AT&T Partner Mail R1 Installation and Use

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Lucent Technologies

PARTNER MAIL™

Bell Labs Innovations

Voice Messaging System Installation and Use

Lucent Technologies -

formerly the communications

AT&T

systems and technology

units of AT&T

585-322-101 Issue 1

585-322-101

Issue 1

Intellectual property related to this product (including trademarks) and registered to AT&T Corporation has been transferred to Lucent Technologies Incorporated.

Any references within this text to American Telephone and Telegraph Corporation or AT&T should be interpreted as references to Lucent Technologies Incorporated. The exception is cross references to books published prior to December 31, 1996, which retain their original AT&T titles.

Lucent Technologies – formed as a result of AT&T's planned restructuring - designs, builds, and delivers a wide range of public and private networks, communication systems and software, consumer and business telephone systems, and microelectronic components. The world-renowned Bell Laboratories is the research and development arm for the company.

CAUTION:

Environmental and electrical conditions must meet the specifications as listed on pages 20 and 21.

SAVE THESE INSTRUCTIONS

Important Safety Instructions

Always follow these basic safety precautions when using the system:

Read and understand all instructions. Follow all warnings and instructions marked on the product.

2. Never spill liquid on the product or drop objects into the ventilation slots and

3. openings. Doing so may result in serious damage to the components.

Repair or service must be performed by a qualified repair person.

The product is provided with a three-wire grounding type plug. This is a safety feature. DO NOT defeat the safety purpose of the grounding type plug.

DO NOT staple or otherwise attach the AC power supply cord to building

surfaces.

DO NOT use the product near water or in a wet or damp place (such as a wet

6. basement).

CAUTION:

DO NOT block or cover the ventilation slots and openings. They prevent the product from overheating. DO NOT place the product in a separate enclosure unless proper ventilation is provided.

Additional Safety Instructions for Installation Personnel

DO NOT install telephone wiring during a lightning storm.

DO NOT install telephone jacks in a wet location unless the jack is specifically designed for wet locations.

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

Use caution when installing or modifying telephone lines.

The system carriers must be securely wall mounted.

CAUTION:

If any wiring from the extension jacks leaves the building premises, you must install AT&T IROB protectors (see “Requirements for Out-of-Building Extensions” on page 21).

CAUTION:

Use only AT&T - manufactured PARTNER modules in the PARTNER II Communications System.

Contents

About This Guide

■

How to Use this Guide

■

Conventions

■

Related Guides

Introduction

■

Responsibilities

■

System Services and Features

Installation

■

Preparing for Installation

■

Installing the PARTNER MAIL Unit

■

Add or Replace Voice-Processing Card

viii x xi

1-1 1-2

1-4

2-1 2-2

2-4 2-12

PARTNER II System Programming

■

PARTNER II System Planning Forms

■

Introduction to System Programming

■

Initial System Programming

■

Programming Automated Attendant

■

Programming Call Answer Service

■

Programming Night Service (#503)

■

Telephone Button Programming

3-1 3-2

3-3 3-5 3-8 3-10 3-12 3-13

Contents

PARTNER MAIL - Initial Programming

■

Introduction to Programming

■

Before Programming

■

Programming System Parameters

■

Programming the Schedule

■

Program Automated Attendant Menus

■

Programming System Greetings

■

Modifying Mailboxes

■

Creating Group Lists

■

Assigning Line Ownership

Verifying System Operation

■

Automated Attendant Service

■

Call Answer Service

■

Voice Mailbox Transfer

4-1 4-2

4-5 4-7 4-14 4-17 4-25 4-28 4-31 4-33

5-1 5-2 5-4 5-5

■

Voice Mail Service

PARTNER MAIL Administration

■

Guidelines for Administration

■

Administration Menu Hierarchy

■

Planning Forms

■

Accessing the Main Menu

■

Changing System Parameters

■

Changing the Schedule

■

Changing the Main Menus

■

Changing Mailbox Assignments

■

Changing Group Lists

■

Changing Line Ownership

5-6

6-1 6-2 6-3 6-5

6-6 6-7 6-11 6-15 6-31 6-42 6-47

Contents

■

Changing Greetings

■

Voice Mail Service

6-51 6-56

Troubleshooting

Appendix A: Factory Settings

Glossary

Index

7-1

A-1

G-1

IN-1

iii

Figures

Introduction

1-1. 1-2. 1-3.

Overview of PARTNER MAIL Services PARTNER MAIL System as Immediate Call Handler PARTNER MAIL System as Delayed Call Handler

Installation

2-1. 2-2. 2-3. 2-4. 2-5. 2-6. 2-7. 2-8. 2-9. 2-10. 2-11. 2-12. 2-13.

PARTNER MAIL Unit Wall-Mounting the PARTNER MAIL Unit Mounting the PARTNER MAIL Unit Connect PARTNER MAIL to PARTNER System PARTNER MAIL Unit - Rear Panel PARTNER MAIL RMD Switch Settings The PARTNER MAIL Remote Maintenance Device Remove Unit from Wall-mount

Remove Screw from Unit Voice Processing Card Switch Settings Installing a Voice Card

Installing the Cover

Mounting the PARTNER MAIL Unit

1-1 1-5

1-8 1-9

2-1 2-4

2-5 2-6 2-8 2-9 2-10 2-11 2-13 2-14 2-15 2-16 2-17 2-18

PARTNER MAIL - Initial Programming

4-1. 4-2. 4-3. 4-4. 4-5. 4-6. 4-7. 4-8.

PARTNER MAIL System Programming Menus Programming PARTNER MAIL System Parameters Programming the Schedule Automated Attendant System Greetings Programming Mailboxes Group Lists Line Ownership

4-1 4-3

4-7 4-14 4-17 4-25 4-28 4-31 4-33

Figures

PARTNER MAIL Administration

6-1. 6-2. 6-3. 6-4. 6-5. 6-6. 6-7. 6-8.

Administration Menu Hierarchy System Parameters Schedule Changing the Automated Attendant Main Menus Mailbox Administration Options Changing Group Lists Line Ownership System Greetings

6-1 6-4

6-7 6-11 6-15 6-31 6-42 6-47 6-51

About This Guide

This guide provides instructions for installing, administering and maintaining the

PARTNER MAIL

Voice Messaging System on the PARTNER® II Release 3 Communications System. This guide is intended for technicians who install, maintain, and repair communications systems and implementors who initially program the system.

In addition to installation and administration instructions, this guide contains a table of factory settings in Appendix A, a glossary of terms, an index, and three removable pages located at the back of the guide. These pages provide the following:

■

Instructions for using the General Mailbox, which you should give to the

System Operator or to whomever in your company is responsible for

maintaining the General Mailbox.

■

A chart showing all of the PARTNER MAIL system functions that are administered from the Administration Main Menu.

■

A form for providing feedback on this guide, which you can fax or mail to

AT&T.

vii

About This Guide

How to Use this Guide

Refer to the following table for a list of Installation, Programming, and Administration items, the tasks under each, and corresponding chapter number.

ITEM

Installing the PARTNER MAIL system

Programming PARTNER II for PARTNER MAIL

Initial Programming Program System Parameters Chapter 4

of the PARTNER Program the Schedule

MAIL system Program Automated Attendant

TASKS

Wall-Mount the Unit Chapter 2 Connect the PARTNER MAIL system to PARTNER II Release 3 Connect the RMD Add Voice-Processing Card(s)

Initial Programming Chapter 3 Program Automated Attendant

Service Program Call Answer Service Program Night Service Button Program for the RMD Program Telephone Buttons

Greetings

Program Automated Attendant

Menus Program Mailboxes Create Group Lists Program Line Ownership

CHAPTER NUMBER

Performing

Acceptance Tests

Performing System Administration Items” in the next section.

Troubleshooting

viii How to Use this Guide

Test Automated Attendant Service Test Call Answer Service Test Voice Mail Service

Refer to “Administration Menu Chapter 6

Identify and correct problems with the PARTNER MAIL system.

Chapter 5

Chapter 7

About This Guide

Administration Menu Items

Refer to the following table for a list of Administration Menu items, and the tasks under each. All Administration menu items are documented in Chapter 6.

MENU ITEM

1. System Parameters Program Fax Extension

2. Schedule Parameters Change the System Date and Time

3. Automated Attendant

4. Mailboxes Create, change, and delete

5. Group Lists Scan, delete and modify

6. Line Ownership Review, assign, modify and delete

7. System Greetings

TASKS

Program System Operator Extension

Program General Mailbox Owner

Assign System Administrator’s

Extension

Program Fax Message Receiver

Temporary Schedule Changes

Program Selector Code Actions

Create Submenus

Create Announcements

Change Main Menus

Record prompts

Change Automated Attendant Greetings

Change Voice Mail Greeting

How to Use this Guide

About This Guide

Conventions

The following conventions are used throughout this guide:

EXTENSION means press the buttons on the dialpad for the appropriate extension.

] means press the pound button. The pound button is frequently used as a

[ # termination character, enabling the system to detect the end of an extension or password you have entered.

PASSWORD means press the buttons on the dialpad for the appropriate password. MAlLBOX means press the buttons on the dialpad to dial the Mailbox number of a

subscriber. Usually the Mailbox number is a subscriber’s extension.

] means press the star button on the dialpad.

[ ✱ The prompts or responses played by the system are shown in this manner:

Record at the tone.

✔ means that the programmable setting to the left of the ✔ is the factory setting.

x Conventions

About This Guide

Related Guides

The following guides are available to help you set up, use, and maintain the

PARTNER MAIL system when it is installed with the PARTNER

II Release 3

Communications System.

OU can order additional copies of the related system guides listed in the following

Y table from the AT&T Customer Information Center. Phone numbers are listed on the

inside front cover.

Portions of the documentation may be available in French and Spanish. For more information, contact your AT&T authorized representative.

Guide Title

Order Number

PARTNER MAIL system

Installation and Use Planning Guide and Forms User’s Quick Reference

585-322-101 585-322-501 585-322-701

PARTNER II Release 3 Communications System

Programming and Use System Planner Quick Reference for Use with MLS-Series Telephones

Installation

518-455-311 518-455-315 518-455-306 518-455-313

Related Guides

Introduction

The PARTNER MAIL Voice Messaging System is a single unit that adds the capabilities of Automated Attendant service, Call Answer Service, and Voice Mail

Service to the PARTNER II Release 3 Communications System.

The PARTNER MAIL system automates call handling by answering calls and

presenting the caller with a menu of options so that the call can be routed directly to the desired extension. The PARTNER MAIL system routes calls and fax transmissions, answers calls, provides after-hours service and allows subscribers to

send and receive messages.

The PARTNER MAIL system is available in two configurations: single voice

processing card (2-port) and two voice processing cards (4-port).

A Remote Maintenance Device (RMD) is included to provide AT&T Service

personnel remote access to the PARTNER MAIL system.

1-1

Introduction

Responsibilities

Take a moment to identify the personnel resonsible for planning, installing, programming, and maintaining the PARTNER MAIL system. With the exception of

the Implementor / Technician, the all of the remaining functions could be performed

by a single person.

System Planner

The system planner works closely with the PARTNER II System Manager to coordinate the programming. (In many companies, the System Administrator for the

PARTNER MAIL system and the System Manager for the PARTNER System are the

same person.) The two systems must function as an integrated unit.

Implementor / Technician

The implementor or technician installs the PARTNER MAIL system and performs the

initial programming. An implementor or technician must also program the initial settings for the PARTNER System to integrate it with the PARTNER MAIL system.

The implementor needs the completed planning forms to program the systems.

System Administrator

The PARTNER MAIL System Administrator maintains the PARTNER MAIL system by modifying mailboxes, changing menus and greetings, and reporting any system problems. The System Administrator should provide a copy of the procedure titled Forwarding General Mailbox Messages to the General Mailbox Owner. This procedure is included at the back of this guide.

