AT&T Partner Mail VS R3 Installation and Programming

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AT&T

PARTNER MAIL VS™

Voice Messaging System

Release 3

Installation and Programming

AT&T 518-322-105 Issue 1 July 1995

Notice

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

Federal Communications Commission (FCC) Interference Notice

This equipment has been tested and found to comply with the limits of a Class A digital device, pursuant to Part 15 of FCC rules. For additional FCC information, see Appendix B of this book.

Canadian Emissions Requirements

This digital apparatus does not exceed the Class A limits for radio noise emissions from digital apparatus set out in the Radio Interference Regulations of the Industry Canada (lC). For additional IC information, see Appendix B of this book.

Le present appareil numerique n’emet pas de bruits radioelectriques depassant Ies Iimites applicable aux appareils numeriques de la classe A prescribes clans Ie Reglement sur Ie brouillage radioelectrique edicte par Ie ministere de Industrie du Canada. Vous trouverez des renseignements complémitaires à la annexe B de ce manuel.

Security

Toll fraud, 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) can result in substantial additional charges for your telecommunications services. You are responsible for the security of your system. There may be a

risk of toll fraud associated with your telecommunications system. You are responsible for programming and configuring your equipment to prevent unauthorized use. Your system manager

should read all documents provided with this product to fully understand the features that can

introduce the risk of toll fraud and the steps that can be taken to reduce that risk. AT&T does not warrant that this product is immune from or will prevent unauthorized use of common-carrier telecommunication services or facilities accessed through or connected to it. AT&T will not be

responsible for any charges that result from such unauthorized use.

Trademarks

PARTNER MAIL VS and PARTNER MAIL are trademarks of AT&T. MLS-34D, MLS-18D, MLS-12D,

MLS-12, MLS-6, and PARTNER are registered trademarks of AT&T.

Ordering Information

The order number for this book is 518-322-105. To order additional books, call 1800457-1235 in the continental U.S. or 1317361-5353 outside the continental U.S.

Support Telephone Number

In the continental U. S., AT&T provides a toll-free customer helpline 24 hours a day. Call the AT&T Helpline at 1 800 628-2868 if you need assistance when programming or using your system.

Outside the continental U. S., contact your AT&T Representative or local Authorized Dealer.

Contents

About This Guide

Overview

■

Important Safety Instructions

■

Tutor Feature

■

Languages

■ Voice Messaging Services

Installation

■

Important Safety Instructions

Before You Start

■

Installing the Voice Messaging System Module

Understanding Programming

■

Communications System Programming

■

Voice Messaging System Programming

1-i

1-ii

1-2 1-2 1-3

2-i

2-ii

2-1 2-1

3-i 3-1 3-4

Initial Programming

■

Overview Initial System Setup

■

Voice Messaging System Programming

■

Communications System Programming

■

Verifying System Operation

■

Initial Programming Flowchart

■

Programming Quick Reference

4-i 4-1 4-2 4-3 4-13 4-20 4-23 4-27

Contents

System Management

■

General Information

■ Language

■

Automated Attendant Service

■

Modifying Mailboxes

■

Line Coverage

■

Telephone Button Programming

Troubleshooting

■

When You Need Help

■

Automated Attendant Service

■

Call Answer Service

■

Voice Mail Service

■

Language

Specifications

5-i 5-2 5-6 5-14 5-28 5-39 5-46

6-i 6-1 6-2 6-5 6-6 6-8

A-1

FCC Information

Maintenance

Planning Forms

Case Studies

B-1

C-1

D-1

E-1

Contents

GL Glossary

Index

Programming Quick Reference

GL-1

IN-1

Inside back cover

iii

About This Guide

Purpose

This guide provides instructions for installing, programming, and managing the

PARTNER MAIL VS™ Voice Messaging System on the PARTNER

PARTNER II, or PARTNER 48 Communications System. It is intended for the

technician who installs the hardware and programs the initial system settings and for the System Manager, the person who is responsible for managing the system on an on-going basis.

Terminology

This guide uses the following terms:

■

Voice messaging system: the PARTNER MAIL VS Voice Messaging System.

■

Subscriber: a user who has a mailbox on the voice messaging system.

■

Communications system: the PARTNER Plus, PARTNER II, or PARTNER 48 Communications System.

■

System phones: the AT&T telephones specifically designed to work with the communications system, including the PARTNER-34D, PARTNER-18D, PARTNER-18, PARTNER 6, MLS-34D, MLS-18D, MLS-12D, MLS-12, MLS-6, MDC 9000, and MDW 9000.

Plus,

About This Guide

Key Sequences

This guide instructs you to press key sequences on the telephone’s dialpad to

perform tasks. Each sequence includes a number. If the keys on your dialpad

also have letters, the number in the sequence is equivalent to a letter associated with the task in English. For example, to delete a message from your mailbox, you press [∗]

[3] , which is equivalent to [∗] [D] on the dial pad, The numerical key sequences and their associated letter sequences are listed below for your reference:

Delete Help Restart

Transfer

Exit

[∗]

[3]

[∗]

[4]

[∗]

[7]

[∗]

[8]

[∗] [∗]

[9]

How to Use This Guide

If you

are the technician, refer to the appropriate chapters to help you:

■

Install the voice messaging system hardware. Chapter 2 provides instructions for installing the voice messaging system module in the communication system’s control unit. It also provides instructions for installing the Mailbox Expansion Card.

[∗] [D] [∗]

[H]

[∗]

[R]

[∗] [T] [∗] [∗] [X]

■

Refresh your memory about programming. Chapter 3 offers general programming information for both the communications system and the voice messaging system.

■

Perform initial programming. Chapter 4 provides step-by-step programming instructions for integrating the voice messaging system with the communications system, It also provides test procedures that you should use after installation to ensure that the system is working properly.

■

Solve problems. Chapter 6 provides information to help you identify and correct problems you may have with the voice messaging system.

If you

are the System Manager, refer to the appropriate chapters to help you:

■

Learn about the voice messaging system. Chapter 1 describes the

voice messaging system’s features and services.

■

Learn about programming. Chapter 3 offers general programming information for both the communications system and the voice messaging system.

■

Manage the voice messaging system. Chapter 5 provides instructions for changing system settings to accommodate the changing needs of the business. It also offers guidelines for setting up and using the

receptionist’s extension.

■

Solve problems. Chapter 6 provides information to help you identify and correct problems you may have with the voice messaging system.

vi About This Guide

Once you are experienced with the system, use the Table of Contents or Index to locate the information you need.

This guide contains some information about communications system features as

well as voice messaging system features. For detailed information about a specific communications system feature, refer to the Programming and Use guide for the communications system.

Product Safety Statements

Product safety statements are identified in this guide by a

CAUTION:

Indicates the presence of a hazard that will or can cause minor personal injury or property damage if the hazard is not avoided.

WARNING:

Indicates the presence of a hazard that can cause severe or fatal personal injury if the hazard is not avoided.

How to Comment on This Guide

A feedback form is located at the end of this guide, after the appendixes. If the form is missing, send your comments and recommendations for changes to Publications Manager, AT&T, 211 Mount Airy Road (Room 2W-226), Basking

Ridge, NJ 07920 (FAX 1 908 953-6912).

Reference Materials

In addition to this guide, the following materials are available (the order numbers are in parentheses) for the voice messaging system:

■ Using the PARTNER MAIL VS Voice Messaging System (518-322-106)

■ Tutor Labels (585-322-510)

To order these materials, call the AT&T GBCS Publications Fulfillment Center at

1 800 457-1235 in the continental U.S. or at 1 317 361-5353.

Some of these materials also are available in other languages. For more information about these materials or about communications system materials, contact the AT&T GBCS Publications Fulfillment Center or your AT&T Representative or local Authorized Dealer.

About This Guide

vii

Important Safety Instructions

WARNING:

The following list provides basic safety precautions that should always

be followed when using the system:

Read and understand all instructions.

1. Follow all warnings and instructions marked on the product.

2. Unplug all telephone connections before cleaning. DO NOT use liquid

cleaners or aerosol cleaners. Use a damp cloth for cleaning. This product should be serviced by (or taken to) a qualified repair

center when service or repair work is required.

DO NOT use this product near water, for example, in a wet basement

5. location

DO NOT place this product on an unstable cart, stand, or table.

6. Never push objects of any kind into slots or openings as they may

touch dangerous voltage points or short out parts that could result in

a risk of fire or electric shock. Never spill liquid of any kind on the product.

Avoid using this product during an electrical storm. There maybe a

8. remote risk of electric shock from lightning.

DO NOT use the telephone to report a gas leak in the vicinity of the leak.

9. The product is provided with a three-wire grounding type plug. This is

10. 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 buiIding surfaces.

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.

SAVE THESE INSTRUCTIONS

l-ii

Overview

The PARTNER MAIL VS Voice Messaging System is designed to work with the communications system to automate the call handling needs of the business.

The voice messaging system:

■

Handles up to two calls simultaneously and provides service for a predetermined number of subscribers, An optional Mailbox Expansion

Card may be installed to double the number of subscribers.

■

Answers outside calls, plays a customized message prompting the caller to press digits for the party with whom the caller wants to speak, and efficiently routes the call to the appropriate party-all without the aid of a receptionist.

■

Allows outside callers to hear all voice prompts and customized messages in the language selected for the system; or the caller can choose between two available languages.

■

Allows callers to leave a private message if the called party does not answer or is busy on another call, or to transfer to another system extension or the receptionist’s extension for assistance.

■

Allows subscribers to retrieve messages from any touch-tone phone on the premises or from a remote location.

■

Allows subscribers to choose a language for their own mailbox use.

■

Provides after-hours service in addition to daytime service.

In addition, the voice messaging system offers a built-in Tutor feature, which is

discussed in the next section.

Overview

1-1

Tutor Feature

Tutor is an “on-line help” feature that allows users to easily access and listen to

information about commonly-used communications system features. Any user can access the Tutor-users do not have to be voice messaging system subscribers.

Tutor provides information about the following subjects:

■

System phone features such as ringing patterns, volume control, speakerphone, display, buttons, and lights.

■

Various types of internal calls including group paging calls, voice interrupt on busy calls, and hands-free answer on intercom calls,

■

System features such as Conference, Transfer, Auto Dialing, Personal Speed Dialing, Last Number Redial, and Save Number Redial.

To access the Tutor menu, users simply make a call to the voice messaging

system. The system plays:

Welcome to PARTNER MAIL VS. Please enter extension and #. Otherwise, to access PARTNER Tutor, press * 4.

When users dial [∗] [4] , they hear instructions for using Tutor, followed by a list of topics and subtopics. The user can then enter the topic and subtopic numbers of their choice. Refer to “Using the Tutor Feature” in Chapter 5 for a list of topic and subtopic numbers.

Instruction labels, which are designed for placement in the handset cradle on the base of the system phone, are shipped with the voice messaging system hardware.

Languages

The voice messaging system supports multiple languages. You can choose to

have outside callers hear all voice prompts and customized messages in one of

the supported languages (Monolingual Mode) or you can let outside callers

choose between two available languages (Bilingual Mode).

When the system operates in Monolingual Mode, the language you choose for

voice prompts is referred to as the System Language. When the system

operates in Bilingual Mode, the language you choose for voice prompts when

calls are first answered is referred to as the Primary Language. Outside callers then have the option of switching to the Secondary Language for the remainder of the call.

1-2 Overview

Voice Messaging Services

The voice messaging system provides three types of service:

■

Automated Attendant Service. Answers outside calls and transfers them to the destination selected by the caller.

■

Call Answer Service. Allows the caller to leave a message or to transfer to another extension if the called party is busy or does not answer.

■

Voice Mail Service. Allows subscribers to listen to messages and manage their own mailbox.

Figure 1-1 provides an overview of the features associated with each service.

Figure 1-1. Voice Messaging Services

Overview 1-3

Automated Attendant Service

The Automated Attendant Service can answer and route outside calls without assistance from a receptionist, After an outside call is answered, the Automated Attendant Service plays a customized message (called the menu prompt). The message typically welcomes callers—to let them know they have reached the correct number—then offers callers a menu of options for transferring to the desired party. It is recommended that the menu offer not more than five transfer options to avoid confusing callers.

You can customize the menu prompt for use during normal business hours (called the Day Menu Prompt) and for use after normal business hours (called the Night Menu Prompt), For example, you can setup Automated Attendant

Service so that callers hear the following prompt during the day if the system is

set for Monolingual Mode and the System Language is U.S. English:

Thank you for calling the ANY Travel Agency. If you know the extension you want, dial it now or press 0 to speak with the receptionist. For information on Corporate Travel, press 3. For information on Personal Travel, press 4. Press * 4 to replay this message.

For after-hours callers, you can set up Automated Attendant Service to play this prompt:

You have reached the ANY Travel Agency. Our hours are 8 to 5, Monday through Friday. Please press 9 to leave

a message and we will return your call when the office

opens .

For a system set for Bilingual Mode, the Day Menu Prompt should let callers

know that they can switch from the Primary Language to the Secondary Language. In the following example, the Primary Language is Latin American Spanish and the Secondary Language is U.S. English:

Gracias pol llamar a Software Mexico. For English, press * 1. Si conoce el numero de extension, marquela ahora, de lo contrario espere a ser atendido por nuestra operadora.

For after-hours callers, you can set up Automated Attendant Service to play this prompt:

Gracias pol llamar a Software Mexico. For English, press * 1. Nuesro horario de oficina es de 9 a 2:30 y de 4 a 6. Si conoce el numero de la extension a la que desea llamar y dejar un mensaje marquela ahora. Si no

la conoce, espere y deje un mensaje con la operadora.

NOTE:

When the system is installed initially, Automated Attendant Service has this factory-set Day Menu Prompt:

Hello, welcome to PARTNER MAIL VS. extension number of the person you wish to reach or

press 0 to reach the receptionist.

Please enter the

1-4 Overview

In addition, Automated Attendant Service has this factory-set Night Menu Prompt:

Good Evening. Welcome to PARTNER MAIL VS. Please enter the extension number of the person you wish to reach, or press 9 to leave a message with the receptionist.

Automated Attendant Service is useful for many businesses, such as car dealerships, insurance agencies, and stores. For example, a car dealership can use Automated Attendant Service to allow its customers to reach the customer service department directly. This frees sales people to handle customer transactions while the Automated Attendant Service transfers service calls to the appropriate department. In this case, the Automated Attendant Service can be programmed to prompt the caller to enter a single digit to reach any available customer service representative.

Automated Attendant Options

When planning Automated Attendant Service, you must choose settings for the following communications system features:

■

Group Call Distribution. Specifies the outside lines that are to be answered by Automated Attendant Service.

■

VMS Hunt Schedule. Specifies when the communications system is to route calls to the Automated Attendant Service.

■

VMS Hunt Delay. Specifies whether the Automated Attendant Service is to provide immediate or delayed call handling.

Each of these features is explained further below.

Group Call Distribution

This feature lets you specify the outside lines on which you want Automated Attendant Service coverage. You can specify some or all of your lines.

VMS Hunt Schedule

This feature determines when the communications system is to route calls to the Automated Attendant Service. VMS Hunt Schedule works in conjunction with the communication system’s Night Service feature so that the voice messaging system can play the appropriate menu prompt. In other words, the menu prompt the caller hears depends on the VMS Hunt Schedule setting you select and the status of the Night Service button at the receptionist’s extension.

You can choose one of the following VMS Hunt Schedule settings:

■

Always (factory setting). Routes outside calls to Automated Attendant Service all the time. When Night Service is off, the Day Menu Prompt plays; when Night Service is on, the Night Menu Prompt plays.

■

Day OnIy. Routes outside calls to Automated Attendant Service only when Night Service is off. The Day Menu Prompt plays.

Night Only. Routes outside calls to Automated Attendant Service only

■

when Night Service is on. The Night Menu Prompt plays.

Overview

1-5

VMS Hunt Delay

This option specifies either immediate or delayed call handling (see Figure 1-2):

■

Immediate (factory setting). The Automated Attendant Service answers outside calls on the second ring and plays the Day or Night Menu Prompt. The receptionist can act as backup. Callers using rotary phones or callers requesting assistance can be transferred to the receptionist’s extension.

■

Delayed. The Automated Attendant Service answers outside calls on the fourth ring. This delay gives the receptionist time to answer the call,

The VMS Hunt Delay setting you select is used for both day and night operation.

Figure 1-2. Immediate and Delayed Call Handling

Music On Hold

If you use Automated Attendant Service, you also may want to use the communications system’s Music On Hold feature. When Music on Hold is Active and an audio source is connected to the system, callers waiting to be transferred hear music or recorded material. If Music on Hold is Not Active, callers hear tones, ringing, or silence (depending on how the communications system is set up) while they are being transferred.

For more information, see Music on Hold and Ring on Transfer in the Programming and Use guide for the communications system.

