick Reference

Programming System Parameters

System Language

Maximum Digit Length

Single or Multiple Automated Attendant

Automated Attendant Line Assignments

Programming Mailboxes

Considerations for Creating Mailboxes

Creating Mailboxes

Assigning a Group Mailbox Owner

Specifying Fax Extensions and System Mailboxes

Fax Extension and Fax Message Receiver

Call Answer Service Operator

General Mailbox Owner

System Administrator’s Mailbox

Programming the Schedule

System Date and Time

Schedule Controller

Business Schedule

Setting the Touch-Tone Gate

Recording System Greetings

Recording Touch-Tone Gate Greetings

Recording a Voice Mail Greeting

Programming the Automated Attendant Menus

Recording Announcements

Creating Submenus

Programming Day and Night Menus

Creating Group Lists

Assigning Line Ownership

Setting System Security Options

Minimum Password Length

Security Violation Notification

After Initial Programming