General Mailbox Owner

Messages that are not directed to a subscriber's mailbox may be stored in the General Mailbox. The General Mailbox Owner forwards messages from the General Mailbox to the intended subscriber’s mailbox. The System Administrator should provide a copy of the procedure titled Forwarding General Mailbox Messages to the General Mailbox Owner. This procedure is included at the back of this guide.

1-2 Responsibilities

Introduction

System Operator

The System Operator is the receptionist or system user who is primarily responsible for answering calls. Typically, this person is also the General Mailbox Owner.

Fax Message Receiver

The Fax Message Receiver is the person to notify whenever a fax is received at a fax extension.

Responsibilities

1-3

Introduction

System Services and Features

Figure 1-1 provides an overview of the sevices offered by the PARTNER MAIL system. Read the following descriptions of the Automated Attendant service, Call Answer Service, Voice Mail Service and their related features; then keep in mind the type of service and features your company needs.

1-4 System Services and Features

Introduction

PARTNER MAIL

Voice Messaging System

Auto Attendant Service

Prompts caller to make a choice from a menu of options, then routes the call to selected destination.

Always

PARTNER System always routes calls to Automated Attendant Service

Day Only

PARTNER System routes calls to Automated Attendant Service when night service is inactive.

Immediate

Call Handling

Automated Attendant answers all external calls immediately. The immediately. OverReceptionist answers overflow calls.

Call Handling

The Receptionist answers external calls

flow calls go to the Automated Attendant after a delay.

Voice Mail Service

Allows subscribers to:

■

Send Messages

■

Listen to Messages

■

Forward Messages

■

Delete Messages

■

Reply to Messages

■

Select personal operator

■

Record Personal Greeting

Night Only

PARTNER System routes calls to Automated Attendant Service when night service is active.

Delayed

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

Extension

Coverage

PARTNER System Manager assigns Automatic VMS cover to an extension.

Coverage

Assign VMS line cover for a Iine and associate a mailbox with that line.

Coverage ON/OFF

Subscribers turn VMS cover on and off at their extension.

Call Answer Service

Line

Voice Mailbox

Transfer

System users

press a

button to

transfer calls

to a voice mailbox without ringing an extension.

Outcalling

Notifies subscribers at remote telephones or

beepers that a new

message is in their mailbox.

FAX Call Handling

Recognizes an incoming FAX message and routes it to the FAX extension or hunt group.

Figure 1-1. Overview of PARTNER MAIL Services

System Services and Features

1-5

Introduction

Automated Attendant Service

The Automated Attendant service consists of a greeting and a multi-level menu, which provides callers with a number of options that enable them to reach an extension, a group of extensions, or obtain information, by pressing a single digit or by dialing an extension number.

This service provides several benefits to callers and your company. The Automated Attendant service:

■

Efficiently routes calls to the correct party.

■

Prompts the caller to leave a message or try another extension if the called party does not answer or the phone is busy.

■

Enables the caller to access the dial-by-name directory if they do not know the extension that they need.

■

Plays announcements of frequently requested information (such as directions or business hours) as menu options, thereby freeing an employee’s time for other tasks.

■

Receives and transfers fax calls to a designated extension(s).

The PARTNER MAIL Automated Attendant service is useful for many businesses, such as banks, insurance agencies, post offices, and stores. A bank could, for example, use Automated Attendant service to allow its customers to select

information from a multi-level menu. This information could include current mortgage interest rates or the current interest rates on money market funds. The Automated

Attendant service also allows callers to wait to speak to a customer representative. The menu frees the bank employees to handle customer transactions while the

Automated Attendant service provides general information. In a business like this,

the PARTNER MAIL System Administrator would program the Automated Attendant

service to allow callers to stay on the line or enter an extension to reach a banker.

Selection Considerations

When planning PARTNER MAIL Automated Attendant service you must decide:

■

Which outside lines (if any) are answered by the Automated Attendant service.

■

When you want the PARTNER System to route calls to the PARTNER MAIL system — Always, Day Only, or Night Only. This is called the VMS Hunt

Schedule.

1-6 System Services and Features

Introduction

■

If you want Immediate Call Handling (the Automated Attendant service answers most calls, and your receptionist and other system users serve as a backup) or Delayed Call Handling (the system users handle most calls and

the Automated Attendant services is the backup). This is called the VMS Hunt

Delay.

The following three sections explain how to make selections for each feature of the

Automated Attendant service.

Selecting Outside Lines for Automated Attendant Service

Select the outside lines that require the Automated Attendant service.

Selecting the VMS Hunt Schedule

You can set the PARTNER II Release 3 system to route outside calls to the

PARTNER MAIL Automated Attendant service always, during the day only, or only

during the night. The schedule that you select and the greeting that the caller hears

depend upon the setting of the PARTNER II Night Service button. When Night

Service is ON — and the Hunt Schedule is Always or Night only — the PARTNER

MAIL Automated Attendant service plays the Night Greeting. When the Night Service

button is OFF — and the Hunt Schedule is set to Always or Day only — the Day

Greeting plays. What follows is a summary of the three choices:

■

Always ✔ : Causes the PARTNER System always to route outside calls to the PARTNER MAIL Automated Attendant service for call handling.

■

Day Only: Causes the PARTNER System to route outside calls to the PARTNER MAIL Automated Attendant service only when the Night Service is

OFF.

■

Night Only: Causes the PARTNER System to route outside calls to the

PARTNER MAIL Automated Attendant service only when the Night Service is ON.

System Services and Features

1-7

Introduction

Selecting the VMS Hunt Delay

You must set the Automated Attendant service to handle calls in one of two ways:

Immediate Call Handling or Delayed Call Handling.

Immediate Call Handling

The PARTNER MAIL system answers incoming calls after the second ring by playing the Automated Attendant Day or Night Greeting (Figure 1-2). Callers using rotary phones or callers requesting assistance can be transferred to the receptionist’s

extension or any other predesignated extension.

PARTNER II

Control Unit

Central office lines

PARTNER MAIL answers by 2nd

ring?

Yes

PARTNER MAIL

Figure 1-2. PARTNER MAIL System as Immediate Call Handler

System User

1-8 System Services and Features

Introduction

Fax Call Handling

The Automated Attendant service recognizes and routes fax calls the fax machine(s) if the PARTNER MAIL system has a Fax Extension or Fax Extension Hunt Group administered. You must select Immediate Call Handling to use the Fax Call Handling feature. Fax Call Handling eliminates the need to dedicate a line for fax machines. You can enhance this feature by designating a Fax Message Receiver as described earlier in this chapter.

Delayed Call Handling

An outside call rings at the system extensions. If a system user does not answer the call after the fourth ring, the PARTNER System sends the call to the Automated Attendant service as shown in Figure 1-3. This delay allows any system user to answer the call before the PARTNER System routes the call to the PARTNER MAIL system.

PARTNER II

Control Unit

Central Office Lines

Answers call after fourth ring

PARTNER MAIL

Figure 1-3. PARTNER MAIL System as Delayed Call Handler

System User

System Services and Features

1-9

Introduction

Voice Mail Service

The Voice Mail Service allows subscribers (people registered on the PARTNER

MAIL system) to perform these tasks:

■

Listen to messages.

■

Create a message and send it to one or more subscribers.

■

Receive a message and forward it to one or more subscribers, with additional

comments, if desired.

■

Record their own personal greeting and name.

■

Assign their own password, which they can change at any time to ensure that

messages are kept confidential.

■

Designate a subscriber to serve as their Personal Operator. The PARTNER MAIL system connects callers to a Personal Operator if they press [ 0

personal greeting plays.

] after a

In addition, the Voice Mail Service allows the System Administrator to do the

following:

■

Create group lists to enable subscribers to send a single message to several subscribers.

■

Use the Broadcast feature to send a single message to all subscribers.

■

Perform administration of the PARTNER MAIL system.

Subscriber's Mailbox

By default, the PARTNER MAIL system provides mailboxes for extensions 10

through 57. Users assigned to those extensions are PARTNER MAIL subscribers.

Except for the General Mailbox, a user’s extension number and mailbox number are

the same. When a caller leaves a message, the PARTNER MAIL system places the

message in the called subscriber’s mailbox, and turns ON the message light at the subscriber’s system phone. Subscribers with the Outcalling feature can also have the system call an off-site telephone, or beeper to inform the subscriber that a new message has arrived in his or her mailbox. The Outcalling feature is described later in this chapter.

1-10 System Services and Features

Introduction

Call Answer Service

Call Answer Service provides three major features:

■

Extension Coverage

■

CO Line Coverage

■

Voice Mailbox Transfer

Call Answer Service is useful to employees who rely exclusively on the telephone, are on the road during the day, or may be unavailable much of the time. With Call Answer, potential clients can leave detailed messages in the employee’s mailbox. The employee can retrieve the message at his or her convenience and get back to the client. These features and two additional features are described below.

Extension Coverage

Extension coverage consists of the following:

■

Automatic VMS Cover which allows callers to leave messages or transfer to

another extension when the extension called is busy or does not answer, and

■

the VMS Cover button which enables users to turn VMS Cover ON and OFF

at their extension.

Automatic VMS Cover

When VMS cover is activated at the called extension, the system greets the caller with the called party’s personal greeting or with the system greeting if a personal greeting is not recorded. The caller may do one of the following:

■

Press [ 0 ] to transfer to the System Operator or the called party’s personal operator.

■

Press [ ✱ ] [ 8 ] to transfer to another extension.

■

Record a message that the PARTNER MAIL system leaves in the called party’s mailbox.

VMS Cover Button

Regardless of the Automatic VMS Cover setting, the PARTNER System enables users to press a programmed button to turn Voice Mail Cover ON or OFF at an extension. Users must program a button with lights on their system telephone (MLS-

34D, MLS-18D, MLS-12, MLS12D, MLS-6, MLC-6 model telephones) for this

purpose.

System Services and Features 1-11

Introduction

CO Line Coverage

The PARTNER MAIL system provides two levels of line coverage if you do not want to use PARTNER MAIL Automated Attendant service, or you want to provide coverage for a private line.

CO Line Coverage consists of assigning VMS Line Cover to a line enabling callers

who call in on the covered line to leave messages in the General Mailbox if no

owner is assigned to the line and no one answers the call. To enhance this feature, the System Administrator assigns PARTNER MAIL Line Ownership to specify a subscriber's extension (mailbox) as the “owner” of the covered line. When a call comes in on the covered line, the system routes the caller to the line owner’s mailbox if the call is not answered. The caller has the option of leaving a message or transferring to another extension.

Voice Mailbox Transfer

Users may program buttons on their system phones that allow them to transfer

callers directly to another subscriber’s voice mailbox without causing the phone to

ring at the subscriber’s extension. This feature is useful when handling a call for a person who is not at his or her desk. You can transfer callers to the subscriber’s

voice mailbox where they can leave a message.

Outcalling

The Outcalling feature enables the PARTNER MAIL system to notify a subscriber at

a remote telephone, or activate the subscriber’s beeper, when a new message is in the subscriber’s mailbox. Subscribers who have the Outcalling feature administered to their mailbox, can remotely log on to PARTNER MAIL Voice Mail Service and

retreive the new message or turn Outcalling ON or OFF. They can also enter and

change their outcalling telephone, beeper or pager number using the Voice Mail

Service (see the previous section).

1-12 System Services and Features

Installation

This chapter provides instructions for installing the PARTNER MAIL system and for connecting it to the PARTNER II Communications System Release 3.

2-1

Installation

Preparing for Installation

Verify that you have all the required PARTNER MAIL system and PARTNER II

Release 3 parts, and that the installation site meets the given environmental

conditions before beginning installation.