1-6 Overview

Call Answer Service

This service offers callers the following options when they reach an extension that is unable to answer their call:

■

If the system is in Bilingual Mode, press [∗] [1] while listening to the personal greeting to switch between the Primary and Secondary Languages,

■

Leave a detailed, confidential message in the called party’s mailbox.

■

Press [0] Press

■

to transfer to the receptionist’s extension for assistance.

[∗] [8]

Callers can press [0] or [∗] [8] before, during, or after leaving a message.

NOTE:

Until subscribers record a personal greeting for their mailbox, outside callers hear this factory-set message in either the System Language (Monolingual Mode) or the Primary Language (Bilingual Mode):

Extension XX is not available.

wait for the tone.

for more options.

Call Answer Service provides the following main features:

■ VMS Extension Coverage

■ Line Coverage

■ Voice Mailbox Transfer

Each of these features is explained further below.

VMS Extension Coverage

VMS Extension Coverage may be either automatic or manual

to transfer to another system extension,

To leave a message,

After recording hang up or press 1

Automatic VMS Coverage

When the communications system’s Automatic VMS Cover feature is Assigned for an extension, intercom and transferred callers can leave messages or transfer to another extension when the called person does not answer by the fourth ring (or by the number of rings specified with the communications system’s VMS Cover Rings (#117)* feature). The system greets the caller with the subscriber’s personal greeting (or with the system greeting if a personal greeting is not recorded). If the system is in Bilingual Mode and the subscriber

recorded a personal greeting in two languages, the caller can switch between

the two languages by pressing

VMS Cover Rings (#117) IS not available on all systems. Check the Programming and Use guide for the communications system.

[∗]

[1] .

Overview 1-7

Manual VMS Coverage

Regardless of the Automatic VMS Cover setting, the communications system

allows subscribers to press a programmed button to turn voice mail coverage on and off at their extension. To make this possible, the VMS Cover feature must be programmed on a button with lights on the subscriber’s system phone,

Send All Calls

Subscribers who have VMS extension coverage—either automatic or manual-can use the communications system’s Do Not Disturb feature when they want calls to have immediate VMS coverage, If Do Not Disturb is used in

conjunction with VMS extension coverage, callers are sent to the subscriber’s

mailbox immediately (calls do not ring the extension first) so the caller can leave

a message, In addition, on some systems, subscribers can press the Do Not Disturb button while the call is ringing to send the call to their mailbox. This is useful when subscribers are already on a call or are too busy to answer calls or

when they leave their desk for extended periods of time, such as at lunch time or at the end of the day. To use Do Not Disturb, this feature must be

programmed on a button with lights on the subscriber’s system phone.

Line Coverage

Line Coverage lets callers who call in on a covered line leave messages in the

mailbox of a specific subscriber (known as the owner of the covered line). When a call comes in on a covered line, the system routes the caller directly 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. Line ownership typically is assigned to personal lines or to lines to be used for

outside access to the voice messaging system when Automated Attendant

Service is not used. (Lines in the system can be assigned either Line Coverage

or Automated Attendant Service coverage—a single line cannot be assigned

both types of coverage.)

Voice Mailbox Transfer

A Voice Mailbox Transfer button can be programmed on a user’s phone to transfer callers directly to a subscriber’s mailbox without ringing the extension first. This feature is useful when a user is handling calls for a subscriber who is

not at his or her desk.

1-8 Overview

Voice Mail Service

This service allows subscribers to manage their own mailboxes. With it, a subscriber can:

■

Listen to messages, then save or delete them.

■

Record a personal greeting (in Bilingual Mode, the user may record his or

her personal greeting in both the Primary and Secondary Languages)

Change the default password for his or her mailbox to ensure that

■

messages are kept confidential,

■

Transfer to another extension or to the receptionist’s extension,

A subscriber’s extension number and mailbox number are the same. When a

caller leaves a message, the voice messaging system places the message in the subscriber’s mailbox and turns on the message light (if available) at the subscriber’s phone.

Subscribers can retrieve messages at their convenience from any touch-tone phone either while on-site or from an off-site location. Subscribers can refer to Using PARTNER MAIL VS for instructions on recording a personal greeting, changing a password, and performing other Voice Mail Service procedures.

Voice Mail Service also allows the System Manager to program the voice messaging system. See “Voice Messaging System Programming” in Chapter 3 for more information.

NOTE:

When subscribers call into the Voice Mail Service, they hear this factory-set prompt in either the System Language (Monolingual Mode) or the Primary and Secondary Language (Bilingual Mode):

Welcome to PARTNER MAIL VS. Please enter extension

and #. Otherwise,

to access PARTNER Tutor, press * 4.

The System Manager can change the language subscribers hear on a per mailbox basis. The Mailbox Language is used for voice prompts for recording a personal greeting, retrieving messages, and other Voice Mail services. The Mailbox Language can be different from the System Language selected in Monolingual Mode or the Primary and Secondary Languages selected in Bilingual Mode.

Overview

1-9

Mailboxes

The voice messaging system provides a predetermined number of mailboxes

which are assigned to extensions in order beginning with extension 10. For example, the system may have 10 default mailboxes for extensions 10 through

19. If a Mailbox Expansion Card is installed, the number of default mailboxes is doubled; in this example, installation of a Mailbox Expansion Card would increase the number of default mailboxes to 20, for extensions 10 through 29.

The System Manager can change default mailbox assignments. First, delete

mailboxes from any extensions that do not require voice mail coverage. Then, create mailboxes for extensions that need them. Note that the mailbox assigned to extension 10, the receptionist’s extension, cannot be changed. Mailboxes can be created for extensions 11 through 33 for the PARTNER Plus system and

11 through 57 for the PARTNER

NOTE:

Mailboxes should be deleted from extensions that connect auxiliary equipment (such as fax machines or doorphones) to keep the maximum number of mailboxes available for users.

Guest Mailboxes

The System Manager can create guest mailboxes for users who do not have

their own phone, but still require mailboxes, If this is the case, either the Automated Attendant Service or system users can transfer a caller directly to the guest mailbox where the caller can leave a message. Guests can call the voice messaging system from any touch-tone phone to retrieve their messages. For more information on guest mailboxes, see “Guest Mailboxes” in Chapter 5.

or PARTNER 48 system.

1-10 Overview

Important Safety Instructions

WARNING:

The following list provides basic safety precautions that should always

be followed when using the system:

Read and understand all instructions.

Follow all warnings and instructions marked on the product.

Unplug all telephone connections before cleaning. DO NOT use liquid

cleaners or aerosol cleaners. Use a damp cloth for cleaning. This product should be serviced by (or taken to) a qualified repair

4. center when service or repair work is required.

DO NOT use this product near water, for example, in a wet basement location

DO NOT place this product on an unstable cart, stand, or table.

Never push objects of any kind into slots or openings as they may

touch dangerous voltage points or short out parts that could result in a risk of fire or electric shock. Never spill liquid of any kind on the product.

Avoid using this product during an electrical storm. There may be a

remote risk of electric shock from lightning. DO NOT use the telephone to report a gas leak in the vicinity of the leak.

The product is provided with a three-wire grounding type plug. This is

10.

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.

2-ii

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.

SAVE THESE INSTRUCTIONS

Installation

This chapter provides instructions for installing the voice messaging system’s

hardware in the communications system’s control unit.

Before You Start

Refer to the enclosed product information sheet to verify that you have the appropriate voice messaging system and communications system hardware.

Then:

■

Make sure the communications system control unit, processor module(s), and 206/400 modules have been installed.

■

Make sure this installation meets the environmental and electrical requirements listed in Appendix A of this guide.

Installing the Voice Messaging System

Module

To install the voice messaging system module in the communications system’s

control unit:

Turn off power to the communications system’s control unit: either pull out the

1. main circuit breaker on the upper right rear corner of the control unit or move the on/off switch to the “off” position.

CAUTION:

Failure to turn of power may damage the control unit and/or the voice messaging system.

Installation

2-1

Install the voice messaging system module in the first available slot to the right of the last installed 206 or 400 module. Do not install the voice messaging system module in the first slot of the PARTNER Plus system control unit or the PARTNER

NOTE:

The voice messaging system module should always be installed after the 206 and 400 modules to ensure consecutive extension numbering. If the

control unit is upgraded with more 206 or 400 modules, the voice messaging system module should be removed, the new modules should be installed, and the voice messaging system module should be replaced in the first available slot after the 206 and 400 modules, The VMS Hunt Group Extensions and Transfer Return Extensions should be reprogrammed (see page 4-2 and 4-3).

Push slowly but firmly in the center of the module until the module locks into place, and is attached to the rear of the backplane. Do not force the module. If it does not insert easily, remove the module, clear any obstruction, and reinsert it.

Refer to Figure 2-1, then record the extensions associated with the PARTNER

3. MAIL VS module on Form B1 of the System Planner for the communications system.

or PARTNER 48 system primary carrier.

Figure 2-1. Voice Messaging System Extensions

2-2 Installation

Figure 2-2. Installing the Mailbox Expansion Card

To install the Mailbox Expansion Card, insert the card in the vertical slot on the

lower front of the voice messaging system module (see Figure 2-2). Make sure the arrows on the Mailbox Expansion Card label face up and in. Also make sure the card is pushed in all the way.

Turn on power to the control unit. The green Power LED should light—if it

5. does, skip to Step 6. If the green Power LED does not light, power down

the control unit, reseat the voice messaging system module, then power up the control unit again. If the green Power LED still does not light, call for

support as indicated on the inside front cover of this guide. Next, the voice messaging system module performs self-diagnostic tests.

The LEDs work as follows:

LED

Green Power Yellow Test Red Status

State

ON ON ON for approximately 2 seconds

Installation

2-3

After approximately 10 seconds when the tests are completed, the yellow Test

LED goes off, When this occurs, check the red Status LED:

■ If the red Status LED is not lit, the module passed the tests. Continue

with Step 8.

■

If the red Status LED is lit, power down the control unit, re-install the Mailbox Expansion Card if it was installed in Step 4, then power up the control unit again. If the red Status LED comes on again, call for support as indicated on the inside front cover.

After the module passes the self-diagnostic tests, the extensions associated with the voice messaging system module go off-hook. Two outside lines

show red steady on system phones with those lines for about one minute. When the lines become idle, the voice messaging system is ready to receive calls.

2-4 Installation

Understanding Programming

This chapter provides general programming information for the communications

system and the voice messaging system. Both systems must be programmed so they can work together as an integrated unit.

Communications System Programming

When the communications 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 business.

You can program the communications system from extension 10. Some

systems also allow programming from extension 11. Check the Programming and Use guide for the communications system for more information. If your system supports programming from both extensions, you may find it more convenient to program from extension 11. This allows the receptionist to continue handling calls at extension 10 while you program.

System Programming changes settings for the system as a whole, or for

individual lines or extensions. (Refer to the Programming and Use guide for the communications system for more information about System Programming options.)

On some communications systems, a password maybe required to enter

System Programming mode. Check the Programming and Use guide for the

communications system for more information.

Understanding Programming

3-1

Planning Forms

Refer to the communications system’s System Planner when you are changing

system settings, and be sure to record any changes you make, The following forms from the System Planner contain information about the voice messaging system:

■

Form A: System Configuration. Contains basic information about the system including the line number and type of voice messaging service required for each line.

■

Form B1: System Extensions. Contains basic information about each extension. This includes the type of phone or auxiliary equipment at the extension, and the name of the user or a description of how the extension is used.

■

Form B2: Customized Extension Settings. Contains feature settings, such as Automatic VMS Cover and Automatic Extension Privacy, and group assignments for each extension.

■

Form C: Button Assignments. Specifies which features are programmed on buttons for each extension. This includes VMS Cover, Voice Mailbox Transfer, and Voice Mail Messages buttons.

Using System Programming

System Programming requires a system display phone at extension 10 (or 11 if available), 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 code for System Date is #101).

You can program the system in one of two ways:

■

Direct Method. You access a programming procedure directly by dialing the code for that procedure. This method works best when you are using only a few procedures during the programming session, and you know the codes. For example, press [#]

[1] [0] [1] to change the

system date.

■

Cycle Method. You cycle through a sequence of procedures in numerical order by pressing [ Next Procedure ] or [ Prev Procedure ] . You should use this method when programming the communications system 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

NOTE:

You can talk on the telephone while you program. This is useful if you need to call for support while programming. However, you must place the call before you enter programming mode; and you must use the handset to talk, not the speakerphone.

3-2 Understanding Programming

The Programming Overlays

During System Programming, the normal functions of several buttons on the phone at extension 10 (or 11 if available) change. For example, left [ Intercom ] becomes [ 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 over the dialpad of the phone at

extension 10 (or 11 if available).

Use the following special buttons while programming:

[ Next Procedure ] and [ Prev Procedure ] cycle forward and backward through the programming procedures.

[ Next Item ] and [ Prev Item ] cycle forward and backward through a procedure’s parameters, A parameter is typically an outside line, an extension, or a

telephone list entry. [ Next Data ] and [ Prev Data ] cycle forward and backward through the valid list

entries. These buttons work only for fixed data, such as a line or extension number. They do not work for variable data such as date, time, password, telephone numbers, or doorphone assignments.

[ Remove ] returns the current setting to the factory setting. [ Enter ] ends an entry of variable length, such as a telephone number in an

Allowed Phone Number List.

[ System Program ]

[ Central Tel Program ] starts the Centralized Telephone Programming process

(that is, customizing individual telephones from extension 10, or 11 if available).

[ Feature ] , when followed by [0] [0] , enters or exits programming mode.

Programming Mode

To enter programming mode:

At extension 10 (or 11 if available), make sure the programming overlay is in

place over the system phone’s dialpad,

Press [ Feature ] [0] [0] . Press [ System Program ] [ System Program ] .

Enter the System Password, if required. Enter specific programming procedure codes.

starts the System Programming process.

Understanding Programming

3-3

Voice Messaging System Programming

Before you program the voice messaging system, obtain completed copies of planning forms for the communications system and the voice messaging system. These forms provide the names, extensions, mailboxes and other information required to program the voice messaging system.

Planning Forms

You need the following forms for the voice messaging system:

■

Form 1: Language. Shows the Language Mode, Monolingual or Bilingual. Also specifies the System Language for Monolingual Mode or the Primary and Secondary Language for Bilingual Mode.

■

Form 2: Mailbox Assignments. Shows factory-set mailbox assignments with and without the Mailbox Expansion Card. Allows you to change mailbox assignments and to identify the language used for each mailbox.

Form 3: Menu Definition. Shows transfer options for Automated

■

Attendant Service. Allows you to specify the extension or group number for a selector code transfer and to provide a description of that extension or group.

Form 4: Day Menu Prompt—System Language or Primary Language.

■

Shows the script used to record the Day Menu Prompt in the System

Language for Monolingual Mode or the Primary Language for Bilingual

Mode.

Form 4A: Day Menu Prompt—Secondary Language. Used only if the

■

system is set for Bilingual Mode. Shows the script used to record the Day

Menu Prompt in the Secondary Language.

Form 5: Night Menu Prompt: System Language or Primary Language.

■

Shows the script used to record the Night Menu Prompt in the System

Language for Monolingual Mode or the Primary Language for Bilingual

Mode.

■

Form 5A: Night Menu Prompt: Secondary Language. Used only if the

system is set for Bilingual Mode. Shows the script used to record the

Night Menu Prompt in the Secondary Language.

Form 6: Line Ownership. Identifies the lines assigned VMS Line

■

Coverage. Also shows for each owned line, the associated telephone

number, the name of the subscriber who owns the line, and the owner’s

mailbox number.

3-4 Understanding Programming

Using System Programming

A special login number is required to program the voice messaging system. The following information applies to this login

■

The login number is 99.

■

99 is not an extension number. The language associated with this login is either the System Language

■

chosen for Monolingual Mode or the Primary Language chosen for Bilingual Mode; it cannot be changed.

■

This login’s factory-set Mailbox Password is 1234. If you are the System

Manager, refer to “Changing Your Mailbox Password” in Chapter 5 to

change the password before you begin to program the system.

NOTE:

Although this login has a Mailbox Password, it does not have an associated mailbox.

To begin programming the voice messaging system, you make a call to the

Voice Mail Service, enter the login and password, and select option 9 (you are not prompted for this option). This takes you to the Programming Main Menu (shown in Figure 3-1).

The Programming Main Menu

The Programming Main Menu allows you to access the Language Mode and the

language(s) associated with that mode, the Automated

Attendant Service Menu,

mailbox assignments, and line ownership assignments.

Figure 3-1. Programming Menus

Understanding Programming 3-5

Accessing the Programming Main Menu

To access the Programming Main Menu:

Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. The system plays:

Welcome to PARTNER MAIL VS. and #.

Press [9] [9] [#] , The system plays:

Otherwise,

Enter password and #.

