Avaya PARTNER MAIL User Manual

Using PARTNER® MAIL VS System Release 5

585-322-531 Comcode 108355140 Issue 1 December 1998

Notice

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

Your Responsibility for Your System’s Security

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

You and 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. Lucent Technologies 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. Lucent Technologies will not be responsible for any charges that result from such unauthorized use.

Lucent Technologies Fraud Intervention

If you suspect that you are being victimized by toll fraud and you need technical support or assistance, call the National Customer Care Center at 1 800 643-2353.

Trademarks

PARTNER is a registered trademark of Lucent Technologies in the US and other countries.

December 1998

Ordering Information

Call: Lucent Technologies Publications Center

Voice 1 800 457-1235 International Voice 317-322-6791 Fax 1 800 457-1764 International Fax 317-322-6699

Write: Lucent Technologies Publications Center

2855 N. Franklin Indianapolis, IN 46219

Order: Document No. 585-322-531

Comcode 108355140 Issue 1, December 1998

Support Telephone Number

In the continental US, Lucent Technologies provides a toll-free customer helpline 24 hours a day. Call the Lucent Technologies Helpline at 1 800 628-2888 or your Lucent Technologies authorized dealer if you need assistance when installing programming, or using your system. Outside the continental US, contact your local Lucent Technologies representative.

WWW Home Page

The home page for Lucent Technologies is

www.lucent.com

Using PARTNER MAIL VS System Release 5 ......................... .....1

Helpful Hints .......................... ...................................... ...................1

Logging In to Your Mailbox ...........................................................3

Creating a Message .......................................................................5

Listening to Messages ...................................................................6

Forwarding a Message ..................................................................7

Transferring to an Extension ........................................................8

Recording Your Personal Greeting ..............................................8

Administering a Personal Operator ............................................10

Changing Your Password ...........................................................11

Outcalling ......................................................................................12

Turning Outcalling On/Off .................................................................13

Listening to Outcalling Numbers ......................................................13

Getti ng In s tr u c tio n s .............. ... .. ........ .. ............... .. .. ........ .. ............... .. 13

Entering/Changing/Deleting Outcalling Numbers ...........................13

Changing/Checking the Outcal li ng Schedule ........... ............ .. .........15

Modifying the Time Interval Between Outcalling Attempts ............ 16

Modifying the Number of Outcalling Cycles .................................... 17

Administering Personal Group Lists ..........................................18

Crea tin g a Gr ou p Li s t ... ....... .. ... ....... ... .............. ... .. ....... ... .. ....... ... ....... 18

Reviewing, Deleting, or Modifying Group Lists............................... 19

Recording Calls ............................................................................20

Screening Calls ............................................................................21

Locking Your Telephone .............................................................22

Locking a System Telephone .................................. ..........................22

Locking a Standard Telephone ............................. ............ ............ ....22

Unlocking a System Telephone ........................................................22

Unlocking a Standard Telephone .....................................................22

Programming a Voice Mail Auto Dial Button .............................23

Using Dial Code/Button Features ....... ................ ................. .......24

Getting Help .......................................... ..................................... ...25

Using the Tutor Feature ............................................................... 25

Using PARTNER MAIL VS System Release 5

This system serves as your personal answering machine. Callers from inside and outside your company can hear your personal greeting and leave messages in your mailbox. You can listen to your messages, save, forward, or discard them, and you can create your own password to keep messages private. You can also create messages to send to other subscribers. And while you are away from your desk, you can have the system outcall up to five pager or telephone numbers (if permission is assigned to you) whenever a new message arrives in your mailbox. Depending on your system and the permissions assigned you, you may also be able to screen and record your calls.

Helpful Hints

■ While using Voice Mail Service, you can:

 Dial the next step of any procedure without waiting for a greeting or

prompt to finish.

 Press

 Use the following key sequences:

*3 *4 *7 *8

When you are finished using voice mail, you can either hang up or press

**9

call to the mail system from a pay phone.)

■ You can forward a message (with voice comment) from your mailbox to the

mailbox of one or more subscribers on your system.

■ You can record your own message and send it to the mailbox of one or

more subscribers on your system.

■ You can create and maintain up to 10 Personal Group Lists, consisting of

up to 48 mailboxes each, to save you time addressing and sending messages to other subscribers on your system.

to go back to the previous menu.

to delete a message

to replay a system menu or prompt

to return to the Voice Mail Activity Menu

to transfer

to end the call. (This is useful when you are making a credit card

■ You can listen to prompts in one of three available languages. See your

System Manager for more information.

■ You can adjust the playback volume while listening to messages.

■ When a message is sent to your mailbox, the PARTNER MAIL VS system

turns on the message light on your system phone. After you listen to all of your new messages, the system turns off the message light.

■ Your System Manager can change the amount of storage space for your

mailbox. To determine the amount of storage space assigned to your mailbox, see your System Manager.

