NEC 1093098 User Manual

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Page 1

Empowered by Innovation

Introduction

Features

IntraMail

IntraMail Feature

Handbook

P/N 1093098

Rev 2, June 2006

Printed in U.S.A

01.00.00

Page 2

This manual has been developed by NEC Unified Solutions, Inc. It is intended for the use of its customers and service personnel, and should be read in its entirety before attempting to install or program the system. Any comments or suggestions for improving this manual would be appreciated. Forward your remarks to:

NEC Unified Solutions, Inc.

4 Forest Parkway

Shelton, CT 06484

www.necunifiedsolutions.com

Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a warranty of, or representation with respect to, any of the equipment covered. This manual is subject to change without notice and NEC Unified Solutions, Inc. has no obligation to provide any updates or corrections to this manual. Further, NEC Unified Solutions, Inc. also reserves the right, without prior notice, to make changes in equipment design or components as it deems appropriate. No representation is made that this manual is complete or accurate in all respects and NEC Unified Solutions, Inc. shall not be liable for any errors or omissions. In no event shall NEC Unified Solutions, Inc. be liable for any incidental or consequential damages in connection with the use of this manual. This document contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may be photocopied or reproduced without prior written consent of NEC Unified Solutions, Inc.

Printed in U.S.A.

Page 3

Table of Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Using the DSX Feature Handbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Telephone Illustrations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

IntraMail Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

IntraMail Feature Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Announcement Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Announcement Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Answer Schedule Override . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Answer Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Answering Machine Emulation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Auto Attendant Do Not Disturb. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Auto Erase or Save. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Handling Partially Reviewed Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Auto Time Stamp. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Automated Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Automated Attendant, Built-In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Automated Attendant Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Automatic Routing for Rotary Dial Callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Bilingual Voice Prompts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Call Forward to a Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Call Forwarding a Subscriber’s Direct Inward Line to their Mailbox . . . . . . . . . . . . . 30

Call Routing Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Call Screening . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Call Screening and Group Mailboxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Automatic Call Screening. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Caller ID and Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Calling the Automated Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Centrex Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Conversation Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Conversation Record Key for a Co-worker’s Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . 39

User Programmable Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Dial Action Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Directory Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Dialing Options Available while Entering a Name . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Dialing Options Available when more than one Employee has the Entered Name . . . 45

Erasing All Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Exiting a Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

External Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Getting Recorded Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Multiple Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Remote Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Guest Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

DSX IntraMail Feature Handbook

Table of Contents ◆ i

Page 4

ii ◆

Table of Contents

Instruction Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Leaving a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Log Onto Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Mailbox Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Mailbox Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Mailbox Security Code Delete. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Main Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Make Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Message Count Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Message Delete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Message Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Message Listen Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Message Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Message On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Message Playback Direction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77

Message Reply . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Next Call Routing Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Record and Send a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Security Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

System Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Time and Date with Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Time and Date Stamp. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Transfer to a Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Volume Control with Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Additional Options While Leaving a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Handling Partially Reviewed Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Telephone Display while Listening to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Local (On-site) Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Remote Log On. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

How Message Notification Works to Normal Telephone Numbers. . . . . . . . . . . . . . . 73

How Message Notification Works to Digital Pager Numbers . . . . . . . . . . . . . . . . . . . 73

Recording Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Time and Date Stamp with Caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Transfer Message Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Table of Contents

DSX IntraMail Feature Handbook

Page 5

Using the DSX Feature Handbook

Introduction

How the Feature Handbook is Organized

This feature handbook describes the features and operation of the DSX Multibutton Telephone. It is divided into two chapters, as follows:

❥

Introduction

This is the chapter you are reading now. It provides a handy quick reference chart for the system feature codes, as well as key layout illustrations for each telephone.

Features

❥

The Features chapter contains the description and operation for each DSX telephone system feature. For feature operation, use the convenient operation charts at the end of each feature.

Additionally, at the end of this manual are the DSX Program List (page 929) and Index (page 947).

The System Document CD

The System Document CD provided with your system contains documentation, software, and other DSX resources. Insert this CD into your PC and browse through its contents.

Checking your System’s Software Level

How to Check your System’s Software Level

To check your system’s software level:

Press

INTERCOM

Dial

#*#*

Press

DSX Feature Handbook

• The system software level shows on the ﬁrst line of your display.

• You see:

SPEAKER

DSX-nn vxx.xx.xx

to exit.

Introduction ◆ 1

Page 6

Charts

2 ◆

DSX Dial Codes by Feature

For this feature Dial this code When you are

Barge In (Intrusion)

Call Forwarding

INTERCOM

(Page 1 of 2)

*30

Barging-In on a co-worker’s call

Canceling Call Forwarding at an extension

INTERCOM

*32

+ Extension or 0

(for the operator)

INTERCOM

*33

Enabling Call Forwarding Busy/No Answer

Setting up Call Forwarding Off Premise

INTERCOM

*34

+ Extension or 0

Enabling Call Forwarding All Calls

(for the operator)

INTERCOM

*36

+ Extension or 0

Enabling Call Forwarding No Answer

(for the operator)

Call Waiting / Camp-On

Central Ofﬁce Calls, Placing

INTERCOM

*37

+ 2 (all calls) or 8

(outside calls)

+ Do not hang up

+ Hang up

+ Line number

(e.g., 01)

Setting up Personal Answering Machine Emulation

Camping-On to a co-worker Leaving a Callback for a co-worker

Using Line Dial-Up to place an outside call

Dial Number Preview

Directed Call Pickup

Flash

Forced Line Disconnect

Group Call Pickup

Hold

Intercom

Meet-Me Conference

INTERCOM

+ Line extension number

(e.g., 101)

90-98

Using Direct Line Access to place an outside call

Accessing a Line Group to place an outside call

+ Extension Intercepting a call ringing a

Previewing a number before dialing

co-worker’s extension

Flashing a line at a single line extension

Using Forced Line Disconnect to disconnect a busy outside line

Answering a call ringing a phone in your Pickup Group

+ Line number (e.g.,

01)

Picking up an outside call on System Hold at a co-worker’s extension

+ Extension (e.g., 301) Placing an Intercom call to a co-

worker

#11

# 12

Setting up or joining a Meet-Me Conference

Introduction

DSX Feature Handbook

Page 7

DSX Dial Codes by Feature (Page 2 of 2)

Charts

For this feature Dial this code When you are

Monitor / Silent Monitor

Night Service / Night Ring

Paging

Park

Removing Lines and Extensions

From Service

Selectable Display Messaging

Speed Dial

+ UNA code (01-04) Answering a call ringing UNA at

INTERCOM

+ Page zone (1-7 or

0 for All Call)

INTERCOM

+ System Park Orbit

(60-69)

INTERCOM

+ Extension (e.g.,

301)

INTERCOM

301) or line (e.g., 101) +

INTERCOM

#40

(to remove)

*38

+ Extension (e.g.,

(to return)

+ Message (00-16)

+ Hold + Add additional digits + Hold

INTERCOM

+ System bin (201-

299) or Personal bin (701-720)

Introduction

Setting up Monitor after calling a busy co-worker

night

Making an internal Paging announcement

Parking or retrieving a call from System Park Orbit

Using Personal Park to Park or retrieve a call at a co-workers extension

Removing or returning an extension or line to service

Enabling a Selectable Display Message

Dialing a System or Personal Speed Dial number

Transfer

Line Queuing / Line Callback

Voice Mail

Voice Over

INTERCOM

+ Extension (e.g., 301) Transferring a call to a co-worker’s

+ Extension (e.g., 301) +

V-MAIL

INTERCOM

+ V-MAIL Calling your mailbox from your key-

Lift handset + *8 Calling your mailbox from your single

INTERCOM + Extension (e.g., 301) +

V-MAIL

Hookﬂash + Extension (e.g., 301) +

INTERCOM + *37 + 2 (all calls) or 8

(outside calls)

INTERCOM + *30 Canceling Personal Answering

extension

Transferring a call to a co-worker’s mailbox

Queuing or leaving a Callback for a busy line

set

line telephone

Transferring a call to a co-worker’s mailbox from your keyset

Transferring a call to a co-worker’s mailbox from your single line telephone

Setting up Personal Answering Machine Emulation

Machine Emulation

Initiating a Voice Over to a busy extension (after hearing busy/ring tone)

DSX Feature Handbook

Introduction ◆ 3

Page 8

Telephone Illustrations

Ring/Message Lamp

Speed Dial

Bin keys

Feature keys

1093100 - 2

Thu June 8 11:52 AM Pat Smith x301

Menu Dir VM:00 CL:00

CLEARCHECK

Line 1 Line 2 Line 3 Line 4 Line 5 Line 6

Line 7 Line 8 Line 9 Line 10 Line 11 Line 12

GHI

PQRS

ABC

JKL

TUV

DEF

MNO

WXYZ

TRANSFER

FLASH

REDIAL

MUTE

INTERCOM

V-MAIL

DND

CONF

Alpanumeric Display

Soft keys

In DSX-40: Keys 1-8 are line keys. Keys 9-12 are undefined.

In DSX-80/160: Keys 1-12 are line keys.

For Attendants: Key 12 is the

Operator Call key.

SPEAKER

VOLUME

Fixed Function keys

22-Button Display Telephone

HOLD

Microphone

4 ◆ Introduction DSX Feature Handbook

Page 9

Telephone Illustrations

Ring/Message Lamp

Introduction

Speed Dial

Bin keys

Feature keys

1093100 - 1

Thu June 8 11:52 AM Pat Smith x301

Menu Dir VM:00 CL:00

CLEARCHECK

Line 1 Line 2 Line 3 Line 4 Line 5 Line 6

Line 7 Line 8 Line 9 Line 10 Line 11 Line 12

GHI

PQRS

ABC

JKL

TUV

DEF

MNO

WXYZ

TRANSFER

FLASH

REDIAL

MUTE

INTERCOM

V-MAIL

DND

CONF

Alpanumeric Display

Soft keys

In DSX-40: Keys 1-8 are line keys. Keys 9-24 are undefined.

