AT&T Voice Messaging System User Manual

MERLIN MAIL 

Voice Messaging System

585-320-744

Issue 1

April 1995

Release 3

For the MERLIN LEGEND Communications System

User’s Guide

AT&T 585-320-744

Issue 1

April 1995

Notice

While reasonable effort was made to ensure that the information in this document was complete and accurate at the time of printing, AT&T cannot assume responsibility for any errors. Changes and/or corrections to the information contained in this document may be incorporated into future issues.

Your Responsibility for Your System’s Security

Toll fraud is the unauthorized use of your telecommunications system

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

You and your system manager are responsible for the security of your system such as programming and configuring your equipment to prevent unauthorized use. The system manager is also responsible for reading all installation, instruction, and system administration documents provided with this product in order to fully understand the features that can introduce risk of toll fraud and the steps that can be taken to reduce that risk. AT&T does not warrant that this product is immune from or will prevent unauthorized use of common-carrier telecommunication services or facilities accessed through or connected to it. AT&T will not be responsible for any charges that result from such unauthorized use.

Trademarks

MERLIN MAIL and MERLIN LEGEND are registered trademarks of AT&T in the U.S. and other countries.

Ordering Information

Call:

AT&T GBCS Publications Fulfillment Center Voice 1 800 457-1235 International Voice 317 361-5353

International Fax 317 361-5355

Write:

Fax 1 800 457-1764 AT&T GBCS Publications Fulfillment Center

P.O. Box 4100 Crawfordsville, IN 47933

Order:

Document No. AT&T 585-320-744 Comcode 107542870 Issue 1, April 1995

Published by GBCS Product Documentation Development

Basking Ridge, NJ 07920-2332

Table of Contents

Help Introduction Helpful Hints

Voice Mail Tips

Logging In Personal Administration

Changing Your Password Recording Your Personal Greeting Deleting Your Personal Greeting Recording Your Name Personal Operator

Message Administration

Sending A Message Listening To Messages Replying To A Message Forwarding A Message

Transferring and Using Directory

Transferring To An Extension

Using The Directory

Outcalling

Outcalling Numbers Outcalling Schedule Outcalling Delay Outcalling Cycles

Direct Voice Mail

Calling a Mailbox Using Direct Voice Mail Transfer to a Mailbox Using Direct Voice Mail Programming a Direct Voice Mail Button (MLX Telephone) Programming a Direct Voice Mail Button (Analog Multiline Telephone)

1 1

2 2 3 4 5 5 6

7 8 8 9 9

10 11 11 12 12 13 13 15 17 18

18 19 19 19 20

Help

If you have problems using voice mail, contact your system manager. If the problem cannot be solved by your system manager, in the continental U.S. please call our toll-free Helpline, available 24 hours a day, at 1 800 628-2888.

Outside of the continental US, contact your AT&T Representative or local Authorized Dealer.

Introduction

The MERLIN MAIL® Voice Messaging System Release 3 acts like a sophisticated answering machine that allows users to create, retrieve, and forward messages. Callers from inside and outside your company can leave messages in your mailbox, which you can listen to, forward,

save, or discard. A password you create keeps messages private.

You can also send messages, reply to messages, or add your comments to a message and forward both to other people in your company. Your

MERLIN MAIL Voice Messaging System may operate in one language (monolingual mode) or two languages (bilingual mode). The languages supported are English (North American), French (Canadian), and

Spanish (Latin American) in monolingual mode, and English/French or

English/Spanish in bilingual mode. If you have questions about system features and procedures, see your

system manager.

Helpful Hints

■

Program an

the MERLIN MAIL Voice Messaging System. Never program a

password on an

■

Follow these instructions to access voice mail from an external touch-

tone phone: call in on a line answered by Automated Attendant Service and press [*] operator and ask to be transferred to the MERLIN MAIL Voice Messaging System; or call in on a telephone line assigned to the MERLIN MAIL Voice Mail Service.

■

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

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

■

You may hear messages telling you that your mailbox is more than 80

percent full or is full when you log into the system. (These messages are uninterruptible.) You should delete unneeded voice messages, in order to make more storage room for messages.

■

To replay a voice mail menu, press [*] [4] .

■

To back through the voice mail menus and prompts, press [*] [#] .

■

Press [*] [7] to return to the Voice Mail Activity Menu.

Auto Dial

[7] ; or call in on a line answered by your system

button on your phone for one-touch dialing into

button.

■

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

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

■ When you are finished using Voice Mail Service, you can either hang

up or press [*]

[*] [9] to end the call. If you press [*] [*] [9] , the MERLIN MAIL Voice Messaging System will say “Goodbye,” and then disconnect. You may find this useful when placing a credit card call from a pay telephone to the MERLIN MAIL Voice Messaging System.

■ To prevent calls from ringing at your telephone and allow coverage

directly to voice mail, press the Do Not Disturb button.

■

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

■

If you have a MERLIN LEGEND®Communications System Release 3.0

or later, program a Direct Voice Mail button on your telephone to call or transfer callers directly to a co-worker’s voice mailbox.

