AT&T Partner Mail R3 user guide

Download

Page 1

AT&T

PARTNER MAIL

Voice Messaging System Release 3

User’s Guide

Page 2

Notice

Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change.

System Security

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

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

Trademarks

PARTNER MAIL is a registered trademark of AT&T in the U.S. and other countries.

Ordering Information

Call:

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

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

AT&T 585-322-518

Issue 1

June 1996

Write:

Order:

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

Document No. 585-322-518

Page 3

Help Introduction Helpful Hints Voice Mail Tips Dialing into Voice Mail

Auto Dialing Logging in to a Call Answer Service Mailbox Logging in to a Transfer-Only Mailbox Dialing in Remotely to the Mail System Ending the Call

Personal Administration

Recording a Name Recording a Personal Greeting Activating a Personal Greeting Deleting a Personal Greeting Choosing a Personal Operator Changing Your Password

Message Administration

Sending a Message Listening to Messages Replying to a Message Forwarding a Message

Using Transfer, Directory, or Send All Calls

Transferring a Caller to a Mailbox Transferring to an Extension Using the Directory Send All Calls (Communications System Release 4.0 and later)

Outcalling

Changing Outcalling Settings Programming Outcalling Numbers Changing the Outcalling Schedule Changing the Outcalling Delay Changing the Outcalling Cycles

Special-Purpose Mailboxes

Recording a Bulletin Board Message Setting a Bulletin Board Dial 0 Destination

2 2 3 3 4 4 5 6 6 7 7 7 8 9

9 10 11 12 12 13 14 15 16 16 16 17

17 18

19 20 22 23 23 24 26 27

Page 4

Help

If you have a problem using voice mail, contact your System Administrator. If the problem cannot be solved by your System Administrator, in the continental U.S. please call our toll-free hotline, available 24 hours a day, at 1 800 628-2888. Outside of the continental U.S., contact your Sales Representative or your local Authorized Dealer.

Introduction

The PARTNER MAIL® Voice Messaging System (hereafter called the mail system) enables the System Administrator to create several types of mailboxes. Most of this guide provides information about two of them—Call Answer Service mailboxes and Transfer-Only mailboxes. At the end of this guide, there is a brief description of special-purpose mailboxes and their owners’ responsibilities.

A Call Answer Service mailbox acts like a sophisticated answering machine. Callers from inside and outside your company can leave messages in your mailbox. You, the subscriber, can then listen to, forward, save, or discard these messages. A password you create keeps the messages private.

You can also create and send messages, reply to messages, or add your comments to a message and forward both the original message and your comments to other subscribers.

A Transfer-Only mailbox provides access to an extension that does not need a mailbox with message storage capability; for example, an extension in a conference room. A caller who reaches a Transfer-Only mailbox hears a short greeting. The caller cannot leave a message, but can transfer to another extension. A Transfer-Only mailbox can have a name, personal greeting, personal operator, and password associated with it.

Your mail system may operate in one language (monolingual mode) or two languages (bilingual mode). The languages supported are English (North American), French (Canadian), and Spanish (Latin American) in monolingual mode, and French/English or Spanish/English in bilingual mode.

If you have questions about system features and procedures, see your System Administrator.

Page 5

Helpful Hints

■

To prevent calls from ringing at your telephone, press the

Disturb

■

You do not have to wait for mail system greetings or prompts to finish

button if you have one.

if you know the correct command sequence—just enter the digits.

■

When you log in to the mail system, you may hear a message telling you that your mailbox is more than 80 percent full or that it is full. (These messages are uninterruptible.) You should delete unneeded messages from your mailbox in order to make storage room for new messages.

■

To replay a mail system menu, press [

★

] [ 4 ].

Do Not

■

To back through the mail system menus and prompts, press [

■

To return to the Voice Mail Activity Menu, press [

■

If you turn off the message light without listening to or deleting

★

] [ 7 ].

★

] [ # ].

messages, and there are new messages remaining in your mailbox, the light will turn back on at 3 a.m.

■

If you often send messages to the same group of people, ask your System Administrator to create a Group List that you and other subscribers can use.

Voice Mail Tips

Most people use the mail system to answer their telephone when they are not available. Use the following suggestions when you record your personal greeting to help people feel comfortable leaving a message:

■

Update your personal greeting regularly.

■

Let callers know when you will return their call.

■

Include information about how callers can reach a co-worker who can help them if you are not available.

■

Tell callers how they can easily reach someone “live” if their call is an emergency.

Page 6

If you reach a mailbox when calling someone, follow these suggestions:

■

Explain why you are calling, and when you need a response.

■

Keep your message brief and to the point.

■

If you request information, leave your name, full address, telephone number or fax number.

■

If your call is urgent, or if you need assistance immediately, try pressing [ 0 ].

■

Let the person you called know when it is convenient to call you back.

Dialing into Voice Mail

To listen to your messages or to send voice mail, you must first identify yourself to the mail system by logging in to your mailbox. The login procedure tells the mail system that you are an authorized user.