In DSX-80/160: Keys 1-12 are line keys. Keys 13-24 are undefined.

For Attendants: Key 24 is the

Operator Call key.

SPEAKER

VOLUME

Fixed Function keys

34-Button Display Telephone

HOLD

Microphone

DSX Feature Handbook Introduction ◆ 5

Page 10

Telephone Illustrations

1093100 - 4

Soft keys

Feature keys

Thu June 8 11:52 AM Pat Smith x301

Menu Director

V-Mail 00 Calls 00

Pa e SP Dial 2

SP Dial 1

Ring/Message Lamp

CLEARCHECK

Alpanumeric Display

Soft keys

Line 1 Line 2 Line 3 Line 4 Line 5 Line 6

Line 7 Line 8 Line 9 Line 10 Line 11 Line 12

GHI

PQRS

ABC

JKL

TUV

VOLUME

DEF

MNO

WXYZ

TRANSFER

FLASH

REDIAL

MUTE

SPEAKER

INTERCOM

V-MAIL

DND

CONF

HOLD

Fixed Function keys

In DSX-40: Keys 1-8 are line keys. Keys 9-24 are undefined.

In DSX-80/160: Keys 1-12 are line keys. Keys 13-24 are undefined.

For Attendants: Key 24 is the

Operator Call key.

Microphone

34-Button Super Display Telephone

6 ◆ Introduction DSX Feature Handbook

Page 11

1093100 -3

Telephone Illustrations

Introduction

300 301 302 303 304 305

306 307 308 309 310 311

312 313 314 315 316 317

318 319 320 321 322 323

324 325 326 327 328 329

330 331 332 333 334 335

336 337 338 339 340 341

342 343 344 345 346 347

RELEASE

ALL

CALL

Park 60 Park 61

TRANSFERANSWER

Page 1 Page 2 Page 3

NightPark 62 Park 63 Park 64 Park 65 Park 66

60-Button DSS Console

DSX Feature Handbook Introduction ◆ 7

Page 12

Telephone Illustrations

8 ◆ Introduction DSX Feature Handbook

Page 13

Introduction

How To Use This Chapter

This chapter provides detailed information on the IntraMail features. The IntraMail features in this chapter are in alphabetical order, like a dictionary. This chapter subdivides each feature deﬁnition into headings as follows:

❥ Description

Read Description to get an overview of the feature.

❥ Operation

Operation provides convenient operation charts for each IntraMail feature.

IntraMail

Features

If you are not familiar with the IntraMail features, review

the IntraMail Feature Glossary on page 10.

Introduction

Features

IntraMail

Start-Up (Default) Conﬁguration

Without IntraMail Installed

The Built-In Automated Attendant is enabled. See page 25 for more.

With IntraMail Installed

IntraMail automatically assigns a mailbox to each extension in the number plan.

❥ By default in DSX-40, only the ﬁrst 8 (300-307) Subscriber Mailboxes are active/enabled.

❥ By default in DSX-80/160, only the ﬁrst 16 (300-315) subscriber mailboxes are active/enabled.

❥ The IntraMail Automated Attendant does not answer outside calls.

DSX Feature Handbook IntraMail Features ◆ 9

Page 14

IntraMail Feature Glossary

Name Description Usage

Announcement Mailbox

Announcement Message

Answer Schedule Override

Answer Table

Answering Machine Emulation

Auto Attendant Do Not Disturb

Auto Erase or Save

Mailbox that allows a prerecorded greeting to play to callers.

• See Announcement Mailbox (page 15) for more.

The message that the System Administrator records for a speciﬁc Announcement Mailbox.

• See Announcement Message (page 16) for more.

Enables an alternate greeting and alternate dialing options for callers.

• See Answer Schedule Override (page 17) for more.

Determines how the Automated Attendant answers outside calls on each line, according to the time of the day and day of the week that the call is ringing.

• See Answer Tables (page 18) for more.

A keyset on the connected telephone system can work like a home answering machine.

• See Answering Machine Emulation (page 19) for more.

Auto Attendant Do Not Disturb sends Automated Attendant calls directly to an extension user’s mailbox. Their phone will not ring for calls from the Automated Attendant.

• See Auto Attendant Do Not Disturb (page 20) for more. Also see Greeting

in this glossary

When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message.

• See Auto Erase or Save (page 22) for more.

Automated Attendant

Voice Mail

Automated Attendant

Voice Mail

Auto Time Stamp

After a user listens to a message, IntraMail can optionally

Voice Mail

announce the time and date the message was left.

• See Auto Time Stamp (page 23) for more.

Automated Attendant

The Automated Attendant can automatically answer the

Automated Attendant telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.

• See Automated Attendant (page 24) for more.

Automated Attendant, Basic

Provides built-in call answering capability when IntraMail

Automated Attendant is not installed.

• See Automated Attendant, Built-In (page 25) for more.

Automated Attendant Transfer

While on an outside call, an extension user can transfer

Voice Mail their call to the Automated Attendant so the caller can use the Automated Attendant dialing options.

• See Automated Attendant Transfer (page 27) for more.

Bilingual Voice Prompts

Call Forward to a Mailbox

• See Bilingual Voice Prompts (page 29) for more. Voice Mail

An extension user can forward their calls to their mailbox.

Voice Mail

• See Call Forward to a Mailbox (page 30) for more.

10 ◆ IntraMail Features DSX Feature Handbook

Page 15

IntraMail Feature Glossary

Name Description Usage

Call Routing Mailbox

Call Screening

Caller ID and Voice Mail

Calling the Automated Attendant

Centrex Transfer

The mailbox associated with an Answer Table that speciﬁes which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers.

• See Call Routing Mailbox (page 32) for more.

Call Screening allows a display keyset extension user to listen to (screen) a voice mail message as it is being left in their mailbox. Unlike Personal Answering Machine emulation, Call Screening does not require the extension user to forward their calls immediately to voice mail.

• See Call Screening (page 33) for more.

A telephone company service that provides a caller’s number and optional name. The telephone system can pass this information to IntraMail to enable

• See Caller ID and Voice Mail (page 36) for more.

Automated Attendant callers can use various IntraMail features and then return to the Automated Attendant for additional dialing options.

• See Calling the Automated Attendant (page 37) for

more.

The Automated Attendant to transfer a caller from a Centrex line to an outside number using the features of that Centrex line.

• See Centrex Transfer (page 38) for more.

Caller ID with Return Call

Automated Attendant

Voice Mail

System

Automated Attendant

Features

IntraMail

Conversation Record

Dial Action Table

Directory Dialing

Erasing All Messages

Exiting a Mailbox

External Transfer

Allows an extension user to record their active call as a message in their mailbox. IntraMail will broadcast a beep and a voice prompt to the callers as Conversation Record begins.

• See Conversation Record (page 39) for more.

Deﬁnes the dialing options for a Call Routing Mailbox chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers.

• See Dial Action Table (page 41) for more.

Directory Dialing allows an Automated Attendant caller to reach an extension by dialing the ﬁrst few letters in the extension user’s name.

• See Directory Dialing (page 42) for more.

Lets the System Administrator delete mailbox messages system-wide.

• See Erasing All Messages (page 46) for more.

An extension user can exit their mailbox by dialing a code or by hanging up.

• See Exiting a Mailbox (page 47) for more.

An Automated Attendant caller can automatically route to an outside telephone number.

• See External Transfer (page 48) for more.

Voice Mail

Automated Attendant

Maintenance

Voice Mail

Automated Attendant

DSX Feature Handbook IntraMail Features ◆ 11

Page 16

IntraMail Feature Glossary

Name Description Usage

Getting Recorded Help

Greeting

Guest Mailbox

Instruction Menu

Leaving a Message

If an extension user dials an incorrect code or forgets what to dial while in their mailbox, they can request help from the IntraMail voice prompts.

• See Getting Recorded Help (page 49) for more.

A Subscriber Mailbox user can record up to three separate greetings and make any one of the three active. Caller’s to the user’s mailbox hear the active greeting.

With Remote Greeting, an extension user can call into the Automated Attendant, access their mailbox, and remotely record their mailbox greeting.

• See Greeting (page 50) for more.

• Also see Auto Attendant Do Not Disturb in this glos-

sary.

An outside party can have their own mailbox for receiving and sending messages.

• See Guest Mailbox (page 52) for more.

The Instruction Menu is the announcement that plays to Automated Attendant callers. Normally, the Instruction Menu provides callers with the Automated Attendant dialing options.

• See Instruction Menu (page 53).

Leave a voice mail message in a co-worker’s mailbox.

• See Leaving a Message (page 54).

Voice Mail

Automated Attendant

Voice Mail

Listening to Messages

Log Onto Voice Mail

Mailbox Name

Mailbox Options Menu

Mailbox Security Code Delete

Main Menu

While or after listening to a message, an extension user has many message handling options from which to choose.

• See Listening to Messages (page 56) for more.

An extension user can press a key to log onto (access) their IntraMail mailbox.

With Remote Logon, an employee calling through the Automated Attendant can dial a single digit followed by their own mailbox number to remotely log onto their mailbox.

• See Log Onto Voice Mail (page 59) for more.

A mailbox caller can hear the extension user’s prerecorded name instead of their mailbox number.

• See Mailbox Name (page 61) for more.