Voice Mail Tips

Most people use the voice messaging system to answer their telephone when they are not available. The most important consideration is to help people feel comfortable leaving a message. The following suggestions will help you make effective use of your voice messaging system.

■ Update your personal greeting regularly. Callers feel most

comfortable leaving a message when greetings convey a subscriber’s status.

■ In your greeting let callers know when you will return their call.

■ Include information in your greeting about how callers can reach a

co-worker who can help them if you are not available.

■ Tell your callers how they can easily reach someone “live” if their call

is an emergency.

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

■ If you leave a message, explain why you are calling, and when you

need a response.

■ Keep your message brief and to the point.

■ If you are requesting information, leave your name, full address,

telephone number or fax number.

■ If your call is urgent, or you need assistance immediately, try

pressing [0]

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

Logging In

To listen to your messages or to send voice mail, you must first identify yourself to the MERLIN MAIL Voice Messaging System. The Login

procedure tells the system that you are an authorized user. If your voice

mailbox is locked because of too many unsuccessful login attempts, you must contact your system manager. (For more information, see the Security Violation Notification feature in the MERLIN MAIL

Messaging System Release 3 Planning, Installation, and Use manual.) To log into the voice messaging system use the following procedure:

Voice

Step 1 Step 2

Step 3

Step 4

Record Messages

Get Messages

Dial the MERLIN MAIL system extension,

Dial your extension number + [#] .

NOTE:

When dialing from your own extension you may

press [#] without entering your extension number. Dial your password + [#] . Voice Mail announces the

number of new and old messages in your Mailbox.

NOTE:

The very first time you log in, your password is not set.

Enter [#] for Step 3. Go to Step 3 in the Changing Your Password section, found on the next page.

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

Press [2] to listen to messages.

Name or Greeting

Personal Operator

Password Outcalling

Transfer

Press [3]

Press [4] to choose your personal operator.

Press [5] Press [6] to administer Outcalling (if you have this

feature).

Press [*] [T] (or [*] [8]) to transfer to another

extension.

to record your name or personal greeting.

to change your password.

Personal Administration

Use the following procedures to change your password, record a personal greeting that callers hear when they reach your mailbox, record your name, or to designate a personal operator who handles your calls when callers press [0]

Security Alert:

If you receive any strange voice mail messages, or your greeting has been changed, or if for any reason you suspect that your MERLIN MAIL Voice Messaging System is being used by someone else, contact your system manager immediately.

Changing Your Password

response to your personal greeting.

Use the following procedure to change the password needed to log into

your voice mailbox.

Choose a password that cannot be easily guessed. Do not choose a password such as 123456. Do not choose a password based on your

extension number. Do not choose a password based on any personal

information that may be found out by others, such as your birthdate or

social security number. Do not write your password down or share your

password with others.

Step 1 Step 2

Log into Voice Mail. Press [5]

prompts you to enter the new password and [#] .

Security Alert

A longer password helps prevent unauthorized access to your voice mailbox. (See the section entitled "Your Responsibility for Your System’s Security" on the inside front cover of this book.) Your password can be up to 15 digits long. A password of at least 6 digits is recommended. Passwords should be changed at least once every three months.

to change your password. The system

Step 3

Step 4

Enter the new password (up to 15 digits) followed by [#] . If your system manager has set a minimum password

length, and your password is shorter than this minimum, you hear a message that your password is too short. You must repeat Step 3 and enter a password at least as long as the minimum length. The system prompts you to re-enter password and [#]

Enter the new password again followed by [#]

Recording Your Personal Greeting

Use the following procedure to record the greeting that callers hear when calls to your extension are answered by the voice messaging system. Your greeting can be up to two minutes long.

If your system is setup in bilingual mode, you have two personal greetings: one in the primary language and one in the secondary language. Your personal greetings should tell callers to press [*] they want to hear your greeting in the alternate language.

[1] if

Step 1

Step 2 Step3

Greeting

Activity Menu

Step 4

Primary Language

Secondary Language

Quit

Step 5

Listen

Log into Voice Mail. Press [3] Choose an option: Press [1] to administer your personal greeting. If

Monolingual Mode, go to Step 5.

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

(Bilingual Mode only) Choose an option: Press [1] to administer your personal greeting in the

primary language. Press [2]

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

Repeat Step 5.

to administer your name or greeting.

to administer your personal greeting in the

[#] to quit.

Record

Step 6 Step 7

Approve

Play Back Re-record Delete

Press [1] to record your greeting. Record your greeting, then press [1]. Choose an option: Press [*] [#] to approve your greeting.

NOTE:

If system is in bilingual mode, repeat Steps 4 through 7 to record the greeting in the alternate language.

Press [2] [3] to play back your greeting. Repeat Step 7. Press [2] [1] to re-record your greeting. Go to Step 6. Press [*] [D] (or [*] [3]) to delete your greeting, and

use the one previously recorded.

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