If your mailbox is locked because of too many unsuccessful login attempts, you must contact your System Administrator to gain access to your mailbox.

The following procedures describe logging in while on the premises or remotely, and ending the call. (While on the premises, you can dial voice mail manually or you can use an auto dial button.)

Auto Dialing

You can program an auto dial button on your phone for one-touch dialing into the voice mail. Never program a password on an auto dial button.

To program an auto dial button, use the following procedure:

Step 1 Step 2

Step 3 Step 4 Step 5

Press [

Feature

] [ 0 ] [ 0 ]. Press a programmable button. Press left [ Press [

Intercom

] [ 7 ] [ 7 ] [ 7 ].

Feature

] [ 0 ] [ 0 ] to exit.

Write “VMMsgs” on the phone to identify the button.

Page 7

Logging in to a Call Answer Service Mailbox

To log in manually, use the following procedure:

Step 1

Step 2

Press [

Intercom

] [ 7 ] [ 7 ] [ 7 ], or press the VMMsgs button if you

have one. Enter your extension number (mailbox number) + [ # ].

NOTE:

When dialing from your own extension, you can

press [

] without entering your extension number.

Step 3

Step 4

Record Messages

Get Messages

Name or Greeting

Personal Operator

Password

Outcalling

Transfer

Enter your password + [

]. Voice Mail announces the

number of new and old messages in your mailbox.

NOTE:

The first time you log in, the password is not set. Press [ # ] for Step 3. Then go to Step 3 of Changing Your Password on page 11.

Select an option from the Voice Mail Activity Menu: Press [ 1 ] to record and send messages. (See

Sending a Message on page 12.) Press [ 2 ] to retrieve your messages. (See Listening

to Messages on page 13.) Press [ 3 ] to administer your name or personal

greeting. (See Recording a Name on page 7.

Recording a Personal Greeting on page 8, Activating a Personal Greeting on page 9, or Deleting a Personal Greeting on page 9.)

Press [ Choosing a Personal Operator on page 10.)

Press [ Your Password on page 11.)

Press [ have this feature. (See Outcalling on page 18.)

Press [ ★ ] [ T ] ([ ★ ] [ 8 ]) to transfer to another extension. (See Transferring to an Extension on page 16.)

] to administer your personal operator. (See

] to change your password. (See Changing

] to change Outcalling information, if you

Page 8

Logging in to a Transfer-Only Mailbox

To log in manually, use the following procedure:

Step 1

Step 2 Step 3

Press [

Intercom

] [ 7 ] [ 7 ] [ 7 ], or press the VMMsgs button if you

have one. Enter the extension number (mailbox number) + [ # ]. Enter the mailbox password + [ # ].

NOTE:

The first time you log in, the password is not set. Press [ # ] for Step 3. Then go to Step 3 of Changing Your Password on page 11.

Step 4

Name or Greeting

Select an option from the Voice Mail Activity Menu: Press [ 3 ] to administer a name or personal greeting

for the mailbox. (See Recording a Name on page 7,

Recording a Personal Greeting on page 8, Activating a Personal Greeting on page 9, or Deleting a Personal Greeting on page 9.)

Personal Operator

Password

Press [ 4 ] to administer a personal operator. (See

Choosing a Personal Operator on page 10.)

Press [

] to change the password. (See Changing

Your Password on page 11.)

Transfer

Press [ ★ ] [ T ] ([ ★ ] [ 8 ]) to transfer to another extension. (See Transferring to an Extension on page 16.)

Dialing in Remotely to the Mail System

To access your mailbox from a remote location, use the following procedure. You must use a touch-tone phone.

Step 1

Step 2 Step 3

Call in to your company:

■

If the mail system answers, press [ ★ ] [ 7 ].

■

If a person answers, ask to be transferred to the mail system.

Enter your extension number (mailbox number) + [ # ]. Enter your password + [ # ].

Page 9

Ending the Call

When you are finished using voice mail, you can either hang up or press [ ★ ] [ ★ ] [ 9 ] to end the call. If you press [ ★ ] [ ★ ] [ 9 ], the mail system says “Good-bye,” then disconnects. You may find this useful when placing a credit card call from a pay telephone to the mail system.

Personal Administration

Use the following procedures to record your name, to record, activate, and delete a personal greeting, to designate a personal operator, and to change your password.

Security Alert:

If you receive any strange voice mail messages, or if someone changes your greeting, or if for any reason you suspect that your mailbox is being used by someone else, contact your System Administrator immediately. See “System Security” on the inside front cover of this book.

Recording a Name

Your name is heard by callers if you have not recorded and activated a personal greeting. It is also used in the directory, message headers, and

when addressing messages. The System Administrator recorded your name while creating your mailbox, but you may want to re-record it so

that callers hear your own voice.

Step 1 Step 2 Step 3 Step 4

Listen Record

Step 5 Step 6

Approve Play Back Re-record

Delete

Press [

] to administer your name.

Choose an option:

Press [ Press [

] to listen to the current name. Repeat Step 4.