Enter the Mailbox Password and press [#] . (The factory-set Mailbox Password

3. is 1234.) The system plays:

System Manager.

The system plays the available programming options. It does not play

option 9 (the Programming Main Menu), which only the System Manager

can access.

Press [9] to access the Programming Main Menu. The system plays:

To program the System Language press 1, for Automated

Attendant press 3, for mailboxes press 4, for line

ownership press 6. If finished press * #.

Programming Guidelines

Once you are familiar with the voice messaging system, use these shortcuts to save time while programming:

■

You do not have to wait for a prompt to play before entering digits for the

next step.

Please enter extension

to access PARTNER Tutor, press * 4.

PARTNER MAIL VS Release 3.

■

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

■

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

■

Press [∗] [7] at any point during programming to restart at the

Programming Main Menu.

■ Use the handset rather than the speakerphone to record prompts and

greetings to avoid background noise in your recordings.

■ To ensure that you hear voice prompts, turn off your microphone when

programming the system using the speakerphone.

■

Hang up to exit programming.

3-6 Understanding Programming

Initial Programming

Overview

This chapter tells you how to program the voice messaging system and communications system for initial installations. It begins with two procedures that allow you to access and program the voice messaging system-you must perform these procedures first for every installation. The next section deals with voice messaging system programming and the last section covers communications system programming.

The order of the procedures in this chapter enables you to program the Menu Definition and record the Day and/or Night Menu Prompts before the voice messaging system begins to handle calls—this order is recommended for voice messaging systems that are being added to existing communications systems.

If this is a new installation, however, you can program the communications

system first, then the voice messaging system if you prefer, In addition, you can either follow the step-by-step instructions or use the

flowchart at the end of this chapter as a quick guide. If you use the step-by-step instructions, note that Step 1 of each procedure for the voice messaging system is logging in. However, if you are already logged in, you can skip Step 1.

Finally, some features and procedures in this chapter may not be available on your system. If you are not sure, check the Programming and Use guide for the communications system.

Initial Programming

4-1

Initial System Setup

For the following two procedures, you need to know the extension numbers associated with the PARTNER MAIL VS system module. Figure 2-1 (in Chapter

2) shows the possible extension numbers. For the extension numbers appropriate to this installation, locate Form B1 of the System Planner for the communications system.

VMS Hunt Group Extensions

You must use this procedure to assign the extensions associated with the voice messaging system module to Hunt Group 7. This Hunt Group, which is called the VMS Hunt Group, is used exclusively for the voice messaging system.

To assign the PARTNER MAIL VS extensions specified on Form B1 to Hunt

Group 7:

At extension 10*, press [ Feature ] [0] [0] [ System Program ] [ System Program ] .

Enter the System Password if required.

2. Press [#]

At the Group: prompt, press [7]

At the

5. number specified on Form B1.

Press [ Next Data ] until the display reads 1 Assigned.

Press [ Next Item ] or [ Prev Item ] until the next PARTNER MAIL VS extension number specified on Form B1 displays.

Press [ Next Data ] until the display reads

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

9. Steps 7 and 8 for each one.

10.

Continue with “Transfer Return Extensions” on the next page.

[5] [0] [5] .

Extension:

prompt, enter the first PARTNER MAIL VS extension

1 ASSigned.

Some systems also allow programming from extension 11. Check the Programming and Use guide for the communications system.

4-2 Initial Programming

Transfer Return Extensions

For extensions that do not have voice mail coverage, this procedure ensures that unanswered calls transferred by the voice messaging system transfer return to the receptionist’s extension where they will ring until they are answered.

To assign extension 10 as the transfer return extension for the PARTNER MAIL VS extensions specified on Form B 1:

Press [#] [3] [0] [6] * . At the

Extension:

number specified on Form B 1, At the

Data:

prompt, press [1] [0] .

4. Press [ Next Item ] or [ Prev Item ] until the next PARTNER MAIL VS extension number specified on Form B1 displays.

At the

Data:

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

prompt, press [1] [0] .

Steps 4 and 5 for each one. Press [ Feature ] [0] [0] to exit programming.

Refer to the next section for information about programming the voice

messaging system.

prompt, enter the first PARTNER MAIL VS extension

Voice Messaging System Programming

Language

Before you begin, locate Form 1 for the voice messaging system. Check to see if any of the Language settings are changed from the factory defaults:

■

If none of the Language settings are changed, skip to “Automated Attendant Service.”

■

If any of the Language settings are changed, follow the appropriate procedure for either Monolingual Mode or Bilingual Mode.

In some countries, the procedure code for Transfer Return Extension is #309. Check the Programming and Use guide for the communications system.

Initial Programming 4-3

Monolingual Mode

To change the System Language as specified on Form 1:

If necessary, access the Programming Main Menu. If you are already at the

1. Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [#] .

Bilingual Mode

To change the Language Mode and the Primary and Secondary Languages as specified on Form 1:

c. Enter the Mailbox Password and press [#] d. Press [9] Press [1] Press [2] Press [6] Enter the number corresponding to the System Language specified on Form 1. Press [9] Press [∗] Continue with the next section, “Automated Attendant Service.”

If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#]

. for Language. for System Language. to modify System Language.

to confirm your selection.

[7] to return to the Programming Main Menu.

. d. Press [9] Press [1]

2. Press [1]

3. Press [2]

4. Press [2]

5. Press [1]

6. Press [6]

7. Enter the number corresponding to the language specified on Form 1.

8. Press [9]

9. To modify the other language, press [∗]

10. Otherwise, skip this step.

Press [∗]

11. Continue with the next section, “Automated Attendant Service.”

12.

4-4 Initial Programming

. for Language. for Language Mode. for Bilingual Mode. for System Language.

for Primary Language or [2] for Secondary Language. to modify the language.

to confirm your selection.

[#] and repeat Steps 6 through 9.

[7] to return to the Programming Main Menu.

Automated Attendant Service

Before you begin, locate Forms 3,4, and 5 for the voice messaging system. If the system is set for Bilingual Mode, also locate Forms 4A and 5A. If Automated Attendant Service is not to be used; skip to “Voice Mail Service.” Otherwise, to

program Automated Attendant Service:

■

If the system is set for Monolingual Mode, use the procedures below.

■

If the system is set for Bilingual Mode, use the procedures beginning on

page 4-7.

Monolingual Mode

Menu Definition and Day Menu Prompt

To define the Automated Attendant Service menu as specified on Form 3 and

record the Day Menu Prompt specified on Form 4:

If necessary, access the Programming Main Menu. If you are already at the

1. Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [9] . c. Enter the Mailbox Password and press [#]

d. Press [9] .

Press [3] Press [1]

Press [6] Enter a Selector Code for which information is specified in Column C of Form

for Automated Attendant. for Day Menu. to modify the Menu Definition and/or Day Menu Prompt,

3. If Column C is empty, skip to Step 10. Press [9]

Press [1]

Enter the extension, Hunt Group, or Calling Group number specified in

to confirm that you are modifying this Selector Code action. for Selector Code Transfer.

Column C of Form 3 corresponding to the Selector Code entered in Step 5, followed by [#] .

Repeat Steps 5 through 8 for each Selector Code for which there is

information in Column C.

10.

Press [∗]

11.

If you do not want to record a Day Menu Prompt, press [#]

[#] to finish modifying the Menu Definition.

to approve the

Menu Definition and go to Step 16.

To record a Day Menu Prompt, lift the handset, press [1]

12.

, and record the

Menu Prompt from Form 4.

13.

Press [1]

after recording.

Initial Programming

4-5

14. Choose an option or skip this step:

■

Press [2] [1] to immediately re-record this Menu Prompt, Begin recording immediately after the beep; press [1] Repeat, if desired.

■

Press [2]

[3] to play back this Menu Prompt.

after recording,

Press [∗]

■

[3] to delete this Menu Prompt and return to Step 12 to be

prompted for re-recording.

15. Press [∗]

16. Press [∗]

[#] to approve the Menu Definition and the Day Menu Prompt. [7] to return to the Programming Main Menu.

17. Continue with “Night Menu Prompt” or go to the next section, “Voice Mail Service.”

Night Menu Prompt

To record the Night Menu Prompt specified on Form 5:

If necessary, access the Programming Main Menu. If you are already at the

1. Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] .

c. Enter the Mailbox Password and press [#] d. Press [9] Press [3] for Automated Attendant.

2. Press [2] for Night Menu.

Press [6] to modify the Night Menu Prompt.

Lift the handset, press [1] , and record the Menu Prompt from Form 5. Press [1] after recording.

Choose an option or skip this step:

■

Press [2] [1] to immediately re-record this Menu Prompt. Begin recording immediately after the beep; press [1] Repeat, if desired.

Press [2]

■

Press [*] prompted for re-recording.

Press [*] [#] to approve the Night Menu Prompt.

Press [*] [7] to return to the Programming Main Menu.

Continue with the next section, “Voice Mail Service.”

10.

4-6 Initial Programming

after recording,

[3] to play back this Menu Prompt.

[3] to delete this Menu Prompt and return to Step 5 to be

Bilingual Mode

Menu Definition and Day Menu Prompts

To define the Automated Attendant Service menu as specified on Form 3 and

record the Day Menu Prompts for the Primary and Secondary Languages specified on Form 4 and 4A:

If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

Press [3] Press [1]

Press [6] Enter a Selector Code for which information is specified in Column C of

. for Automated Attendant. for Day Menu. to modify the Menu Definition and/or Day Menu Prompts.

Form 3. If Column C is empty, skip to Step 10. Press [9]

6. Press [1]

7. Enter the extension, Hunt Group, or Calling Group number specified in

to confirm that you are modifying this Selector Code action.

for Selector Code Transfer.

Column C of Form 3 corresponding to the Selector Code entered in Step 5,

followed by [#] .

Repeat Steps 5 through 8 for each Selector Code for which there is

9. information in Column C.

10.

Press [∗]

11.

At this point, do one of the following:

■ If you do not want to record a Day Menu Prompt, press [#] to approve

[#] to finish modifying the Menu Definition.

the Menu Definition and go to Step 22. If you want to record the Day Menu Prompt in the Primary Language,

■

continue with Step 12.

■

If you want to record the Day Menu Prompt in the Secondary Language, skip to Step 17,

12.

Lift the handset, press [1]

13.

Press [1]

after recording.

, and record the Menu Prompt from Form 4.

Initial Programming

4-7

14. Choose an option or skip this step:

■

Press [2] [1] to immediately re-record this Menu Prompt. Begin recording immediately after the beep; press [1] Repeat, if desired.

■

Press [2] [3] to play back this Menu Prompt.

■

Press [∗] [3] to delete this Menu Prompt and return to Step 12 to be prompted for re-recording.

after recording.

15. Press [∗]

[#] to approve this Day Menu Prompt.

16. If you want to record the Day Menu Prompt in the Secondary Language, continue with Step 17; otherwise, skip to Step 21.

17. Press [2]

18. Press [1]

and record the Menu Prompt from Form 4A. after recording.

19. Choose an option or skip this step:

■

Press [2] [1] to immediately re-record this Menu Prompt, Begin recording immediately after the beep; press [1]

after recording.

Repeat, if desired.

■

Press [2] [3] to play back this Menu Prompt.

■

Press [∗] [3] to delete this Menu Prompt and return to Step 17 to be prompted for re-recording.

20. Press [∗]

21. Press [#]

[#] to approve this Day Menu Prompt,

to approve all changes, The Menu Definition and the Day Menu

Prompts now take effect.

22. Press [∗]

[7] to return to the Programming Main Menu.

23. Continue with “Night Menu Prompt” or go to the next section, “Voice Mail

Service.”

Night Menu Prompt

To record the Night Menu Prompt in the Primary and Secondary Languages

specified on Form 5 and Form 5A:

1. If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

Press [3] for Automated Attendant. Press [2] for Night Menu.

Press [6] to modify the Night Menu Prompt.

4-8 Initial Programming

At this point, do one of the following:

■

If you want to record the Night Menu Prompt in the Primary Language, continue with Step 6.

■

To record the Night Menu Prompt in the Secondary Language, skip to Step 11.

Lift the handset, press [1] , and record the Menu Prompt from Form 5.

6. Press [1]

Choose an option or skip this step:

■

after recording.

Press [2] [1] to immediately re-record this Menu Prompt. Begin recording immediately after the beep; press [1]

after recording,

Repeat, if desired.

■

Press [2] [3] to play back this Menu Prompt.

■

Press [∗] [3] to delete this Menu Prompt and return to Step 6 to be prompted for re-recording.

Press [∗]

10.

If you want to record the Night Menu Prompt in the Secondary Language,

[#] to approve this Night Menu Prompt.

continue with Step 11; otherwise, skip to Step 15.

11.

Press [2] Press [1]

12.

13.

Choose an option or skip this step:

■

and record the Menu Prompt from Form 5A. after recording,

Press [2] [1] to immediately re-record this Menu Prompt. Begin recording immediately after the beep; press [1]

after recording.

Repeat, if desired.

■

Press [2] [3] to play back this Menu Prompt.

■

Press [∗] [3] to delete this Menu Prompt and return to Step 11 to be prompted for re-recording.

14.

Press [∗]

15.

Press [#]

16.

Press [∗]

17.

Continue with the next section, “Voice Mail Service.”

[#] to approve this Night Menu Prompt. to approve all changes. The Night Menu Prompts now take effect. [7] to return to the Programming Main Menu.

Initial Programming

4-9

Voice Mail Service

Before you begin, locate Form 2 for the voice messaging system. Check to see if mailboxes are numbered differently from the factory defaults, if any mailbox is to be deleted, or if a Mailbox Language is changed for any mailbox.

■

If mailboxes are not numbered differently, no mailbox is deleted, and no

mailbox’s language is changed, skip to “Line Ownership.”

■

If any mailbox is to be deleted, use the procedure below.

■

If mailboxes are numbered differently, first use the procedure below to delete all mailboxes from extensions that do not require coverage; then use the procedure on the next page to create mailboxes for all extensions that require coverage.

■

If Mailbox Language is changed for any mailbox, see “Modifying a Mailbox’s Language” later in this section.

Deleting a Mailbox

NOTE:

The receptionist’s mailbox (at extension 10) cannot be deleted. To delete mailboxes as specified on Form 2:

If necessary, access the Programming Main Menu. If you are already at the

Programming Main Menu, skip to Step 2. a.

Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. Press [9]

Enter the Mailbox Password and press [#]

Press [9] .

d. Press [4] for Mailboxes.

2. Enter the number of a mailbox to be deleted as indicated on Form 2, followed

[9] [#] .

by [#] . Press [∗] [3] to delete the mailbox

4. Press [9]

5. Repeat Steps 3 through 5 for each mailbox to be deleted.

6. Press [∗]

7. Continue with “Creating a Mailbox” or “Modifying a Mailbox’s Language” or go

to confirm mailbox deletion.

[7] to return to the Programming Main Menu.

to the next section, “Line Ownership.”

4-10 Initial Programming

Creating a Mailbox

To create mailboxes as specified on Form 2:

If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [3] d. Press [9]

Press [4] for Mailboxes.

Enter the number of a mailbox to be created as indicated on Form 2, followed by [#] .

Press [4] to create this mailbox.

Repeat Steps 3 and 4 for each mailbox to be created.

Press [8] [7] to return to the Programming Main Menu.

Continue with “Modifying a Mailbox’s Language” or go to the next section,

“Line Ownership.”

Modifying a Mailbox’s Language

To modify a mailbox’s language as specified on Form 2:

If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#]

d. Press [9]

Press [4] Enter the number of a mailbox whose language is to change as indicated on

3. Form 2, followed by [#] .

Press [6] for Mailbox Language. Press [6]

5. Enter the number corresponding to the Mailbox Language specified on Form 2.

Press [9] Repeat Steps 3 through 7 for each mailbox whose language is to be changed.

Press [∗]

10.

Continue with the next section, “Line Ownership.”

for Mailboxes.

to modify Mailbox Language.

to confirm.

[7] to return to the Programming Main Menu.

Initial Programming

4-11

Line Ownership

Before you begin, locate Form 6 for the voice messaging system.

If Form 6 is filled out, use the procedure below to assign ownership.

■

If Form 6 is not filled out, skip to “Communications System Programming. ”

Assigning Line Ownership

To assign an owner to an outside line as specified on Form 6:

If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9] Press [6]

2. Press [4]

Enter a line number specified in Column A of Form 6, followed by [#] Enter the line owner’s mailbox number specified in Column D of Form 6,

. for Line Ownership. to assign Line Ownership.

followed by [#] . Repeat Steps 4 and 5 for each owned line.

6. Hang up to exit voice messaging system programming,

7. Refer to the next section to program the communications system.

4-12 Initial programming

Communications System Programming

Automated Attendant Service

Before you begin, locate Forms A, B 1, and C of the System Planner for the

communications system.