Sub-menu of a subscriber’s Main Menu that provides access to the Auto Time Stamp, Mailbox Security Code Delete, and Message Notiﬁcation features.

• See Mailbox Options Menu (page 63) for more.

The System Administrator can delete the security code for any mailbox, effectively unlocking it.

• See Mailbox Security Code Delete (page 64) for more.

• Also see Security Code in this glossary.

The IntraMail options available to an extension user when they log onto their mailbox.

• See Main Menu (page 65) for more.

Voice Mail

Maintenance

Voice Mail

12 ◆ IntraMail Features DSX Feature Handbook

Page 17

IntraMail Feature Glossary

Name Description Usage

Make Call

Message Count Display

Message Delete

Message Forward

Message Listen Mode

Message Notiﬁcation

A Subscriber Mailbox user can listen to a voice message and dial MC to return the call without knowing their caller’s phone number.

• See Make Call (page 67)

The telephone display can show the number of new messages waiting in a user’s mailbox.

• See Message Count Display (page 68) for more.

An extension user can delete any messages left in their mailbox.

• See Message Delete (page 70) for more.

A subscriber can forward a message in their mailbox to a co-worker. They can optionally record a comment before the forwarded message.

• See Message Forward (page 71) for more.

When a user calls their mailbox, they can dial a code to listen to all their messages, their new messages, or their saved messages.

• See Message Listen Mode (page 72) for more.

Once activated by the mailbox user, dials a telephone number to let the recipient know there are new messages in the mailbox. Notiﬁcation can call extensions, local numbers, long distance numbers and pagers.

• See Message Notiﬁcation (page 73) for more.

for more

Voice Mail

Features

IntraMail

Message On Hold

Message Playback Direction

Message Record

Message Reply

Next Call Routing Mailbox

Record and Send a Message

Security Code

The System Administrator can record a message that will play to callers while they wait on Hold.

• See Message On Hold (page 76) for more.

An extension user can listen to their messages in either LIFO (last-in-ﬁrst-out) or FIFO (ﬁrst-in-ﬁrst-out) order.

• See Message Playback Direction (page 77) for more.

• See Record and Send a Message in this glossary. Voice Mail

An extension user can reply to a message in their mailbox by dialing a simple code, without knowing the caller’s extension number.

• See Message Reply (page 78) for more.

Provides callers with additional dialing options after they leave a message in an extension’s mailbox (depending on the setting of the Next Call Routing Mailbox Dial Mode).

• See Next Call Routing Mailbox (page 79) for more.

A Subscriber Mailbox user can record and send a message to any other Subscriber Mailbox.

• See Record and Send a Message (page 80) for more.

An extension user’s mailbox can have a security code to protect the mailbox from unauthorized access.

• See Security Code (page 81) for more.

• Also see Mailbox Security Code Delete in this

glossary.

Voice Mail

DSX Feature Handbook IntraMail Features ◆ 13

Page 18

IntraMail Feature Glossary

Name Description Usage

System Administrator

Time and Date with Voice Mail

Time and Date Stamp

Transfer to a Mailbox

Volume Control with Voice Mail

The extension user that has IntraMail system administration capabilities.

• See System Administrator (page 82) for more.

Set the system Time and Date.

• See Time and Date with Voice Mail (page 84) for

more.

• Also see Auto Time Stamp in this glossary.

With caller ID enabled, an extension can listen to a message and dial a code to hear the time the message was sent, as well as the caller’s number.

• See Time and Date Stamp (page 85) for more.

• Also see Caller ID with Return Call and Time and

Date with Voice Mail in this glossary.

An extension user can transfer their active call to a coworker’s mailbox.

• See Transfer to a Mailbox (page 86) for more.

A mailbox user can turn the volume up or down while listening to their messages.

• See Volume Control with Voice Mail (page 88) for

more.

Maintenance

Voice Mail

14 ◆ IntraMail Features DSX Feature Handbook

Page 19

Announcement Mailbox

Description

Operation

Announcement Mailbox

Play a pre-recorded announcement to callers.

An Announcement Mailbox plays a pre-recorded announcement to Automated Attendant callers without providing dialing options. The Announcement Mailbox is typically set up to provide information to callers (such as company directions) and then route back to the Automated Attendant. For example:

❥ The Automated Attendant instructs the caller to dial a digit (e.g., 1) for company directions.

- Record this in the Instruction Menu message for the active Call Routing Mailbox. See Instruction Menu (page 53) for more.

- Set the dialing options in the Dial Action Table associated with the active Call Routing Mailbox. See Dial Action Table (page 41) for more.

❥ The caller dials the digit and listens to the prerecorded Announcement Mailbox message for directions.

❥

After playing the directions, the caller routes back to the Automated Attendant for additional dialing options.

Features

IntraMail

Recording an Announcement Mailbox Message

Log onto System Administrator’s mailbox.

SA (72)

Access System Administrator options.

[System Admin] - [N/A]

A (2)

Select Announcement Mailbox message.

[Announcement] - [Annc]

Enter the Announcement Mailbox number.

L (5)

R (7)

E (3)

Plays Help message.

Go back to the System Administrator options.

[Exit] - [Exit]

[Super Display Soft Key] - [Keyset Soft Key]

Listen to current Announcement Mailbox message.

[Listen] - [Lstn]

Exit listen mode.

Record a new Announcement Mailbox message.

[Record] - [Rec]

Record message.

E (3)

Pause or restart recording.

[Resume] - [Resume] [Pause] - [Pause]

Erase recording.

[Cancel] - [Cancel]

Exit recording mode.

[Done] - [Done]

Erase the Announcement Mailbox message.

[Erase] - [Erase]

Go back to the System Administrator options.

[Exit] - [Exit]

DSX Feature Handbook IntraMail Features ◆ 15

Page 20

Announcement Message

Description

This is the message that the System Administrator records for an Announcement Mailbox.

The Announcement Message is the voice message that the System Administrator records for a speciﬁc Announcement Mailbox. See Announcement Mailbox (page 15) for more.

Operation

See Announcement Mailbox (page 15).

16 ◆ IntraMail Features DSX Feature Handbook

Page 21

Answer Schedule Override

Description

Operation

Answer Schedule Override

Enables an alternate greeting and alternate dialing options for callers.

Answer Schedule Override provides alternate answering for Automated Attendant calls. When enabled, Answer Schedule Override sends calls to the speciﬁed Override Mailbox. The Override Mailbox can be an Announcement, Call Routing, or Subscriber mailbox. You can use Answer Schedule Override to provide holiday and bad weather closing announcements, for example. Enable override when you want callers to hear the special announcements; disable override to have the Automated Attendant answer normally. You can enable Answer Schedule Override from system programming or from the System Administrator Mailbox.

❥ If the Override Mailbox is an Announcement Mailbox, the outside caller will hear the recorded

announcement. Depending on how the Announcement Mailbox is programmed, IntraMail will then hang up, reroute the call, or provide additional dialing options.

❥ If the Override Mailbox is a Call Routing Mailbox, the outside caller will hear the instruction menu and

can dial any options allowed by the associated Dial Action Table.

❥ If the Override Mailbox is a Subscriber Mailbox, the outside caller hears the mailbox greeting (if

recorded) and can leave a message.

Features

IntraMail

Log onto System Administrator’s Mailbox.

SA (72)

Access System Administrator options.

[System Admin] - [N/A]

O (6)

Access Answer Schedule Override.

[Answer Schedule] - [N/A]

1-8

Enter the number of the Answer Table you want to override.

O (6)

C (2)

Plays Help message.

Go back to the Main Menu.

[Exit] - [Exit]

Go back to the System Administrator Menu.

[Exit] - [Exit]

Enabling Answer Schedule Override

[Super Display Soft Key] - [Keyset Soft Key]

• You go to the Answer Schedule Override Menu.

Turn Answer Schedule Override on or off.

[On] - [On] [Off] - [Off]

Select the Override Mailbox.

[Mailbox] - [MBOX]

Enter the Override Mailbox number.

• The Override Mailbox can be an Announcement, Call Routing, or Subscriber Mailbox.

• If you make an incorrect entry, you back up to the previous step.

Go back to the Answer Schedule Override Menu without entering an Override Mailbox.

[Exit] - [Exit]

Plays Answer Schedule Override Menu Help message.

Go back to the System Administrator Menu.

[Exit] - [Exit]

DSX Feature Handbook IntraMail Features ◆ 17

Page 22

Answer Tables

Description

Determines how the Automated Attendant answers outside calls on each line, according to the time of the day and day of the week that the call is ringing.

The Answer Table determines how the Automated Attendant answers outside calls on each line, according to the time of the day and day of the week that the call is ringing. The Automated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.

Operation

N/A

18 ◆ IntraMail Features DSX Feature Handbook

Page 23

Answering Machine Emulation

Description

A keyset on the connected telephone system can work like a home answering machine.

A user’s keyset can work like a home answering machine. This lets IntraMail screen their calls, just like their answering machine at home. If activated, the extension’s incoming calls route to the user’s Subscriber Mailbox. Once the mailbox answers, the user hears two alert tones followed by the caller’s incoming message. The keyset user can then:

❥ Let the call go through to their mailbox, or

❥ Intercept the call.

Operation

Using Personal Answering Machine Emulation

To activate or cancel Personal Answering Machine Emulation:

Select the Call Forwarding options.

[Menu + Call Forward] [Menu + Cfwd]

Alternately do one of the following:

• Press INTERCOM and dial *3.

• Press your Call Forwarding Feature Key.