Parts Checklist

The AT&T PARTNER MAIL Voice Messaging System shipment should contain the following parts:

PARTNER MAIL Unit

■

PARTNER MAIL Cabinet

■

Wall-mount and Cable Manager Bracket and screws

NOTE:

The cabinet and bracket are together referred to as the PARTNER

MAIL unit.

■

For a single voice-processing card configuration: two (2) 8-foot modular

telephone cords

For a dual voice-processing card configuration: four (4) 8-foot modular

telephone cords

■

PARTNER MAIL power cord

■

RMD (Remote Maintenance Device) cable

Remote Maintenance Device (shipped separately)

■

RMD

■

Modular telephone cord

■

RMD power cord

2-2 Preparing for Installation

Installation

PARTNER II Release 3 Hardware Requirements

The following PARTNER II Release 3 equipment is required to install the PARTNER

MAIL system:

■

PARTNER II Release 3 Control Unit equipped with Processor Module

■

Release 2 206 Module

Preparing the Site

The PARTNER MAIL unit should be wall-mounted adjacent to the PARTNER II System’s Control Unit, on the same mounting surface if possible.

WARNING:

If there is not sufficient room on the existing mounting surface, either secure a new surface (a piece of plywood) or attach the PARTNER MAIL unit directly to

wall studs. This will best ensure permanent mounting and will prevent wall

damage.

To help ensure trouble-free operation, maintain the following environmental conditions:

■

Dust-free area (preferably in an office environment)

■

Vibration free area

■

Relative humidity 8% to 85%

■

No exposure to liquids (avoid areas near drinking fountains, coffee makers,

and so on)

■

Recommended Temperature range: 60°F (15°C) to 80°F (26°C) Maximum Temperature range: 40°F (4°C) to 104°F (40°C)

■

Adequte clearance around PARTNER MAIL unit

■

Do not place objects on top of the PARTNER MAIL unit

■

Do not block the PARTNER MAIL unit’s vents or openings

Preparing for Installation

2-3

Installation

Installing the PARTNER MAIL Unit

Installation of the PARTNER MAIL unit (Figure 2-1) involves the following three phases:

■

Mounting the unit on the wall near the PARTNER II Release 3 processor,

■ Connecting the unit to the PARTNER II Release 3 system,

■

Connecting the Remote Maintenance Device (modem) to the PARTNER MAIL unit and to the PARTNER System.

Before you begin, be sure the installation site has been prepared properly.

Figure 2-1. PARTNER MAIL Unit

2-4 Installing the PARTNER MAIL Unit

Installation

Mounting the PARTNER MAIL Unit

Remove the bracket from the shipment package.

Use the bracket as a template to mark the points on the wood surface where you will insert the wall-mounting screws. Position the bracket on the surface so that the slot is upward (Figure 2-2).

WARNING:

Be sure to install the wall-mounting screws in wall studs or in a piece of

plywood to ensure permanent mounting and to prevent wall damage.

Wall

Slot

Wood

Mounting

Surface

Wall Mount

and Cable

Manager

Bracket

Cable Manager

Figure 2-2. Wall-Mounting the PARTNER MAIL Unit

Secure the bracket onto the surface using the four #8 screws provided.

Installing the PARTNER MAIL Unit

2-5

Installation

Remove the #6-32 hex-head screw from the rear panel of the unit.

Insert the PARTNER MAIL unit’s bracket lip into the bracket slot.

Tighten the captive retaining screw into the mounting hole on the unit.

Wall

Slot

Rear panel

Bracket Lip

Remove screw from mounting hole

Figure 2-3. Mounting the PARTNER MAIL Unit

Captive

Retaining

Screw

2-6 Installing the PARTNER MAIL Unit

Installation

Connecting the Unit to the PARTNER II Release 3 System

Route the line cords through the slots on the cable manager.

Connect two (or four) modular telephone cords into the ports 1 — 2 or 1 — 4 on the PARTNER MAIL system.

Refer to PARTNER II Release 3 Planning Form B1, and locate the extension

3. jack numbers for the PARTNER MAIL system cords.

NOTE:

Do not connect the PARTNER MAIL system cords to the top extension jack of any 206 Module or to power failure transfer extensions 10, 16, 22, 28, 34, 40, 46, or 52.

NOTE:

For proper operation, do not connect the PARTNER MAIL system cords

to a PARTNER System Release 1 206 module (the 206 module Iabled

R1.0).

Connect the other end of the modular telephone cords into extension jacks on

the PARTNER II Release 3 206 Module(s) (Figure 2-4).

NOTE:

Be sure to connect the cords from the lowest-numbered port to the

lowest-numbered jack and from the highest-numbered port to the highest-numbered jack.

Installing the PARTNER MAIL Unit 2-7

Installation

10 11 12 13

16 17 18 19

206 Modules Primary Processor Module (center slot) 400 Modules Backplane

14 15

20 21

Extension 10

Extension 12 Extension 11

Extension 16

Extension 13

Figure 2-4. Connect PARTNER MAIL to PARTNER System

2-8 Installing the PARTNER MAIL Unit

Extensions

17, 18, 19, 20

Connections Shown are

for this example only.

Installation

Plug the power cord into the unit’s AC Power IN socket (Figure 2-5).

Check the Voltage Selector Switch to ensure that it is set for your local power

source (Figure 2-5).

Plug the power cord into a properly grounded AC electrical source.

NOTE:

It is strongly recommended that you connect the PARTNER MAIL unit into the same electrical circuit as the PARTNER II Release 3 so that the two units share a common ground.

Turn the Power Switch ON (Figure 2-5).

After 2-minutes all Status Indicator Lights should be green indicating that all

PARTNER MAIL system ports are ready to receive calls (Figure 2-5).

Not Used

Vent (Do not block)

Voltage Selector

Switch (110V/230V)

AC Power IN Used

Power Switch

Figure 2-5. PARTNER MAIL Unit - Rear Panel

Not

Status Indicator Lights

Port 4 Port 3

Not

Used Used

(COM2)

Remote Maintenance Device Connector (COM1)

Port 1 Port 2

Installing the PARTNER MAIL Unit

2-9

Installation

Connecting the Remote Maintenance Device to the Unit

The RMD switches are preset at the factory. Confirm that the switches, located on the underside of the RMD, are set as shown in Figure 2-6.

Figure 2-6. PARTNER MAIL RMD Switch Settings

2-10 Installing the PARTNER MAIL Unit

Installation

NOTE:

If you reset the switches, turn the RMD OFF and ON so that the new

settings take effect.

Use the RMD cable to connect the RS-232-C port on the RMD to the COM1

port on the PARTNER MAIL unit (Figure 2-7).

Refer to PARTNER II Planning Form B1 to determine the PARTNER II

extension jack for the RMD.

Use the provided modular telephone cord to connect the RMD telephone line port to the extension jack on the PARTNER II 206 Module (refer to Figure 2-4).

NOTE:

Be sure to connect the cords from the lowest numbered port to the lowest numbered jack, and from the highest numbered port to the highest numbered jack.

Attach the RMD Power Cord to the RMD (Figure 2-7).

Plug the power cord into a properly grounded AC electrical source.

6. Turn the RMD ON (Figure 2-7).

The following red status lights are lit: HS, AA, TR, and MR.

Write the 206 Module extension jack number which connects to the RMD onto

a label, and affix the label to the RMD for ongoing maintenance.

Remote Maintenance Device

(Front View)

Remote Maintenance Device

Power IN

Remote Maintenance Device

(Back View)

RS 232-C

Telephone On/Off

Line Port

Switch

Figure 2-7. The PARTNER MAIL Remote Maintenance Device (modem)

Installing the PARTNER MAIL Unit

2-11

Installation

Add or Replace Voice-Processing Card

NOTE:

After you have installed the voice processing card, ensure that the extensions on the PARTNER System where you connect the new PARTNER MAIL

system ports, are administered to the VMS Hunt Group as described in Chapter 3.

DANGER:

Only qualified personnel should replace the Voice Processing Cards. Personal injury or damage to the cards may result if the cards are installed incorrectly.

Customers with a 2-port configuration may want to upgrade to a 4-port configuration to support a greater volume of calls or an increased number of subscribers. To upgrade from two to four ports, you need to add a voice-processing card.

Removing the PARTNER MAIL Unit

1. Turn the PARTNER MAIL unit OFF.

Unplug the PARTNER MAIL system power cord.

DANGER:

The PARTNER MAIL unit must be unplugged before removing the cover. Hazardous voltage is inside. Failure to comply could cause electric shock.

Disconnect all modular telephone cords from the PARTNER MAIL unit.

2-12 Add or Replace Voice-Processing Card

Installation

Loosen the captive retaining screw (Figure 2-8).

Carefully lift the unit up and out of the bracket, and place it on a sturdy flat

tabletop (Figure 2-8).

Cover screws

Lift up and out

Cover screws

Figure 2-8. Remove Unit from Wall-mount

Remove the four screws located on the right and left sides of the PARTNER MAIL unit.

Remove the cover.

Loosen retaining screw

Add or Replace Voice-Processing Card

2-13

Installation

Verifying Switch Setting

WARNING:

To avoid damaging any electrical component, wear a grounded Static

Wrist Band before handling PARTNER MAIL system circuitry.

Remove the screw from the upper card slot (Figure 2-9).

Remove the clear plastic slot plate.

Remove screw Socket

Figure 2-9. Remove Screw from Unit

2-14 Add or Replace Voice-Processing Card

Installation

Use Figure 2-10 to verify the switch settings on the voice-processing card being installed.

Card 1: Ports 1 and 2

Dip Switch

Voice Processing Card

Card 2: Ports 3 and 4

Figure 2-10. Voice Processing Card Switch Settings

Add or Replace Voice-Processing Card

2-15

Installation

Installing the Voice Processing Card

Install the voice-processing card into the upper slot so that the connector of

the card fits securely into the female connector inside the PARTNER MAIL

unit (Figure 2-11).

Install the plastic card spacer so that it holds the upper and lower cards at the

center of the unit, but does not touch any of the components on either card.

Tighten the screw that holds the bracket on the left edge of the unit to secure the upper card (Figure 2-11)

Tighten Screw

Figure 2-11. Installing a Voice Card

2-16 Add or Replace Voice-Processing Card

Installation

Replace the cover so that the latch fits under the front lip on the unit

(Figure 2-12). Install and tighten the four cover screws.

Latch

Front Lip

Figure 2-12. Installing the Cover

Add or Replace Voice-Processing Card

2-17

Installation

Remounting the PARTNER MAIL Unit

Mount the unit by inserting the PARTNER MAIL system bracket lip into the bracket slot on the wall-mount (Figure 2-3, Figure 2-13).

PARTNER MAIL Cabinet

Wall

Slot

Wood

Mounting

Surface

Retaining

PARTNER MAIL

Bracket

Mounting hole for

Captive Retaining Screw

Bracket

Figure 2-13. Mounting the PARTNER MAIL Unit

Tighten the captive retaining screw on the wall mount.

Refer to PARTNER II Release 3 Planning Form B1, and locate the extension

jack numbers for the PARTNER MAIL system modular cords.

Cable

Manager

Wall Mount

and Cable

Manager

Bracket

Captive

Retaining

Screw

2-18 Add or Replace Voice-Processing Card

Installation

NOTE:

Do not connect the PARTNER MAIL system to the top extension jack of any 206 Module or to power failure transfer extensions 10, 16, 22, 28,

34, 40, 46, or 52.

NOTE:

For proper operation, do not connect the PARTNER MAIL system cords to a PARTNER System Release 1 206 module (the 206 module Iabled R1.0).

NOTE:

Be sure to connect the cords from the lowest-numbered port to the lowest-numbered jack and from the highest-numbered port to the highest-numbered jack.

Connect the modular telephone cords from the PARTNER MAIL system ports to the PARTNER System extension jacks.

Connect the power cord to the PARTNER MAIL unit.