] to record your name (up to 4 seconds).

Record your name, then press [ 1 ]. Choose an option:

★

Press [ Press [ Press [

] [ # ] to approve your name.

] [ 3 ] to play back your name. Repeat Step 6.

] [ 1 ] to re-record your name. Return to Step 5.

Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete your name and use the one previously recorded.

Page 10

Recording a Personal Greeting

You can have up to three personal greetings; each greeting can be up to two minutes long. You might want to record multiple personal greetings if you change your greeting frequently. For example, if you work at another site one day a week, you might want your greeting for that day to be different from the greeting you use on other days. Rather than re-record the greeting each time you need to change it, you can record both greetings once and activate the appropriate one as needed.

If your mail system is in bilingual mode, you can record up to three personal greetings in the primary language and a corresponding greeting for each one in the secondary language. Your personal greetings should tell callers to press [ ★ ] [ 1 ] if they want to hear your greeting in the alternate language.

To record the greeting that callers hear when calls to your extension are answered by the mail system, use the following procedure:

Step 1

Step 2

Step 3

Step 4

Step 5

Primary

Secondary

Step 6

Listen

Record

Step 7

Press [ Press [

] for Name or Greeting.

] to administer your personal greeting.

Enter the greeting number. If the mail system is in

monolingual mode, go to Step 6. (Bilingual mode only) Choose an option:

Press [ 1 ] for the primary language.

Press [

] for the secondary language. Choose an option: Press [ 0 ] to listen to the current greeting. Repeat

Step 6.

Press [ Record your greeting, then press [

] to record your greeting.

Page 11

Step 8

Approve

Choose an option: Press [ ★ ] [ # ] to approve your greeting.

NOTE:

If the mail system is in bilingual mode, repeat Steps 5 through 8 to record the greeting in the alternate language.

Play Back Re-record

Press [ 2 ] [ 3 ] to play back your greeting. Repeat Step 8. Press [ 2 ] [ 1 ] to re-record your greeting. Return to

Step 7.

Delete

Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the greeting just recorded.

Activating a Personal Greeting

To change the active greeting to another stored greeting, use the following procedure:

Step 1

Step 2 Step 3 Step 4 Step 5

Personal Greeting

Default

Press [ Press [ Press [ Choose an option: Enter the greeting number to activate a personal

greeting. Press [

] for Name or Greeting.

] to administer your personal greeting.

] to activate a greeting.

] to activate the system default greeting.

Deleting a Personal Greeting

If you would like to activate a different personal greeting, see Activating a Personal Greeting above. If you would like to delete a personal greeting

that you have recorded, use the following procedure:

NOTE:

If you delete the active greeting, the mail system will use the system default greeting.

Step 1

Step 2

Press [ 3 ] for Name or Greeting.

Page 12

Step 3 Step 4

Press [ 1 ] to administer your personal greeting. Enter the greeting number for the greeting you want

to delete. If the mail system is in monolingual mode,

go to Step 6.

Step 5

Primary Secondary

Step 6 Step 7

Delete

Cancel

Step 8

(Bilingual mode only) Choose an option: Press [ 1 ] for the primary language.

Press [

] for the secondary language. Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the greeting. Choose an option:

Press [ Press [

] to confirm the deletion.

] to cancel the deletion.

(Bilingual mode only) Repeat Steps 5 through 7 to delete the greeting in the alternate language.

Choosing a Personal Operator

A caller to your mailbox can press [ 0 ] before or after leaving a message to transfer to your personal operator. You can specify an extension, Calling Group, or Hunt Group to receive these calls. The recipient you

specify must have a mailbox.

If you do not specify a personal operator, callers who press [

transferred to the Call Answer Service Operator.

If you want callers to know that they can press [

] to reach an operator,

include that information in your personal greeting.

] are

To choose your personal operator, use the following procedure:

Step 1

Step 2 Step 3

Operator Remove Retain Activity

Press [ Choose an option:

Enter your personal operator’s Extension + [ # ]. Press [ Press [ Press [

] for Personal Operator.

] [ # ] to remove the personal operator.

] to retain the current setting.

★

] [ # ] to return to the Voice Mail Activity Menu.

Page 13

Changing Your Password

You should change your password frequently. Choose a password that cannot be easily guessed. Do not choose a password such as 123456. Do not choose a password based on your extension number. Do not choose a password based on any personal information that may be found out by others, such as your birthdate or social security number. Do not write down your password or share your password with others.

To change the password needed to log in to your mailbox, use the following procedure:

Step 1

Step 2

Step 3

Step 4

Press [ 5 ] for Password. The system prompts you to

enter the new password and [

Security Alert:

A longer password helps prevent unauthorized access to your mailbox. (See “System Security” on the inside front cover of this book.) Your password can be up to 15 digits long. A password of at least 6 digits is recommended.

Enter the new password (up to 15 digits) + [ # ]. If your System Administrator has set a minimum

password length and you enter a password that is shorter than this minimum, you hear a message that your password is too short. Repeat Step 3 and enter a password at least as long as the minimum length.