Refer to Form A, Page 1 of 2, Line Coverage, to see if any lines are checked for VMS–AA, If so, use this section to program Automated Attendant Service;

otherwise, skip to “Call Answer Service.”

Group Call Distribution

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

To assign VMS–AA lines specified on Form A, Page 1 of 2, Line Coverage, to

Hunt Group 7:

At extension 10*, press [ Feature ]

Enter the System Password if required. Press [#]

3. At the

4. At the Line: prompt, enter the first VMS–AA line specified in the Line

Coverage column of Form A, Page 1 of 2. Press [ Next Data ] until the display reads

6. To program another line, press [ Next Item ] or [ Prev Item ] until the appropriate line

number displays. Press [ Next Data ] until the display reads

Repeat Steps 7 and 8 for each VMS–AA line on Form A.

10.

Continue with “VMS Hunt Delay” below.

VMS Hunt Delay

Check Form A, Page 2 of 2, VMS Hunt Delay. If Delayed is checked, follow the procedure below. Otherwise, skip to the next section, “Automatic Extension Privacy.”

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

[2] [0] [6]

Group:

†

prompt, press [7] .

[0] [0] [ System Program ] [ System Program ] .

1 Assigned.

1 ASSigned.

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

Press [ Next Data ] until the appropriate value displays.

Continue with “VMS Hunt Schedule” on the next page.

Some systems also allow programming from extension 11. Check the Programming and Use guide for the communications system.

In some countries, the procedure code for Group Call Distribution is #205. Check the Programming and Use

†

guide for the communications system.

Initial Programming 4-13

Automatic Extension Privacy

If VMS Hunt Delay is set to Immediate, use this procedure to prevents users

from accidentally picking up calls sent to the voice messaging system.

To set Automatic Extension Privacy (#304) to Assigned for the PARTNER MAIL

VS extensions specified on Form B1:

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

Enter the first PARTNER MAIL VS extension number specified on Form B1. Press [ Next Data ] until the display reads

Press [ Next Item ] or [ Prev Item ] until the next PARTNER MAIL VS extension number specified on Form B1 displays.

Press [ Next Data ] until the display reads

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

Steps 4 and 5 for each one.

Continue with “VMS Hunt Schedule” below.

VMS Hunt Schedule

Check Form A, Page 2 of 2, VMS Hunt Schedule. If Day Only or Night Only is

selected, follow the procedure below. Otherwise, skip to the next section “Night Service.”

To change the VMS Hunt Schedule setting from Always to Day Only or Night

Only as specified on Form A, Page 2 of 2:

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

Press [ Next Data ] until the appropriate value displays.

Continue with “Night Service Button” below.

1 Assigned.

4-14 Initial Programming

Night Service

Check Form C for extension 10. If a Night Service button is specified, follow the procedure below,

To program Night Service on a button with lights at extension 10 as specified on Form C:

At this point, do one of the following:

■

If you want to assign Night Service to the first available button on the system phone, press [ Next Data ] until the display reads:

Night Service 1 Assigned-Ext 10

Go to Step 3.

■

If you want to assign Night Service to a specific button*, press [3] .

The display reads:

Night Service 3 Select Button

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

Label the Night Service button at extension 10.

Continue with “Music on Hold” below.

Music on Hold

If desired, program Music on Hold. See the Programming and Use guide for the communications system for instructions.

Continue with the next section, “Call Answer Service.”

Call Answer Service

Before you begin, locate Forms A and B2 of the System Planner for the communications system.

■

Refer to Form A, Page 1 of 2, Line Coverage, If either check marks or extension numbers appear in the VMS-Mail column, use “Line Coverage” on the next page to program personal lines for Call Answer Service.

■

If nothing is specified in the VMS-Mail column of Form A, refer to Form B2 to see if Automatic VMS Cover is assigned to any extensions. If it is, refer

to “Automatic VMS Cover” and “VMS Cover Rings” on page 4-17.

■ If neither VMS-Mail for personal lines or Automatic VMS Cover is

specified, skip to “Telephone Button Programming.

”

Select button (option 3) is not available on all systems. Check the Programming and Use guide for the communications system.

Initial Programming 4-15

Line Coverage

Refer to Form A, Page 1 of 2, Line Coverage, VMS-Mail:

■

VMS Line Coverage

To assign VMSMail lines checked on Form A, Page 1 of 2, Line Coverage, to

Hunt Group 7:

If check marks appear for any lines in this column, use the procedure in “VMS Line Coverage” below.

If extension numbers are specified for any lines in this column, use the

procedure in “Line Coverage Extension” below.

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

At the

Group:

prompt, press [7] .

At the Line: prompt, enter the first line checked in the VMS-Mail column,

Press [ Next Data ] until the display reads

VMS

Line Cover.

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

number displays. Press [ Next Data ] until the display reads

3 VMS Line Cover.

Repeat Steps 5 and 6 for each VMS-Mail line checked on Form A. Continue with the next section, “Automatic VMS Cover.”

Line Coverage Extension

To assign line coverage for the extension numbers specified in the VMS-Mail

column on Form A, Page 1 of 2, Line Coverage:

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

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

†

the VMS-Mail column of Form A, Page 1 of 2, Line Coverage.

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

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

number displays.

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

Repeat Steps 4 and 5 for each VMS-Mail line for which an extension number is

written on Form A.

Continue with the next section, “Automatic VMS Cover.”

In some countries, the procedure code for Group Call Distribution is #205, Check the Programming and Use guide for the communications system.

†

Extension Line Coverage (#208) is not available on all systems. Check the Programming and Use guide for the communications system.

4-16 Initial Programming

Automatic VMS Cover

Check Form B2 to see if Automatic VMS Cover is assigned to any extensions. If it is, follow the procedure below. If not, skip to “VMS Cover Rings.”

To change the Automatic VMS Cover setting for an extension to Assigned as

indicated on Form B2:

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

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

assigned. Press [ Next Data ] until the display reads

3. TO program another extension, press [ Next Item ] or [ Prev Item ] until the extension

number shows on the display.

Press [ Next Data ] until the display reads

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

be assigned.

Continue with “VMS Cover Rings” below.

VMS Cover Rings

Check Form A, Page 2 of 2, to see if VMS Cover Rings (#117)* is different from the factory setting of 3. If it is, follow the procedure below beginning with Step

1. If not, skip to Step 3 of the procedure below.

To change the number of times calls ring before they are sent to the voice

messaging system as indicated on Form A, Page 2 of 2, VMS Cover Rings:

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

Enter the VMS Cover Rings setting specified on Form A.

Press [ Feature ] [0] [0] to exit programming mode.

Continue with the next section, “Telephone Button Programming,”

1 Assigned.

1 Assigned...

VMS Cover Rings (#117) is not available on all systems. Check the Programming and Use guide for the communications system.

Initial Programming 4-17

Telephone Button Programming

Before you begin, locate Form C of the System Planner for the communications

system. Be sure you have a version of the form for each subscriber’s phone.

Use this section to program buttons on subscribers’ phones, including the receptionist’s phone. This section uses Centralized Telephone Programming.

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

phones.

VMS Cover

This button allows the subscriber to turn voice mail coverage on and off. To program a VMS Cover button as specified on Form C:

Press [ Feature ] [0] [0] [ System Program ] [ System Program ] [ Central Tel Program ].

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

Press [ Feature ] [1] [5] *.

At this point, do one of the following:

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

extension.

■

Press [ Central Tel Program ] and go to Step 2 of any button programming

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

■ Press [ Feature ] [0] [0] to exit.

In some countries, the feature code for VMS Cover is [1] [6]. Check the Programming and Use guide for the

communications system.

4-18 Initial Programming

Do Not Disturb

Used in conjunction with either automatic VMS cover or manual VMS cover, this button lets the subscriber send callers immediately to his or her mailbox (instead of ringing the extension first).

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

Press [ Feature

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

4. Press [ Feature ] [0] [1]. At this point, do one of the following:

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

extension.

■

Press [ Central Tel Program ] and go to Step 2 of any button programming

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

■

Press [ Feature ] [0] [0] to exit.

Voice Mailbox Transfer

This button lets any system user transfer calls directly to a subscriber’s mailbox, without ringing the extension first.

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

Press [ Feature ] [0] [0] [ System Program ] [ System Program ] [ Central Tel Program ].

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

] [0] [0] [ System Program ] [ System Program ] [ Central Tel Program ].

Press [ Feature ] [1] [4] *. At this point, do one of the following:

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

extension.

■

Press [ Central Tel Program ] and go to Step 2 of any button programming

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

■

Press [Feature ] [0] [0] to exit.

In some countries, the feature code for Voice Mailbox Transfer is [1] [5]. Check the Programming and Use

guide for the communications system.

Initial Programming 4-19

Voice Mail Messages

This intercom Auto Dial button allows the subscriber to access the voice messaging system with the touch of one button.

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

Press [ Feature ] [0] [0] [ System Program ] [ System Program ] [Central Tel Program ] .

Dial the number of the extension to be programmed.

Press a programmable button.

Press left [ Intercom ] [7] [7] [7] .

At this point, do one of the following:

■

Press [ Central Tel Program ] and go to Step 2 of any button programming

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

■

Press [ Feature ] [0] [0] to exit.

Verifying System Operation

After you finish programming the voice messaging system and the communications system, you should perform the tests described in this section to verify system operation.

If your system allows programming from extension 11 *, you should perform these

tests from extension 11 to keep extension 10 free for the receptionist to handle

calls.

Voice Mail Service

Make a call to the VMS Hunt Group by pressing

[ Intercom ] [7] [7] [7]

programmed VMMsgs button, You should hear the Voice Mail Service greeting:

Welcome to PARTNER MAIL VS. Please enter extension and # .

Some systems allow programming from extension 11. Check the Programming and Use guide for the communications system.

Otherwise,

to access PARTNER Tutor, press * 4.

or the

4-20 Initial Programming

Automated Attendant Service

■ If the VMS Hunt Schedule is set for Day Only or Always, follow the

procedure for Day Menu.

■ If the VMS Hunt schedule is set for Night Only, follow the procedure for

Night Menu.

Day Menu

Make sure the Night Service button at extension 10 is off.

1. Call in on a line answered by the Automated Attendant Service.

2. If the system is set for:

■ Immediate, Automated Attendant Service should answer the call on the

second ring.

■ Delayed, Automated Attendant Service should answer the call on the

fourth ring.

Listen for the Day Menu Prompt.

4. After the prompt, choose an option from the day menu.

5. Make sure your call is transferred to the appropriate extension or group.

6. Repeat Steps 2 through 6 for each option on the day menu.

10.

Night Menu

If the system is set for Bilingual Mode, press [∗]

[1] to check the Day Menu

Prompt in the Secondary Language.

Repeat Steps 2 through 4 for each line that has Automated Attendant Service coverage.

If the VMS Hunt Schedule is set for Always, continue with “Night Menu” below.

Make sure the Night Service button at extension 10 is on. Call in on a line answered by the Automated Attendant Service.

If the system is set for:

■ Immediate, Automated Attendant Service should answer the call on the

second ring.

■ Delayed, Automated Attendant Service should answer the call on the

fourth ring,

Listen for the Night Menu Prompt.

If you already tested the Day Menu, go to Step 8. Otherwise, after the prompt,

choose an option from the night menu.

Make sure your call is transferred to the appropriate extension or group. Repeat Steps 2 through 6 for each option on the night menu. If the system is set for Bilingual Mode, press

8. Prompt in the Secondary Language.

[∗] [1] to check the Night Menu

Initial programming

4-21

Call Answer Service

VMS Extension Coverage

Press the Do Not Disturb button at the appropriate destination extensions to quickly route your test calls to Call Answer Service.

For extensions that do not have Automatic VMS Cover, turn on coverage by pressing the VMS Cover button at those extensions.

Call the first extension that has VMS coverage (either automatic or manual),

If Do Not Disturb is on at the extension, Call Answer Service should answer the call immediately and you should hear the default personal greeting for that mailbox. (If Do Not Disturb is not on, the call rings at the extension before Call Answer Service answers it.)

Repeat this procedure for every extension that has voice mail coverage.

VMS Line Coverage

Call in on the first line that is programmed for VMS Line Cover,

Call Answer Service should answer the call on the fifth ring and the

factory-set greeting should prompt you to leave a message in that mailbox.

Repeat this procedure for every line that has VMS Line Cover.

Line Coverage Extension

Make sure VMS Cover is on at the owner’s extension.

Call in and make sure the call goes to VMS Cover by the number of rings specified by VMS Cover Rings (#117)*.

Repeat this procedure for every Line Coverage extension.

VMS Cover Rings (#117) is not available on all systems. Check the Programming and Use guide for the

communications system.

4-22 Initial programming

Initial Proramming Flowchart

Refer to CS Form B1 to identify the extensions for the PARTNER MAIL

Use Hunt Group Extensions (#505) to assign the PARTNER MAIL VS extensions to Hunt Group 7.

Use Transfer Return Extension (#306)* to specify extension 10 as the transfer return extension for each of the PARTNER MAIL VS extensions.

Refer to VMS Form 1 to see if the

system should be programmed for

Bilingual Mode.

Refer to VMS Form 1 to see if a different System Language is specified. If so, modify the System Language.

Yes

Modify the Language Mode.

Refer to VMS Form 1 to see if a

different Primary Language is

specified. If so, modify the Primary

Refer to VMS Form 1 to see if a different Secondary Language is specified. If so, modify the

Secondary Language.

Key:

• CS -

• VMS – Refers to the forms for the

• C# -

• V# -

Note: C#N# procedures follow this

flowchart.

In some countries, the procedure code for Transfer Return Extension is #309. Check the Programming and Use guide for the communications system.

Refers to the System Planner forms for the

Communications System. Voice Messaging System.

Refers to a quick reference programming procedure for the Communications System. Refers to a quick reference programming procedure for the Voice Messaging System.

Initial Programming 4-23

Initial Programming Flowchart

Program the Menu Definition and Day Menu Prompt.

Refer to VMS Form 3, Column C to determine if Selector Code Transfer is used.

Refer to VMS Form 4 to determine if a Day Menu Prompt is used.

Refer to VMS Form 5 to determine if a Night Menu Prompt is used.

Yes

Program the appropriate extension or group numbers for Selector Code Transfer as specified on Form 3,

Column C.

Yes

Record the Day Menu Prompt as

specified on Form 4. If the system is

set for Bilingual Mode, also record

the Day Menu Prompt in the

Secondary Language as specified

on Form 4A.

Yes Record the Night Menu Prompt as

specified on Form 5. If the system is set for Bilingual Mode, also record the Night Menu Prompt in the Secondary Language as specified on Form 5A.

Monolingual Bilingual

Monolingual

Bilingual

Monolingual

Bilingual

V4 V5

V6 V7

Refer to VMS Form 2 to identify default mailboxes:

● If there are extensions that do

not require mailboxes, use Delete Mailboxes to remove the mailboxes from those extensions

● If other extensions require

mailboxes, use Create Mailboxes

to assign available

mailboxes.

Refer to VMS Form 2, Column C, to see if a different Mailbox Language is specified for any active mailboxes. If so, modify

Mailbox Language.

V11

V12

V15

Refer to the Programming and Use

guide for the communications system

for instructions on setting up M

Hold.

4-24 Initial Programming

USIC On

Refer to CS Form A, Page 1 of 2, Line Coverage to see if VMS-AA is specified for any lines.

Yes

Use Group Call Distribution (#206)’ to assign VMS-AA lines to Hunt Group 7.

Refer to CS Form A, Page 2 of 2,

to check VMS Hunt Delay and VMS

Hunt Schedule settings for the PARTNER MAIL VS system.

If Immediate and Always are checked, this site uses immediate call handling all the time (day and night).

If Delayed and Always are checked, this site uses delayed call handling all the time (day and night).

If Immediate and Day Only are checked, this site uses immediate call handling only during the day.

If Delayed and Day Only are checked, this site uses delayed call

handling only during the day.

If Immediate and Night Only are

checked, this site uses immediate

call handling only at night.

If Delayed and Night Only are

checked this site uses delayed call

handling only at night.

●

Leave VMS Hunt Delay (#506) at

factory setting (Immediate)

●

Leave VMS Hunt Schedule (#507)

Yes

at factory setting (Always)

●

Program (#503) at extension 10

●

Set Automatic Extension Privacy

a Night Service Button

(#304) to Assigned for the VMS

extensions.

Yes

• Set VMS Hunt Delay (#506) to Delayed

• Leave VMS Hunt Schedule

(#507) at factory setting (Always)

• Program a Night Service Button (#503) at extension 10

Yes

● Leave VMS Hunt Delay (#506) at

factory setting (Immediate)

● Set VMS Hunt Schedule

(#507) to Day Only

● Program a Night Service Button

(#503) at extension 10

• Set Automatic Extension Privacy

(#304) to Assigned for the VMS extensions.

