NEC DS1000 IntraMail, DS2000 IntraMail User Manual

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Page 1

1. Features

2. Soft Key Glossary

DS1000/2000 IntraMail

Feature Handbook

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

Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

Chapter 1: Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

Introduction to IntraMail Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

IntraMail Feature Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Announcement Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Announcement Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Answer Schedule Override . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Answer Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

The Default Mailbox and Routing Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Customizing an Answer Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

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

Auto Attendant Do Not Disturb. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Auto Erase or Save. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Auto Time Stamp. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Automated Attendant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

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

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

Call Forward to a Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Call Routing Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

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

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

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

MW LED Operation Change. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Caller ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Caller ID with Return Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Calling the Automated Attendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Centrex Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Conversation Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Conversation Record Key for a Co-worker’s Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Dial Action Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Dial Action Table Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Directory Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Directory Dialing Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Erasing All Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Exiting a Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Extension Hunting to Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

External Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Fax Detection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Flexible Answering Schedules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Flexible Call Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Flexible Mailbox Numbering Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Forced Unscreened Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Getting Recorded Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Go To A Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Remote Greetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Multiple Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Group Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Understanding Group Mailbox Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

DS1000/2000 IntraMail Feature Handbook Table of Contents

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Table of Contents

Guest Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Hang Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Instruction Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Leaving a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Log Onto Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Mailbox Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Mailbox Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Mailbox Security Code Delete. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Main Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Make Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Master Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Message Count Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Message Delete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Message Forward. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Message Length . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Message Listen Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Message Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Message On Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Message Playback Direction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Message Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Message Reply. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Message Storage Limit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Message Waiting Lamp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Multiple Company Greetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Next Call Routing Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Programming Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Quick Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Record and Send a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Remote Programming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Screened Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Security Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Single Digit Dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Subscriber Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

System Administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

System Administrator Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

System Re-initialization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Time and Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Time and Date Stamp. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Transfer to a Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Transfer to a UCD Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Enhanced Guest Mailbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Telephone Display while Listening to a Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Local (On-site) Logon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Remote Log On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

How Message Notification Works to Normal Telephone Numbers . . . . . . . . . . . . . . . . 86

How Message Notification Works to Digital Pager Numbers. . . . . . . . . . . . . . . . . . . . . 86

Recording Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Screened vs. Unscreened Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Screened Transfer and Inactive Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Time and Date Stamp with Caller ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Enhanced Mailbox Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Table of Contents

DS1000/2000 IntraMail Feature Handbook

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Table of Contents

Undefined Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Unscreened Transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Screened vs. Unscreened Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Unscreened Transfer and Inactive Mailboxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Voice Mail Overflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Voice Prompting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

Volume Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Chapter 2: Soft Key Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

Soft Key Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

DS1000/2000 IntraMail Feature Handbook Table of Contents

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Table of Contents

DS1000/2000 IntraMail Feature Handbook

Page 7

Chapter 1:

Introduction to IntraMail Features

If you are not familiar with the IntraMail features, review

the IntraMail Feature Glossar

This chapter provides detailed information on the IntraMail features. The 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, its beneﬁt, any special considerations you should be aware of, and how it works in the default system.

■

Operation

Operation provides charts that show you how the feature operates.

Features

y on page 2.

DS1000/2000 IntraMail Feature Handbook Chapter 1 : Features

◆

Page 8

2 ◆

IntraMail Feature Glossary

Feature Glossary

Name Description Usage

Administrator Security Code

Control

Alternate Next Call Routing

Mailbox

Announcement Mailbox

Announcement Message

Answer T able

Answering Machine Emulation

Answering Schedule Override

Auto Attendant Do Not Disturb

■

See Security Code in this glossary

■

See Next Call Routing Mailbox in this Glossary. Voice Mail

Mailbox that allows a prerecorded greeting to play to callers.

■

See Announcement Mailbox on page 12 for more.

The message that the System Administrator records for a

. Voice Mail

Automated Attendant

speciﬁc Announcement Mailbox.

■

See Announcement Message on page 14 for more.

Determines how the Automated Attendant answers outside

Automated Attendant calls on each trunk, according to the time of the day and day of the week that the call is ringing.

■

See Answer Tables on page 16 for more.

A keyset on the connected telephone system can work like

Voice Mail

a home answering machine.

■

See Answering Machine Emulation on page 19 for more.

Enables an alternate greeting and alternate dialing options

Automated Attendant for callers.

■

See Answer Schedule Override on page 15 for more.

Auto Attendant Do Not Disturb sends Automated Attendant

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 on page 21 for more. Also see Greeting in this glossary

Auto Erase or Save

Auto Time Stamp

Automated Attendant

Automated Attendant Transfer

Chapter 1: Features

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 on page 23 for more.

After a user listens to a message, IntraMail can optionally announce the time and date the message was left.