Answering Machine Emulation

In these instructions: [Super Display Soft Key] [Keyset Soft Key]

Features

IntraMail

Select or cancel a Personal Answering Machine Emulation.

[Ans Machine] [More + AME]

[None] [More + More + None]

Select the Call Forwarding mode.

[All] [All]

[Line Only] [Line]

Select Personal Answering Machine Emulation.

• Alternately dial 7.

Select to cancel Call Forwarding.

• Alternately dial 0.

Select forwarding all calls. Alternately dial 2.

Select forwarding outside calls only. Alternately dial 8.

When Personal Answering Machine Emulation broadcasts your caller’s voice:

Do one of the following.

Do nothing to have the caller’s message automatically recorded in your mailbox.

Press SPEAKER or lift the handset to intercept the call.

• If your extension is in the headset mode, you can only press SPEAKER.

With Call Screening disabled: Press V-MAIL to stop the broadcast and send the call directly to your mailbox.

With Call Screening enabled: Press V-MAIL to switch to the Call Screening mode.

• See Call Screening (page 33) for more.

DSX Feature Handbook IntraMail Features ◆ 19

Page 24

Auto Attendant Do Not Disturb

Description

Auto Attendant Do Not Disturb sends Automated Attendant calls directly to an extension user’s mailbox. Their phone will not ring for calls from the Automated Attendant.

When a subscriber enables Auto Attendant Do Not Disturb, Automated Attendant calls to their extension go directly to their mailbox. Their phone will not ring for calls from the Automated Attendant. You can optionally enable Auto Attendant Do Not Disturb from system programming. A subscriber typically turns on Auto Attendant Do Not Disturb when they need to work at their desk undisturbed by outside calls from the Automated Attendant.

Keep in mind that Auto Attendant Do Not Disturb will not block Intercom calls from co-workers or any other type of outside call not routed through the Automated Attendant. For example, with Automated Attendant Do Not Disturb enabled, Direct Inwards Lines and transferred outside calls to an extension work normally.

20 ◆ IntraMail Features DSX Feature Handbook

Page 25

Operation

Auto Attendant Do Not Disturb

Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb

Log onto Subscriber Mailbox.

G (4)

Access the Mailbox Greeting options.

[Greeting] - [Greet]

IntraMail does the following:

• Plays a summary of your current settings.

• Displays the status of your active Greeting (1-3).

[GREETING n: RECORDED] - [GREETING n: RECORDED], or [GREETING n: NOT REC] - [GREETING n: NOT REC]

• Shows the Auto Attendant Do Not Disturb status.

[Auto-Attendant DND:OFF] - [Auto-Attendant DND:OFF], or [Auto-Attendant DND:ON] - [Auto-Attendant DND:ON]

• Provides soft keys for each of the 3 greetings.

[Greeting 1] - [Gr1] [Greeting 2] - [Gr2] [Greeting 3] - [Gr3]

Select a Greeting (which also makes it active).

(1) [Greeting 1] - [Gr1] (2) [Greeting 2] - [Gr2] (3) [Greeting 3] - [Gr3]

[Super Display Soft Key] - [Keyset Soft Key]

L (5)

Listen to the active greeting (if recorded).

[Listen] - [Lstn]

Record a new greeting (if not recorded), or rerecord the

R (7)

current greeting.

[Record] - [Rec]

Record at the tone, then press # when done.

Features

IntraMail

Erase the currently recorded greeting (if any).

[Erase] - [Erase]

Go back to the Mailbox Greeting options.

[Exit] - [Exit]

Change Auto Attendant Do Not Disturb.

O (6)

Go back to mailbox Main Menu.

[Exit] - [Exit]

Plays Help message.

Turn Auto Attendant Do Not Disturb off or on.

E (3)

Pause or restart recording.

[Resume] - [Resume] [Pause] - [Pause]

Erase the greeting.

[Cancel] - [Cancel]

End the recording.

[Done] - [Done]

DSX Feature Handbook IntraMail Features ◆ 21

Page 26

Auto Erase or Save

Description

When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either save or erase the message.

When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message. The setting of this option depends on how the subscriber would prefer their mailbox to operate. When set to erase, the subscriber can review their messages and retain only those they speciﬁcally save using the SA option. This is a good choice for a subscriber that receives frequent unessential messages. When set to save, the subscriber has the assurance of knowing that every message they listened to was saved in their mailbox. This is a good choice for those that must carefully review and consider each new message.

Handling Partially Reviewed Messages

When listening to multiple new messages when Auto Erase or Save is set to Save:

❥ Any message to which you partially listen is automatically saved. ❥ Any message to which you hang up during or do not listen is retained as a new message.

For example, if you have three new messages, listen to part of message 1, dial L to hear part of message 2 and then hang up, IntraMail automatically:

❥ Saves message 1. ❥ Retains messages 2 and 3 as new messages. ❥ Restarts the ﬂashing ring/message lamp. ❥ Resets the telephone display to V-MAIL 02 (VM02).

When listening to multiple new messages when Auto Erase or Save is set to Erase:

❥ Any message to which you partially listen is automatically erased. ❥ Any message to which you hang up during or do not listen is retained as a new message.

For example, if you have three new messages, listen to part of message 1, dial L to hear part of message 2 and then hang up, IntraMail automatically:

❥ Erases message 1. ❥ Retains messages 2 and 3 as new messages. ❥ Restarts the ﬂashing ring/message lamp. ❥ Resets the telephone display to V-MAIL 02 (VM02).

Operation

N/A

22 ◆ IntraMail Features DSX Feature Handbook

Page 27

Auto Time Stamp

Description

Automatically hear the time and date a message was left.

After a Subscriber Mailbox user listens to a message, IntraMail can optionally announce the time and date the message was left. The Subscriber can enable Auto Time Stamp from their mailbox, or you can optionally enable it from system programming. Auto Time Stamp helps if the subscriber needs to know the time and date of each message they receive without taking any extra steps. With Auto Time Stamp turned on, IntraMail automatically announces the date, time, and (optionally) the caller’s number at the end of each message. With Auto Time Stamp turned off, the subscriber must dial TI while listening to a message to get the same information.

Operation

Log onto Subscriber Mailbox.

OP (67)

Access the Mailbox Options Menu.

[MBOX Options] - [N/A]

AT (28)

Turning Auto Time Stamp On or Off

[Super Display Soft Key] - [Keyset Soft Key]

Access Auto Time Stamp.

[Time Stamp] - [Time]

IntraMail plays a summary of your Auto Time Stamp setting.

• By default, Auto Time Stamp is turned off.

O (6)

Turn Auto Time Stamp on or off.

Auto Time Stamp

Features

IntraMail

Go back to the Mailbox Options Menu.

[Exit] - [Exit]

Plays Help message.

DSX Feature Handbook IntraMail Features ◆ 23

Page 28

Automated Attendant

Description

Automatically answers the telephone system’s incoming calls, plays an Instruction Menu message, and provides dialing options to callers.

For a built-in call answering capability when IntraMail is not installed, see Automated Attendant, Built-In

The Automated Attendant answers outside calls on each line, according to the time of the day and day of the week that the call is ringing. The Automated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.

Operation

For the outside caller:

After Automated Attendant answers, the voice prompts will instruct you on which digits to dial.

(page 24).

Using the Automated Attendant

24 ◆ IntraMail Features DSX Feature Handbook

Page 29

Automated Attendant, Built-In

Description

Automated Attendant, Built-In

Provides built-in call answering capability when IntraMail is not installed.

For the full-featured IntraMail Automated Attendant that automatically answers incoming calls, plays an Instruction Menu message, and provides dialing options to callers, see Automated Attendant

The Built-In Automated Attendant gives the system call answering and routing capabilities when IntraMail is not installed. The Built-In Automated Attendant can use any of the ﬁrst eight Call Routing Mailboxes (001-008) for call handling, and each of these eight Routing Mailboxes can have a 30 second Instruction Menu message (Attendant Greeting). The Routing Mailboxes must be Call Routing Mailboxes, and all other Routing Mailbox types are ignored. Additionally, the Built-In Automated Attendant provides two voice mail ports, allowing it to process two calls simultaneously.

(page 24).

The Built-In Automated Attendant does not provide voice mail.

Just like the full featured IntraMail Automated Attendant, the Built-In Automated Attendant can answer outside calls on each line according to the time of the day and day of the week that the call is ringing. After answering, the Built-In Automated Attendant plays an Instruction Menu message (greeting) to the caller and provides them with dialing options.

Operation

Using the Built-In Automated Attendant

For the outside caller:

After Automated Attendant answers, the voice prompts will instruct you on which digits to dial.

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 25

Page 30

Automated Attendant, Built-In

#AG

(#24)

Recording an Automated Attendant Instruction Menu (Attendant Greeting) Message

[Super Display Soft Key] - [Keyset Soft Key]

Access the Attendant Greeting options.

• Your extension must have access level 5.

Enter the Call Routing Mailbox number (001-008).

L (5)

R (7)

Listen to the current Instruction Menu (if any).

[Listen] - [Lstn]

X (9)

Exit.

Record a new Instruction Menu.

[Record] - [Rec]

Record message.

Pause or restart recording.

[Resume] - [Resume] [Pause] - [Pause]

Erase recording.

[Cancel] - [Cancel]

Exit recording mode.

[Done] - [Done]

E (3)

X (9)

E (3)

Erase the Instruction Menu.

[Erase] - [Erase]

Exit.

[Exit] - [Exit]

Plays Help message.

26 ◆ IntraMail Features DSX Feature Handbook

Page 31

Automated Attendant Transfer

Description

Operation

Automated Attendant Transfer

While on an outside call, an extension user can transfer their call to the Automated Attendant for additional dialing options.

