Comdial Interchange User Guide
Interchange/Corporate Office
Mailbox Owner User’s Guide
Interchange/Corporate Office
Mailbox Owner User’s Guide
Copyright © 2003 Comdial Corporation
All rights reserved. Unauthorized use of this
document is prohibited.
Comdial Corporation
106 Cattleman Road, Sarasota, FL 34232
(941) 554-5000 or (800) 419-3800
-Notice-
Comdial reserves the right to make any
changes and improvements in the product
described in this document at any time and
without prior notice.
Interchange and Corporate Office are trademarks of Comdial Corpora-
tion. All other product names are trademarks of their respected owners.
First Edition
March, 2003
Printed in the USA
ii GCA70-394 Mar ‘03
This Mailbox Owner User’s Guide is applicable for the following
systems.
Product Required Software Version
Corporate Office 8.5.9 or later
Interchange 11.1 or later.
GCA70-394 Mar ‘03 iii
Document Revision History
Date Affected Pages Change
Mar 28 2003 i-36 Original Release
iv GCA70-394 Mar ‘03
Mailbox Owner’s User Guide
TABLE OF CONTENTS
1. Using Your Mailbox
1.1 Identifying Yourself as the Mailbox Owner ............... 1
1.2 New User Tutorial ..................................................... 3
1.3 Selecting Main Menu Options .................................. 8
1.4 Listening to Messages ............................................ 11
1.4.1 Listening to New Messages .................................. 13
1.4.2 Listening to Saved (Old) Messages ...................... 13
1.4.3 Selecting Options Between Messages ................. 14
1.5 Sending a Message ................................................ 20
1.6 Changing Mailbox Options .................................... 23
1.6.1 Recording a Name ................................................ 23
1.6.2 Recording a Greeting ............................................ 24
1.6.3 Changing a Password ........................................... 26
1.6.4 Changing the Call Transfer Service ...................... 26
1.6.5 Changing the Message Notification Service ......... 27
1.6.6 Changing The Pager Service ................................ 28
1.6.7 Reviewing Messages Scheduled For Future
Delivery ................................................................ 29
1.6.8 Changing The Personal Distribution Lists ............. 30
1.6.9 Retrieving A Message Already Sent To Another
Mailbox ................................................................ 30
1.6.10 Logging Into And Out Of Customer Service
Boxes ................................................................... 31
1.7 Listening To Question Box Answers ...................... 31
1.8 Changing Languages In A Mailbox ........................ 32
Mar ‘03 Comdial v
Contents
1.9 Placing an Outgoing Call from a Mailbox ............... 33
1.10 Exiting a Mailbox .................................................. 33
vi Comdial Mar ‘03
Mailbox Owner User’s Guide
1. USING YOUR MAILBOX
Your voice processing system (Interchange or Corporate Office)
allows you to make changes to your mailbox settings by calling into
the system over the phone.
1.1 Identifying Yourself as the Mailbox Owner
When you call in to your voice mail system, you are treated as an
outside caller and you can leave messages, transfer to an extension,
and access features available to outside callers. To listen to the messages in a mailbox, you must identify yourself to the system as the
mailbox owner by logging into your mailbox.
To log into a mailbox, you must access the voice mail gateway by
calling into system box 9992. Normally, you access this system box
via a routing box. By default, on all routing boxes set up on the
system, the # key routes callers who press it to box 9992 (the gateway
box). If you set up additional routing boxes, Comdial strongly recommends that you retain the 9992 setting beside the # key on routing
box setup screens. This way, a caller can press # from almost anywhere in the system to access the voice mail gateway, which provides
access to system mailboxes.
You can also access the voice mail gateway by pressing # when the
system is playing the greeting for a mailbox (for example, “Hi, this is
Mary. Sorry I can’t take your call. Leave me a message after the
tone…”).
When the system routes your call to the voice mail gateway (box
9992), the system prompts you to enter your mailbox number. Once
you enter a valid mailbox number, the system prompts you for the
password to the mailbox. Once you enter the valid password, you
gain access to the mailbox, including all the messages it stores.
Mar ‘03 Comdial 1
Using Your Mailbox
HINT
If the system pauses for a few seconds
after you finish entering the password,
press the # key. This tells the system that you have
finished dialing.
If you enter an invalid password, the system asks you for the mailbox
and password up to two more times. If you do not enter the correct
password during the second or third attempt, the system says, “Good-
bye,” and disconnects the call.
If you press # once when asked for the password, the system assumes
you do not want to log in to the mailbox.
2 Comdial Mar ‘03
Mailbox Owner User’s Guide
1.2 New User Tutorial
The first time new owners open their mailboxes, the system provides
a brief tutorial session that explains a few basic functions. The
system then allows owners to record their names, record their personal greetings, and select their passwords. The tutorial is described
in the following table.
Tut or ia l
Part
Tutorial
Introduction
Tuto r ia l Text Keypress Results
“Welcome to your
new mailbox. In
order to familiarize
you with your new
mailbox, we would
like to briefly
describe some of
its features. You
may exit from this
tutorial at any time
by pressing the
pound key.”
If you press #, the tutorial stops
and the system plays the
mailbox Main Menu. Pressing #
does not permanently remove
the tutorial; the next time you
log into the mailbox the tutorial
starts again.