Plug the PARTNER MAIL system power cord into a properly grounded AC source.

Turn the PARTNER MAIL system power switch ON.

If the PARTNER MAIL system and the PARTNER System have already been programmed, perform the Acceptance Tests in Chapter 5.

Add or Replace Voice-Processing Card

2-19

PARTNER II

System Programming

Use the procedures in this chapter to program the PARTNER II Release 3

Communications System so that it works with the PARTNER MAIL system as an

integrated unit. When the PARTNER System is installed, it uses factory settings that reflect the most common usage of the equipment. You can change these settings as required to customize them for the customer’s site.

You can program the PARTNER System from extension 10 or 11. Since an

extension cannot be in program mode and handle calls at the same time, and since extension 10 is generally administered as the PARTNER MAIL System Operator's extension, you may find it more convenient to program from extension 11 while the receptionist continues to handle calls from extension 10.

System Programming changes settings for the system as a whole, or for individual lines or extensions. You can also use System Programming to set up dialing restrictions, define groups, or set up auxiliary equipment, (Refer to PARTNER

Communication System Release 3 Programming and Use for more information on

the various System Programming options). Refer to the completed PARTNER II

Release 3 System Planner when you are changing system settings, and be sure that any changes in programming are recorded on the planning forms.

3-1

PARTNER II System Programming

PARTNER II System Planning Forms

Before programming the PARTNER System, ask the PARTNER System Manager for

the following planning forms:

■

Form A: System Configuration Records basic information about the customer’s business and the customer’s

AT&T sales representative or authorized dealer. The customer indicates the

line number and type of PARTNER MAIL system coverage required for each line, and other settings required to program the PARTNER System for the PARTNER MAIL system.

■

Form B1: System Lines Records information for each system extension. This includes the type of telephone or auxiliary equipment at the extension, the name of the system user. or a description of how a specific extension is used.

■

Form B2: Customized Extension Settings

Records feature settings that apply to a specific extension or group of extensions. This includes the creation of Hunt Groups, and the assignment of features such as VMS Line Cover, and Auto Extension Privacy.

■

Form C: Telephone Button Programming Templates Shows where to program features on system telephones (MLS-34D, MLS-

18D, MLS-12, MLS-6, MLC-6H model telephones).

3-2 PARTNER II System Planning Forms

PARTNER II System Programming

Introduction to System Programming

System Programming requires a System Telephone (MLS-34D, MLS-18D, or MLS-

12D phone with a display) at extension 10 or 11, with a programming overlay placed over the phone’s dialpad. System Programming procedures are identified by # and a

3-digit code (for example, the procedure used to program the System Date is #101). You can program the system in one of two ways:

■

Direct Method: enables you to access a programming procedure directly by dialing the code for that procedure. This method works best when you are only using a few procedures during the programming session, and you know the codes.

For example, press [ # ] [ 1 ] [ 0 ] [ 3 ] to change the system time.

■

Cycle Method: enables you to cycle through a sequence of procedures in numerical order by pressing this method when programming PARTNER II Release 3 for the first time, or when you are changing a series of related settings. However, procedures #399, #609, and #728 are skipped when you cycle through procedures

[

Next Procedure

]

[

Prev Procedure

You should use

NOTE:

You can talk on the telephone while you program. This is useful if you need to talk to someone at the AT&T Helpline about programming. However, you must

place the call before you enter programming mode, and you must use the handset to talk, not the speakerphone.

Introduction to System Programming

3-3

PARTNER II System Programming

Using Programming Overlays

During System Programming, the normal functions of several buttons on the display phone at extension 10 or 11 change. For example, the left

[ System Program ], which is the button used to enter programming mode. To identify

these buttons while programming, place the appropriate programming overlay provided with the system on the dialpad of the phone at extension 10 or 11.

Use the following special buttons while programming:

[

Next Procedure

■

programming procedures. (Example: #101, #102, #103 ...)

■

[ Next Item ] and [ Prev Item ] cycle forward and backward through the parameters

offered by a procedure. (Example: Extension 10, 11, 12...)

■

[

Next Data

offered by a procedure. (Example: 1 Assigned, 2 Not Assigned)

■

[ Remove ] returns the current setting to the factory setting.

■

[ Enter ] indicates the end of a variable length entry, such as a telephone

number in the Allowed Phone Number List.

]

and

]

and

[

Prev Data

[ Intercom ] becomes

[

Prev Procedure

]

cycle forward and backward through data values

]

cycle forward and backward through the

■

[ System Program ] starts the System Programming process.

■

[ Central Tel Program ] starts the Central Telephone Programming process. This

enables you to program system telephones from extension 10 or 11.

■

[

Feature

]

when followed by [ 0 ] [ 0 ], enters and exits the programming mode.

Accessing System Programming

Before you can program any of the procedures in this chapter, you must access the System Programming feature as follows:

At extension 10 or 11, press

Press

[

System Program

Press

[

System Program

Now you can enter specific procedure numbers. Make sure the overlay is in place

over the system phone’s dialpad.

[

Feature

]

[ 0 ] [ 0 ].

3-4 Introduction to System Programming

PARTNER II System Programming

Initial System Programming

Regardless of whether you are programming the PARTNER System to use PARTNER MAIL Automated Attendant Service, Call Answer Service or both, you

must program the procedures outlined below. Completing these procedures enables you to access the PARTNER MAIL hunt group and program the PARTNER MAIL system.

After you complete the procedures below, refer to “Chapter 4 — PARTNER MAIL

Initial Programming” and perform all initial programming for the PARTNER MAIL system. After completing the initial programming of the PARTNER MAIL system,

return to this chapter an complete PARTNER System programming for the

PARTNER MAIL Automated Attendant Service and Call Answer Service.

Assign VMS Ports Using Hunt Group Extensions (#505)

Use this procedure to assign all PARTNER MAIL system extensions (extension jacks

on the PARTNER System’s 206 Module where modular telephone cords from the

PARTNER MAIL system are connected) to VMS Hunt Group 7.

Locate the two or four PARTNER MAIL system extensions on PARTNER II Form B1.

Access System Programming as described in “Accessing System Programming” and press [ # ] [ 5 ] [ 0 ] [ 5 ].

Press [ 7 ] at the

Group:

prompt

NOTE:

To avoid misoperation during a power loss, do not attach the

PARTNER MAIL system to the Power Failure Transfer extensions 10,

16, 22, 28, 34, 40, 46, and 52.

Enter the PARTNER MAIL system EXTENSION at the Extension: prompt. Press

[

5. To program the next extension, press

Next Data

]

until the display reads

1 Assigned

[

Next Item

]

[

Prev Item

]

until the

extension appears, then repeat step 5.

Choose:

—

Press [ #

] and the system program number to program another feature,

or — —

[ Next Procedure ] to program another feature, or

Press

[

Feature

]

[ 0 ] [ 0 ] to exit programming.

Initial System Programming 3-5

PARTNER II System Programming

Assign the Transfer Return Extension (#306)

This procedure ensures that a call routed by the system to a user’s extension, that does not answer and does not have coverage, is transferred to the System

Operator’s extension (normally extension 10). Assign a Transfer Return Extension for each PARTNER MAIL system extension as described below.

Locate the two or four PARTNER MAIL system extensions on PARTNER II Form B1.

Access System Programming as described in “Accessing System Programming” and press [ # ] [ 3 ] [ 0 ] [ 6 ].

Enter the first PARTNER MAIL system EXTENSION at the Trns Ret Ext prompt.

Enter the System Operator's prompt.

EXTENSION

(normally [ 1 ] [ 0 ]) at the

Data

To program another extension press [ Next Item ] or [ Prev Item ] until the extension number appears on the display, then repeat step 4.

Choose:

— Press [ # —

Press

—

Press

] and a system program number to program another feature, or

[

Next Procedure

[

Feature

]

[

Prev Procedure

[ 0 ] [ 0 ] to exit programming.

Program the PARTNER II System for the RMD

Use the following procedures to remove all lines from the RMD (Remote Maintenance Device), and to assign Automatic Extension Privacy to the RMD.

Remove Lines Using Line Assignment (#301)

Refer to PARTNER II Form B1 to determine the RMD extension, and refer to PARTNER II Form B2 to determine the customized extension settings for the RMD.

Access System Programming as described in “Accessing System Programming” and press [ # ] [ 3 ] [ 0 ] [ 1 ].

]

to program another feature, or

Enter the RMD EXTENSION at the Extension: prompt. Press

[

Remove

]

3-6 Initial System Programming

to remove all existing line assignments.

PARTNER II System Programming

Choose:

— —

—

Press [ # Press

Press

] and a system program number to program another feature, or

[

Next Procedure

[

Feature

]

[

Prev Procedure

[ 0 ] [ 0 ] to exit programming.

Assign Automatic Extension Privacy (#304) to the RMD

Use the procedure below to assign Automatic Extension Privacy to the RMD extension so that users on the same line cannot interrupt RMD transmissions.

Refer to PARTNER II Form B1 to identify the RMD extension.

Access System Programming as described in “Accessing System

Programming” and press [ # ] [ 3 ] [ 0 ] [ 4 ].

Enter the RMD EXTENSION at the Extension: prompt.

Press

[

Choose:

— —

—

Next Data

Press [ # Press

Press

]

until the display reads:

1 Assigned.

] and a system program number to program another feature, or

[

Next Procedure

[

Feature

]

[

Prev Procedure

[ 0 ] [ 0 ] to exit programming.

]

to program another feature, or

]

to program another feature, or

At this point, go to “Chapter 4 — PARTNER MAIL Initial Programming" and perform all initial programming for the PARTNER MAIL system. After completing the initial programming, return to this chapter and complete the following as indicated on the

PARTNER II Release 3 System Planning forms:

■

Automated Attendant Service

■

Call Answer Service

■

Telephone Buttons

Initial System Programming

3-7

PARTNER II System Programming

Programming Automated Attendant

This section presents the procedures required to program the PARTNER II Release 3 for use with PARTNER MAIL Automated Attendant Service.

Assign VMS Hunt Delay (#506)

Set the delay for either Immediate or Delayed Call Handling.

Locate “VMS Hunt Delay” on PARTNER II Form A.

Access System Programming as described in “Accessing System

Programming” and press [ # ] [ 5 ] [ 0 ] [ 6 ]. If “Immediate Call Handling” is checked (the factory setting for Automated

3. Attendant Service) press

[

Next Data

]

until the display reads:

1 Immediate.

If “Delayed Call Handling” is checked press [ Next Data ] until the display reads:

2 Delayed.

Choose:

— Press [ # —

Press

—

Press

] and a system program number to program another feature, or

[

Next Procedure

[

Feature

]

[ 0 ] [ 0 ] to exit programming.

Assign the VMS Hunt Schedule (#507)

Specify when the Automated Attendant Service handles calls.

Locate “VMS Hunt Schedule” on PARTNER II Form A. Access System Programming as described in “Accessing System

2. Programming” and press [ # ] [ 5 ] [ 0 ] [ 7 ].

If:

the customer checked “Always” (the factory setting), press

—

until

1 Always

the customer checked “Day only”, press

—

displayed.

is displayed.

[

Prev Procedure

]

to program another feature, or

[ Next Data ]

[

Next Data

]

until

2 Day Only

the customer checked “Night only”, press

—

Only

is displayed.

3-8 Programming Automated Attendant

[ Next Data ] until 3 Night

PARTNER II System Programming

Choose:

— Press [ # ] and a system program number to program another feature, or —

—

[ Next Procedure ] or [ Prev Procedure ] to program another feature, or

Press Press

[

Feature

]

[ 0 ] [ 0 ] to exit programming.

Assign Group Call Distribution (#206)

Assign outside lines, which are to be answered and provided PARTNER MAIL Automated Attendant service, to the VMS Hunt Group 7.