■

See Auto T ime Stamp on page 24 for more.

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

■

See Automated Attendant on page 25 for more.

While on a trunk call, an extension user can transfer their trunk call to the Automated Attendant so the caller can use the Automated Attendant dialing options.

■

See Automated Attendant T r ansfer on page 27 for more.

DS1000/2000 IntraMail Feature Handbook

Voice Mail

Automated Attendant

Voice Mail

Page 9

IntraMail Feature Glossary

Name Description Usage

Automatic Call Routing to a

Mailbox

Automatic Message Erase/Save

Automatic Routing for Rotary

Dial Callers

Call Forward to a Mailbox

Call Screening

Call Routing Mailbox

Caller ID

See Go to a Mailbox in this glossary. Automated Attendant

■

See Auto Erase or Save in this glossary. Voice Mail

■

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).

■

See Automatic Routing for Rotary Dial Callers on page 28 for more.

An extension user can forward their calls to their mailbox.

■

See Call Forward to a Mailbox on page 29 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 on page 33 for more.

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 on page 30 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 Caller ID with Return Call .

■

See Caller ID on page 36 for more.

Automated Attendant

Voice Mail

Automated Attendant

System

Caller ID with Return Call

Calling (Logging Onto) a Mailbox

Calling the Automated Attendant

Centrex T ransfer

Conversation Record

Day, Night, and Holiday

Greetings

■

See Make Call and Time and Date Stamp in this glossary.

■

See Log Onto Voice Mail in this glossary. Voice Mail

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

■

See Calling the Automated Attendant on page 38 for more.

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

■

See Centrex Transfer on page 39 for more.

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 on page 40 for more.

■

See Flexible Answering Schedules

in this glossary

. Automated Attendant

Voice Mail

Automated Attendant

Voice Mail

DS1000/2000 IntraMail Feature Handbook

Chapter 1: Features ◆ 3

Page 10

IntraMail Feature Glossary

Name Description Usage

Deleting a Message

Deleting Mailbox Security Code

Dial Action Table

Directory Dialing

Erasing All Messages

Exiting a Mailbox

External T ransfer

Fax Detection

■ See Message Delete

■ See Mailbox Security Code Delete

in this glossary

.Voice Mail

in this glossary

. Maintenance

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 on page 42 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 on page 44 for more.

Lets the System Administrator delete mailbox messages system-wide.

■ See Erasing All Messages on page 47 for more.

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

■ See Exiting a Mailbox on page 48 for more.

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

■ See External Tr ansfer on page 50 for more.

The Automated Attendant can detect incoming fax calls and transfer them to a fax machine.

■ See Fax Detection on page 51 for more.

Automated Attendant

Maintenance

Voice Mail

Automated Attendant

System

Flexible Answering Schedules

Flexible Call Routing

The Automated Attendant can answer outside calls with different announcements and dialing options, depending on the time of day and day of week.

■ See Flexible Answering Schedules on page 52 for

more.

The Automated Attendant can provide outside callers with a wide variety of dialing (routing) options. There are 3 components to Flexible Call Routing.

Answer Table

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

Call Routing Mailbox The mailbox associated with an Answer Table that speci-

ﬁes which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers.

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.

■ See Flexible Call Routing on page 53 for more.

Automated Attendant

4 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 11

IntraMail Feature Glossary

Name Description Usage

Flexible Mailbox Numbering Plan

Forced Unscreened Transfer

Forwarding Calls to a Mailbox

Getting Recorded Help

Go to a Mailbox

Greeting

If the telephone system extension numbers are customized, the IntraMail mailbox numbers can be customized to match.

■ See Flexible Mailbox Numbering Plan on page 54 for

more.

A Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers.

■ See Forced Unscreened Transfer on page 55 for more.

See Call Forward to a Mailbox in this glossary. Voice Mail 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 on page 56 for more.

An Automated Attendant caller can dial a digit and route directly into a mailbox.

■ See Go To A Mailbox on page 57 for more.

A Subscriber Mailbox user can record a personalized greeting for their mailbox. Caller’s to the user’s mailbox hear the greeting.

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

■ See Greeting on page 58 for more.

■ Also see Auto Attendant Do Not Disturb in this

glossary.

System

Automated Attendant

Voice Mail

Automated Attendant

Voice Mail

Group Mailbox

Guest Mailbox

Hang Up

Help

Individual T runk Greetings

Instruction Menu

A Group Mailbox is a Subscriber Mailbox shared by a group of co-workers.

■ See Group Mailbox on page 60 for more.

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

■ See Guest Mailbox on page 62 for more.

An Automated Attendant option that immediately hangs up the outside call.

