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ExecuMail 6-5 Learning
Service Manual
28 pgs1.2 Mb0

Comdial ExecuMail 6-5 Learning Service Manual

USER’S GUIDE
c
ExecuMail
Version 6.5
COMDlnL
Made a in the USA
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The first thing to do is call the system and personalize your voice mailbox. This will make your mailbox ready to use and enroll you on the system as a subscriber. The system will ask you a few simple, yes-and-no questions to allow you to
record your name, spell your name (if required), record your personal greeting, and set your security code.
Your system manager has assigned a Personal ID number to you. As soon as you hear the system greeting, enter your Personal ID. This tells the system who you are and allows you to check messages or leave messages.
You should also set a security code that is known only to you. This keeps someone else from
using your Personal ID to hear your messages. You may change your security code as often as you like.
Your Personal Greeting
Callers hear your personal greeting before they leave you a message. For example:
“Hello, this is Pat Green. I can’t take your call at this time. Please leave a message.”
You can record and change your greeting from any touchtone phone.
If you don’t record your own greeting, the system will greet callers with your name or extension number.
Write out your greeting here, so you can record
it when you personalize your mailbox:
To get started
Call the system, using the number on the back cover.
When you hear the system’s greeting message, dial your Personal ID.
(It’s also on the back cover.)
Follow the system’s easy yes-and-no questions. Press q for yes and q for no. If you are unsure of any option, just press q for no. You can always change any option later.
When the system tells you your mailbox is set up, press q to confirm your settings.
Whenever you call to check messages, the
system starts a conversation with you that has four basic actions:
l
Check new messages
l
Leave messages
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Review old messages
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Change setup options
For each action, you’ll hear a yes-and-no question, for example: “Would you like to leave any messages?” If you press q for yes, the system will lead you step-by-step through the
action you want.
Your conversation with the system always has
these four basic actions, in this same order, so
you know what to expect.
Review Old Messages
Change Setup Options
When you leave a message, you can mark it for special delivery. There are four special delivery options available:
Urgent-Heard first, before regular messages
Private-Cannot be redirected to another person.
Future Delivery-The
message is sent at the time and day you specify.
Return receipt-The system always tells you when the person has heard the message.
You can mark a message for more than one
special delivery option. You can also change or add to the special delivery settings of a message
you’ve already sent. You may not have access to all four special
delivery options. The system will tell you which options are available, whenever you leave a message with special delivery.
To mark a new message for special delivery
1.
Record the message. When you are
finished, the system will ask if you want
to mark the message for special delivery.
2.
Press fl to request special delivery.
3.
Select the special delivery options you want.
4.
For future delivery, choose the day and time to send the message.
5.
The system will confirm what options
have been selected. Press q to send the message or H to change special delivery options.
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To change a message’s special delivery options
You can change special delivery only on messages that have not yet been received
1. Start to send a new message to the person. If the person has not yet received all your messages, the system lets you review them.
Press q to review any messages that are waiting.
Listen to the message, or press q to interrupt it.
The system asks if you want to cancel the message. Press q for no.
5.
Press q to change the message’s special delivery options. You can add or change multiple options.
6.
Repeat steps 3 through 5 for each message you want to change.
6
Once you’ve heard a new message, the system will save it for a short time as an old message (for example, until midnight). You can review these old messages and hear them again.
The system will tell you how many old messages you have available to review. The system sorts old messages in a message stack, like it does for new messages. It plays all the old messages from one person first. Then it plays the old messages from the next person.
Redirecting or Archiving Messages
After you listen to an old message, the system will ask if you want to redirect it or archive it.
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Redirecting
to another subscriber.
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Archiving
time than usual.
a message sends a copy of it
a message keeps it for a longer
To review old messages
1. Call the system. Enter your Personal ID and security code.
2. Press q for no, until you are asked to review old messages. Press q for yes.
3. The system will say the name of each person with messages for you to review. Press q until you hear the name of the person you want, then press q .
4. Listen to the old messages from that person. Press q to skip over any
message, without changing its status.
5. You may press q to interrupt a message,
if you wish to redirect or archive it immediately.
After you listen to an old message, it
deleted immediately. If you
wish to save it
longer, you must archive it.
is
You can redirect a message to another subscriber. The subscriber will receive a copy of the message you received.
While you listen to the message, press q . The system will ask if you want to redirect the message. Press q for yes. Enter the person’s last name or extension number. When you hear the name of the person you want to copy the message to, press q for yes.
You may record a new introduction to the message, if you want, to explain why
you
redirected it.
Private Messages
The sender of the original message may mark it private.
Private messages cannot be redirected.
The system will tell you if a message is marked private.
You cannot redirect a private message.
Redirecting a message copies it to another subscriber’s mailbox.
To redirect a message
This works for both old
1.
While listening to the message, press 0. Press q to confirm that you want to
2. redirect the message.
3.
With keypad letters, spell the person’s
name. Otherwise, press the person’s extension number.
4.
Press q until you hear the name of the person you want, then press q for yes.
Press q if you want to record an
5. introduction to the message. Otherwise, press H.
Press q if you want to set any special
6. delivery options. Otherwise, press q .
7.
Press fl to redirect the message to anyone else. Otherwise, press q .
and new
messages.
The system saves messages you’ve already heard for only a short time (for example, until midnight). If you want to keep a message for a longer period of time, system manager can tell you how long your system saves archived messages.
You archive a message in much the same way you redirect a message. While you listen to the message, press H. The system will ask if you want to redirect the message. Press q for no. The system then asks if you want to archive the message. Press q for yes.
you
can
archive
it. The
The system deletes
old messages after a short time.
You can hear your archived messages when you review old messages. The only difference between archived messages and old messages is
that archived messages are saved for a longer period of time.
Listen to a Message,
Then Archive It Again
Listening to an archived message removes its archive status. After you listen to it, it will be deleted to make room for new messages. If you listen to an archived message and want to keep it for a longer period,
be
sure to archive it again.
Archive a message to keep it longer.
To archive a message
This works for both old and new messages.
I, While listening to the message, press
El.
2. Press q to avoid redirecting the message.
3. Press q to archive the message.
After you listen to an old message or archived message,
If you wish to save it longer, you must
archive it each time you listen to it.
it is deleted immediately.
Leaving a Personal Message
If you call another subscriber and he or she is not available, your call may be transferred to the person’s voice mailbox. If you then enter your
Personal ID, you can leave the subscriber a personal message. Leaving a personal message lets you use the voice mail features which are not available to outside callers.
To leave a personal message, listen for the start of the subscriber’s mailbox greeting. Immediately enter your Personal ID and security code. The system will ask if you want to leave a personal message. Press q for yes. If this person left you any new messages, you’ll get a chance to hear them first, then you can record your personal message.
Leaving a Message without your ID
Of course, you can leave a message even without entering your Personal ID. However, the person then receives your message as if it were from an outside caller, and will have to dial your extension to reply to you.
When you hear another subscriber’s mailbox greeting, enter your Personal ID.
To leave a personal message
1. Call another subscriber.
2. If you hear the person’s voice mail greeting, and security code.
3. Press q to leave a personal message.
4. If the subscriber left you any new messages, you’ll get a chance to hear them first. You can then record your personal message.
immediately
enter your Personal ID
Keypad Shortcut
During the subscriber’s greeting, enter:
Personal ID + security code +
q q
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