Locate Lines on PARTNER II Form A which have “VMS-AA” written in the “Line Coverage” column.

Access System Programming as described in “Accessing System

Programming” and press [ # ] [ 2 ] [ 0 ] [ 6 ]. Press [ 7 ] at the

Enter a two-digit Line number at the Line: prompt.

Press

[

5. To program another line, press [ Next Item ] or [ Prev Item ] then repeat the

Next Data

previous step.

Choose:

— Press [ # ] and a system program number to program another feature, or

Group:

]

until

1 Assigned

prompt,

is displayed.

Press

[

— —

Press

Next Procedure

[

Feature

Programming Fax Extensions

If using the Automated Attendant Service to handle fax calls, refer to the PARTNER II Release 3 Programming and Use document for the procedures required to

program the PARTNER II to recognize your fax extensions or groups.

]

[

Prev Procedure

]

[ 0 ] [ 0 ] to exit programming.

]

Programming Automated Attendant

to program another feature, or

3-9

PARTNER II System Programming

Programming Call Answer Service

This section presents the forms and procedures required to program the PARTNER

II Release 3 for use with PARTNER MAIL Call Answer Service. This includes Extension and CO Line coverage.

Automatic VMS Cover (#310)

Review PARTNER II Form B2 to determine which users require the Automatic VMS

Cover feature. This feature determines if an extension is normally covered by the

Call Answer Service. This means that an unanswered intercom or transferred call goes to PARTNER MAIL for Call Answer Service. Assign Automatic VMS Cover to the extensions listed on Form B2 as described below:

Access System Programming as described in “Accessing System Programming” and press [ # ] [ 3 ] [ 1 ] [ 0 ].

Enter the EXTENSION at the Extension: prompt.

2. Press

[

3. To program another extension, press

Next Data

]

until the display reads

Assigned.

[

Next Item

]

[

Prev Item

]

until the

extension number appears on the display, then repeat step 3.

Choose:

— Press [ # ] and a system program number to program another feature, or

Press

[

— —

Press

Next Procedure

[

Feature

]

[

Prev Procedure

]

to program another feature, or

[ 0 ] [ 0 ] to exit programming.

NOTE:

Refer to “Telephone Button Programming” found at the end of this chapter to program a VMS Cover button to enable subscribers to turn VMS Cover ON and OFF at their extensions.

3-10 Programming Call Answer Service

PARTNER II System Programming

CO Line Coverage

Use the Group Call Distribution (#206) procedure to assign outside lines to the VMS Line Cover option. PARTNER MAIL answers calls on these lines after four rings. If a Line Owner is assigned (see note below), PARTNER MAIL transfers the caller to the Line Owner’s mailbox. If there is no Line Owner assigned, PARNTER MAIL transfers

the caller to the General Mailbox. Callers at remote sites may also use Group Call

Distribution to access PARTNER MAIL if the Automated Attendant Service is not in

operation by pressing [ ✱ ] [ 7 ] when the PARTNER MAIL system answers.

Locate Lines on PARTNER II Form A which have “VMS-MAIL” written in the “Line Coverage” column.

Access System Programming as described in “Accessing System

Programming” and press [ # ] [ 2 ] [ 0 ] [ 6 ].

Press [ 7 ] at the

Enter a two-digit Line number at the Line: prompt.

Group:

prompt,

Press

[

Next Data

To program another line, press [ Next Item ] or [ Prev Item ] the line number

]

until

3 VMS Line Cover

is displayed.

appears on the display, then repeat the previous step.

Choose:

— Press [ # ] and a system program number to program another feature, or

Press

[

— —

Press

Next Procedure

[

Feature

]

[

Prev Procedure

]

to program another feature, or

[ 0 ] [ 0 ] to exit programming.

NOTE:

To assign Line Ownership, perform the PARTNER MAIL Line Ownership procedure in Chapter 4 of this guide.

Programming Call Answer Service

3-11

PARTNER II System Programming

Programming Night Service (#503)

Use the procedure below to assign a Night Service Button onto the MLS-model

system phone at the System Operator's extension. Keep the following mind:

■

You can only program a Night Service button on extension 10.

■

You can only program a Night Service button on an MLS-model system phone.

■

You must program Night Service on a button with lights.

■

Refer to “Night Service Button (#503)” in PARTNER System Release 3 Programming and Use for details on how to set up Night

Service.

Locate the “NightSVC” label on PARTNER II Form C (the button programming template).

II Communications

Access System Programming as described in “Accessing System

Programming” and press [ # ] [ 5 ] [ 0 ] [ 3 ].

Choose:

— To assign Night Service to the first available button on the system

phone, press

Night Service 1 Assigned-Ext10

[

Next Data

]

until the display reads:

— To assign Night Service to a specific button, press [ 3 ]. The display

reads:

Night Service 3 Select Button

Press the progammable button with lights indicated on Form C.

Choose:

—

Press [ #

—

Press

—

Press

Label the Night Service button at extension 10.

] and a system program number to program another feature, or

[

Next Procedure

[

Feature

]

[

Prev Procedure

]

to program another feature, or

[ 0 ] [ 0 ] to exit programming.

3-12 Programming Night Service (#503)

PARTNER II System Programming

Telephone Button Programming

PARTNER II Form C provides button templates for each type of MLS and MLC telephone. We recommend that you program a button on each subscriber's system telephone for the following features:

■

VMS Cover

■

Voice Mailbox Transfer

■

Auto Dial into PARTNER MAIL

The procedures below utilize Centeral Telephone Programming.

VMS Cover Button (F15)

To give subscribers the ability to turn Voice Mail coverage ON and OFF, you may

program a VMS Cover button at the subscriber’s system phone as described below:

Locate the “VMSCover” label on PARTNER II Form C (the button

programming template).

Press

[

Feature

]

[ 0 ] [ 0 ]

Enter the EXTENSION for the system telephone being programmed.

Press a programmable button with lights.

Press

[

Feature

]

5. Program another button for this extension or press

[ 1 ] [ 5 ]

[

System Program

] [

System Program

] [

Central Tel Program

[

Feature

programming mode.

]

[ 0 ] [ 0 ] to exit

Telephone Button Programming

3-13

PARTNER II System Programming

Programming Voice Mailbox (F14)

The Voice Mailbox Transfer feature enables the System Operator, or any system

user, to transfer calls directly to the called party’s mailbox, without ringing the extension. If, for example, a caller wants to talk to a subscriber who is on vacation,

the receptionist can transfer the call to the subscriber's mailbox by pressing the

Voice Mailbox button followed by the called party’s extension. PARTNER MAIL would

answer the call using the called party’s greeting (if he or she recorded a greeting), and the caller could then leave a message for the called party.

Locate the “VMBox” label on PARTNER II Form C (the button programming template).

Press

[

Feature

]

2. Enter the EXTENSION of the system telephone being programmed.

Press a programmable button.

[ 0 ] [ 0 ]

[

System Program

] [

System Program

] [

Central Tel Program

Press

[

Feature

]

5. Program another button for this extension or press

[ 1 ] [ 4 ].

programming mode.

Programming Auto Dial into PARTNER MAIL

To provide one-touch dialing into PARTNER MAIL, program an Auto Dial button for

all subscribers either at the subscribers’ system telephones or through Centralized Telephone Programming.

Locate the “VMS” label on PARTNER II Form C (the button programming

1. template).

Press

[

Feature

]

Enter the EXTENSION of the system telephone being programmed.

Press a programmable button.

[ Intercom ] [ 7 ] [ 7 ] [ 7 ] (the Partner Mail Hunt Group).

Press

Program another button for this extension or press

[ 0 ] [ 0 ]

programming mode.

[

System Program

] [

System Program

[

Feature

]

[ 0 ] [ 0 ] to exit

] [

Central Tel Program

[

Feature

]

[ 0 ] [ 0 ] to exit

3-14 Telephone Button Programming

PARTNER MAIL Initial Programming

This chapter provides guidelines and procedures for initial programming of the

PARTNER MAIL system. The terms program and administer are used interchangably

throughout this guide.

4-1

PARTNER MAIL - Initial Programming

Introduction to Programming

PARTNER MAIL system programming is performed by placing a call to the

PARTNER MAIL system and logging in as the System Administrator. The System Administrator uses the dialpad on a touch-tone phone to program the PARTNER MAIL system. The PARTNER MAIL system plays voice prompts in response to the touch-tones that you press on the dialpad.

Only the System Administrator may program the PARTNER MAIL system by accessing the “hidden” option 9 from the Voice Mail Menu.

PARTNER MAIL System Programming Menus

Figure 4-1 illustrates the menus available from the Administration Main Menu. You

must access the PARTNER MAIL system Administration Main Menu before

administering any of the seven submenus listed in Figure 4-1. Refer to the Administration Map inside the front cover of this guide for a complete listing of all

PARTNER MAIL system administration menus and submenus.

4-2 Introduction to Programming

PARTNER MAIL - Initial Programming

Enter System Administrator Extension + #

Enter System Administrator Password + #

Voice Mail Service

Voice Mail

Administration

Main Menu

System

Parameters

Schedule

Automated

Attendant

Mailboxes

Group

Lists

Figure 4-1. PARTNER MAIL System Programming Menus

Line

Ownership

System

Greetings

Introduction to Programming

4-3

PARTNER MAIL - Initial Programming

Accessing the Administration Main Menu

Use the following procedure to access the PARTNER MAIL system Administration

Main menu.

Press

[

Intercom

Enter the System Administrator's

[ # ].

Enter the System Administrator’s

[ # ].

— The system plays the seven items on the the Voice Mail Menu

(Figure 4-1).

— The system does not play menu item 9, the Administration Menu. The

System Administrator is the only subscriber who can select the “hidden”

menu option 9 from the Voice Mail Menu.

]

[ 7 ] [ 7 ] [ 7 ] or a preprogrammed button.

MAlLBOX

PASSWORD

(initially [ 9 ] [ 9 ] [ 9 ] [ 7 ]) and press

(initially [ 1 ] [ 2 ] [ 3 ] [ 4 ]) and press

Press [ 9 ] to program.

The system plays the system programming options.

Refer to Appendix A for a list of all factory settings. You should confirm a factory

setting, as instructed, even if you are not changing the setting.

Programming Hints

■

You do not need to wait for a prompt before proceeding to the next step if you

are experienced with PARTNER MAIL system programming.

■

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

■

Press [ ✱ ] [ 4 ] to repeat the current menu options.

■

Press [ ✱ ] [ 7 ] to return to the System Administration Menu.

■

Press [ ✱ ] [ ✱ ] [ 9 ] to exit from the PARTNER MAIL system.

■

To avoid background noise, speak into the handset to record names, greetings, and announcements instead of using the speakerphone.

4-4 Introduction to Programming

PARTNER MAIL - Initial Programming

Before Programming

Before you program the PARTNER MAIL system, ensure that the programming and planning tasks described below are completed.

PARTNER II Programming

A technician must program the PARTNER II Communications System for the

PARTNER MAIL system as described below before you program the PARTNER

MAIL system:

■

Assign all PARTNER MAIL system extensions to Hunt Group 7.

■

Assign the Transfer Return Extension for the PARTNER MAIL system

extensions.

Refer to “Chapter 3 — PARTNER II System Programming" for instructions.

Planning Forms

Obtain completed copies of all PARTNER II and PARTNER MAIL system planning forms.

Planning forms provide the names, extensions, mailboxes and other information required to complete the PARTNER MAIL system administration.

PARTNER MAIL System Planning Forms

Obtain completed copies of the following forms from the PARTNER MAIL System

Administrator

■

Form 1: Mailbox Assignments

■

Form 2: System Parameters

■

Form 3: Voice Mail Greeting

■

Form 4: Automated Attendant Settings

■

Form 5: Automated Attendant Day Greeting and Menu

■

Form 6: Automated Attendant Night Greeting and Menu

■

Form 7: Automated Attendant Submenus

■

Form 8: Automated Attendant Announcements.