An extension user can transfer their outside call to the Automated Attendant so the outside caller can use the Automated Attendant dialing options. This helps an outside caller, for example, that wants to return to the Automated Attendant so they can dial another co-worker or use a different Automated Attendant option.

Automated Attendant Transfer

To transfer an outside call to the Automated Attendant:

While on an outside call, press V-MAIL.

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 27

Page 32

Automatic Routing for Rotary Dial Callers

Description

Automatically route Automated Attendant callers that don’t dial any digits to a speciﬁed option.

If an Automated Attendant caller doesn’t dial any digits, IntraMail will automatically route them to a speciﬁed option (such as the operator or a mailbox). This lets rotary telephone users stay on the line to leave a message or have their call processed. Without Automatic Routing for Rotary Dial Callers, rotary callers would not be able to use the Automated Attendant.

Operation

None

28 ◆ IntraMail Features DSX Feature Handbook

Page 33

Bilingual Voice Prompts

Description

Bilingual Voice Prompts

Provides IntraMail voice prompts in one of two active languages.

Bilingual Voice Prompts provides IntraMail voice prompts in one of two active languages (primary and secondary). These language choices are available to Routing Mailboxes, outside lines, Station Mailboxes, and Group Mailboxes as follows:

❥ Routing Mailbox

The language an Automated Attendant caller hears is set by the answering Routing Mailbox.

❥ Outside Line

For outside lines not answered by the Automated Attendant, the language the caller hears if routed to voice mail is set by the line. An outgoing outside call also hears the line’s language setting if it is then transferred to a co-worker’s mailbox.

❥ Station Mailbox

When you log onto your own mailbox and use its features, you always hear your mailbox language. If you call a co-worker and leave a message, you will hear the system’s Primary Language.

❥ Group Mailbox and UCD Group Mailbox

Similar to a Station Mailbox, when you log into a Group or UCD Group Mailbox and use its features, you always hear the language programmed for that mailbox. If a co-worker leaves a message in the Group Mailbox, they hear the system’s Primary Language.

Features

IntraMail

There are up to six languages stored in the IntraMail CompactFlash card. By default, English mnemonic and English numeric are active and the other four languages (if any) are inactive. You activate an inactive language through system programming.

Automated Attendant callers can optionally dial a digit to select the language of their choice.

Operation

None

DSX Feature Handbook IntraMail Features ◆ 29

Page 34

Call Forward to a Mailbox

Description

An extension user can forward their calls to their mailbox.

A subscriber can easily forward calls to their Subscriber Mailbox. Instead of dialing an extension as the forwarding destination, the user just presses their V-MAIL key instead. With Call Forward to a Mailbox, the sub- scriber is assured that their calls don’t get forgotten when they are busy or unavailable. Unlike with Extension Hunting to Voice Mail, forwarding lets the subscriber choose when and how they want their unanswered calls to go to voice mail (rather than have the telephone system reroute their calls automatically).

Call Forwarding a Subscriber’s Direct Inward Line to their Mailbox

The following table describes how IntraMail handles a subscriber’s Direct Inward Line when it is Call Forwarded to their mailbox. The routing occurs when the caller dials a digit while listening to the recorded or default mailbox greeting.

Dialing Options while Listening to a Subscriber Mailbox Greeting

Next Call

Routing Mailbox

Undeﬁned No 0 Caller hears, “That is an invalid entry,” and

1-16 (valid Call

Routing Mailbox)

1-16 (valid Call

Routing Mailbox)

Dialing Option Digit

Dialed

1-9

the greeting repeats, and the caller is prompted to leave a message.

Action

# IntraMail hangs up.

* Caller skips greeting and can immediately

start recording.

No 0 Caller follows 0 action in Next Call Routing

Mailbox.

1-9 Caller hears, “That is an invalid entry,” the

greeting repeats, and the caller is prompted to leave a message.

# Caller routes to the Next Call Routing Mail-

box and hears its Instruction Menu.

* Caller skips greeting and can immediately

start recording.

Yes 0 Caller follows key’s action in Next Call Rout-

1-9

ing Mailbox.

# Caller routes to the Next Call Routing Mail-

box and hears its Instruction Menu.

* Caller skips greeting and can immediately

start recording.

30 ◆ IntraMail Features DSX Feature Handbook

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Operation

Activating or Canceling Call Forward to your Mailbox

To activate Call Forwarding:

Select the Call Forwarding options.

[Menu + Call Forward] [Menu + Cfwd]

Select or cancel a Call Forwarding type.

[Immediate] [Immed]

[Ring/No Ans] [RNA]

[Busy/No Ans] [BNA]

[None] [More + More + None]

Select the Call Forwarding destination:

• An extension number.

• 0 for the operator.

• A UCD Group master number.

• V-MAIL for voice mail.

Call Forward to a Mailbox

Alternately do one of the following:

• Press INTERCOM and dial *3.

• Press your Call Forwarding Feature Key.

Select Call Forwarding Immediate.

• Alternately dial 4.

Select Call Forwarding when Not Answered.

• Alternately dial 6.

Select Call Forwarding when Busy or Not Answered.

• Alternately dial 2.

Select to cancel Call Forwarding.

• Alternately dial 0.

In these instructions: [Super Display Soft Key] [Keyset Soft Key]

Features

IntraMail

Select the Call Forwarding mode.

[All] [All]

[Line Only] [Line]

Option will not forward voice-announced Intercom calls.

Select forwarding all calls. Alternately dial 2.

Select forwarding outside calls only. Alternately dial 8.

DSX Feature Handbook IntraMail Features ◆ 31

Page 36

Call Routing Mailbox

Description

The mailbox associated with an Answer Table that speciﬁes the dialing options and announcements for Automated Attendant callers.

The Call Routing Mailbox, associated with an Answer Table, speciﬁes which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers. The Automated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.

Operation

Recording an Instruction Menu for a Call Routing Mailbox

Log onto System Administrator’s mailbox.

SA (72)

Access System Administrator options.

[System Admin] - [N/A]

I (4)

Select Instruction Menus.

[Instruction] - [Instr]

Enter the Call Routing Mailbox number (001-016).

L (5)

R (7)

E (3)

Plays Help message.

Go back to the System Administrator options.

[Exit] - [Exit]

[Super Display Soft Key] - [Keyset Soft Key]

Listen to the current Instruction Menu (if any).

[Listen] - [Lstn]

Exit listen mode.

Record a new Instruction Menu.

[Record] - [Rec]

Record message.

E (3)

Pause or restart recording.

[Resume] - [Resume] [Pause] - [Pause]

Erase recording.

[Cancel] - [Cancel]

Exit recording mode.

[Done] - [Done]

Erase the Instruction Menu.

[Erase] - [Erase]

Go back to the System Administrator options.

[Exit] - [Exit]

32 ◆ IntraMail Features DSX Feature Handbook

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Call Screening

Description

Call Screening and Group Mailboxes

Call Screening

Users can screen (listen to) voice mail messages as they are being left in their mailbox.

Call Screening allows a display keyset extension user to listen to (screen) a voice mail message as it is being left in their mailbox. Call Screening emulates a standard home answering machine — in addition to providing more control when handling incoming messages. Similar to Personal Answering Machine Emulation, the extension user can listen as the message is being left, intercept the call, or end the screen and have the message recorded privately. Unlike Personal Answering Machine emulation, Call Screening does not require the extension user to forward their calls immediately to voice mail. The telephone display automatically shows the Call Screening soft key options as soon as the recording begins.

When enabled, Call Screening will broadcast the caller’s message as soon as the mailbox Greeting completes. Additionally, if the extension user intercepts (answers) the screened call, the ﬁrst portion of the message is automatically erased from the extension’s mailbox.

Any caller that can leave a message can have their call screened by the extension user.

If extensions share a Group Mailbox, any number of extensions in the group can screen an incoming message. The group extensions can monitor the incoming message simultaneously. If any group member answers the call (i.e., intercepts the incoming message), the remaining group members are immediately disconnected.

Features

IntraMail

Automatic Call Screening

With Automatic Call Screening enabled, an extension will immediately screen (broadcast) an incoming message as soon as the caller starts to leave it in the extension’s mailbox. The extension user hears two beeps followed by the caller’s voice.

DSX Feature Handbook IntraMail Features ◆ 33

Page 38

Call Screening

Operation

In these instructions:

Manual Call Screening Operation

• When Automatic Call Screening is off, you hear a single beep and V-MAIL ﬂashes fast while IntraMail records your

caller’s message. Your display automatically changes to show the Call Screening soft key options.

• Call Screening is only available while your telephone is idle.

To intercept the call (and stop recording the message):

To hear your caller’s message as it is recorded in your mailbox (i.e., activate the Call Screening mode):

[Answer] [Answ]

[Screen] - [Scrn]

This intercepts the call.

• Alternately press the ﬂashing V-MAIL key.

To intercept the call (and stop recording the message):

[Answer] [Answ]

This intercepts the call.

• Alternately press SPEAKER, lift the handset, or press V-MAIL.

[Super Display Soft Key] [Keyset Soft Key]

To continue listening to your caller’s message as it is being recorded:

Do nothing.

To exit Call Screening and allow the message to continue recording in private:

[Exit] [Exit]

The message continues to record privately.

To use another feature or process another call:

[Exit] [Exit]

To use another feature, lift the handset or press any other feature key.

To exit Call Screening and allow the message to continue being recorded in private:

[Exit] [Exit]

The message continues to record privately.

To use another feature or process another call:

Lift the handset, press SPEAKER, or press any other feature key.