If you press *, the tutorial stops
and the system plays the
mailbox Main Menu. However,
pressing * permanently disables
the tutorial. It will not be played
the next time you log into the
mailbox.
Mar ‘03 Comdial 3
Using Your Mailbox
Tut or ia l
Part
Recording
You r N a m e
Tuto r ia l Text Keypress Results
“There are times
when I need to say
your name. For
example, when the
system is about to
transfer a call to
your extension, the
caller will hear:
‘Please hold while
I transfer your call
to Mary Jones.’ I
need to record your
name. Press 1 if
you would like to
record your name.
Otherwise, press
2.”
If you press 1, the system
prompts you to record your
name. After recording the name,
the system plays it back to you
and allows you to accept the
recording or re-record or delete
it.
If you press 2, the system does
not prompt you to record a name
and proceeds to the next step in
the tutorial.
If you press # or * the tutorial
ends, and the system plays the
mailbox Main Menu.
Note: Until mailbox owners
record their names, the system
substitutes the prompt, “that
extension” as a default.
4 Comdial Mar ‘03
Mailbox Owner User’s Guide
Tut or ia l
Part
Recording
Your
Greeting
Tuto r ia l Text Keypress Results
“If you are not able
to answer your
phone, I will play
your personal
greeting to the
caller. Your
greeting should
sound something
like this: ‘Hello,
this is Mary. I’m
sorry I cannot take
your call right now.
If you would like
to leave me a
message, press 1,
or press 3 if you
would like to speak
to someone else.’
Once you have
recorded your
greeting, you can
change it at any
time. Press 1 if
you would like to
record your
personal greeting
now. Otherwise,
press 2.”
If you press 1, the system
prompts you to record your
greeting (if the mailbox is
allowed multiple greetings in its
assigned class of service, the
greeting recorded here is
greeting 0). After the system
records the greeting, it plays it
back to you and allows you to
accept it, re-record it, or delete
it.
If you press 2, the system does
not prompt you to record a
greeting and proceeds to the next
part of the tutorial.
If you press # or * the tutorial
ends, and the system plays the
mailbox Main Menu.
Note: Until mailbox owners
record their greetings, the
system substitutes the greeting,
“is not available right now” as a
default.
Mar ‘03 Comdial 5
Using Your Mailbox
Tut or ia l
Part
Entering a
Password
Tuto r ia l Text Keypress Results
“To protect your
privacy, you will
be asked to enter
your password
each time you open
your mailbox.
This prevents
unauthorized
callers from
gaining access to
your messages.
You should change
your password
frequently. If you
would like to
change it now,
press 1.
Otherwise, press
2.”
Note: By default, each new
mailbox uses the mailbox
number as the initial password.
If you press 1, the system
prompts you to enter a new
password up to the maximum
number of digits allowed. When
you enter a new password, the
system repeats the digits and
asks for confirmation. You can
accept the new password or
enter a different password.
If you press 2, the tutorial does
not prompt you to enter a new
password, and the system retains
the default password.
If you press # or * the tutorial
ends, and the system plays the
mailbox Main Menu.
6 Comdial Mar ‘03
Mailbox Owner User’s Guide
Tut or ia l
Part
Including
Your Name
in the
System
Directory
Tuto r ia l Text Keypress Results
“If you would like
to be included in
the dial-by-name
directory, press 1.
Otherwise press
2”.
If the last name field of the
mailbox on the mailbox screen is
blank (or if it consists entirely of
digits), the system offers you the
option to have your name
included in the system’s
directory. The system directory
is available to callers attempting
to reach a specific party.
If you press 1, the system
prompts you to indicate the
numbers on the telephone
keypad corresponding to the
letters that spell out the first 3
letters of your last name. Once
you enter the numbers (letters),
the system repeats them.
If you press 2, your name is not
included in the dial-by-name
system directory.
If you press # or * the tutorial
ends, and the system plays the
mailbox Main Menu.
Note: If there is no name
recorded for this mailbox, the
system will not include it in the
directory.
Mar ‘03 Comdial 7
Using Your Mailbox
Tut or ia l
Part
Concluding
the tutorial
Tuto r ia l Text Keypress Results
“Thank you for
taking part in the
tutorial. The
tutorial will be
repeated each time
you open your
mailbox. If you
would like to
cancel it, press the
star key now.”
If you press *, the system
disables it for the mailbox. If
you do not press a key, the
system plays the mailbox Main
Menu and repeats this tutorial
the next time you log into the
mailbox.
1.3 Selecting Main Menu Options
When you open your mailbox, the system says your name and tells
you how many messages you have. For example, “John Smith, you
have five new messages (two of these are marked urgent) and one old
message.”
The system then plays the Main Menu, offering you various options.
Note: Not every system or mailbox has access to every option.
“To listen to your messages, press 1.
To send a message, press 2.
To change your options, press 3.
To listen to questionnaire answers, press 4.
a question box)
(heard only if mailbox owns
To change languages, press 5. (heard only if multi-lingual capability is in
use)
or supervisor functions, press 6.
F
To place an outgoing call, press 0.
Or, to exit, press #.”
8 Comdial Mar ‘03
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