Yes

● Set VMS Hunt Delay (#506)

to Delayed

• Set VMS Hunt Schedule

(#507) to Day Only

● Program a Night Service Button

(#503) at extension 10

Yes

● Leave VMS Hunt Delay (#506) at

factory setting (Immediate)

● Set VMS Hunt Schedule

(#507) to Day Only

● Program a Night Service Button

(#503) at extension 10

● Set Automatic Extension Privacy

(#304) to Assigned for the VMS

extensions.

•

Set VMS Hunt Delay (#506)

Yes

to Delayed

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

• Program a Night Service Button

(#503) at extension 10

C10

C5 C6

In some countries, the procedure code for Group Call Distribution is #205. Check the Programming and Use guide for the communications system.

Initial programming 4-25

Refer to CS Form A, Page 1 of 2, Line Coverage to see if any lines are checked off in the VMS-Mail column.

Refer to CS Form A, Page 1 of 2, Line Coverage to see if any extension numbers are specified in the VMS-Mail column.

Yes

Use Group Call Distribution (#206)* to program the personal lines as VMS Line Coverage for Hunt Group 7.

Refer to VMS Form 6, Columns A and D to assign Line Ownership to specified lines.

Yes

Use Line Coverage Extension (#208) to program line ownership for those extensions.

V17

Refer to CS Form B2 to determine if Automatic VMS Cover (#310) is

assigned for any extensions.

Refer to CS Form A, Page 2 of 2, to

see if a different number of VMS

Cover Rings (#117) † is specified.

Refer to CS Form C to determine if a VMS Cover button is specified for any extensions.

Refer to CS Form C to determine if a Do No Disturb button is specified for any extensions.

Refer to CS Form C to determine if a Voice Mailbox Transfer button is specified for any extensions.

Yes

Assign Automatic VMS Cover (#310) to those extensions.

Yes

Use VMS Cover Rings (#117) to program the number of rings.

Yes Program a VMS Cover button

on the system phone at those extensions.

Yes Program a Do Not Disturb button

on the system phone at each of those extensions.

Yes

Program a Voice Mailbox Transfer button on the system phone at

those extensions.

C11

C12

C13

Program a Voice Mail Messages

button on all subscribers’ system

phones for one-touch access to the voice messaging system.

Test the system (p. 4-20).

In some countries, the procedure code for Group Call Distribution is #205. Check the Programming and Use guide for the communications system.

† VMS Cover Rings (#117) may not be available on your system. Check the Programming and Use guide for the communications system.

C14

4-26 Initial Programming

PARTNER MAIL VS™ System Programming Quick Reference

To Program the PARTNER MAIL VS System

TO START PROGRAMMING

PRESS [Intercom] [7] [7] [7] PRESS [9] [9] and [#] ENTER your Mailbox Password

(factory setting is 1234) and [3]

PRESS [9] to access the Programming

Main Menu

Language

REFER to Form 1 PRESS [1] to program Language

TO MODIFY THE LANGUAGE MODE

PRESS PRESS

[1] for Language Mode [1] for Monolingual Mode or [2] for Bilingual Mode

TO MODIFY THE SYSTEM LANGUAGE-MONOLINGUAL MODE

PRESS PRESS

[2] for System Language [6] to modify

ENTER the number of the desired

System Language

PRESS

[9] to confirm

TO MODIFY THE PRIMARY AND SECONDARY LANGUAGESBILINGUAL MODE

PRESS PRESS PRESS

[2] for System Language [1] for Primary Language

[6] to modify

ENTER the number of the desired

Primary Language PRESS PRESS

[9] to confirm

[∗] [#]

PRESS [2] for Secondary Language PRESS

[6] to modify

ENTER the number of the desired

Secondary Language PRESS

[9] to confirm

TO REPLAY A MENU

PRESS [∗] [4]

TO RETURN TO THE PROGRAMMING MAIN MENU

PRESS [∗] [7]

TO RETURN TO A PREVIOUS MENU

PRESS [∗] [#]

TO EXIT PROGRAMMING

PRESS [∗] [∗] [9]

Automated Attendant Automated Attendant

REFER to Forms 3, 4, 4A, 5 and 5A PRESS [3] to program Automated

Attendant Service

TO MODIFY THE MENU DEFINITION

AND DAY MENU PROMPT–

MONOLINGUAL MODE

PRESS PRESS ENTER a Selector Code PRESS PRESS

[1]

for Day Menu

[6]

to modify

[1]

through

[9]

to modify

[1]

for Selector Code Transfer

[9]

ENTER an extension, Hunt Group, or

Calling Group number and [#]

To program another Selector Code for

Selector Code Transfer, repeat PRESS [∗] [#] to approve PRESS

[1]

to record the Day Menu

Prompt PRESS

[1]

after recording

PRESS [∗] [#] to approve all

changes

TO MODIFY THE MENU DEFINITION AND DAY MENU PROMPT– BILINGUAL MODE

PRESS PRESS ENTER a Selector Code PRESS PRESS

[1]

for Day Menu

[6]

to modify

[1]

through

[9]

to modify

[1]

for Selector Code Transfer

[9]

ENTER an extension, Hunt Group, or

Calling Group number and

[#]

To program another Selector Code for

Selector Code Transfer, repeat PRESS [∗] [#] to approve PRESS

[1]

to record the Day Menu

Prompt in the Primary

Language PRESS

[1]

after recording

PRESS [∗] [3] to approve PRESS

[2] to record the Day Menu

Prompt in the Secondary

Language PRESS PRESS PRESS

[1] after recording [∗] [#] to approve [#] to approve all

changes

REFER to Forms 3, 4, 4A, 5 and 5A PRESS

[3] to program Automated

Attendant Service

TO MODIFY THE NIGHT MENU PROMPT-MONOLINGUAL MODE

PRESS [2] for Night Menu PRESS PRESS

[6] to modify

[1]

to record the Night Menu

Prompt PRESS PRESS

[1] after recording

[∗] [#] to approve

TO MODIFY THE NIGHT MENU

PROMPT-BILINGUAL MODE

PRESS PRESS PRESS

[2] for Night Menu

[6] to modify

[1]

to record the Night Menu Prompt in the Primary Language

PRESS PRESS

PRESS

[1] after recording [∗] [#] to approve

[2] to record the Night Menu

Prompt in the Secondary Language

PRESS PRESS PRESS

[1] after recording [∗] [#] to approve

[#] to approve all

changes

Initial Programming

4-27

PARTNER MAIL VS™ System Programming Quick Reference

To Program the PARTNER MAIL VS System

TO START PROGRAMMING

PRESS

[Intercom] [7] [7] [7]

PRESS [9] [9] and [#] ENTER your Mailbox Password

(factory setting is 1234) and [#]

PRESS [9] to access the Programming

Main Menu

Automated Attendant

REFER to Forms 3, 4, 4A, 5 and 5A PRESS

[3] to program Automated

Attendant Service

TO CHANGE SELECTOR CODE TRANSFER TO DIRECT EXTENSION

TRANSFER-MONOLINGUAL MODE

PRESS [1] for Day Menu PRESS ENTER a Selector Code

[6] to modify

[1]

through

[9]

PRESS [9] to modify PRESS

[5]

for Direct Extension Transfer

To program another Selector Code

for Direct Extension Transfer,

repeat PRESS PRESS

[∗] [#] to approve

[1] to record the Day Menu

Prompt PRESS PRESS

[1] after recording

[∗] [#] to approve

all changes

TO CHANGE SELECTOR CODE TRANSFER TO DIRECT EXTENSION TRANSFER-BILINGUAL MODE

PRESS PRESS ENTER a Selector Code

[1] for Day Menu [6] to modify

[1]

through

[9]

PRESS [9] to modify PRESS

[5]

for Direct Extension Transfer

To program another Selector Code

for Direct Extension Transfer,

repeat PRESS PRESS

[∗] [#] to approve

[1] to record the Day Menu

Prompt in the Primary

Language PRESS [1] after recording PRESS

[2] to record the Night Menu

Prompt in the Secondary

Language PRESS [1] after recording PRESS PRESS

[∗] [#] to approve

[#] to approve all

changes

TO REPLAY A MENU

PRESS [∗] [4]

TO RETURN TO A PREVIOUS MENU

PRESS [∗] [#]

Mailboxes

REFER to Form 2 PRESS [4] to program Mailboxes

TO PLAY A MAILBOX'S STATUS

ENTER a mailbox number and

[#]

, or

press [#] for the first mailbox

PRESS

[#]

to play the next existing

mailbox’s status

V10

TO DELETE A MAILBOX

ENTER a mailbox number and [#] PRESS [∗] [3] to delete the mailbox PRESS [9] to confirm

V11

TO CREATE A MAILBOX

ENTER the new mailbox number

and [3]

PRESS

[4]

to create the new

mailbox

V12

TO RE-INITIALIZE A PASS WORD

ENTER a mailbox number and [#] PRESS

[3]

to reset the password

to 1234

V13

TO RE-INITIALIZE A MAILBOX

ENTER the mailbox number and PRESS PRESS

[4]

to re-initialize the mailbox

[9]

to confirm

[#]

V14

TO MODIFY A MAILBOX'S

LANGUAGE

ENTER the mailbox number and PRESS [6] to program Language PRESS

[6] to modify

Enter the number of the desired

language

PRESS

[9] to confirm

[#]

V15

TO RETURN TO THE PROGRAMMING MAIN MENU

PRESS [∗] [7]

TO EXIT PROGRAMMING

PRESS [∗] [∗] [9]

Line Ownership

REFER to Form 6 PRESS

[6] to program Line Ownership

TO SCAN LINE OWNERSHIP

PRESS [2] to scan ENTER the line number and

[#]

, or press [#] to scan the first line number that has an owner

LISTEN to the line owner’s name and

mailbox number

PRESS [#] to scan the next

line

V16

TO ASSIGN LINE OWNERSHIP

PRESS [4] to assign ENTER the line number and

[#]

ENTER the mailbox number

and [#]

V17

TO MODIFY LINE OWNERSHIP

PRESS [6] to modify ENTER the line number and

[#]

ENTER the new owner’s mailbox

number and [#]

V18

TO DELETE LINE OWNERSHIP

PRESS [∗] [3] to delete ENTER the line number and PRESS [9] to confirm

[#]

V19

4-28 Initial Programming

PARTNER MAIL VS™ System Programming Quick Reference

To Program the Communications System for PARTNER MAIL VS

Place the Programmin Overlay on the dial pad of the system display phone at extension 10*

TO START SYSTEM PROGRAMMING

PRESS

[Feautre] [0] [0]

PRESS [System Program] PRESS [System Program] ENTER System Password if required

TO END SYSTEM PROGRAMMING

PRESS

[Feature] [0] [0]

TO USE A SPECIFIC PROCEDURE

DIAL [#] and three-digit procedure code Example:

[#] [5] [0] [5] for Hunt Group

Extensions

TO CYCLE THROUGH SYSTEM PROGRAMMING PROCEDURES

PRESS [Next Prodecure] or [Prev Procedure]

TO CYCLE THROUGH AVAILABLE SETTINGS

PRESS [Next Data] or [Prev Data]

TO RETURN TO FACTORY SETTING

PRESS [Remove]

HUNT GROUP EXTENSIONS

DIAL #505 PRESS

[7] for the VMS Hunt Group

DIAL the extension number DIAL 1 = Assigned to group

= Not assigned to group

PRESS [Next Item] to program the

next extension

TRANSFER RETURN EXTENSION

DIAL #306

†

DIAL the extension number DIAL 10 (the receptionist's

extension)

PRESS

[Next Item]

to program the

next extension

✓

= Factory Setting

✓

GROUP CALL DISTRIBUTION

DIAL #206

††

PRESS [7] for the VMS Hunt Group DIAL a line number DIAL 1 = Assigned

2 = Not Assigned ✓ 3

= VMS Line Cover

PRESS

[Next Item]

to program another

line

LINE COVERAGE EXTENSION

DIAL #208** DIAL a line number DIAL an extension number PRESS

[Next Item]

to program another

line

PRESS

[Remove]

to unassign

ownership C4

VMS HUNT DELAY

DIAL #506 DIAL 1 = Immediate ✓

= Delayed

VMS HUNT SCHEDULE

DIAL #507 DIAL 1 = Always ✓

= Day Only

= Night Only

AUTOMATIC VMS COVER

DIAL #310 DIAL an extension number DIAL 1 = Assigned

PRESS

= Not Assigned

[Next Item]

to program another

✓

extension

VMS COVER RINGS

DIAL #117** DIAL one digit (1-9) for the

number fo rings before the call is sent to the voice messaging system ✓ = 3 rings

NIGHT SERVICE BUTTON

DIAL #503 DIAL 1 = Assigned

= Not Assigned

= Select button** then press

a programmable button (to assign Night Service to that button)

If you use option 3 after a Night Service button has been assigned, the Night Service button moves from the old button to the new button you select

AUTOMATIC EXTENSION PRIVACY

DIAL #304 DIAL the extension number DIAL 1 = Assigned

2 = Not Assigned ✓

PRESS

[Next Item] to program

another extension

✓

C10

= Button with Lights Required

Some systems also allow programming from extension 11. Check the Programming and Use guide for the communications system.

†

In some countries, the procedure code for Transfer Retrun Extension is #309. Check the Programming and Use guide for the communications system.

††

In some countries, the procedure code for Group Call Distribution is #205. Check the Programming and Use guide for the communications system.

Line Coverage Extension (#208), VMS Cover Rings (#117), and option 3 of the NIght Service Button (#503) procedure may not be available on your system. Check the Programming and Use guide for the communications system.

Initial Programming

4-29

PARTNER MAIL VS™ System Programming Quick Reference

Centralized Telephone Programming Quick Refernce

Place the Programming Overlay on the dial pad of the system display phone at extension 10*

TO START CENTRALIZED TELEPHONE PROGRAMMING

PRESS [ Feature ] [0] [0] PRESS

[ System Program ] [ System Program ]

PRESS

[ Central Tel Program ]

DIAL the extension number to be

programmed

Buttons on which lines are assigned for the extension light up to show the current Line Ringing setting; remaining buttons can be programmed with Auto Dial numbers or features

VMS COVER

PRESS a programmable button with PRESS

lights

[ Feature ] [1] [5]

†

C11

DO NOT DISTURB

PRESS a programmable button with

lights

PRESS [ Feature ] [0] [1]

C12

TO PROGRAM ANOTHER FEATURE

AT THE SAME EXTENSION

After you program one feature, continue with the instructions in the box for the

next feature

TO CHANGE SETTlNG FOR

ANOTHER EXTENSION

PRESS

[ Central Tel Program ]

DIAL the new extension’s number

VOICE MAILBOX TRANSFER

PRESS a programmable button PRESS

[ Feature ] [1] [4]

††

C13

TO ERASE A FEATURE OR AUTO DIAL BUTTON

PRESS the programmed button PRESS [ Mic ]

TO END CENTRALIZED TELEPHONE PROGRAMMING

PRESS

VOICE MAIL MESSAGES AUTO DIAL BUTTON

PRESS a programmable button PRESS Left

DIAL [7] [7] [7]

[ Feature ] [0] [0]

[ Intercom ]

C14

= Button with Lights Required

Some systems also allow programming from extension 11. Check the Programming and Use guide for the communications system.

* † In some countries, the procedure code for VMS Cover is [ Feature ] [1] [6] . Check the Programming and Use guide for the

communications system.

†† In some countries, the procedure code for Voice Mailbox Transfer is [ Feature ] [1] [5] . Check the Programming and Use guide

for the communications system.

4-30 Initial Programming

System Management

This chapter provides the programming procedures you can use to make

changes to the voice messaging system to reflect changes in your company. Most changes you make will occur because of personnel changes. The following list identifies areas of system programming that you are likely to change as you manage the system on an on-going basis:

Language. Allows you to change the Language Mode (Monolingual or

■

Bilingual) and the language(s) supported by that mode.

■

Automated Attendant Service. Allows you to change the prompt that outside callers hear when the Automated Attendant answers calls and to

redefine menu options for transferring outside callers to specific destinations. Also allows you to specify new lines for Automated Attendant Service coverage, if you add new lines to your system.

■

Mailbox Assignments. Allows you to delete and create mailboxes, reset mailboxes and subscriber’s passwords to factory settings, and change the language a subscriber hears when using Voice Mail Service.

■

Line Coverage. Allows you to modify line coverage using either VMS

Line Coverage or Extension Line Coverage.

Telephone Button Programming. Allows you to program buttons on

■

subscribers’ system phones for convenient use of voice messaging

system features.