The system prompts you to re-enter the password and

[ Enter the new password again + [ # ]. The system

confirms that your password has been changed.

Page 14

Message Administration

Use the following procedures to send, listen to, reply to, and forward messages.

Sending a Message

To send a message to one or more subscribers, use the following procedure. The message can be up to two minutes long.

Step 1

Step 2 Step 3

Step 4

Approve Play Back Re-record

Delete

Step 5

Extension

Group List

Listening to Messages

To listen to messages left in your mailbox, use the following procedure:

NOTE:

Once you listen to a new message, it immediately becomes an old message. If you listen only to the message header, the message remains a new message.

The message light goes off when you have no more new messages in your mailbox.

Step 1

Step 2

Step 3 Step 4

Pause Rewind Skip

Step 5

Delete

Save

Forward

Re-play Message

Re-play Header

Activity Menu

Press [ 2 ] to get messages. The message header plays.

Press [ 0 ] to play the message. While the message plays, you can choose additional

options:

Press [

] to pause; [ 3 ] again to resume.

Press [ 5 ] to rewind four seconds and play.

Press [

] to skip forward four seconds and play. After the message plays, choose an option: Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the message and

listen to the next message header. Return to Step 3.

Press [

] to save the message and skip to the next message header. Return to Step 3.

To reply to a message from another subscriber, see Replying to a Message on page 14.

To forward the message with comments, see Forwarding a Message on page 15.

Press [ 2 ] [ 0 ] to rewind and play the current message again. Return to Step 4.

Press [ 2 ] [ 3 ] to rewind and play the message header again. Return to Step 3.

★

Press [

] [ # ] to quit and return to Voice Mail Activity Menu.

Page 16

Replying to a Message

To reply to another subscriber’s message, use the following procedure:

NOTE:

You cannot use this procedure to reply to a message from an outside caller.

Step 1 Step 2 Step 3 Step 4

Approve

Play Back Re-record Delete

After the message plays, press [

Press [

] again to reply to the sender.

Record your reply, then press [

] again.

Choose an option:

★

Press [

] [ # ] to approve and send your reply.

Go to Step 5 of Listening to Messages on page 13.

Press [ 2 ] [ 3 ] to play back your reply. Repeat Step 4. Press [ 2 ] [ 1 ] to re-record your reply. Return to Step 3.

★

Press [

] [ D ] ([ ★ ] [ 3 ]) to delete your reply. Go to Step

5 of Listening to Messages on page 13.

Page 17

Forwarding a Message

Use the following procedure to forward a message from your mailbox to another subscriber’s mailbox. The recipient hears your comments preceding the fowarded message.

Step 1 Step 2 Step 3

Step 4

Approve

Play Back

Re-record

Delete

Step 5

Extension

Group List

Using Transfer, Directory, or Send All Calls

Use the following procedures to transfer a caller to a Call Answer Service mailbox, to transfer to an extension while you are in the mail system, to use the mail system’s directory, and to send all of your calls to your mailbox.

Transferring a Caller to a Mailbox

To transfer a caller to a specific Call Answer Service mailbox, use the following procedure:

Press [

Feature

Step 1

Voice Mailbox Transfer button, if you have one.

Step 2

Step 3

Enter the two-digit extension number of the subscriber for whom the caller wants to leave a message.

Hang up.

Transferring to an Extension

To transfer to another extension, use the following procedure:

] [ 1 ] [ 4 ], or press the pre-programmed

Step 1

Step 2

Extension Directory

While in the mail system, press [ ★ ] [ T ] ([ ★ ] [ 8 ]) to transfer your call.

Choose an option: Enter the extension number to which you want to transfer. Press [ ★ ] [ A ] ([ ★ ] [ 2 ]) to transfer by name using the

directory. Go to Step 2 of Using the Directory on page 17.

Page 19

Using the Directory

You can use the directory to send or forward a message to other subscribers or to transfer to a subscriber’s extension.

Ask your System Administrator if subscribers are listed in the directory by first or last name.

To use the directory either when addressing a message or after pressing [ ★ ] [ T ] ([ ★ ] [ 8 ]) to transfer to another extension, follow these steps:

Step 1 Step 2

Press [ ★ ] [ A ] ([ ★ ] [ 2 ]) to access the directory. Enter the first four letters of the name.

Example: To find the extension for John Conlin if subscribers are listed by last name, you would enter

[ 2 ] [ 6 ] [ 6 ] [ 5 ] (CONL). If subscribers are listed by first name, you would enter [ 5 ] [ 6 ] [ 4 ] [ 6 ] (JOHN).

NOTE:

Use [ 7 ] for the letter Q and [ 9 ] for the letter Z.

Step 3

One of the following actions occurs:

■

A match is made. You exit the directory.

■

The letters match more than one person.

The system announces the names that match. Select one.

■

No match is found. You exit the directory.