■

Form 9: Group Lists

■

Form 10: Line Ownership

Before Programming

4-5

PARTNER MAIL - Initial Programming

PARTNER II Planning Forms

Obtain completed copies of the following forms from the PARTNER II System Manager

■

Form A: System Configuration

■

Form B1: System Extensions

■

Form B2: Customized Extension Settings

■

Form C: Button Programming Templates

4-6 Before Programming

PARTNER MAIL - Initial Programming

Programming System Parameters

Program the PARTNER MAIL System Parameters (Figure 4-2) regardless of the services used.

Administration

Main Menu

System

Parameters

FAX

Extension

System

Operator

Extension

General

Mailbox

Owner

6 7

System

Administrator

Mailbox

Figure 4-2. Programming PARTNER MAIL System Parameters

FAX

Message Receiver

Programming System Parameters

4-7

PARTNER MAIL - Initial Programming

Assigning the

System Administrator Mailbox

■

Refer to PARTNER MAIL Form 2: System Parameters to locate the desired mailbox number.

■

Factory Setting: 9997

Change the factory setting for System Administrator’s mailbox to prevent unauthorized programming of the PARTNER MAIL system.

Access the Administration Main Menu as described in an earlier section.

PARTNER MAIL plays the system programming options.

Press [ 1 ] to program System Parameters.

Press [

] to change the System Administrator Mailbox.

The current mailbox number plays.

Choose:

—

To change the System Administrator Mailbox dial the new MAlLBOX followed by [ # ].

The system confirms the new System Administrator mailbox number.

From now on, the System Administrator logs on to the system using this mailbox number.

To keep the current mailbox press [ # ].

—

✱

Press [

] [ # ] to return to the Administration Main Menu.

4-8 Programming System Parameters

PARTNER MAIL - Initial Programming

Changing the System Administrator’s

Password

■

Factory Setting: 1234.

Change the factory settings for System Administrator’s password to prevent unauthorized programming of the system.

NOTE:

If the System Administrator changes the password and forgets it, or a new System Administrator does not know the password set by his or her predecessor, contact the AT&T Helpline or an authorized AT&T dealer to reset

the password after obtaining proper authorization from the customer. The

AT&T Helpline phone number is listed on the inside cover of this guide.

Press

[

Intercom

]

[ 7 ] [ 7 ] [ 7 ] or a preprogrammed button.

Enter the System Administrator’s

MAlLBOX

(initially [ 9 ] [ 9 ] [ 9 ] [ 7 ]) and press

[ # ].

Enter the System Administrator’s

PASSWORD

(initially [ 1 ] [ 2 ] [ 3 ] [ 4 ]) and press

[ # ].

The Voice Mail Menu plays.

Press [ 5 ] to program your new password.

The prompt asks you to enter your new password.

Enter your

PASSWORD

followed by [ # ].

The prompt asks you to re-enter your new password.

Enter your

PASSWORD

followed by [ # ].

The new password is now active.

Press [ ✱ ] [ # ] to return to the Voice Mail Menu, then press [ 9 ] to access the

7. Administration Main Menu or hang up to quit.

Programming System Parameters

4-9

PARTNER MAIL - Initial Programming

Assigning the System Operator’s Extension

The system transfers calls to the System Operator’s extension if callers receiving the Automated Attendant service enter [ 0

Timeout Option to transfer calls to the System Operator.

■

Use Form 2: System Parameters to locate the System Operator’s extension.

■

Factory Setting: 10 Keep the factory setting unless a new setting is desired.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 1 ] to program System Parameters.

Press [

] to program the System Operator extension.

The current extension plays.

] or take no action, and you set the Dial 0 /

Choose:

— To change the System Operator’s extension: Enter the new

EXTENSION

followed by [ # ].

The new extension is confirmed.

To keep the factory setting of 10: press [ # ].

—

✱

Press [

] [ # ] to return to the Administration Main Menu.

4-10 Programming System Parameters

PARTNER MAIL - Initial Programming

Assigning a General Mailbox Owner

If the Dial 0 / Timeout Options are set for the General Mailbox, the system transfers callers to the General Mailbox extension if they enter [ 0

■

Use Form 2: System Parameters to determine the General Mailbox Owner’s

extension.

■

Factory Settings:

Extension: 10

—

Mailbox number: 9999 (Cannot be changed)

—

Password: 1234.

—

■

The General Mailbox owner must log in as mailbox 9999 to retrieve messages from the GeneraI Mailbox and to change the General Mailbox Owner’s

password.

] or take no action.

■

To change the General Mailbox password, perform the following:

Log on using mailbox 9999.

— — Use the same procedure as shown for “Changing the System

Administrator Password”.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 1 ] to program System Parameters.

Press [

] to program the General Mailbox.

The current extension plays.

Choose:

To change the General Mailbox Owner’s extension: Enter the new

—

EXTENSION

followed by [ # ].

The new extension is confirmed.

To keep the factory setting of 10: press [ # ].

—

✱

Press [

] [ # ] to return to the Administration Main Menu.

Programming System Parameters 4-11

PARTNER MAIL - Initial Programming

Programming the Fax Extension

Assign the Fax extension, or the Fax Hunt Group, where the Automated Attendant Service transfers fax calls.

■

Use Form 2: System Parameters to identify the fax extension or Fax Hunt

Group.

■

When you program the system to transfer fax messages, the Touch-Tone Gate is set ON automatically. This enables the system to immediately detect fax transmissions and send them to a fax machine.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 1 ] to program System Parameters.

Press [

] to program the fax extension.

Enter the Fax extension or Fax Hunt Group extension followed by [ # ]. The

4. system confirms the new fax extension and plays,

The touch-tone gate is on.

NOTE:

To deactivate fax call handling, enter [ 0

] as the fax extension, then

press [ # ].

✱

Press [

] [ # ] to return to the System Administration Menu.

4-12 Programming System Parameters

PARTNER MAIL - Initial Programming

Assigning the Fax Message Receiver

Designate the mailbox where the system leaves a prerecorded message after it receives a fax transmission. The system lights the Message light on the subscriber’s system telephone indicating that a message is stored.

■

Use Form 2: System Parameters to identify the extension for the Fax Message Receiver.

■

There is no factory setting. If you do not assign a Fax Message Receiver, the

system does not light the Message Iight at any extension after it receives a

fax transmission.

■

PARTNER II Release 3 cannot light Message lights on single line telephones. Only assign the Fax Message Receiver to system telephones to allow use of the Message light.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 9 ] to program.

Press [ 1 ] to program System Parameters.

Press [

Enter the EXTENSION of the new Fax Message Receiver followed by [ # ].

Press [ ✱ ] [ # ] to return to the System Administration Menu.

] to program the Fax Message Receiver.

Programming System Parameters

4-13

PARTNER MAIL - Initial Programming

Programming the Schedule

Figure 4-3 illustrates the options available when programming the schedule.

Administration

Main Menu

Schedule

Update

System Date

and Time

Figure 4-3. Programming the Schedule

Open or

Closed

for Today

4-14 Programming the Schedule

PARTNER MAIL - Initial Programming

Setting the Date and Time

Synchronize the date and time settings on the PARTNER MAIL system to those on the PARTNER II Release 3 system.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 2 ] to program the Schedule.

Press [

The system plays the current date, and prompts you to enter a new date.

To accept the date played, press [ # following:

The system confirms the date.

Press [ 1 ] to reenter the date or press [ ✱ ] [ # ] to accept the date.

] to program date and time.

]. To enter a new date (mmddyy) enter the

— mm: 01-12 — dd: 01-31 —

yy: 00-99

Example: for May 28, 1993 press: [ 0 ][ 5 ], [ 2 ][ 8 ], [ 9 ][ 3 ]

If you pressed [

—

If you pressed [ ✱ ] [ # ]:

—

The system plays the current time and prompts you to enter a new time.

], go to step 4.

Programming the Schedule 4-15

PARTNER MAIL - Initial Programming

To accept the time played, press [ # ]. To enter a new time (hhmm) enter the

6. following:

— hh: 00–23 — mm: 00-59

The system confirms the new time.

NOTE:

If requested, enter [ 1 enter A.M. or P.M. when the hour you enter is less than 13.

Press [ 1 ] to reenter or press [ ✱ ] [ # ] to accept the time.

— If you pressed [ 1 ], go to step 6.

If you pressed [ ✱ ] [ # ]:

—

The system confirms the new time.

Press [ ✱ ] [ # ] to return to the System Administration Menu.

] for A.M. or [ 2 ] for P.M. the system prompts you to

4-16 Programming the Schedule

PARTNER MAIL - Initial Programming

Program Automated Attendant Menus

The Day or Night Main Menu offers the caller a list of options. Figure 4-4 shows the

Administration options required to program the Automated Attendant service menus.

Administration

Main Menu

Automated

Attendant

Service

Day

Figure 4-4. Automated Attendant

Each option is assigned a one-digit Selector Code and a corresponding Selector Code Action. For example, the Main Menu for the ANY Travel Agency offers these options:

For cruises, press [ 1

For corporate travel, press [ 2 For personal travel, press [ 3 For discounted trip information, press [ 4

announcement. If you know the extension of the person you are calling, press

[ 5 ]

and enter that person’s extension.

Or press

The caller presses a key on the dialpad (a Selector Code), and the system performs one of the corresponding Selector Code Actions Iisted below:

[ 0 ]

Night Submenus Announce-

for operator assistance.

ments

]

to hear a recorded

Touch-Tone

Gate

Program Automated Attendant Menus

4-17

PARTNER MAIL - Initial Programming

■

Action 1 — Selector Code Transfer When a caller presses the Selector Code, the system transfers the call to the specific extension, Hunt Group, or Calling Group that you assign to the

Selector Code. For example, when callers to ANY Travel press [ 1 connects them to the cruise travel agent’s extension.

■

Action 2 — Play an Existing Submenu When a caller presses the Selector Code, the system plays another menu from which the caller presses another Selector Code. When callers to ANY

Travel press [ 2

], for example, the system plays the Corporate Travel submenu.

The submenu must already exist before you can program this action.

■

Action 3 — Play an Existing Announcement When a caller presses the Selector Code, the system plays a prerecorded

announcement. Use this Action to provide information such as your business hours or a mailing address. When callers to ANY Travel press [ 4

announcement regarding discounted trip information. The announcement must

already exist before you can program this action.

■

Action 4 — Prompted Transfer When callers press the Selector Code, the system prompts them to enter an

extension. For example: ANY Travel uses extensions 10 through 40 in their

dial plan. They use Selector Codes 1 through 4 to direct callers to submenus

and announcements. To enable callers to enter extensions from the main menu, ANY Travel assigns Prompted Transfer to Selector Code 5. Callers at

ANY Travel press [ 5

] at the main menu and enter an extension number.

], the system

] they hear an

■

Action 5 ✔ — Direct Extension Transfer This is the factory setting for Selector Codes 1 through 5 on the Day and Night Main Menus. Callers can enter an extension directly from the menu. For example, if extensions 1 and 2 are used in the dial plan (indicating that all of your extensions begin with 1 or 2) leave Selector Codes 1 and 2 at the factory-setting. This enables callers to enter extension numbers without having

to enter another number first (see Action 4 above).

Program all announcements and lowest level submenus before programming higher level submenus and the Automated Attendant Main Menus. Use this list to organize your programming:

■

Program and record all announcements first.

■

Create the submenus, starting with the lowest-level submenu and continuing up the submenu levels.

■

Program and record the Day Main Menu.

■

Program and record the Night Main Menu.

4-18 Program Automated Attendant Menus

PARTNER MAIL - Initial Programming

■

Reorganize the Planning Forms as follows:

—

Form 8: Automated Attendant Announcements — Form 7: Automated Attendant Submenus — Form 6: Automated Attendant Night Main Menu — Form 5: Automated Attendant Day Main Menu.