■ When your mailbox is 80% full, you will hear the “Mailbox is 80%

Full” warning when you log in to Voice Mail Service. If your mailbox is

100% full, you will hear the “Mailbox is Full” warning, and your callers are notified that they cannot leave messages.

■ If your system is 100% full and you hear the “System is Ful l” warning,

see your System Manager.

■ Update your personal greeting regularly:

 Let callers know when you will return their call.

 Include information about how callers can reach a co-worker who can

help them if you are not available.

 Tell callers how they can reach someone live in an emergency.

■ You have the option of programming a personal operator for your mailbox.

If a caller listening to your personal greeting dials 0 before, during, or after leaving a message, the system will transfer the caller to the programmed personal operator.

■ If the Outcalling feature has been administered for you on your system, you

can have the system call a preprogrammed list of up to five pager or telephone numbers according to a predefined schedule whenever you receive a new message in your mailbox. You can define not only when the system attempts an outcall, but also how often it does so during a specified time interval and how many times the list of Outcalling numbers will be dialed. See your System Manager for feature availability.

■ If the Record-a-Call feature is available and has been administered for you

on your system, you can record a conversation while active on a call at your extension. The recorded conversation is saved as a message in your mailbox.

■ If the Call Screening feature is available on your system, you can listen

while a caller is leaving a message in your mailbox.

■ You can prevent calls from ringing at your telephone by pressing the Do

Not Disturb button (if one has been programmed).

Logging In to Your Mailbox

To listen to your messages or to send voice mail, you must first identify yourself to the mail system by logging in to your mailbox.

1. If you are calling from:

■ Outside your company:

 Call in on a line answered by the PARTNER MAIL VS system. When

you hear either the Automated Attendant Service menu or a subscriber's personal greeting, press

 If someone answers the call, ask them to transfer you to the

PARTNER MAIL VS system by dialing programmed button).

■ Inside your company:

 Press a programmed Auto Dial button to call the PARTNER

MAIL VS system (see Programming Auto Dial Buttons), or

 From a system phone, press

i777

 From a standard phone, press

tone.

to access your mailbox.

t777

(or pressing a

, or

777

after you hear intercom dial

2. Enter your extension number followed by

NOTE:

When dialing from your extension, just press#.

3. Enter your password followed by

NOTE:

Until you change it, the default password is 1234.

The system announces the number of new and old messages in your mailbox.

4. Select an option from the Voice Mail Activity Menu:

to create and send a message.

to listen to messages.

to change your personal greeting.

to administer a personal operator.

to change your password.

to administer Outcalling.

to administer Personal Group Lists.

to transfer to another extension.

to transfer to the receptionist at extension 10.

Creating a Message

To send a message to one or more subscribers:

1. Log in to your mailbox.

The Voice Mail Activity Menu plays.

2. Press

The prompt says, “After recording, press 1. Record at the

tone.”

3. Record your message and press

4. When you are done recording, do one of the following or go to Step 5:

■ Press

5. Press

The prompt says, “Approved. Enter mailbox number followed

by a # or to enter a group list, press *5. When finished addressing, press *#.”

6. Do one of the following:

■ Enter an extension number followed by

■ Press

to create a message.

to re-record your message. Return to Step 3.

to play back your message. Repeat Step 4.

to delete your message. Go to Step 2.

to approve the message.

an individual mailbox.

. When the system prompts you to do so, enter a Group List Number followed by the list.

to end recording.

to address the message to

to address the message to all the mailboxes in

NOTE:

You may enter a combination of individual extension numbers and Personal Group Lists. You can also press extension number or Personal Group List you entered.

7. Repeat Step 6 to address the message to additional mailboxes.

8. When finished addressing the message, press

to delete the last

to send the message.

Listening to Messages

When you log in to your mailbox to listen to messages, new messages are played before old/saved messages. All new messages are played in the order in which they were received. Note that after you have listened to a new message, it becomes an old message. However, if you press only to the message header, the message remains as a new message.

You can use the volume control feature while you are listening to messages, which is particularly useful when you are calling from off-site:

■

To increase the volume of messages being played back, press 4.

■

To decrease the volume of messages being played back, press 7.

To listen to messages in your mailbox:

1. Log in to your mailbox.

The Voice Mail Activity Menu plays.

2. Press

3. Press

to get messages. The message header plays.

to play the message. The message plays.

4. After the message plays, do one of the following:

■ Press

to forward. See Forwarding a Message.

to replay the current message header. Return to Step 3.

to replay the current message. Repeat Step 4.

to save the message and skip to the next message header.

Return to Step 3.

■ Press

to delete the message.

The prompt says “Deleted” and the next message header plays. Return to Step 3.

after listening

+ 20 hidden pages

Avaya PARTNER MAIL User Manual

Table of Contents

Using PARTNER MAIL VS System Release 5

Helpful Hints

Logging In to Your Mailbox

Creating a Message

Listening to Messages