Send All Calls (Communications System Release 4.0 and later)

If you have VMS cover—either automatic or manual—you can use the Do Not Disturb feature when you want to have immediate coverage. If Do Not Disturb and VMS cover are on at the same time, calls are sent to your mailbox immediately (calls do not ring your extension first).

Send All Calls is useful when you are already on a call, when you are too busy to answer calls, or when you leave your desk for an extended period of time, such as at lunch time or at the end of the day. To use Send All Calls, you must have Do Not Disturb programmed on a button with lights on your phone.

Page 20

Outcalling

Your System Administrator may allow you to use the Outcalling feature. If you have Outcalling privileges, you can specify up to five different numbers that the mail system will call when you receive a new message.

You can specify:

■

Whether Outcalling is on or off (see Changing Outcalling Settings on page 19).

■

The times when Outcalling calls are attempted (see Changing the Outcalling Schedule on page 22).

■

The minimum amount of time between successive Outcalling calls

(see Changing the Outcalling Delay on page 23).

■

The maximum number of times that the entire Outcalling list will be

dialed (see Changing the Outcalling Cycles on page 23).

If Outcalling is on, the mail system calls the designated phone numbers in the order that they are stored in the Outcalling list. This is called

cascaded outcalling.

After the mail system dials a specified telephone or voice pager, it plays a message that identifies the call as coming from the mail system and continues: “You have a new message. To access your new message,

enter extension and [ press [ ★ ] [ # ]. Please enter extension and [ # ].”

]. To avoid further notification about this message,

The Outcalling message does not play for digital pager calls. The pager displays the callback number that you programmed in the pager’s Outcalling number. You must call in to the mail system to retrieve your messages.

Outcalling continues until one of the following things occurs:

■

During the Outcalling message call, you press [ ★ ] [ # ] to cancel Outcalling until a new message arrives in your mailbox.

■

You log in to your mailbox.

■

The interval specified in your Outcalling Schedule is over.

■

The mail system called all numbers in your Outcalling list the number of times specified through the Outcalling Cycles option.

Page 21

Changing Outcalling Settings

To change Outcalling settings, use the following procedure:

Step 1

Step 2 Step 3

On/Off Review Instructions

Program Numbers

Schedule

Delay

Cycles

Activity Menu

Press [

] to administer Outcalling.

Choose an option:

Press [ Press [

] to turn Outcalling on or off.

] to review your list of Outcalling numbers.

Press [ 3 ] to listen to instructions about entering Outcalling numbers.

Press [

] to change your list of Outcalling numbers.

(See Programming Outcalling Numbers on page 20.) Press [ 5 ] to change your Outcalling Schedule. (See

Changing the Outcalling Schedule on page 22.) Press [ 6 ] to change the minimum time between

Outcalling attempts. (See Changing the Outcalling

Delay on page 23.)

Press [

] to change the number of Outcalling Cycles. (See Changing the Outcalling Cycles on page 23.)

Press [ ★ ] [ # ] to return to the Voice Mail Activity Menu.

Page 22

Programming Outcalling Numbers

When entering an Outcalling number, use the following general rules:

■

Use up to 60 characters, including the digits [ 0 ]–[ 9 ].

■

Program [

■

Use [ ★ ] to specify 1.5 second dialing pauses, as needed. More than one [ ★ ] can be used.

■

For Outcalling to a pager, put a sufficient number of pauses ([ ★ ]) after the phone number to allow time for the paging service to answer before the Personal Identification Number (PIN) or callback number is dialed.

■

Put a [ # ] in your Outcalling number where needed; for example, in a digital paging service Outcalling number, where a Personal Identification Number (PIN) needs to be followed by a [

■

End the Outcalling number with [ ★ ] [ # ]. You cannot press [ ★ ] followed

immediately by [ # ] anywhere else in your Outcalling number. When you press [ finished entering your Outcalling number.

To program Outcalling numbers, use the following guidelines:

■

For a standard telephone number or a voice pager number:

] [ ★ ] at the beginning of an external Outcalling number.

★

] [ # ], you are telling the mail system that you have

For calls to an external number, enter [

] [ ★ ] at the beginning of

the number.

Enter digits ([ 0 ]–[ 9 ]), pauses ([ ★ ]), and pound signs ([ # ]) required

2. to place the call; include any access numbers needed.

Press [ ★ ] [ # ] to signal the end of the number.

Example: [ 9 ][ ★ ][ 1 ][ 8 ][ 0 ][ 0 ][ 5 ][ 5 ][ 5 ][ 2 ][ 0 ][ 2 ][ 0 ][ ★ ][ # ]

■

For a digital pager or beeper number:

For calls to an external number, enter [

] [ ★ ] at the beginning of

the number. Enter digits ([ 0 ]–[ 9 ]), pauses ([ ★ ]), and pound signs ([ # ]) required

2. to place the call; include any access numbers needed.

Press [ ★ ] [ # ] to signal the end of the number.