Creating Announcements

■

Refer to Form 8: Automated Attendant Announcements to program and record

an announcement.

■

Announcements may be up to 2 minutes long.

■

You may record up to 99 announcements. The announcement that you record plays if callers press the corresponding Selector Code from the Day or Night

Menu or a submenu.

■

Tell callers to press [ ✱ ] [ # ] to back up to the previous menu, or to press [ ✱ ] [ 4 ]

to repeat the announcement.

■

Create announcements before programming the corresponding Selector Code.

■

To eliminate background noise, speak into the handset to record the

announcemnet.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 3 ] for Automated Attendant.

Press [

Enter the announcement number (01 through 99) followed by [ # ].

Choose:

] to program an announcement.

] to record an announcement.

[ 9 ] for “Yes” (confirm).

— — [ 6 ] for “No” (cancel). Go back to step 5.

Lift the handset and record the announcement.

Press [ 1 ] after recording the announcement.

Program Automated Attendant Menus 4-19

PARTNER MAIL - Initial Programming

Choose an option:

Press [ 2 ] [ 1 ] to re-record the announcement.

—

Press [ 2 ] [ 3 ] to play back the announcement.

—

Press [ ✱ ] [ 3 ] to delete the announcement.

—

Press [ ✱ ] [ # ] to approve the announcement.

—

10.

Press [ ✱ ] [ # ] to return to the Administration Main Menu.

Creating Submenus

■

Refer to Form 7: Automated Attendant Submenus which contains the Submenu Definition Table (submenu number, Selector Code, and Selector Code Action information), and the submenu script.

■

You can create up to 99 submenus, but more than three menu levels tend to confuse callers.

■

If you are creating more than one submenu, create the lowest-level submenu first.

■

To eliminate background noise, speak into the handset while recording the submenu prompt.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 3 ] for Automated Attendant.

Press [

Enter the submenu number (01 through 99) followed by [

Enter the Selector Code [ 1 ] through [ 9 ].

Press the Selector Code Action.

] to program the submenu.

] to create a submenu.

[ 1 ] = Selector code transfer

— —[ 2

] = Play a submenu.

—

[ 3 ] = Play an announcement.

—[ 4

] = Prompted transfer. Go to Step 9.

—[ 5

] = Direct extension transfer. Go to Step 9.

4-20 Program Automated Attendant Menus

PARTNER MAIL - Initial Programming

Enter the extension, submenu, or announcement number where the system transfers callers, followed by [ # ].

NOTE:

You must create the submenu or announcement before creating the

submenu that directs callers to select the submenu or announcement.

Repeat Steps 6, 7, and 8 for each Selector Code. When finished, go to Step

10.

Press [ ✱ ] [ # ] to approve. The prompt asks you to record the submenu script:

Record at the tone.

11.

Lift the handset and record the submenu script.

12.

Press [ 1 ] after recording the submenu script.

13.

Choose an option:

Press [ 2 ] [ 1 ] to re-record the submenu;

—

Press [ 2 ] [ 3 ] to play back the submenu script;

— —

Press [ ✱ ] [ 3 ] to delete the submenu script;

—

Press [ ✱ ] [ # ] to approve the submenu. The prompt says,

Approved. Menu Saved.

14.

Press [ ✱ ] [ # ] to return to the Administration Main Menu.

Program Automated Attendant Menus 4-21

PARTNER MAIL - Initial Programming

Modifying the Day and Night Main Menus

■

Refer to Form 5: Automated Attendant Day Greeting and Menu.

■

Refer to Form 6: Automated Attendant Night Greeting and Menu.

■

Factory Settings: Selector Codes 1 through 5 are set for Selector Code Action 5 — Direct Extension Transfer. Selector codes 6 through 9 are unassigned. This enables callers to enter extensions 10 through 57 directly after reaching the Automated Attendant service.

NOTE:

Submenus and announcements must be created before the Main Menus. Refer to the preceding instructions for “Creating Submenus” and “Creating Announcements.”

■

To eliminate background noise, speak into the handset to record menu

prompts.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 3 ] for Automated Attendant

Choose:

—

Press [ 1 ] to program the Day Main Menu.

—

Press [ 2 ] to program the Night Main Menu.

Press [

Enter the Selector Code [

] to modify the Main Menu.

] through [ 9 ].

The system plays the current Selector Code Action for the Selector Code.

Press [ 9

] to confirm that you are modifying this Selector Code.

4-22 Program Automated Attendant Menus

PARTNER MAIL - Initial Programming

Press the Selector Code Action.

NOTE:

If you do not intend to use Selector Codes 1–5, instead of a Selector Code Action enter [ ✱ ] [ 3 ] to set them to “not used.”

—[ 1

] Selector code transfer.

[ 2 ] Play a submenu

—

[ 3 ] Play an announcement

—

[ 4 ] Prompted transfer. Go to Step 9.

—[ 5

] Direct extension transfer. Go to Step 9.

Enter the extension, submenu number, or announcement number where the Automated Attendant transfers callers, followed by [ # ].

Repeat from Steps 5, 6, and 7 for each Selector Code on the Main Menu. Go

9. to step 9 after you enter all Selector Codes.

10.

Press [ ✱ ] [ # ] to approve the Selector Codes.

The system plays the current Dial 0/Timeout Option, followed by the Dial 0/Timeout Option Menu.

The Dial 0 / Timeout Options specify where the system transfers calls if callers enter [ 0 ] or do nothing.

11.

Choose the Dial 0/Timeout Action Option:

Press [ 0 ] for System Operator.

— —

Press [ 1 ] for General Mailbox.

—

Press [ 2 ] to disconnect.

The Dial 0/Timeout Action Option is confirmed, and the prompt asks you to record the entire Main Menu script.

Lift the handset and record the Main Menu script.

12. Press [ 1 ] after recording.

13.

14. Choose an option or go to Step 15:

—

Press [ 2 ] [ 1 ] to re-record the Main Menu.

—

Press [ 2 ] [ 3 ] to play back the Main Menu.

—

Press [ ✱ ] [ 3 ] to delete the Main Menu and use the previously recorded Main Menu.

Program Automated Attendant Menus

4-23

PARTNER MAIL - Initial Programming

15.

Press [ ✱ ] [ # ] to approve the Main Menu.

The prompt says,

Approved. Menu Saved.

16.

Press [ ✱ ] [ # ] to return to the Administration Main Menu.

Setting the Touch-Tone Gate

When the Touch-Tone Gate is ON the Automated Attendant Greetings should

instruct callers to press [ 1 he or she hears the Automated Attendant menu. If the caller does not press [ 1

system transfers the call depending upon the Dial 0 / Timeout Option. When the Touch-Tone gate is OFF, the Day or Night Greeting the system

immediately plays the corresponding menu. The system transfers callers for assistance who do not enter a touch-tone after the menu prompt plays three times.

] if calling from a touch-tone phone. If the caller presses [ 1 ],

], The

When the Touch-Tone gate is ON, rotary callers do not have to listen to the Day or

Night Menu before being transferred for assistance.

■

Use Form 4: Automated Attendant Settings to identify the Touch-Tone Gate setting.

■

Factory Setting: OFF.

■

If using Fax Call Handling, the Touch-Tone gate is automatically set to ON and cannot be turned OFF.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 3 Press [ 5 ] to program the Touch-Tone Gate.

Choose:

] to program the Automated Attendant

— Press [ 9 ] to turn ON the Touch-Tone Gate. (This menu option only

plays when the Touch-Tone Gate is OFF).

—

Press [ 6

] to turn OFF the Touch-Tone Gate. (This menu option only

plays when the Touch-Tone Gate is ON.)

Press [ ✱ ] [ # ] to return to the System Administrator's menu.

4-24 Program Automated Attendant Menus

PARTNER MAIL - Initial Programming

Programming System Greetings

The Automated Attendant enables callers to reach destinations without human assistance. When the Automated Attendant first answers a call, it plays a Day or

Night greeting, then a Day or Night menu.

Figure 4-5 illustrates the menus for recording system greetings.

Administration

Main Menu

Voice Mail

Greeting

Figure 4-5. System Greetings

System

Greetings

Automated

Attendant

1 3

Greeting

Programming System Greetings

4-25

PARTNER MAIL - Initial Programming

Recording a Voice Mail Greeting

The Voice Mail Greeting plays when a subscriber calls the Voice Mail Service.

NOTE:

It is strongly recommended that you do not change this greeting.

■

Refer to Form 3: Voice Mail Greeting for the Voice Mail Greeting script.

■

Factory Setting:

Welcome to PARTNER MAIL. Please enter extension and pound sign.

■

To eliminate background noise while recording, use the handset instead of the speakerphone when recording greetings.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 7

Press [ 1

Lift the handset and record the greeting (up to 10 seconds). The system

] to program the System Greetings.

] for Voice Mail Greeting.

] to record the greeting.

plays,

Record at the tone

Press [ 1 ] after recording the greeting.

Choose an option:

—

Press [ 2 ] [ 1 ] to re-record the greeting.

—

Press [ 2 ] [ 3 ] to play back the greeting.

—

Press [ ✱ ] [ 3 ] to delete the new greeting and use the current greeting.

—

Press [ ✱ ] [ # ] to approve the greeting.

Press [ ✱ ] [ # ] to return to the System Administration Menu.

4-26 Programming System Greetings

PARTNER MAIL - Initial Programming

Recording the Day and Night Greetings

■

Refer to Form 5: Automated Attendant Day Greeting and Menu and/or Form 6: Automated Attendant Night Greeting and Menu, for the scripts for the Day

and Night Greetings.

■

Record the Day Greeting (Form 5) first.

■

Record the Night Greeting (Form 6) second.

■

Each greeting must be 10 seconds or less.

■

To avoid background noise in your recording, use the handset instead of the speakerphone when recording greetings.

■

Remember to record a prompt in the greeting if the Touch-Tone Gate is ON. (See “Setting the Touch-Tone Gate” in a previous section of this chapter)

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 7 ] to program the System Greetings.

Press [

Choose the appropriate option:

Press [

Lift the handset and record the greeting (up to ten seconds). Press [ 1 ] after recording the greeting.

Select one of the following options:

Press [ ✱ ] [ # ] to return to the System Administration Menu.

] for the Automated Attendant Greetings.

Press [ 1 ] for the Day Greeting.

— —

Press [ 2 ] for the Night Greeting.

] to record the greeting.

Press [ 2 ] [ 1 ] to re-record the greeting.

—

Press [ 2 ] [ 3 ] to play back the greeting.

— —

Press [ ✱ ] [ 3 ] to delete new the greeting and use the current greeting.

—

Press [ ✱ ] [ # ] to approve the greeting.

Programming System Greetings 4-27

PARTNER MAIL - Initial Programming

Modifying Mailboxes

Administration

Main Menu

Mailboxes

Play Mailbox Configuration

Figure 4-6. Programming Mailboxes

The PARTNER MAIL system is shipped with mailboxes created for extensions

10 through 57. The COS (Class of Service) describes the characteristics of

the mailbox. Review the Class of Service key and the guidelines which follow.

Create a

Mailbox

Delete a Modify a

Mailbox Mailbox

✱

4-28 Modifying Mailboxes

PARTNER MAIL - Initial Programming

COS Key

Class Mins.

5 2 ✔ 10 3 15 4 5 5 10 6 15 7 15 8 15 9 60

■

Mins. (Minutes) (10 ✔ ) — the size of the mailbox.

■

Transfer Type —

—

Transfer Permitted ✔ : The system attempts to transfer the call to

Transfer Outcalling

Permitted Permitted Permitted

Not Permitted Not Permitted

Not Permitted Permitted Permitted Permitted Permitted Not Permitted Not Permitted Not Permitted

Permitted

Not Permitted

Permitted

Not Permitted

the extension entered by the caller.