34 ◆ IntraMail Features DSX Feature Handbook

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Call Screening

In these instructions:

Automatic Call Screening Operation

• When Automatic Call Screening is on, your idle telephone automatically goes into the screen mode while your caller leaves a message.

• Call Screening is only available while your telephone is idle.

To turn Automatic Call Screening on or off:

[Menu + Screen] [Menu + More + More + Scrn]

[On] [On]

[Off] [Off]

[Exit] [Exit]

Turn Automatic Call Screening on.

• The top line of the display shows the Automatic Call Screening status.

Turn Automatic Call Screening off.

• The top line of the display shows the Automatic Call Screening status.

Exit.

Enable or disable Automatic Call Screening.

To intercept the call (and stop recording the message):

[Answer]

[Answ]

This intercepts the call.

• Alternately press SPK, V-MAIL, or lift the handset.

[Super Display Soft Key] [Keyset Soft Key]

Features

IntraMail

To continue listening to your caller’s message as it is being recorded:

Do nothing.

To exit Call Screening and allow the message to continue recording in private:

[Exit] [Exit]

The message continues to record privately.

To use another feature or process another call:

[Exit]

To use another feature, lift the handset or press any other feature key.

DSX Feature Handbook IntraMail Features ◆ 35

Page 40

Caller ID and Voice Mail

Description

A telephone company service that provides a caller’s number and optional name.

Caller ID is a telephone company service that provides an extension with a caller’s number and optional name. With Caller ID, the keyset user knows who’s calling before they pick up the call. Caller ID Logging stores a record of the call on the user’s telephone which they can review and use to easily return the call. When used with IntraMail, Caller ID enables the Make Call feature for outside calls. After listening to a voice message, the subscriber can dial MC to return the call without knowing the callers phone number.

Operation

N/A

36 ◆ IntraMail Features DSX Feature Handbook

Page 41

Calling the Automated Attendant

Description

Operation

Calling the Automated Attendant

Outside callers can return to the Automated Attendant for additional dialing options.

Automated Attendant callers can use various IntraMail features and then return to the Automated Attendant for additional dialing options. This lets the caller dial other extensions, leave messages for co-workers, or use other Automated Attendant features. The features below describe several ways to return to the Automated Attendant.

❥ Automated Attendant Transfer (page 27)

An extension user can transfer their outside call to the Automated Attendant so the outside caller can use the Automated Attendant dialing options.

❥ Next Call Routing Mailbox (page 79)

The Next Call Routing Mailbox provides callers with additional dialing options after they leave a message in a mailbox (depending on the setting of the Dialing Option).

Turn to Automated Attendant Transfer (page 27) and Next Call Routing Mailbox (page 79).

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 37

Page 42

Centrex Transfer

Description

The Automated Attendant can transfer a caller from a Centrex line to an outside number using the features of that Centrex line.

Centrex Transfer is a Dial Action Table option that can transfer an Automated Attendant call from a Centrex line to an outside number using the features of that Centrex line. With Centrex Transfer, the Automated Attendant answers an outside call and then transfers the caller back to the telco using the same line on which the call initially rang. To set this up, assign a Dial Action Table action as a UTRF to a System Speed Dial bin (e.g., #201P). The bin should contain the complete dial string (preceded by a Flash command) required to initiate the Centrex Transfer. When the Automated Attendant answers, the caller dials the digit and IntraMail automatically routes them to the outside number.

Centrex Transfer is only available if the telephone system connects to Centrex lines that provide the features required to complete the transfer. Similar to External Transfer, Centrex Transfer allows your callers to easily reach branch ofﬁces and important off-site associates. Unlike External Transfer, Centrex Transfer requires unique telco features.

Operation

Operation is automatic once set up in programming.

38 ◆ IntraMail Features DSX Feature Handbook

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Conversation Record

Description

Conversation Record

Allows an extension user to record their active call as a message in their mailbox.

Conversation Record allows a subscriber to record their active call as a new message in their mailbox, which they can review later on. Conversation Record can be helpful when an extension user is on a call that involves a lot of detail (such as a technical discussion or extensive directions). Rather than taking notes as the call progresses, the user can record the conversation and carefully review it later on. IntraMail broadcasts a beep and a voice prompt to the callers as Conversation Record begins. After calling their mailbox, the subscriber can save, edit, or delete the recorded conversation.

The use of monitoring, recording, or listening devices to eavesdrop, monitor, retrieve, or record telephone

Caution

conversations or other sound activities, whether or not contemporaneous with transmission, may be illegal in certain circumstances under federal or state laws. Legal advice should be sought prior to implementing any practice that monitors or records any telephone conversation. Some federal and state laws require some form of notiﬁcation to all parties to a telephone conversation, such as using a beep tone or other notiﬁcation methods or requiring the consent of all parties to the telephone conversation, prior to monitoring or recording the telephone conversation. Some of these laws incorporate strict penalties.

Conversation Record Key for a Co-worker’s Mailbox

Your extension or DSS Console can have Conversation Record keys for co-worker’s mailboxes. While on a call, you can press the key to record your conversation directly into a co-worker’s mailbox. You can set up the key to record into any valid Subscriber Mailbox (including Group Mailboxes programmed as Subscriber Mailboxes). This could help a dispatcher, for example, that wants to record a conversation with a client right into the responsible technician’s mailbox.

Your extension can have multiple Conversation Record keys, each associated with a different mailbox.

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 39

Page 44

Conversation Record

Operation

Conversation Record

[Super Display Soft Key] - [Keyset Soft Key]

To record your active call in your mailbox:

• Only one party on a call can use Conversation Record at any one time. This includes Intercom calls and Conference calls.

Do one of the following.

[Record] [More + Rec]

Press your Conversation Record Feature Key.

• The record key can be assigned to yours or a co-worker’s mailbox.

• The key will ﬂash fast (green) on your keyset; ﬂash fast (red) on your DSS Console.

Once recording begins:

• You and your caller hear the voice prompt “Recording.”

• You see: RECORD MAILBOX XXX

(where XXX is the number of the mailbox into which the conversation is recording).

To turn Conversation Record off:

Do one of the following.

• The portion of the call already recorded is sent to your mailbox as a new message.

Press V-MAIL.

Press a Record Feature Key on your extension or DSS Console.

User Programmable Feature

Select to enable Conversation Record.

• The Conversation Record soft key is only available for outside calls.

Setting up a Conversation Record Key

Feature Mnemonic Operation Access Level

Voice Mail

#KP (#57)

+ Press key you want to program + HOLD + Dial 17

#KP

3-5

+ Enter mailbox number or 0 for your own mailbox +

HOLD + SPEAKER twice to exit.

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Dial Action Table

Description

Operation

Dial Action Table

Deﬁnes the dialing options for Automated Attendant callers.

The Dial Action Table deﬁnes the dialing options for the Call Routing Mailbox chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers. The Dial Action Table is an integral part of the Automated Attendant. The Automated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.

N/A

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 41

Page 46

Directory Dialing

Description

An Automated Attendant caller to reach an extension by dialing the ﬁrst few letters in the extension user’s name.

Directory Dialing allows an Automated Attendant caller to reach an extension by dialing the ﬁrst few letters in the extension user’s name. With Directory Dialing, the caller does not have to remember the extension number of the person they wish to reach — just their name. Here’s how Directory Dialing works:

1. When the Automated Attendant answers, it sends the call to a Directory Dialing Mailbox. (Optionally,

the caller may be asked to dial a digit to access Directory Dialing.)

2. The Directory Dialing Mailbox plays the Directory Dialing Message (recorded by the System Adminis-

trator) which asks the caller to dial letters for the name of the person they wish to reach.

3. The caller dials the letters for the person’s name plus #. They can dial by ﬁrst name or last name, depend-

ing on how the Directory Dialing Message was recorded and the Directory Dialing Mailbox was set up.

4. IntraMail searches the list of programmed extension names for a match of the caller-entered letters.

5. Voice prompts announce the ﬁrst three matches, and allow the caller to dial a digit (1-3) to reach one of

the announced matches. Additionally, the caller can dial 4 to hear additional matches (if any).

6. The caller dials the digit for the extension they wish to reach, and IntraMail sends the call to that exten-

sion. The call is sent as a Screened or Unscreened transfer, depending on programming.

For callers to use Directory Dialing, the system must have a name programmed for each extension (up to 18 characters, A-Z, using upper and lower case letters). Each extension should also have a name recorded in their Subscriber Mailbox. In addition, each extension used by Directory Dialing must be installed and must have their Subscriber Mailbox active (Personal or Group).

42 ◆ IntraMail Features DSX Feature Handbook

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Operation

Recording a Directory Dialing Message

Log onto System Administrator’s mailbox.

SA (72)

Access System Administrator options.

[System Admin] - [N/A]

I (4)

Select Instruction Menus.

[Instruction] - [Instr]

Enter the Directory Dialing Mailbox number.

Directory Dialing

[Super Display Soft Key] - [Keyset Soft Key]

L (5)

R (7)

Listen to the current Directory Dialing Message (if any).

[Listen] - [Lstn]

Exit listen mode.

Record a new Directory Dialing Message.

[Record] - [Rec]

Features

IntraMail

Record message.

E (3)

Plays Help message.

Go back to the System Administrator options.

[Exit] - [Exit]

Erase the Directory Dialing Message.

[Erase] - [Erase]

Go back to the System Administrator options.

[Exit] - [Exit]

Pause or restart recording.

[Resume] - [Resume] [Pause] - [Pause]

Erase recording.

[Cancel] - [Cancel]

Exit recording mode.

[Done] - [Done]

Using Directory Dialing

To use Directory Dialing:

After the Automated Attendant answers, wait for the Directory Dialing Message.