If you area new System Manager, you should review the following section for general information that you need to know in your new role. You should use the rest of this chapter on an as-needed basis. Also, if you have not done so already, you should read Chapter 1 for a description of the voice messaging system’s features and services and Chapter 3 for an overview of voice messaging system and communications system programming.

System Management

5-1

General Information

This section tells you how to change the System Manager’s Mailbox Password,

which is required for changing voice messaging system settings. It also provides information that you should share with all system users and other information that is specifically for the receptionist at extension 10.

Changing Your Mailbox Password

The factory setting for login 99’s (the System Manager’s) Mailbox Password is

1234. To prevent unauthorized programming of the system, you should change the default password immediately after installation or any time the password has been reset. You can assign up to four digits for a password. As a safeguard against toll fraud, it is recommended that you create a password from random, non-sequential digits.

If you change the password and forget it, you must contact the AT&T Helpline at

1 800 628-2888 or call your AT&T Representative or local Authorized Dealer for

instructions on how to reset the password. To change the Mailbox Password for login 99:

Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

Press [9] [9] [#] .

Enter the existing password (for example 1234) and press [#] .

Press [5] to change the password.

The prompt asks you to enter your new password.

Enter up to four digits for the new password and press [#] .

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

Enter your new password again followed by [#] .

The new password is now active.

Hang up to quit.

Training Co-Workers

Language

You should let system users know about the following language options:

■

You can change the language of voice prompts that a subscriber hears when recording a personal greeting, retrieving messages, and other Voice Mail services. This language can be different from the System

Language set for Monolingual Mode or the Primary and Secondary Languages set for Bilingual Mode.

■ If the system is set for Bilingual Mode, subscribers can record two

personal greetings: one in the Primary Language and a second in the

Secondary Language. They should include a sentence early in the

greetings that lets callers know that they can switch to the other language by pressing [∗]

[1] while the greeting is playing.

5-2 System Management

Using the Tutor Feature

Tutor is an “on-line help” feature that allows all system users (not just voice messaging system subscribers) to easily access and listen to information on commonly-used communications system features. You should let system users know about this feature and recommend that users stick the Tutor label (provided with the voice messaging system hardware) into the depression for the handset mouthpiece on the base of their system phone.

To access the Tutor menu, users simply call the voice messaging system by dialing [ Intercom ] [7] [7] [7] and enter

extension prompt.

subtopic numbers. The available topics are:

1 Autodial Features 3 Fixed Features

1 Last Number Redial 2 Save Number Redial 3 Personal Speed Dial 4 Intercom Auto Dial 1 Buttons and Lights 5 Outside Auto Dial 2 Display

2 Internal Calls

1 Hands Free Answer on Intercom 4 Volume 2 Voice Interrupt On Busy 3 Group Paging

[∗]

[4] after they hear the

Please enter

Voice prompts request the user to enter topic and

Transfer

2 Conference

4 About Your Phone

3 Speakerphone

Ring Patterns

Information about each subtopic is presented in short, easy to understand

segments. After a segment plays, the user hears one beep or two beeps:

■

One beep means that there is more information about the subtopic. The user can press [∗]

[4] to replay the previous segment or [#[ to play the

next segment.

■

Two beeps indicate the end of the information about the subtopic. The user can press [∗]

[4] to replay the previous segment or [#] to return to

the Tutor Main Menu.

NOTE:

Tutor’s prompts play in either the System Language selected for Monolingual

Mode or the Primary Language selected for Bilingual Mode, This cannot be changed.

System Management

5-3

Receptionist’s Responsibilities

After the voice messaging system is installed, the receptionist at extension 10

should be aware of certain interactions between the voice messaging system and the receptionist’s extension. Use the following list as a guide when you explain these interactions to the receptionist:

■

The receptionist’s extension is factory set as extension 10 and cannot be changed. The mailbox for this extension can handle up to 30 minutes of stored messages (or 120 messages).

■

When the Automated Attendant Service answers outside calls, the receptionist will receive calls from any caller who presses [0] the line after hearing the menu prompt. “VMS” shows on the display of the receptionist’s phone to identify calls transferred by the voice messaging system.

■

The personal greeting recorded at the receptionist’s mailbox should be more general than personal, since this mailbox is the destination for business calls when the receptionist is not available.

■

If the receptionist requests a personal mailbox, you can create a guest mailbox for that purpose. See “Guest Mailboxes” later in this chapter for instructions. Once the guest mail box is created, the receptionist should tell people who might call to dial the extension number of the guest mailbox to leave personal messages when they call and hear the Automated Attendant Service prompt.

or stays on

Additionally, the receptionist can record a note on the personal greeting at extension 10 to notify callers of the guest mailbox. For example, the personal greeting for extension 10 can say “If you would like to leave a personal message for Ms. Smith, dial [∗]

[8] [3] [3] . ” In this example, 33 represents the two-digit extension number of the guest mailbox. Remind the receptionist to log into the guest mailbox regularly to check for messages, since the guest mailbox does not have an associated phone with a message waiting light.

■

If Automatic VMS Cover is not assigned to extension 10, you should program a VMS Cover button and a Do Not Disturb button on the system phone at extension 10, Then instruct the receptionist to press both the VMS Cover and Do Not Disturb buttons (to turn the features on) whenever the receptionist leaves the desk or leaves for the day. This ensures that any calls routed to extension 10 when the receptionist is away are immediate y covered by the voice messaging system. If the receptionist has Automatic VMS Cover, program only the Do Not Disturb button at the extension.

■

If selector code 9 on the Automated Attendant Service menu is left at the factory setting (which is highly recommended), callers can be routed directly to the receptionist’s mailbox to leave a message. If this is the case, let the receptionist know that he or she should review the messages each morning and distribute them to the appropriate people.

5-4 System Management

Group Calling Tips

It is important to note that voice mail coverage is not provided for group calls. If your system is set up for group transfer, be sure that the receptionist is aware

of the following items:

■

If the Automated Attendant Service transfers a call to a Hunt Group or Calling Group*, and all members in the group are busy (members are either on the phone or have Do Not Disturb on), the call is transferred to the receptionist’s extension. When callers transfer to a busy group, they hear Music On Hold, tones, ringing, or silence (depending on how the communications system is set up) until the receptionist answers.

■

If the Automated Attendant Service transfers a call to a Calling Group and the call is not answered, the call is transferred to the receptionist’s extension after the programmed number of transfer return rings.

■

If the Automated Attendant Service transfers a call to a Hunt Group that has only one available member and that member does not answer the call, the call is transferred to the receptionist’s extension after the programmed number of transfer return rings,

Calling Groups are not available on all systems. Check the Programming and Use guide for the communications system.

System Management 5-5

Language

You can choose the Language Mode, either Monolingual or Bilingual, and the language(s) used by that mode (see Figure 5-1). Monolingual Mode supports a single System Language that callers hear when they call in to the voice messaging system. Bilingual Mode supports two languages, a Primary Language and a Secondary Language, Callers who call in to a voice messaging system set for Bilingual Mode, hear the Automated Attendant Service menu prompt and mailbox greetings in the Primary Language, but have the option of switching to the Secondary Language by pressing [∗]

[1] .

If you need to change current programming for Language, you can use the instructions presented in this section. For example:

■

If you want to change the Language Mode from Monolingual to Bilingual or Bilingual to Monolingual, use “Modifying the Language Mode. ”

■

If you want to change the current System Language used in Monolingual Mode, use “Modifying the System Language.”

■

If you want to change the current Primary and/or Secondary Language used in Bilingual Mode, use “Modifying the Primary Language” and/or “Modifying the Secondary Language,”

5-6 System Management

Modifying the Language Mode

Update Form 1 for the voice messaging system to show the change in Language Mode.

When you change the Language Mode, the system continues to use any recorded messages associated with the selected language. For example, if you change from Monolingual to Bilingual Mode and the System Language in Monolingual Mode was Latin American Spanish, callers will hear Latin American Spanish as the new Primary Language. Also, when you change the mode, listen to the Automated Attendant Service Day and Night Menu Prompts to make sure they are still relevant, and rerecord them if necessary.

To change the Language Mode:

Access the Programming Main Menu:

1. a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [1]

To program Language Mode, press 1.

for Language. The system plays:

To program System

Language, press 2. If finished, press * #.

Press [1] for Language Mode. The system plays the current Language Mode

3. then:

For Monolingual Mode, press 1.

press 2.

Either:

If finished, press * #.

For Bilingual Mode,

Press [1] for Monolingual Mode. The system plays:

System is in Monolingual Mode.

To program Language

Mode, press 1. To program System Language, press 2.

If finished, press * #.

Press [2] for Bilingual Mode. The system plays:

System is in Bilingual Mode.

press 1.

To program System Language, press 2. If

To program Language Mode,

finished, press * #.

At this point, do one of the following:

■

To change Me System Language if the system is set for Monolingual Mode, go to Step 3 of “Modifying the System Language,”

■

To change the Primary Language if the system is set for Bilingual Mode, go to Step 3 of “Modifying the Primary Language.”

■

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

System Management 5-7

Monolingual Mode

Playing the System Language

To listen to the current System Language:

Access the Programming Main Menu:

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [1] for Language. The system plays:

To program Language Mode, press 1.

To program System

Language, press 2. If finished, press * #.

Press [2] for System Language, The system plays:

To play System Language, press 2.

To modify System

Language, press 6. If finished press * #.

Press [2] . The system plays:

System language is LANGUAGE (where LANGUAGE is the current language).

To modify System Language, press 6.

To play System Language, press

If finished,

press * #.

At this point, do one of the following:

■

To change the System Language, go to Step 4 of “Modifying the System Language.”

■

Press [∗] [7] to return to the Programming Main Menu or hangup quit.

5-8 System Management

Modifying the System Language

Update Form 1 for the voice messaging system to show the change in the System Language selected for Monolingual Mode.

When you change the System Language, the system uses any recorded

messages already associated with the new System Language. After changing

the System Language, listen to the Automated Attendant Service Day and Night

Menu Prompts to make sure they are still relevant rerecord them if necessary.

NOTE:

When you change the System Language, the Mailbox Language for any mailboxes that were left at the factory setting also change to reflect the new System Language. Any mailboxes that were assigned a different language do not change.

To change the System Language:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [1]

To program Language Mode, press 1.

Language, press 2.

Press [2] for System Language. The system plays:

To play System Language, press 2. Language, press 6.

Press [6] . The system plays the current System Language, then prompts you

for Language, The system plays:

To program System

If finished, press * #.

To modify System

If finished press * #.

to enter the number corresponding to the desired language. Press the number for the language you want to use. The system plays:

For LANGUAGE (where LANGUAGE is the current language), press 9 to confirm or 6 to cancel.

Either:

■ Press [6] to cancel your selection. The system plays:

System Language has not been changed.

■ Press [9] to confirm your selection. The system plays:

System Language has been changed.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

System Management

5-9

Bilingual Mode

Playing the Primary Language

To listen to the current Primary Language:

Access the Programming Main Menu:

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [1]

To program Language Mode, press 1. Language, press 2.

Press [2] for System Language. The system plays:

To program Primary Language, press 1. Secondary Language, press 2.

Press [1] for Primary Language. The system plays:

To play Primary Language, press 2. Language, press 6.

Press [2] to play the Primary Language. The system plays:

for Language, The system plays:

To program System

If finished, press * #.

To program

If finished, press * #.

To modify Primary

If finished, press * #.

Primary language is LANGUAGE (where LANGUAGE is the current language). To modify Primary Language, press 6.

To play Primary Language, press 2.

If finished,

press * #.

At this point, do one of the following:

■ To change the Primary Language, go to Step 5 of “Modifying the

Primary Language.”

■ Press [∗] [7] to return to the Programming Main Menu or hang up to

quit.

5-10 System Management

Modifying the Primary Language

Update Form 1 for the voice messaging system to show the change in the Primary Language selected for Bilingual Mode.

When you change the Primary Language, the system uses any recorded

messages already associated with the new Primary Language. After changing

the Primary Language, listen to the Automated Attendant Service Day and Night

Menu Prompts to make sure they are still relevant; rerecord them if necessary.

NOTE:

When you change the Primary Language, the Mailbox Language for any mailboxes that were left at the factory setting also change to reflect the new Primary Language. Any mailboxes that were assigned a different language do not change.

To change the Primary Language:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options,

Press [1] for Language. The system plays:

To program Language Mode, press 1. Language, press 2.

Press [2] for System Language. The system plays:

If finished, press * #.

To program Primary Language, press 1. Secondary Language, press 2.

Press [1] for Primary Language. The system plays:

If finished, press * #.

To play Primary Language, press 2. Language, press 6.

Press [6] . The system plays the current Primary Language, then prompts you

If finished, press * #.

To program System

To program

To modify Primary

to enter the number corresponding to the desired language. Press the number for the language you want to use. The system plays:

For LANGUAGE (where LANGUAGE is the current language) , press 9 to confirm or 6 to cancel.

Either:

■

Press [6] to cancel your selection. The system plays:

Primary Language has not been changed.

■

Press [9] to confirm your selection. The system plays:

Primary Language has been changed.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

System Management

5-11

Playing the Secondary Language

To listen to the current Secondary Language:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [1] for Language, The system plays:

To program Language Mode, press 1. Language, press 2.

Press [2] for System Language. The system plays:

If finished, press * #.

To program Primary Language, press 1. Secondary Language, press 2.

Press [2] for Secondary Language. The system plays:

If finished, press * #.

To play Secondary Language, press 2. Secondary Language, press 6.

Press [2] . The system plays:

If finished, press * #.

To program System

To program

To modify

Secondary language is LANGUAGE (where LANGUAGE is the current language) .

To modify Secondary Language, press 6. If

To play Secondary Language, press

finished, press * #.

At this point, do one of the following:

■

To change the Secondary Language, go to Step 5 of “Modifying the Secondary Language.”

■

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

5-12 System Management

Modifying the Secondary Language

Update Form 1 for the voice messaging system to show the change in the Secondary Language selected for Bilingual Mode.

When you change the Secondary Language, the system uses any recorded

messages already associated with the new Secondary Language. After changing the Secondary Language, listen to the Automated Attendant Service Day and Night Menu Prompts to make sure they are still relevant; rerecord them if necessary.

To change the Secondary Language:

Access the Programming Main Menu:

1. a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#]

d. Press [9]

The system plays the system programming options.

Press [1]

To program Language Mode, press 1. Language, press 2.

Press [2] for System Language. The system plays:

To program Primary Language, press 1.

Secondary Language, press 2.

Press [2] for Secondary Language. The system plays:

To play Secondary Language, press 2. Secondary Language, press 6.

Press [6] . The system plays the current Secondary Language, then prompts

for Language. The system plays:

To program System

If finished, press * #.

To program

If finished, press * #.

To modify

If finished, press * #.

you to enter the number corresponding to the desired language. Press the number for the language you want to use. The system plays:

For LANGUAGE (where LANGUAGE is the current language) , press 9 to confirm or 6 to cancel.

Either:

■

Press [6] to cancel your selection. The system plays:

Secondary Language has not been changed.

■

Press [9] to confirm your selection. The system plays:

Secondary Language has been changed.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

System Management

5-13

Automated Attendant Service

Automated Attendant Service (see Figure 5-2) can provide both day and night operation so callers can hear an appropriate prompt in either the System or Primary Language when they call your company. The voice messaging system switches to day or night operation depending on the setting of the Night Service button at extension 10—the receptionist’s extension, You customize the day and/or night menu to welcome the caller and offer the caller a list of options for transferring to a system extension or group, If the system is set for Bilingual Mode, you should record the Day and Night Menu Prompts in both the Primary and Secondary Languages. Then callers can press [∗] the languages.

[1] to switch between

Figure 5-2. Automated Attendant Service Menu

5-14 System Management

If you need to change current programming for the Automated Attendant

Service, you can use the instructions presented in this section, For example:

■

If you want to change the transfer options available for outside callers, use “Modifying the Menu Definition and Day Menu Prompt” and “Modifying the Night Menu Prompt” for either Monolingual Mode or Bilingual Mode to update the options and the message(s) callers hear.

■

If you add a line to the system that requires Automated Attendant Service, use “Group Call Distribution” to include the new line.

■

If you want to change the way Automated Attendant Service handles calls, use “VMS Hunt Delay” and/or “VMS Hunt Schedule.”

Menu Definition and Prompt

When the Automated Attendant Service answers a call, the caller hears a menu prompt that requests the caller to press one or more buttons on the dialpad to transfer to a specific extension or group of extensions. After the caller presses the button(s), the system transfers the call to the appropriate extension or group, and the caller hears Music On Hold, tones, ringing, or silence (depending on how the communications system is set up). Menu Definition lets you specify the extensions or groups to which outside callers are transferred.