Page 23

Example: For an access number, a 1.5 second pause, the paging service number (555-1234), a 4.5 second pause, a PIN (1234)

followed by [

], and a callback number (555-3456) followed by [ # ],

enter:

[ 9 ][ ★ ][ 5 ][ 5 ][ 5 ][ 1 ][ 2 ][ 3 ][ 4 ][ ★ ][ ★ ][ ★ ][ 1 ][ 2 ][ 3 ][ 4 ][ # ][ 5 ][ 5 ][ 5 ][ 3 ][ 4 ][ 5 ][ 6 ][ # ][ ★ ][ # ]

To program Outcalling numbers, use the following procedure:

Step 1

Step 2 Step 3 Step 4 Step 5

Change Delete

Listen

Step 6

Telephone

or Voice Pager

Digital Pager

Step 7 Step 8

Press [

Press [ Choose the entry number ([

] to administer Outcalling.

] to change your list of Outcalling numbers.

]–[ 5 ]). Choose an option: Press [ 1 ] to change the Outcalling number. Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the number. When

prompted, press [ 9 ] to confirm the deletion or [ 6 ] to cancel the deletion. Return to Step 4.

Press [ 0 ] to listen to the number. Repeat Step 5. Choose an option:

Press [

] to enter a telephone or voice pager

number.

Press [ 2 ] to enter a digital pager number.

If the number is an external number, press [ 9 ] [ ★ ]. Enter the Outcalling number.

Step 9

Step 10

Approve

Re-enter

NOTE:

Use [ ★ ] for a 1.5 second pause in the Outcalling number.

★

Press [ number. The system plays the Outcalling number

you entered.

Choose an option: Press [

Step 4.

Press [ 1 ] to re-enter the number. Return to Step 7.

] [ # ] to signal the end of the Outcalling

★

] [ # ] to approve the number. Return to

Page 24

Changing the Outcalling Schedule

The Outcalling Schedule identifies the hours during which Outcalling calls are attempted. If a new message is received outside of these hours, you will not receive a call for that message.

The factory setting is Attempt Outcalling during All Hours. To change the Outcalling Schedule, use the following procedure:

Step 1

Step 2 Step 3

Step 4

All Hours

Change

Step 5

Step 6

Step 7

a.m. p.m.

Step 8

Step 9

a.m.

p.m.

Press [ Press [

] to administer Outcalling.

] to change your Outcalling Schedule.

If the current Outcalling Schedule is set to All Hours, go to Step 5. If it is not set to All Hours, go to Step 4.

(Not set to All Hours) Choose an option:

Press [

] to set the Outcalling Schedule to All Hours.

Go to Step 10.

Press [ 2 ] to change the starting time and/or ending time. Go to Step 6.

(Set to All Hours) Press [ 1 ] to change the starting time and/or ending time.

Enter the starting time in the form HHMM (HH

=minute), or press [ # ] to keep the current time.

=hour.

If the mailbox language is French or if you pressed [ # ], go to Step 8.

(English and Spanish only). Choose an option:

Press [ Press [ Enter the ending time in the form HHMM (HH

MM the mailbox language is French or if you pressed [

] for a.m.

] for p.m.

=minute), or press [

=hour,

] to keep the current time. If

go to Step 10. (English and Spanish only). Choose an option:

Press [ 1 ] for a.m.

Press [

] for p.m.

Page 25

Step 10

Approve Re-enter

Choose an option:

★

Press [ Press [

] [ # ] to approve the new schedule.

] to re-enter the schedule, then follow the

prompts.

Changing the Outcalling Delay

Outcalling Delay sets the minimum amount of time between successive Outcalling calls for a message.

NOTE:

If a second message arrives between successive calls for the first message, Outcalling for the second message begins immediately.

The factory setting is 15 minutes minimum between calls. To change the Outcalling Delay, use the following procedure:

Step 1

Step 2 Step 3 Step 4

Press [ 6 ] to administer Outcalling. Press [ 6 ] to change your Outcalling Delay. Enter the number of minutes the system should wait

between Outcalling attempts (5–99 minutes) + [

Changing the Outcalling Cycles

Outcalling Cycles sets the maximum number of times that the mail system dials the entire Outcalling list.

The factory setting is 3 cycles. To change the Outcalling Cycles, use the following procedure:

Step 1

Step 2 Step 3

Step 4

Press [

] to administer Outcalling. Press [ 7 ] to change your Outcalling Cycles. Enter the number of times that the Outcalling list

should be dialed (1–9 cycles) + [

Page 26

Special-Purpose Mailboxes

In addition to Call Answer Service and Transfer-Only mailboxes, the mail system can have special-purpose mailboxes. The System Administrator may assign “owners” for these mailboxes. Following is a description of the mailboxes and the owners’ responsibilities.

■

Fax Message Receiver Each Fax Extension or Fax Hunt Group can have a Fax Message

Receiver that is alerted when a fax arrives. The Fax Message Receiver extension must have a telephone with a message light and a Call Answer Service mailbox.

When a fax arrives, the system turns on the message light and leaves a message in the mailbox. The message light stays on until the fax message is deleted and there are no other new messages in the mailbox. If the mailbox owner has Outcalling and it is on, Outcalling occurs (subject to the Outcalling Schedule).