• The Automated Attendant may ask you to dial a digit for Directory Dialing.

Dial the letters that correspond to the name of the person you wish to reach + #.

• The Directory Dialing Message will tell you how many letters you need to dial, and whether you should enter the person’s ﬁrst name or last name.

• To exit Directory Dialing without selecting a name, just dial #.

The Automated Attendant will announce the name matches, and tell you which digit to dial (1-3) to reach each of the announced names.

• To hear additional name matches (if any), dial 4 instead.

Once you make your selection, the Automated Attendant will route your call to the name you select.

DSX Feature Handbook IntraMail Features ◆ 43

Page 48

Directory Dialing

Dialing Options Available while Entering a Name

The following table shows the dialing options available to the caller while they are entering a name into a Directory Dialing Mailbox.

❥

By default, the caller can dial the digs 2-9 to enter the name or dial # to return to the Automated Attendant.

❥

If a Next Call Routing Mailbox is speciﬁed, the caller can dial the digits 2-9 to enter a name, dial 0 to follow

the 0 action of the Next Call Routing Mailbox, or dial # to route directly to the Next Call Routing Mailbox.

Directory Dialing Mailbox Name Entry Options

(Options available while entering a name)

Dialed Digit Next Call Routing Mailbox Setting Action

2-9

Timeout

UND (Not assigned) Repeats the Directory Dialing Message (to make a new name entry)

1-16 (valid Call Routing Mail-

UND (Not assigned) Routes to the Automated Attendant (i.e., back to the Call Routing

1-16 (valid Call Routing Mail-

N/A Entry is ignored.If no additional digits are dialed, repeats the Direc-

tory Dialing Message (to make a new name entry) up to twice and then hangs up.

N/A Interprets the digit as a letter and waits 6 seconds for additional input

(i.e., more letters or a # to conclude name entry). If no additional digits are dialed, repeats the Directory Dialing Message (to make a new name entry) up to twice and then hangs up.

each time the caller dials the digit.

Caller routes according to the 0 action of the Next Call Routing Mail-

box)

box’s Dial Action Table.

N/A Repeats the Directory Dialing Message (to make a new name entry)

each time the caller dials the digit.

Mailbox that initially answered the call).

Routes to the Next Call Routing Mailbox and plays that mailbox’s

box)

Instruction Menu.

N/A Repeats the Directory Dialing Message (to make a new name entry)

up to two times and then hangs up.

44 ◆ IntraMail Features DSX Feature Handbook

Page 49

Directory Dialing

Dialing Options Available when more than one Employee has the Entered Name

If the name the caller enters is used by more than one employee, IntraMail lets the caller select the employee to which they want to talk. The caller can dial 1, 2 or 3 to select the employee from the ﬁrst three name matches, or dial 4 to hear additional name matches.

❥ By default, the caller can also dial * to make a new entry or dial # to return to the Automated Attendant.

❥

If a Next Call Routing Mailbox is speciﬁed, the caller can also dial * to make a new entry, dial 0 to follow the

0 action of the Next Call Routing Mailbox, or dial # to route directly to the Next Call Routing Mailbox

Directory Dialing Mailbox Routing Options

(Options available after a name is entered)

Dialed Digit Next Call Routing Mailbox Setting Action

1-3

5-9

Timeout

UND (Not assigned) Plays “That is an invalid entry” and repeats the list of announced

1-16 (valid Call Routing Mail-

UND (Not assigned) Routes to the Automated Attendant (i.e., back to the Call Routing

1-16 (valid Call Routing Mail-

UND (Not assigned)

N/A Route to the respective extension from the list of up to three

announced matches.

N/A If more than three matches for the entered name are found, provides

access to the next set of three matches.

N/A Plays “That is an invalid entry” and repeats the list of announced

matches each time the caller dials the digit.

Caller routes according to the 0 action of the Next Call Routing Mail-

box)

box’s Dial Action Table.

N/A Repeats the Directory Dialing Message (to make a new name entry)

each time the caller dials the digit.

Mailbox that initially answered the call).

Routes to the Next Call Routing Mailbox and plays that mailbox’s

box)

Instruction Menu.

Repeats the list of announced matches (up to two times). If no response, r

epeats the Directory Dialing Message (to make a new

name entry) up to three times and then hangs up.

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 45

Page 50

Erasing All Messages

Description

Lets the System Administrator delete mailbox messages system-wide.

The System Administrator can delete all messages in a Subscriber Mailbox. Erasing All Messages is an administrator’s maintenance tool. The administrator may need to use this tool if an employee has left the company or has an excessive number of messages stored in their mailbox. By deleting the unwanted messages, the administrator can prevent the IntraMail recording capacity from being reached (which would disable many of the IntraMail messaging features).

Operation

Erasing All Messages in a Subscriber Mailbox

Log onto System Administrator’s mailbox.

SA (72)

Access System Administrator options.

[System Admin] - [N/A]

S (7)

Select Subscriber Mailbox Maintenance options.

[Subscriber] - [Subs]

Enter the number of the Subscriber Mailbox you want to maintain.

EA (32)

Plays Help message.

[Super Display Soft Key] - [Keyset Soft Key]

Erase all Subscriber Mailbox messages.

[Erase All Messages] - [Msgs]

Go back to System Administrator options.

[Exit] - [Exit]

46 ◆ IntraMail Features DSX Feature Handbook

Page 51

Exiting a Mailbox

Description

Operation

Exiting a Mailbox

Exit your mailbox by dialing a code or by hanging up.

A Subscriber Mailbox user can exit their mailbox by dialing a code or by hanging up. After exiting, the subscriber can use their extension for normal call processing.

[Super Display Soft Key] - [Keyset Soft Key]

To exit your mailbox:

Exiting a Mailbox

Log onto Subscriber Mailbox.

XX (99)

To exit and immediately return to your mailbox:

Exit your mailbox.

[Exit + Exit] - [Exit + Exit]

Log onto Subscriber Mailbox.

X# (9#)

Exit and return to your mailbox.

[Exit + RETURN] - [Exit + Return]

Plays Help message.

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 47

Page 52

External Transfer

Description

An Automated Attendant caller can automatically route to an outside telephone number.

External Transfer allows an Automated Attendant caller to automatically route to an outside telephone number. This requires a Dial Action Table actionassigned as a UTRF to a System Speed Dial bin (e.g., #201 + Pause for system bin 201). When the Automated Attendant answers, the caller dials the digit and IntraMail automatically routes them to the outside number contained in the bin. Similar to Centrex Transfer, External Transfer allows your callers to easily reach branch ofﬁces and important off-site associates. Unlike Centrex Transfer, External Transfer does not require unique telco features.

Operation

Operation is automatic once set up in programming.

48 ◆ IntraMail Features DSX Feature Handbook

Page 53

Getting Recorded Help

Description

Operation

Getting Recorded Help

Request help from the IntraMail voice prompts.

If a Subscriber Mailbox user dials an incorrect code or forgets what to dial while in their mailbox, they can request help from the IntraMail voice prompts. Recorded Help provides the user with a built-in, interactive user’s guide. To get recorded help, the user dials 0.

Getting Recorded Help

Log onto your mailbox

Get recorded help.

• Recorded help is always available from the Main Menu.

• Recorded help may not be available at all levels.

Features

IntraMail

DSX Feature Handbook IntraMail Features ◆ 49

Page 54

Greeting

Description

Multiple Greetings

A user can record a Greeting for their mailbox callers to hear.

A Subscriber Mailbox user can record a personalized greeting for their mailbox. Caller’s to the user’s mailbox hear the prerecorded personalized greeting rather than a default message. The greeting can announce the subscriber’s name, provide a personal message (such as “Hello - I am on vacation this week”), or instruct the caller how to leave a message or use other mailbox options. A greeting that provides mailbox instructions is very helpful if the mailbox has a Next Call Routing Mailbox set up that provides additional dialing options. Without the greeting, the caller would not know which digits to dial.

If a greeting has not been recorded, a caller leaving a message in the subscriber mailbox will hear, “At the tone, you can leave your message for (extension number or name).”

While listening to a mailbox greeting, a caller can dial * to immediately leave a message.

A subscriber can record up to three personalized greetings for their mailbox and make any one of the three active. Callers to the user’s mailbox hear the active greeting rather than a default message. When a caller leaves a message in the subscriber’s mailbox, they hear the active greeting. This allows the subscriber, for example, to record separate greetings for work hours, after work, and during vacation. Instead of rerecording their greeting when they leave the ofﬁce, they can just activate the “after work” greeting instead.

Remote Greetings

A Subscriber Mailbox user can call into the Automated Attendant, access their mailbox, and remotely record their mailbox greeting. Following are two of the ways a user can do this:

❥ After the Automated Attendant answers, dial a digit (typically #) followed by their mailbox number. This

method allows outside callers to log into their Subscriber Mailboxes from outside the company. Once they log into their mailbox, the user can dial G to record a greeting.

❥ If an extension has a Direct Inward Line that is forwarded to voice mail, the caller can dial # and log into

their mailbox (instead of leaving a message). Once they log into their mailbox, the user can dial G to record a greeting. This option must be set up in the Next Call Routing Mailbox.

50 ◆ IntraMail Features DSX Feature Handbook

Page 55

Operation

Greeting

Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb

Log onto Subscriber Mailbox.

G (4)

Access the Mailbox Greeting options.

[Greeting] - [Greet]

IntraMail does the following:

• Plays a summary of your current settings.

• Displays the status of your active Greeting (1-3).