—

Transfer Not Permitted: The system does not attempt to transfer the call to the extension entered by the caller. Instead, the system transfers the caller directly to the extension’s voice mailbox.

■

Outcalling (Not Permitted ✔ ) — if permitted, and the subscriber administers outcalling using the Voice Mail Service, the system calls a designated telephone or pager whenever a new message is left in the subscriber’s mailbox.

This section contains instructions for entering each subscriber into the PARTNER MAIL system directory, and for recording each subscriber’s name. See Figure 4-6 for an oveview of the menus used to program Mailboxes. (To create or delete Mailboxes, refer to the Chapter 6 — System Administration).

■

Obtain Form 1: Mailbox Assignments, which lists the names of subscribers, their extension numbers, and COS (if it is different from the factory setting of

2).

■

Factory Setting: 2

■

A total of 100 Mailboxes can be created, but a maximum of 40 (for four port systems) or 20 (for two port systems) is recommended to avoid trafficking problems.

Modifying Mailboxes

4-29

PARTNER MAIL - Initial Programming

■

To eliminate background noise, use the handset when recording mailbox names.

■

You can assign Guest Mailboxes for users who do not have their own extensions, but still require mailboxes. Assign a COS of 7, 8, or 9 to an unused extension from 10 through 57. Assign the first Guest Mailbox to the highest numbered extension available (e.g., extension 57) and work backwards toward extension 10 to assign additional Guest Mailboxes. The PARTNER MAIL system does not attempt to transfer callers receiving Automated Attendant Service to the extension associated with the Guest Mailbox. Instead, it transfers callers directly to the Guest Mailbox where they can leave a message. Guests may log on and retrieve messages from any touch-tone phone.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 4 ] to program Mailboxes.

Press [ Enter

] to modify a Mailbox.

EXTENSION

of mailbox being modified and press [ # ]. You can press [ # ]

to program each subsequent mailbox. If the subscriber's name is not being modified, go to step 11.

5. Press [ 1 ] to modify the name.

6. Use Form A to enter first 4 characters of subscriber’s first or last name and

7. [ # ].

Press [ 9 ] to confirm or press [ 6 ] to cancel the name.

8. Lift the handset and record the subscriber’s name after the prompt.

10.

Choose:

—

Press [ 2 ] [ 3 ] to play back, or

—

Press [ 2 ] [ 1 ] to re-record, or

—

Press [ ✱ ] [ 3 ] to delete, or

—

Press [ ✱ ] [ # ] to approve the name.

Press [ 2 ] to change the COS, or go to step 13.

11. Use the COS Key shown on the previous page as a reference to enter the

12. COS for the mailbox and [ # ].

When finished programming the first mailbox, press [

13. through 13 as applicable for each subscriber.

Press [ ✱ ] [ # ] to return to the Administration Main Menu.

14.

4-30 Modifying Mailboxes

✱

] [ # ] and repeat steps 4

PARTNER MAIL - Initial Programming

Creating Group Lists

Create Group Lists to send messages to groups of users. Refer to Figure 4-7 to review the Group Lists programming options.

Administration

Main Menu

Group

Lists

Scan Group

Lists

Create a

Group List

Modify or

Review a

Group List

Delete a

Group List

Figure 4-7. Group Lists

■

Obtain Form 9: Group Lists, which shows the group’s name and Group List Number, and lists the names and extensions of group members.

■

Up to 99 Group Lists can be created.

■

Make copies of Form 9 and distribute them to all group members.

1. Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 5 ] to program Group Lists.

Press [ 4 ] to create a Group List.

Enter a Group List Number followed by [ # ].

Enter the first member’s

EXTENSION

followed by [ # ].

The system plays: the subscriber's name (if previously recorded) or their extension, and prompts you to enter the next extension number.

Enter the other members’

EXTENSIONS

each followed by [ # ].

Creating Group Lists 4-31

PARTNER MAIL - Initial Programming

When finished entering all extension numbers, press [ ✱ ] [ # ] to approve the list.

Press [ ✱ ] [ # ] to return to the System Administration menu.

4-32 Creating Group Lists

PARTNER MAIL - Initial Programming

Assigning Line Ownership

Use the programming procedure below to associate an outside line with an extension (mailbox) used to store messages for covered lines.

Refer to Figure 4-8 to review the Line Ownership programming options.

Administration

Main Menu

Line

Ownership

Scan Line

Ownership

Deallocate

Line

Ownership

✱

Assign Line

Ownership

Figure 4-8. Line Ownership

■

Refer to Form 10: Line Ownership to determine the Line number(s) that

requires coverage, and the Line Owner’s name and extension.

■

If an owner is not assigned to a covered line, the system transfers callers, who call in on that line, to the General Mailbox.

Access the Administration Main Menu as described in an earlier section.

The system plays the system programming options.

Press [ 6 ] to program Line Ownership.

Modify Line

Ownership

Press [

Refer to Form 10 to enter a line number (1 to 24) followed by [ # ].

Refer to Form 10 to enter the Line Owner’s EXTENSION followed by [ #

] to assign Line Ownership.

The system plays the Owner’s name (or the owner’s extension number if their name was not previously recorded).

Assigning Line Ownership

4-33

PARTNER MAIL - Initial Programming

Repeat steps 4 and 5 until you assign line ownership to all lines. When finished entering the lines, press [ ✱ ] [ # ] to return to the Administration Main

Menu.

This concludes the initial programming of the PARTNER MAIL system. Refer to Chapter 3 — Partner II System Programming to complete the programming procedures for the PARTNER II Communications System.

4-34 Assigning Line Ownership

Verifying System Operation

Once you have completed the initial programming of the PARTNER MAIL system and the PARTNER II Release 3 System, perform the Acceptance Tests to verify proper operation.

5-1

Verifying System Operation

Automated Attendant Service

If the VMS Hunt Schedule is set for day only, ensure that the Night Service button is OFF. If the VMS Hunt Schedule is set for night only, ensure that the Night Service button is ON.

Immediate Answer

Call in on a line answered by the Automated Attendant.

2. Listen for the Automated Attendant Greeting. The call should be answered after 2 rings.

Repeat this test for each line programmed to be answered by the Automated Attendant.

Delayed Answer

Call in on a line assigned to the Automated Attendant. (Ask the primary call handler not to answer the call.)

Listen for the Automated Attendant Greeting. The Automated Attendant service should answer the call after four rings.

Repeat this test for each line programmed to be answered by the Automated Attendant.

Day Main Menu

Call in on a line programmed for Automated Attendant. Press [ 1 ] if prompted by the Touch-Tone Gate.

3. After the greeting, choose a Selector Code offered on the Day Menu.

Ensure that your call is transfered to the appropriate extension, or that the appropriate announcement, or submenu is played.

Repeat this test for each Selector Code offered on the Day Menu.

5-2 Automated Attendant Service

Verifying System Operation

Fax Call Handling

Send a fax on one of the incoming lines assigned to Automated Attendant.

Make sure that the fax is received by the fax machine.

If a Fax Message Receiver has been programmed (see PARTNER MAIL Form 2: System Parameters), check that the message light at the system phone at the Fax Message Receiver extension is ON.

Night Menu

Turn Night Service ON at extension 10.

Place a call on an incoming line answered by the Automated Attendant.

Listen for the Night Greeting followed by the Night Menu.

Choose a Selector Code from the Night Menu.

Make sure that the transfer is made to the appropriate extension, or that the appropriate announcement, or submenu is played.

Repeat this test for each Selector Code on the Night Menu.

Automated Attendant Service

5-3

Verifying System Operation

Call Answer Service

Extension Coverage

Call an extension which has VMS Cover turned ON.

1. Do not answer the called extension.

2. After three rings the Call Answer Service answers, (after approximately 5

3. rings) you should hear the Call Answer Greeting (or the subscriber’s personal message).

Repeat this procedure for every extension that has VMS coverage.

CO Line Coverage

Call in on a Line assigned to the VMS Line coverage option.

Do not answer the called Line.

After 5 ringas, the Call Answer Service answers and you should hear one of the following:

— If the line has an “Owner”, the owner’s greeting should prompt you to

— If the line does not have an owner, the prompt should tell the you to

Repeat this procedure for every line assigned to the VMS Line coverage option.

leave a message in his or her mailbox.

leave a message in the General Mailbox.

5-4 Call Answer Service

Verifying System Operation

Voice Mailbox Transfer

Call in on an outside line and snswer the call at a system phone. Press the programmed button or dial

Dial the requesated extension number or press an Intercom Auto Dial button,

[

Feature

]

[ 1 ] [ 4 ].

or Manual Signaling button for that extension.

Hang up.

PARTNER MAIL should route the caller to the requested mailbox and play the greeting for that extension.

Voice Mailbox Transfer

5-5

Verifying System Operation

Voice Mail Service

Place an internal call to

[

Intercom

]

[ 7 ] [ 7 ] [ 7 ] (the PARTNER MAIL Hunt Group)

or press a preprogrammed button. You should hear the Voice Mail Greeting.

5-6 Voice Mail Service

PARTNER MAIL Administration

This chapter explains how to use all menu and submenu options that are accessed from the PARTNER MAIL Refer to Chapter 1 — Introduction if you require a detailed overview of the PARTNER MAIL system services.

Voice Messaging System’s Administration Main Menu.

6-1

AT&T Partner Mail R1 Installation and Use

Specifications and Main Features

Frequently Asked Questions

User Manual

Important Safety Instructions

Additional Safety Instructions for Installation Personnel

About This Guide

How to Use this Guide

Administration Menu Items

Conventions

Related Guides

Introduction

Responsibilities

System Planner

Implementor / Technician

System Administrator

General Mailbox Owner

System Operator

Fax Message Receiver

System Services and Features

Automated Attendant Service

Selection Considerations

Selecting Outside Lines for Automated Attendant Service

Selecting the VMS Hunt Schedule

Selecting the VMS Hunt Delay

Immediate Call Handling

Fax Call Handling

Delayed Call Handling

Voice Mail Service

Subscriber's Mailbox

Call Answer Service

Extension Coverage

Automatic VMS Cover

VMS Cover Button

CO Line Coverage

Voice Mailbox Transfer

Outcalling

Installation

Preparing for Installation

Parts Checklist

PARTNER MAIL Unit

Remote Maintenance Device (shipped separately)

PARTNER II Release 3 Hardware Requirements

Preparing the Site

Installing the PARTNER MAIL Unit

Mounting the PARTNER MAIL Unit

Connecting the Unit to the PARTNER II Release 3 System

Connecting the Remote Maintenance Device to the Unit

Add or Replace Voice-Processing Card

Removing the PARTNER MAIL Unit

Verifying Switch Setting

Installing the Voice Processing Card

Remounting the PARTNER MAIL Unit

PARTNER II System Planning Forms

Introduction to System Programming

Using Programming Overlays

Accessing System Programming

Initial System Programming

Assign VMS Ports Using Hunt Group Extensions (#505)

Assign the Transfer Return Extension (#306)

Program the PARTNER II System for the RMD

Remove Lines Using Line Assignment (#301)

Assign Automatic Extension Privacy (#304) to the RMD

Programming Automated Attendant

Assign VMS Hunt Delay (#506)

Assign the VMS Hunt Schedule (#507)

Assign Group Call Distribution (#206)

Programming Fax Extensions

Programming Call Answer Service

Automatic VMS Cover (#310)

CO Line Coverage

Programming Night Service (#503)

Telephone Button Programming

VMS Cover Button (F15)

Programming Voice Mailbox (F14)

Programming Auto Dial into PARTNER MAIL

PARTNER MAIL Initial Programming

Introduction to Programming

PARTNER MAIL System Programming Menus

Accessing the Administration Main Menu