The fax message:

—

Is left even if the mailbox is full.

—

Includes the time and date that the last fax arrived. Replaces a prior fax message, if one exists.

—

Is always the first message played.

—

Cannot be forwarded or replied to.

—

The mailbox owner should see to it that the faxes get to the intended recipients.

■

Group Mailbox Each Calling Group and Hunt Group can have a Group Mailbox to

store messages from callers who are unable to reach the group. The Group Mailbox owner must have a telephone with a message

light. The system turns on the message light when a message is left in the Group Mailbox. The owner also may have a personal mailbox, but this is not required.

The Group Mailbox owner should:

Administer the Group Mailbox password. (See Changing Your

—

Password on page 11.)

—

Administer the Group Mailbox greeting. (See Recording a Personal Greeting on page 8.)

Page 27

—

Forward Group Mailbox messages to the appropriate recipients. (See Forwarding a Message on page 15.)

■

General Mailbox Each Automated Attendant has a General Mailbox. This mailbox is

used to store messages when the Automated Attendant answers calls and the callers meet certain criteria; for example, callers using rotary

phones and callers dialing [

The General Mailbox owner must have a telephone with a message light. The system turns on the message light when a message is left in the General Mailbox. The owner also may have a Call Answer Service mailbox, but this is not required.

The General Mailbox owner should:

—

Administer the General Mailbox password. (See Changing Your Password on page 11.)

—

Administer the General Mailbox greeting. (See Recording a Personal Greeting on page 8.)

—

Respond to General Mailbox messages or forward them to the appropriate recipients. (See Forwarding a Message on page 15.)

■

Bulletin Board Mailbox This special-purpose mailbox provides an informational message (up

to four minutes long) for callers. If the system is in bilingual mode, the message should be recorded in both the primary and secondary languages. Each message can be up to four minutes long.

As part of the message, callers can be instructed to press:

—

[ ★ ] [ 4 ] to replay the Bulletin Board Message.

—

[ 0 ] to transfer to an extension, Automated Attendant Main Menu, or Call Answer Service Operator as specified by the Bulletin

Board Mailbox owner.

—

[ ★ ] [ T ] ([ ★ ] [ 8 ]) to transfer to an extension that the caller identifies.

—

(Bilingual mode only) [

★

] [ 1 ] to hear the message in the alternate

language.

Callers cannot leave messages and subscribers cannot send messages to a Bulletin Board Mailbox.

The Bulletin Board Mailbox owner should:

—

Administer the Bulletin Board Mailbox password. (See Changing Your Password on page 11.)

—

Record the Bulletin Board message. (See Recording a Bulletin Board Message on page 26.)

Page 28

—

Determine the Dial 0 Destination. This is the extension, mailbox, or Automated Attendant Main Menu to which callers are

transferred if they dial [

]. (See Setting a Bulletin Board Dial 0

Destination on page 27.)

The Bulletin Board Mailbox owner also may have a Call Answer Service mailbox, but this is not required.

Recording a Bulletin Board Message

To record a Bulletin Board message, use the following procedure:

Step 1

Step 2

Step 3

Primary Language

Secondary Language

Step 4

Record

Listen

Delete

Step 5

Step 6

Approve

Press [ 3 ] to administer the Bulletin Board Message.

If the mail system is in monolingual mode, go to Step 4.

(Bilingual mode only) Choose an option:

Press [ 1 ] to administer the Bulletin Board Message in the primary language.

Press [

] to administer the Bulletin Board Message

in the secondary language. Choose an option:

Press [ 1 ] to record the Bulletin Board Message. Go

to Step 5. Press [ 0 ] to listen to the current message. Repeat

Step 4.

Press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the current message.

Go to Step 7.

Record the message (up to 4 minutes), then press [ 1 ] to end recording.

Choose an option: Press [ ★ ] [ # ] to approve the message.

NOTE:

If the mail system is in bilingual mode, repeat Steps 3 through 6 to record the message in the alternate language.

Page 29

Play Back

Press [

] [ 3 ] to play back the new message. Repeat

Step 6.

Re-record

Press [ 2 ] [ 1 ] to re-record the new message. Return to Step 5.

Delete

Press [

★

] [ D ] ([ ★ ] [ 3 ]) to delete the new message and

use the one previously recorded. Procedure is

complete.

Step 7

Confirm

Choose an option:

Press [

] to confirm the deletion.

Deletion Cancel

Press [ 6 ] to cancel the deletion.

Deletion

Setting a Bulletin Board Dial 0 Destination

To specify the Dial 0 Destination for a Bulletin Board, use the following procedure:

Step 1

Step 2 Step 3

Operator

Main Menu

Extension

Step 4

Step 5

Press [ 4 ] to change the Dial 0 Destination. Choose an option: Press [ 0 ] for Transfer to the Call Answer Service

Operator. Procedure is complete.