The voice messaging system uses the Menu Definition for both day and night operation. To set up the menu, you define digits 1 through 9, called selector

codes, for the following types of call transfer:

■

Direct Extension Transfer. This is the factory setting for selector codes

1 through 8. If you use the factory setting, callers can enter an extension

number directly from the menu. For direct extension transfer, the selector

code represents a range of extensions, For example, selector code 1

allows outside callers to transfer directly to any extension that begins with

a l-extensions 10-19. For selector code 2, outside callers can transfer directly to any extension that begins with a 2-extensions 20-29, and so on.

Selector code 9 is different from selector codes 1 through 8. If you leave selector code 9 at the factory setting, outside callers are

transferred directly to the receptionist’s mailbox where they can leave

a message, This is especially useful for night operation. If you use it, callers are routed directly to the receptionist’s mailbox—the system does not ring the extension first.

■

Selector Code Transfer. You can assign any of the selector codes to

one specific extension or group. Then when a caller presses the single

digit selector code, the system transfers the call to the specific extension,

or group that you assigned to that digit,

NOTE:

Voice mail coverage is not provided for group calls. See “Group Calling

Tips,” earlier in this chapter, for more information.

System Management

5-15

Depending on your business, you can define the menu so that some options accommodate callers during normal business hours and other options accommodate after-hours callers. For example: the ANY Travel Agency wants to give outside callers the ability to transfer directly to any employee in their system by dialing the employee’s two-digit extension number, The company has employees assigned at extensions 10 through 25. Therefore, the company leaves selector codes 1 and 2 at the factory setting (direct extension transfer),

This leaves selector codes 3 through 9 available for selector code transfer, In

this case, ANY Travel Agency assigns selector code 3 to extension 21 and selector codes 4 and 5 to Hunt Groups 1 and 2, respectively.

A sample Day Menu Prompt for the ANY Travel Agency follows:

Thank you for calling the ANY Travel Agency. If you know the extension of the person you are calling, enter the extension number now. To speak with a cruise specialist, press 3.

For corporate travel, press 4. For

personal travel, press 5. For assistance, press 0 or,

if you have a rotary phone, stay on the line.

A sample Night Menu Prompt for the ANY Travel Agency follows:

Other Options

Automated Attendant Service provides the following built-in options—no

programming required-for use in your menu prompt:

■

You have reached the ANY Travel Agency. hours are 9 to 5,

message,

press 9 and we will return your call as soon

Monday through Friday.

Our business

To leave a

as possible.

A third type of transfer option, which is always available to outside and inside callers, may be useful in certain situations. With this type of

transfer, when callers press [∗]

[8] , the system prompts them to enter an extension number. Using the example above, if you assigned selector code transfer to selector codes 1 and 2 (rather than starting the assignment from 3), you could request callers to press [∗]

[8] , to allow

them to transfer to extensions 10 to 25.

As shown in the sample Day Menu Prompt, you also can instruct a caller to stay on the line for assistance. In this case, the voice messaging system automatically transfers the call to the receptionist’s extension.

This option is especially important for callers who have rotary phones.

As shown in the sample Day Menu Prompt, callers can press [0]

at any

time to transfer automatically to the receptionist’s extension for assistance,

If the system is set for Bilingual Mode, callers can press [∗]

[1] to switch between the Primary and Secondary Languages. In this case, you must record two messages for the Day and Night Menu Prompts: one each in

the Primary and Secondary Languages.

5-16 System Management

Playing the Menu Definition

This procedure lets you listen to the current Menu Definition. The Menu

Definition is accessed through the Day Menu.

To play the current Menu Definition:

Access the Programming Main Menu:

a. Press [ Intercom ] b. Press [9] c. Enter the Mailbox Password and press [#]

d. Press [9]

The system plays the system programming options.

Press [3] for Automated Attendant. The system plays:

To program the Day Menu, press 1. press 2.

Press [1] for the Day Menu. The system plays:

To play the menu,

If finished, press * #.

Press [2] . The system plays:

To play the menu prompt, press 1. Definition, press 2.

Press [2] to play the Menu Definition.

The system plays the current Menu Definition.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

[9] [#] .

[7] [7] [7] or the programmed VMMsgs button.

For the Night Menu,

press 2; to modify the menu, press 6.

To play the Menu

If finished, press * #.

System Management

5-17

Monolingual Mode

Playing the Day or Night Menu Prompt

To listen to the current Day or Night Menu Prompt:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [3] for Automated Attendant. The system plays:

To program the Day Menu, press 1.

For the Night Menu,

press 2.

Either:

■

Press [1] for the Day Menu. Press [2] for the Night Menu.

■

The system plays:

To play the menu, press 2; to modify the menu, press 6.

If finished, press * #.

Press [2] . The system plays:

To play the menu prompt, press 1.

To play the Menu

Definition, press 2. If finished, press * #.

Press [1] to play the menu prompt.

The system plays the Day or Night Menu Prompt depending on your

choice in Step 3.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

5-18 System Management

Modifying the Menu Definition and Day Menu

Prompt

Update Forms 3 and 4 for the voice messaging system to show modifications to

the Menu Definition and/or Day Menu Prompt; then use the updated forms while

performing the following procedure.

To change the Menu Definition and/or the Day Menu Prompt:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [3]

2. To program the Day Menu, press 1.

for Automated Attendant. The system plays:

For the Night Menu,

press 2.

Press [1] . The system plays:

To play the menu,

press 2; to modify the menu, press 6.

If finished, press * #.

Press [6] . The system plays:

Please enter a selector code from 1 to 9.

When

finished modifying the Menu Definition, press * #.

If you want to modify only the Day Menu Prompt, press [∗] [#] and go to Step

12. Otherwise, continue with Step 6.

Enter a Selector Code from 1 through 9.

The system plays the current Selector Code Action, then asks:

Do you want to make a modification?

Press 9 to confirm

or 6 to cancel.

Press [9] to confirm that you want to modify this Selector Code.

7. At this point, do one of the following:

■

If you want to return the Selector Code to the factory setting (direct

extension transfer for Selector Code 1 through 8 and transfer to

receptionist’s mailbox for Selector Code 9), press [5]

■

If you want to assign a different extension or group to the Selector Code, press [1]

then enter the desired extension or group number,

followed by [#] .

Repeat Steps 6 through 8 for each Selector Code you want to modify.

System Management

5-19

10.

Press [∗] [#] to finish modifying the Menu Definition. The system plays: To record a new prompt for this menu, press 1.

the existing prompt and save any Menu Definition changes, press #.

If you do not want to record a new Day Menu Prompt, press [#] and go to

11. Step 16; otherwise, continue with Step 12.

To record a new Day Menu Prompt, lift the handset, press [1]

12.

, and record

after the beep. Press [1]

13.

Choose an option or skip this step:

14.

■

when you are finished recording.

Press [2] [1] to immediately re-record the Day Menu Prompt. Begin recording immediately after the beep; press [1]

after recording.

Repeat, if desired.

■

Press [2] [3] to play back the Day Menu Prompt.

■

Press [∗] [3] to delete the Day Menu Prompt. The system plays:

Deleted.

press 1.

To record a new prompt for this menu,

To use the existing prompt and save any

Menu Definition changes, press #.

Return to Step 11.

Press [∗] [#] to approve the Day Menu Prompt. The system plays:

15.

To use

Approved.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

16.

Menu Definition saved.

5-20 System Management

Modifying the Night Menu Prompt

Update Form 5 for the voice messaging system to show modifications to the Night Menu Prompt; then use the updated form while performing the following procedure.

To change the Night Menu Prompt

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] .

c. Enter the Mailbox Password and press [#]

d. Press [9]

The system plays the system programming options.

Press [3]

To program the Day Menu, press 1.

for Automated Attendant. The system plays:

For the Night Menu,

press 2.

Press [2] . The system plays:

To play the menu, press 2; to modify the menu, press 6.

If finished, press * #.

Press [6] . The system plays:

To record a new prompt for this menu, press 1.

the existing prompt, press #.

Lift the handset, press [1] , and record the Night Menu Prompt.

5. Press [1]

Choose an option or skip this step:

■

when you are finished recording.

Press [2] [1] to immediately re-record the Night Menu Prompt. Begin recording immediately after the beep; press [1]

after recording.

Repeat, if desired.

■

Press [2]

[3] to play back the Night Menu Prompt.

To use

■

Press [∗]

Deleted. press 1.

[3] to delete the Night Menu Prompt. The system plays:

To record a new prompt for this menu,

To use the existing prompt, press #.

Return to Step 5.

Press [∗] [#] to approve the Night Menu Prompt. The system plays:

Approved.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

System Management

5-21

Bilingual Mode

Playing the Day and Night Menu Prompts in the

Primary and Secondary Languages

To listen to the current Day and Night Menu Prompts in the Primary and

Secondary Languages selected for Bilingual Mode:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [3]

To program the Day Menu, press 1.

for Automated Attendant. The system plays:

For the Night Menu,

press 2.

Either:

■

Press [1] for the Day Menu.

■

Press [2] for the Night Menu.

The system plays:

To play the menu,

press 2; to modify the menu, press 6.

If finished, press * # .

Press [2] . The system plays:

To play the menu prompt, press 1.

To play the Menu

Definition, press 2. If finished, press * #.

Press [1] to play the menu prompt, The system plays:

To play Primary Language prompt, press 1. Secondary Language prompt, press 2.

press * #.

To play

If finished,

Either:

■

Press [1] for the Primary Language prompt.

■

Press [2] for the Secondary Language prompt.

The system plays the Day or Night Menu Prompt (depending on your choice in Step 3) in either the Primary or Secondary Language (depending on your choice in Step 6).

Repeat Step 6 to play the Day or Night Menu Prompt in the other language.

Press [∗]

[7] to return to the Programming Main Menu or hang up to quit.

5-22 System Management

Modifying the Menu Definition and Day Menu Prompts

Update Forms 3 and 4A for the voice messaging system to show modifications to the Menu Definition and/or Day Menu Prompts; then use the updated forms while performing the following procedure.

To change the Menu Definition and/or the Day Menu Prompts:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [3] for Automated Attendant. The system plays:

To program the Day Menu, press 1. For the Night Menu, press 2.

Press [1] . The system plays:

To play the menu, press 2; to modify the menu, press 6.

If finished, press * #.

Press [6] . The system plays:

Please enter a selector code from 1 to 9. When finished modifying the Menu Definition, press * #.

If you want to modify only the Day Menu Prompt, press [∗] [#] and go to Step

12. Otherwise, continue with Step 6.

Enter a Selector Code from 1 through 9.

6. The system plays the current Selector Code Action, then asks:

Do you want to make a modification? Press 9 to confirm

or 6 to cancel.

Press [9] to confirm that you want to modify this Selector Code.

At this point, do one of the following:

■

If you want to return the Selector Code to the factory setting (direct extension transfer for Selector Code 1 through 8 and transfer to receptionist’s mailbox for Selector Code 9), press [5]

■

If you want to assign a different extension or group to the Selector Code, press [1]

then enter the desired extension or group number,

followed by [#] .

Repeat Steps 6 through 8 for each Selector Code you want to modify.

System Management

5-23

10.

Press [∗] [#] to finish modifying the Menu Definition. The system plays:

To record Primary Language prompt, press 1.

Secondary Language prompt, press 2.

To save Menu

Definition changes, press #.

If you do not want to record a Day Menu Prompt, press [#] to approve the

11.

Menu Definition and go to Step 19; otherwise, continue with Step 12,

12.

Lift the handset and:

Press [1] to record the Day Menu Prompt in the Primary Language.

■

Press [2] to record the Day Menu Prompt in the Secondary Language.

Record the prompt after the beep.

13.

14.

Press [1]

15.

Choose an option or skip this step:

■

when you are finished recording.

Press [2] [1] to immediately re-record this Day Menu Prompt. Begin recording immediately after the beep; press [1]

after recording.

Repeat, if desired.

■

Press [2]

■

Press [*]

[3] to play back this Day Menu Prompt.

[3] to delete this Day Menu Prompt. The system plays:

Deleted. To record Primary Language prompt, press 1. To record Secondary Language prompt, press 2. To save Menu Definition changes, press #,

To record

Return to Step 12.

16.

Press [∗] [#] to approve this Day Menu Prompt. The system plays:

Approved.

To record the Day Menu Prompt in the other language, repeat Steps 12

17,

through 16.

18.

Press [#]

to approve all changes. The new Day Menu Prompts and Selector

Code changes now take effect.

19.

Press [∗]

[7] to return to the Programming Main Menu or hang up to quit,

Modifying the Night Menu Prompts

Update Form 5A for the voice messaging system to show modifications to the Night Menu Prompts; then use the updated form while performing the following procedure.

To change the Night Menu Prompts:

Access the Programming Main Menu:

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options,

5-24 System Management

Press [3] for Automated Attendant. The system plays:

To program the Day Menu, press 1. press 2.

Press [2] . The system plays:

To play the menu, press 2;

to modify the menu, press 6.

If finished, press * #.

Press [6] . The system plays:

To record Primary Language prompt, press 1.

Secondary Language prompt, press 2. recordings, press #.

Lift the handset:

■

Press [1] to record the Night Menu Prompt in the Primary Language.

■

Press [2] to record the Night Menu Prompt in the Secondary Language.

Record the prompt after the beep.

Press [1] Choose an option or skip this step:

■

when you are finished recording.

Press [2] [1] to immediately re-record this Night Menu Prompt. Begin recording immediately after the beep; press [1] Repeat, if desired.

■

Press [2]

[3] to play back this Night Menu Prompt,

For the Night Menu,

To record

To save any

after recording.

■

Press [∗]

[3] to delete this Night Menu Prompt. The system plays:

Deleted. To record Primary Language prompt, press 1.

To record Secondary Language prompt, press 2. To save any recordings, press #.

Return to Step 5.

Press [∗] [#] to approve this Night Menu Prompt. The system plays:

9. Approved.

10.

To record the Night Menu Prompt in the other language, repeat Steps 5

through 9.

11.

Press [#]

to approve all changes. The new Night Menu Prompts now take

effect.

12.

Press [∗]

[7] to return to the Programming Main Menu or hang up to quit.

System Management

5-25

Group Call Distribution

Use this communications system procedure to specify a new outside line on which you want Automated Attendant Service.

Update Line Coverage on Form A, Page 1 of 2 of the System Planner for the communications system to show modifications to VMS-AA lines before you begin.

To assign VMS-AA lines to Hunt Group 7:

Press [ Feature ]

Enter the System Password, if required. Press [#] [2] [0] [6] * .

3. At the

Group:

At the Line: prompt, enter the first VMS-AA line to be programmed as

specified in the Line Coverage column of Form A, Page 1 of 2.

Press [ Next Data ] until the display reads choose

3 VMS Line Cover

rather than Automated Attendant Service to the line.)

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

number displays.

[0] [0] [ System Program ] [ System Program ] .

prompt press [7] .

1 Assigned.

(Be careful not to

because you will assign VMS Line Coverage

Press [ Next Data ] until the display reads

Repeat Steps 7 and 8 for each VMS-AA line.

10.

Press [ Feature ] [0] [0] to exit programming.

VMS Hunt Delay

Use this communications system procedure to specify either immediate or delayed call handling.

Update Form A, Page 2 of 2 of the System Planner for the communications system to show modifications to the VMS Hunt Delay setting before you begin.

To change the VMS Hunt Delay setting:

Press [ Feature ] [0] [0] [ System Program ] [ System Program ] .

Enter the System Password if required.

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

4. Press [ Next Data ] until the appropriate value displays.

Press [ Feature ] [0] [0] to exit programming,

1 Assigned.

In some countries, the procedure code for Group Call Distribution is #205, Check the Programming and Use

guide for the communications system.

5-26 System Management

Automatic Extension Privacy

If VMS Hunt Delay is set to Immediate, use this procedure to prevents users

from accidentally picking up calls sent to the voice messaging system.

Update Form B1 of the System Planner for the communications system to show

Automatic Extension Privacy (#304) as Assigned for the PARTNER MAIL VS

extensions.

To change the Automatic Extension Privacy setting:

Press [ Feature ] [0] [0] [ System Program ] [ System Program ] .

1. Enter the System Password, if required.

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

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

Press [ Next Data ] until the display reads

Press [ Next Item ] or [ Prev Item ] until the next PARTNER MAIL VS extension number

specified on Form B1 displays. Press [ Next Data ] until the display reads

If additional PARTNER MAIL VS extensions are specified on Form B 1, repeat

Steps 6 and 7 for each one.

Press [ Feature ] [0] [0] to exit programming.

VMS Hunt Schedule

Use this communications system procedure to specify when the

communications system is to route calls to the voice messaging system.

Update Form A, Page 2 of 2 of the System Planner for the communications system to show modifications to the VMS Hunt Schedule setting before you begin.

To change the VMS Hunt Schedule setting:

Press [ Feature ] [0] [0] [ System Program ] [ System Program ] .