[GREETING n: RECORDED] - [GREETING n: RECORDED], or [GREETING n: NOT REC] - [GREETING n: NOT REC]

• Shows the Auto Attendant Do Not Disturb status.

[Auto-Attendant DND:OFF] - [Auto-Attendant DND:OFF], or [Auto-Attendant DND:ON] - [Auto-Attendant DND:ON]

• Provides soft keys for each of the 3 greetings.

[Greeting 1] - [Gr1] [Greeting 2] - [Gr2] [Greeting 3] - [Gr3]

Select a Greeting (which also makes it active).

(1) [Greeting 1] - [Gr1] (2) [Greeting 2] - [Gr2] (3) [Greeting 3] - [Gr3]

[Super Display Soft Key] - [Keyset Soft Key]

L (5)

Listen to the active greeting (if recorded).

[Listen] - [Lstn]

Record a new greeting (if not recorded), or rerecord the

R (7)

current greeting.

[Record] - [Rec]

Record at the tone, then press # when done.

Features

IntraMail

Erase the currently recorded greeting (if any).

[Erase] - [Erase]

Go back to the Mailbox Greeting options.

[Exit] - [Exit]

Change Auto Attendant Do Not Disturb.

O (6)

Go back to mailbox Main Menu.

[Exit] - [Exit]

Plays Help message.

Turn Auto Attendant Do Not Disturb off or on.

[Auto-Attendant DND ON] - [Auto-Attendant DND ON] [Auto-Attendant DND OFF] - [Auto-Attendant DND OFF]

- Skip this step for a “stand-alone” Ring Group.

E (3)

Pause or restart recording.

[Resume] - [Resume] [Pause] - [Pause]

Erase the greeting.

[Cancel] - [Cncl]

End the recording.

[Done] - [Done]

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Page 56

Guest Mailbox

Description

An outside party can have their own mailbox for receiving and sending messages.

An outside party can have their own Guest Mailbox mailbox for receiving and sending messages. A Guest Mailbox is a Subscriber Mailbox that does not have an extension associated with it. A Guest Mailbox has many of the IntraMail features of a Subscriber Mailbox. A company visitor with a Guest Mailbox could, for example:

❥ Go to any extension, press INTERCOM + 700, then dial their mailbox number.

❥ Review their messages, leave messages for associates, or record a new greeting for their mailbox.

❥ Use many other features available to a Subscriber Mailbox.

Voice mail routes calls to the Guest Mailbox in the following three ways:

❥ A Screened Transfer (STRF) or Unscreened Transfer (UTRF) from the Automated Attendant goes

directly to the Guest Mailbox, even though there is no extension installed.

❥ An Intercom call to the uninstalled extension goes directly to the Guest Mailbox.

❥ A transferred call to the uninstalled extension also goes directly to the Guest Mailbox.

Operation

Accessing a Guest Mailbox

To log onto a Guest Mailbox:

Do one of the following.

Press INTERCOM + Dial the IntraMail master number (e.g., 700) + Dial your mailbox number.

• You can optionally press a Call Coverage key assigned to the IntraMail master number.

Logging Onto a Guest Mailbox from the Automated Attendant:

When IntraMail answers, dial the Guest Mailbox number.

After the Automated Attendant answers, dial # + Dial the Guest Mailbox number.

Press the Message Center key for the Guest Mailbox.

• This capability may be disabled in the Automated Attendant.

• Your automated attendant may have a LOGON action assigned to the Guest Mailbox. Check with your Communications Manager.

Transferring your call to a Guest Mailbox:

Press INTERCOM.

Press V-MAIL.

Dial the Guest Mailbox number.

Press SPEAKER to hang up.

• To transfer a call to a co-worker’s mailbox from a single line telephone, use the following procedure: Hookﬂash + Dial *8 + Dial the co-worker’s mailbox + Hang up.

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Instruction Menu

Description

Instruction Menu

Play an announcement to outside callers announcing the Automated Attendant dialing options.

The Instruction Menu is the announcement that plays to Automated Attendant callers. Normally, the Instruction Menu greets callers and provides them with the Automated Attendant dialing options. The Instruction Menu is associated with the active Call Routing Mailbox. Normally, you should have the System Administrator customize (rerecord) the Instruction Menu to match the dialing options enabled in the site’s Dial Action Table. If a custom Instruction Menu is not recorded, the Automated Attendant callers hear:

“Thank you for calling. If you are calling from a touch tone phone, please dial the extension number you

wish to reach, or dial 0 for assistance. If you are calling from a rotary dial phone, please stay on the line for assistance.”

Operation

Recording an Instruction Menu for a Call Routing Mailbox

Log onto System Administrator’s mailbox.

SA (72)

Access System Administrator options.

[System Admin] - [N/A]

I (4)

Select Instruction Menus.

[Instruction] - [Instr]

Enter the Call Routing Mailbox number.

L (5)

R (7)

E (3)

Go back to the System Administrator options.

[Exit] - [Exit]

Plays Help message.

[Super Display Soft Key] - [Keyset Soft Key]

Listen to the current Instruction Menu (if any).

[Listen] - [Lstn]

Exit listen mode.

Record a new Instruction Menu.

[Record] - [Rec]

Record message.

E (3)

Pause or restart recording

[Resume] - [Resume] [Pause] - [Pause]

Erase recording.

[Cancel] - [Cancel]

Exit recording mode.

[Done] - [Done]

Erase the Instruction Menu.

[Erase] - [Erase]

Go back to the System Administrator options.

[Exit] - [Exit]

Features

IntraMail

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Leaving a Message

Description

Leave a voice message in a mailbox from inside or outside the company.

An extension user or outside caller can leave a voice message in a co-worker’s mailbox if that extension is busy, unanswered, or in Do Not Disturb. Leaving a voice message is a handy and efﬁcient way to communi- cate with co-workers that avoids post-it notes, message pads, and unnecessary email.

Additional Options While Leaving a Message

The following chart shows the additional dialing options a caller may have while listening to the mailbox greeting prior to leaving a message. What happens depends on the setting of the Next Call Routing and Dial-

ing Option options.

Next Call

Routing Mailbox

Undeﬁned No 0 Caller hears, “That is an invalid entry,” and the

1-16 (valid Call

Routing Mailbox)

1-16 (valid Call

Routing Mailbox)

Dialing Options While Leaving a Message

Dialing Option

Digit

Dialed

1-9

Outside Call Intercom Call

greeting repeats.

# IntraMail hangs up.

* Caller skips greeting and can immediately start

recording.

No 0 Caller follows 0 action

in Next Call Routing Mailbox.

1-9 Caller hears, “That is an invalid entry,” and the

greeting repeats.

# Caller routes to the

Next Call Routing Mailbox and hears its Instruction Menu.

* Caller skips greeting and can immediately start

recording.

Yes 0 Caller follows key’s

1-9

action in Next Call Routing Mailbox.

# Caller routes to the

Next Call Routing Mailbox and hears its Instruction Menu.

* Caller skips greeting and can immediately start

recording.

Action

Caller hears, “That is an invalid entry,” and

the greeting repeats.

IntraMail hangs up.

Caller hears, “That is an invalid entry,” and the greeting repeats.

IntraMail hangs up.

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Operation

Leaving a Message for a Co-worker

To leave a message in the mailbox of an unanswered extension:

Leaving a Message

To leave a message in a mailbox from outside the company:

To leave a message in an extension’s mailbox, you can be:

• Transferred to an extension’s mailbox by another user.

• Automatically routed to a mailbox when the called party doesn’t answer or is unavailable.

• Sent to the mailbox from the Automated Attendant after dialing * plus the called party’s mailbox number.

• Routed from the Automated Attendant after dialing a uniquely programmed digit set up to send you to an extension’s mailbox.

Press V-MAIL.

Do one of the following.

Leave message and hang up.

Leave message and dial #.

• Dialing # sends the message and hangs up.

Leave message and hang up.

Leave message and dial #.

• Dialing # may provide you with additional dialing options. This depends on how the called

mailbox’s Next Call Routing Mailbox is set up.

Features

IntraMail

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Listening to Messages

Description

While or after listening to a message, an extension user has many message handling options from which to choose.

While or after listening to a message, a Subscriber Mailbox user has many message handling options from which to choose. The listening options let you quickly and efﬁciently manage your voice mail messages, respond to the message sender, or forward the message to a co-worker for additional handling. The following table shows these options.

Option Description

Message Listen Options

[Super Display Soft Key] - [Keyset Soft Key]

(73)

[Reply] - [N/A]

MF (63)

[Forward] - [N/A]

MC (62)

[Callback] - [N/A]

Record a reply.

• See Message Reply (page 78).

Forward the message to another mailbox.

• See Message Forward (page 71).

Make a call to the message sender.

• See Make Call (page 67).

TI (84) Hear the time and date the message was sent.

• See Time and Date with Voice Mail (page 84).

SA (72) Save the message in your mailbox.

E (3)

[Erase] - [Erase]

L (5)

[Next Message] - [Next]

Erase the message.

• See Message Delete (page 70).

Listen to the next message.

B (2) Back up a few seconds.

BB (22)

[Repeat] - [Rpt]

Back up to the beginning of the message.

G (4) Go ahead a few seconds.

* Pause/resume listening.

[Message List + New Messages] - [N/A]

1S (17)

1N (16)

[Message List + Saved Messages] - [N/

1A (12)

[Message List + All Messages] - [N/A]

[Exit] - [Exit]

Select New Message List

• See Message Listen Mode (page 72).

• Select Saved Message List

Select All Message List

• See Message Listen Mode (page 72).

Exit the listen mode.

X (9) Exit your mailbox.

Dial 0 while listening to hear the list of options.

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