Press [

] for Transfer to the Automated Attendant

Main Menu. If you have multiple Automated

Attendants, go to Step 4. If not, procedure is complete.

Press [ 2 ] for Transfer to an Extension. Go to Step 5. Enter the Automated Attendant number. Procedure is

complete. Enter the extension number + [ # ]. Procedure is

complete.

Page 30

PARTNER MAIL® Voice Messaging System Release 3

Wallet Reference Card

Call Tel. No.

If automated attendant answers,

■

press [ ★ ] [ 7 ]. If a person answers, ask to be

■

transferred to the mail system.

Enter your mailbox number + [

Enter your password + [

# ].

Listen to Messages

Choose an option:

Play Message Delete Save

During message you may:

Pause/Resume Rewind 4 sec. Skip 4 sec.

After the message plays:

Delete Save Reply Repeat Message Repeat Header Go to Activity Menu

[ 0 ] [ ★ ] [ D ] ([ ★ ] [ 3 ]) [ # ]

[ 3 ] [ 5 ] [ 6 ]

[ ★ ] [ D ] ([ ★ ] [ 3 ]) [ # ] [ 1 ]

[ 2 ] [ 0 ] [ 2 ] [ 3 ] [ ★ ] [ # ]

Page 31

Voice Mail Activity Menu

Choose an option:

Record Messages Get Messages

[ 1 ] [ 2 ]

Record Name or Greeting Personal Operator Change Password Outcalling Transfer

[ 3 ] [ 4 ] [ 5 ]

[ 6 ] [ ★ ] [ T ] ([ ★ ] [ 8 ])

Outcalling

When you receive an Outcalling call, you may log in and listen to your messages immediatety (no need to call in separately).

To cancel further Outcalling attempts, without logging in, press [ ★ ] [ # ] (New messages still initiate Outcalling.)

To change your Outcalling setup:

1. Log in to your mailbox.

Press [ 6 ].

Choose an option

On/Off Review #'S Instructions Change #’s Schedule Delay Cycles

[ 1 ] [ 2 ] [ 3 ] [ 4 ] [ 5 ] [ 6 ] [ 7 ]

Page 32

PARTNER MAIL® Voice Messaging System Release 3

Wallet Reference Card

Call Tel. No.

■

If automated attendant answers, press [ ★ ] [ 7 ].

■

If a person answers, ask to be transferred to the mail system.

Enter your mailbox number + [

Enter your password + [

# ].

Listen to Messages

Press [ 2 ].

Choose an option:

Play Message Delete Save

During message you may:

Pause/Resume Rewind 4 sec. Skip 4 sec.

After the message plays:

Delete Save Reply Repeat Message Repeat Header Go to Activity Menu

[ 0 ] [ ★ ] [ D ] ([ ★ ] [ 3 ])

[ # ] [ 3 ]

[ 5 ] [ 6 ]

[ ★ ] [ D ] ([ ★ ] [ 3 ]) [ ★ ] [ 1 ] [ 2 ] [ 0 ] [ 2 ] [ 3 ] [ ★ ] [ # ]

Page 33

Voice Mail Activity Menu

Choose an option:

Record Messages Get Messages

[ 1 ] [ 2 ]

Record Name or Greeting Personal Operator Change Password Outcalling Transfer

[ 3 ] [ 4 ]

[ 5 ] [ 6 ]

[ ★ ] [ T ] ([ ★ ] [ 8 ])

Outcalling

When you receive an Outcalling call you may log in and listen to your messages immediately (no need to call in separately).

To cancel further Outcalling attempts, without logging in, press [ ★ ] [ # ] (New messages still initiate Outcalling.)

To change your Outcalling setup:

Press [ 6 ].

3. Choose an option:

On/Off Review #’s Instructions Change #’s Schedule Delay Cycles

[ 1 ] [ 2 ] [ 3 ] [ 4 ] [ 5 ] [ 6 ] [ 7 ]

Page 34

AT&T 585-322-518 Issue 1

June 1996

AT&T Partner Mail R3 user guide

Table of Contents

Help

Introduction

Helpful Hints

Voice Mail Tips

Dialing into Voice Mail

Auto Dialing

Logging in to a Call Answer Service Mailbox

Logging in to a Transfer-Only Mailbox

Dialing in Remotely to the Mail System

Ending the Call

Personal Administration

Recording a Name

Recording a Personal Greeting

Activating a Personal Greeting

Deleting a Personal Greeting

Choosing a Personal Operator

Changing Your Password

Message Administration

Sending a Message

Listening to Messages

Replying to a Message

Forwarding a Message

Using Transfer, Directory, or Send All Calls

Transferring a Caller to a Mailbox

Transferring to an Extension

Using the Directory

Send All Calls (Communications System Release 4.0 and later)

Outcalling

Changing Outcalling Settings

Programming Outcalling Numbers

Changing the Outcalling Schedule

Changing the Outcalling Delay

Changing the Outcalling Cycles

Special-Purpose Mailboxes

Recording a Bulletin Board Message

Setting a Bulletin Board Dial 0 Destination