1. Enter the System Password if required.

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

3. Press [ Next Data ] until the appropriate value displays.

1 Assigned.

Press [ Feature ] [0] [0] to exit programming.

System Management 5-27

Modifying Mailboxes

The voice messaging system is shipped with mailboxes already created for a

predetermined number of extensions. If a Mailbox Expansion Card is installed,

mailbox capacity is doubled. The characteristics of mailboxes are as follows:

■

Receptionist’s Extension. Extension 10 has a maximum storage capacity of 30 minutes (or 120 messages).

■

All Other Extensions. Other extensions each have a maximum storage capacity of 10 minutes (or 40 messages).

Figure 5-3. Modifying Mailboxes

5-28 System Management

If you need to change current mailbox programming, you can use the instructions presented in this section. For example:

■

If an employee leaves the company, you can set up the previously assigned mailbox number for a new employee. To do so, use

“Re-initializing a Mailbox,” which returns the mailbox to its factory settings.

■

If you want to reassign a mailbox (move a mailbox from the current extension to a different one), first use “Deleting a Mailbox” then use “Creating a Mailbox.” Keep in mind that you should always delete

mailboxes from extensions to which you connect auxiliary equipment (such as doorphones and fax machines) to keep the maximum number of mailboxes available for subscribers.

■

If a subscriber forgets his or her password, use “Re-initializing a Password” to return the password to the factory setting ( 1234).

■

If a subscriber would like to interact with Voice Mail Service using a language different from the one assigned to his or her mailbox, use

“Modifying a Mailbox’s Language.”

Before you change mailbox assignments, you should review the next two sections “Hardware Considerations” and “Guest Mail boxes.”

System Management

5-29

Hardware Considerations

After you delete a mailbox, you can reassign that mailbox to another

subscriber’s extension using the “Creating a Mailbox” procedure. Remember

that mailbox numbers and extension numbers are the same. You also can

assign available mailboxes to extensions that do not have phones connected to them so that guests—employees who work off-premises most of the time, such as salespeople—can access messages while on the road. See “Guest Mailboxes” on the next page for details.

After initial installation, you have default mailboxes for a predetermined number

of extensions. When you reassign mailboxes, you can use any mailbox in your system’s dial plan. The dial plan is the maximum number of extensions supported by your system. This means on a PARTNER Plus system, you can create mailboxes for extensions 11 through 33; on a PARTNER II or PARTNER 48 system, you can create mailboxes for extensions 11 through 57. (Note that the mailbox at extension 10 cannot be deleted.) Figure 5-4 shows the dial plan for each system.

Figure 5-4. Dial Plan

Keep in mind that the modules you have installed in your control unit may differ from this figure, and will determine the number of extension jacks to which you can connect phones.

5-30 System Management

Guest Mailboxes

You can assign available mailboxes to extensions in the dial plan that do not

have phones connected to them. Guest mailboxes are useful for employees

who work off-premises most of the time. Guest mailboxes provide all the benefits of a regular mailbox except the subscriber does not receive visual indication of a message deposited in the mailbox since there is no phone (and therefore no message waiting light) associated with the mailbox. Guests can call the voice messaging system from any touch-tone phone to retrieve their messages.

Review the following notes before you program guest mailboxes:

■

If you have empty slots in the control unit, you can assign guest mailboxes to those extensions in the dial plan that correspond to the

you start assignments from the high end of the dial plan. (On a PARTNER

■

empty slot(s). When you assign guest mailboxes, it is recommended that Plus system, work backwards from extension 33; on a PARTNER II or

PARTNER 48 system, work backwards from extension 57.) After you create a guest mailbox, use “Automatic VMS Cover,” later in

this section, to assign automatic coverage to the guest mailbox. Calls to these extensions are routed immediately to the mailbox—the call

does not try ring the extension first.

If you do not have empty slots in the control unit, you can assign guest mailboxes to the unused extension numbers associated with the voice messaging system module. Calls to these extensions are routed to the subscriber’s mailbox after four rings.

The voice messaging system module uses the bottom two extension

numbers associated with the slot in which the module is installed (see Figure 2-2 in Chapter 2). For example, if the module is installed in Slot 3, it uses extensions 26 and 27. In this case, you can use extensions 22 through 25 for guest mailboxes.

System Management

5-31

Checking a Mailbox’s Status

Use this procedure to determine if a mailbox exists:

Access the Programming Main Menu:

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [4] to program mailboxes, The system tells you how many mailboxes

2. currently exist and how many are allowed, then:

Please enter the mailbox number followed by # or press

# for the next mailbox.

Enter the number of the mailbox whose status you want to check followed by

[#] , or simply press [#] .

The system responds as follows:

■

If you entered a mailbox number followed by [#] , the system tells you

whether or not the mailbox exists.

■

If you entered [#] , the system tells you the number of the first existing mailbox.

Press [#] repeatedly to hear the next existing mailbox number.

4. Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

5-32 System Management

Deleting a Mailbox

Update Form 2 for the voice messaging system to show mailboxes to be deleted; then use the updated form while performing the following procedure.

Review the following notes before you delete a mailbox:

■

The receptionist’s mailbox (at extension 10) cannot be deleted.

■

Any messages in the mailbox are lost when a mailbox is deleted. The message light is turned off. The personal greeting is lost.

■

If you delete a mailbox from an extension that has VMS Cover assigned, unassign Automatic VMS Cover or remove the VMS Cover button. This prevents unanswered intercom and transferred calls to this extension from being transferred to the receptionist’s extension.

■ If you delete a mailbox that was assigned a line owner using VMS Line

Cover, either delete line ownership from that line or assign a different mailbox as the owner of that line. Similarly, if you delete a mailbox that was assigned a line owner using Extension Line Coverage, either

unassign coverage or assign a different extension as the owner.

IMPORTANT:

As a safeguard against toll fraud, delete unused mailboxes. To delete a mailbox:

Access the Programming Main Menu:

1. a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button, b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [4]

to program mailboxes. The system tells you how many mailboxes

exist and how many are allowed, then:

Please enter the mailbox number followed by # or press # for the next mailbox.

Enter the number of the mailbox you want to delete followed by [#] . The

3. system says whether or not the mailbox exists, then:

To re-initialize the password, press 3. To re-initialize

the mailbox, press 4.

To delete the mailbox, press * D.

[∗]

[3] . The system plays:

press 6.

Press

Mailbox XX has YY messages.

To program the Mailbox Language,

Do you want to delete?

Press 9 to confirm or 6 to cancel .

Press [9] to confirm mailbox deletion. The system plays:

Deleted.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

System Management

5-33

Creating a Mailbox

Update Form 2 for the voice messaging system to show mailboxes to be created; then use the updated form while performing the following procedure.

The system is shipped with mailboxes for a predetermined number of

extensions, If you already have the maximum amount of mailboxes, you must delete an unused mailbox before you can create a new one.

Review the following notes before you create a mailbox:

■

Mailboxes can be created for extensions 11 through 33 for the PARTNER Plus system, and 11 through 57 for the PARTNER II or PARTNER 48 system. See “Hardware Considerations” earlier in this chapter for details.

■

When a mailbox is created, it uses the factory set password ( 1234) and the factory set Mailbox Language in either the System Language (in Monolingual Mode) or the Primary Language (in Bilingual Mode). The Mailbox Language can be changed on a per mailbox basis. See “Modifying a Mailbox’s Language” later in this chapter for details,

■

You can create a guest mailbox for an extension that does not have a phone connected to it. See “Guest Mailboxes” earlier in this chapter for details.

To create a mailbox:

Access the Programming Main Menu:

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [4] to program mailboxes. The system tells you how many mailboxes

exist and how many are allowed, then:

Please enter the mailbox number followed by # or press # for the next mailbox.

Enter the number of the mailbox you want to create followed by [#] . The system plays:

Mailbox XX does not exist. press 4.

If finished with this mailbox, press * #, or

To create this mailbox,

press # for the next mailbox.

4. Press [4] . The system plays:

Created.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

5-34 System Management

Re-initializing a Password

If a subscriber forgets the password for his or her mailbox, you can re-initialize

the password to the factory setting of 1234 so the user can retrieve messages.

Remind the subscriber to change the password immediately after logging in for

the first time. To re-initialize a password to 1234:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button.

b. Press [9] [9] [#] .

c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [4] exist and how many are allowed, then:

Please enter the mailbox number followed by # or press # for the next mailbox.

Enter the number of the mailbox whose password you want to re-initialize

3. followed by [#]

Mailbox XX exists. To re-initialize the password, press 3. program the Mailbox Language, press 6. mailbox, press * D. press

Press [#] , The system plays:

The password has been re-initialized.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

Re-initializing a Mailbox

To prepare a previously used mailbox for a new subscriber, you can re-initialize

the mailbox. This procedure deletes any messages left in the mailbox, turns off the phone’s message light (if lit), erases the personal greeting (if recorded), changes the password back to the factory setting (1234), and changes the Mailbox Language back to either the System Language (Monolingual Mode) or the Primary Language (Bilingual Mode).

to program mailboxes. The system tells you how many mailboxes

* #, or press # for the next mailbox.

. The system plays:

To re-initialize the mailbox, press 4. To

To delete the

If finished with this mailbox,

To re-initialize a mailbox:

Access the Programming Main Menu:

a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

System Management

5-35

Press [4] to program mailboxes. The system tells you how many mailboxes exist and how many are allowed, then:

Please enter the mailbox number followed by # or press # for the next mailbox.

Enter the number of the mailbox you want to re-initialize followed by [#] .

The system plays:

Mailbox XX exists. To re-initialize the password, press 3. program the Mailbox Language, press 6. press * D. If finished with this mailbox, press * #, or press # for the next mailbox.

Press [4] . The system plays:

To re-initialize the mailbox, press 4. To

To delete,

Mailbox XX has YY messages.

re-initialize this mailbox? cancel.

Press [9] . The system plays:

Re-initialized.

Press [∗] [7] to return to the Programming Main Menu or hang up to quit.

Playing a Mailbox's Language

To play the language currently used for a mailbox:

Access the Programming Main Menu: a. Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. b. Press [9] [9] [#] . c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [4] to program mailboxes. The system tells you how many mail boxes exist and how many are allowed, then:

Please enter the mailbox number followed by # or press # for the next mailbox.

Do you want to Press 9 to confirm or 6 to

Enter the number of the mail box whose Ianguage you want to play followed by

. The system plays:

[#]

Mailbox XX exists. To re-initialize the password, press 3. program the Mailbox Language, press 6. To delete the mailbox, press * D. press * #, or press # for the next mailbox.

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To re-initialize the mailbox, press 4. To

If finished with this mailbox,

Press [6] . The system plays:

To play Mailbox Language, press 2.

Language, press 6.

Press [2] . The system plays:

Mailbox language is LANGUAGE (where LANGUAGE is the

current language) .

Press [*] [7] to return to the Programming Main Menu or hang up to quit.

Modifying a Mailbox’s Language

Update Form 2 for the voice messaging system to show the languages assigned to mailboxes; then use the updated form while performing the following

procedure.

To modify a mailbox’s language:

Access the Programming Main Menu: a. Press

b. Press [9] [9] [#] .

c. Enter the Mailbox Password and press [#] d. Press [9]

The system plays the system programming options.

Press [4] to program mailboxes. The system tells you how many mailboxes

exist and how many are allowed, then:

[ Intercom ]

To modify Mailbox

If finished, press * #.

[7] [7] [7] or the programmed VMMsgs button.

Please enter the mailbox number followed by # or press # for the next mailbox.

Enter the number of the mailbox whose language you want to modify followed

The system plays:

by [#].

Mailbox XX exists. press 3. program the Mailbox Language, press 6. mailbox, press * D. press * #,

Press [6] . The system plays:

To play Mailbox Language, press 2. Language, press 6.

Press [6] . The system plays the current Mailbox Language, then prompts you

to enter the number corresponding to the desired language. Enter the number corresponding to the language you want to use for this

6. mailbox. The system plays:

For LANGUAGE (where LANGUAGE is the current language), press 9 to confirm or 6 to cancel.

To re-initialize the mailbox, press 4. To

or press # for the next mailbox.

To re-initialize the password,

To delete the

If finished with this mailbox,

To modify Mailbox

If finished, press * #.

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Either:

■ Press [9] to confirm. The system plays:

Mailbox Language has been changed.

■ Press [6] to cancel. The system plays:

Mailbox Language has not been changed.

Press [*] [7] to return to the Programming Main Menu or hang up to quit.

Automatic VMS Cover

Use this communications system procedure to assign automatic voice mail coverage to the appropriate extensions.

Update Form B2 of the System Planner for the communications system before

you begin. To assign Automatic VMS Cover to extensions:

Press

[ Feature ]

Enter the System Password if required.

[0] [0] [ System Program ] [ System Program ] .

Press [#]

Enter the number of the extension to be covered by the voice messaging system.

Press [ Next Data ] until the display reads

5. TO program another extension, press [ Next Item ] or [ Prev Item ] until the extension

6. number shows on the display. Then repeat Step 5.

Press

VMS Cover Rings

Use this communications system procedure* to change the number of times calls should ring at the extension before they are sent to the subscriber’s mailbox.

Update Form A, Page 2 of 2 of the System Planner for the communications system before you begin.

To change the number of times calls ring before they are sent to the voice

messaging system:

Press

Enter the System Password, if required,

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

[3] [1] [0] .

[ Feature ]

1 ASSigned.

[0] [0] to exit programming mode.

[0] [0] [ System Program ] [ System Program ] .

Enter the VMS Cover Rings setting.

Select another procedure or exit programming mode.

VMS Cover Rings (#117) is not available on all systems. Check the Programming and Use guide for the communications system.

5-38 System Management

Line Coverage

This feature lets callers who call in on a covered line leave messages in the

mailbox of a specific subscriber. Line coverage typically is used for personal lines or outside access to the voice messaging system if Automated Attendant Service is not used.

There are two ways to setup line coverage:

■ For VMS Line Coverage, you must program the voice messaging

system’s Line Ownership feature and the communication system’s Group Call Distribution (#206)* feature.

With this method, when a call on a covered line is not answered within five rings, the voice messaging system routes the caller to the line owner’s mailbox. The caller then hears the personal greeting for the

line owner’s mailbox.

■ For Extension Line Coverage, you only need to program the

communication system’s Line Coverage Extension (#208) † feature. This method provides flexibility for calls ringing on covered lines. You

can specify the number of times calls ring at the user’s extension before going to the user’s mailbox (using the communication system’s VMS Cover Rings (#117) † feature). In addition, if the user’s extension has Do Not Disturb on, calls on the line can go immediately to coverage.

For both types of line coverage, voice mail coverage must be on at the user’s extension.

IMPORTANT:

A line can be assigned coverage as described in this section or it can be assigned Automated Attendant Service coverage — a single line cannot be assigned both types of coverage.

In some countries, the procedure code for Group Call Distribution is # 205, Check the Programming and Use

guide for the communications system.

† Line Coverage Extension (#208) and VMS Cover Rings (#117) are not available on all systems, Check the

Programming and Use guide for the communications system.

System Management 5-39

AT&T Partner Mail VS R3 Installation and Programming

Specifications and Main Features

Frequently Asked Questions

User Manual

About This Guide

Important Safety Instructions

Overview

Tutor Feature

Languages

Voice Messaging Services

Automated Attendant Service

Automated Attendant Options

Music On Hold

Call Answer Service

VMS Extension Coverage

Line Coverage

Voice Mailbox Transfer

Voice Mail Service

Mailboxes

Guest Mailboxes

Important Safety Instructions

Installation

Before You Start

Understanding Programming

Communications System Programming

Planning Forms

Using System Programming

The Programming Overlays

Programming Mode

Voice Messaging System Programming

Planning Forms

Using System Programming

The Programming Main Menu

Accessing the Programming Main Menu

Programming Guidelines

Initial Programming

Overview

Initial System Setup

VMS Hunt Group Extensions

Transfer Return Extensions

Voice Messaging System Programming

Language

Monolingual Mode

Bilingual Mode

Automated Attendant Service

Monolingual Mode

Bilingual Mode

Voice Mail Service

Deleting a Mailbox

Creating a Mailbox

Modifying a Mailbox’s Language

Line Ownership

Assigning Line Ownership

Communications System Programming

Automated Attendant Service

Group Call Distribution

VMS Hunt Delay

Automatic Extension Privacy

VMS Hunt Schedule

Night Service

Music on Hold

Call Answer Service

Line Coverage

Automatic VMS Cover

VMS Cover Rings

Telephone Button Programming

VMS Cover

Do Not Disturb

Voice Mailbox Transfer

Voice Mail Messages

Verifying System Operation

Voice Mail Service

Automated Attendant Service

Day Menu

Night Menu

Call Answer Service

VMS Extension Coverage

VMS Line Coverage

Line Coverage Extension

Initial Proramming Flowchart