■ See Hang Up on page 64 for more.

■ See Getting Recorded Help

■ See Multiple Company Greetings in this glossary. Automated Attendant

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 on page 65.

in this glossary

. Voice Mail

Voice Mail

Automated Attendant

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 5

Page 12

IntraMail Feature Glossary

Name Description Usage

Leaving a Message

Leaving a Message at a Busy/

DND Extension

Leave a Quick Message

Listening Options

Listening to Messages

Local Notiﬁcation

Log Onto Voice Mail

Mailbox Greeting

Mailbox Logon

An extension user can leave a voice message in a

Voice Mail co-worker’ s mailbox if that extension is busy, unanswered, or in Do Not Disturb.

■ See Leaving a Message on page 66 for more.

■ See Leaving a Message

■ See Quick Message

■ See Listening to Messages

While or after listening to a message, an extension user has

in this glossary

. Voice Mail

. Automated Attendant

. Voice Mail

Voice Mail many message handling options from which to choose.

■ See Listening to Messages on page 67 for more.

■ See Message Notiﬁcation

An extension user can press a key to log onto (access)

in this glossary

. Voice Mail

Voice Mail 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 on page 70 for more.

■ See Greeting

■ See Log Onto Voice Mail in this glossary. Voice Mail

in this glossary

. Voice Mail

Mailbox Name

Mailbox Options Menu

Mailbox Security Code Delete

Mailbox T ransfer

Main Menu

Make Call

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

■ See Mailbox Name on page 72 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 on page 74 for more.

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

■ See Mailbox Security Code Delete on page 75 for

more.

■ Also see Security Code in this glossary.

■ See Transfer to a Mailbox

in this glossary

.Voice Mail

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

■ See Main Menu on page 76 for more.

■

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 on page 78

for more

Voice Mail

Maintenance

Voice Mail

6 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 13

IntraMail Feature Glossary

Name Description Usage

Master Mailboxes

Message Count Display

Message Delete

Message Forward

Message Length

Message Listen Mode

Additional mailboxes used for Ring Group and UCD Hunting Group overﬂow . Can also be used for Guest Mailboxes, as well as additional Call Routing, Announcement, and Directory Dialing Mailboxes.

■ See Master Mailbox on page 79 for more.

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

■ See Message Count Display on page 80 for more.

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

■ See Message Delete on page 82 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 on page 83 for more.

The System Administrator can set the maximum length of a message that can be left in a user’s voice mailbox.

■ See Message Length on page 84 for more.

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

■ See Message Listen Mode on page 85 for more.

Voice Mail

Message Notiﬁcation

Message On Hold

Message Playback Direction

Message Record

Message Reply

Message Send

Message Storage Limit

Once activated by the mailbox user, dials a telephone

Voice Mail 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 on page 86 for more.

The System Administrator can record a message that will

Voice Mail play to callers while they wait on Hold

■ See Message On Hold on page 89 for more.

An extension user can listen to their messages in either

Voice Mail LIFO (last-in-ﬁrst-out) or FIFO (ﬁrst-in-ﬁrst-out) order.

■ See Message Playback Direction on page 90 for more.

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

An extension user can reply to a message in their mailbox

Voice Mail by dialing a simple code, without knowing the caller’s extension number.

■ See Message Reply on page 92 for more.

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

Sets how many messages a mailbox can store.

■ See Message Storage Limit on page 93 for more.

Voice Mail

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 7

Page 14

IntraMail Feature Glossary

Name Description Usage

Message Waiting Lamp

Multiple Company Greetings

Name

Next Call Routing Mailbox

One-Touch Forwarding

One-Touch Mailbox Access

One-Touch Mailbox Retrieval

Personal Answering Machine

Emulation

Personalized Mailbox Greeting

An extension’s Message Waiting lamp ﬂashes on the tele-

Voice Mail phone indicating that they have new messages waiting in their mailbox.

■ See Message Waiting Lamp on page 94 for more.

By assigning a unique Answer Table to each trunk, a sin-

Automated Attendant gle IntraMail system can provide individual greetings and dialing options for several companies.

■ See Multiple Company Greetings on page 95 for more.

■ See Mailbox Name in this glossary. Voice Mail

Provides callers with additional dialing options after they

Voice Mail 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 on page 96 for more.

■ See Call Forward to a Mailbox and Message Forward

Voice Mail

in this glossary.

■ See Mailbox Logon in this glossary. Voice Mail

■ See Answering Machine Emulation in this glossary. Voice Mail

■ See Greeting in this glossary. Voice Mail

Programmable Security Code

Programming V oice Mail

Quick Message

Record and Send a Message

Recorded Help

Recording a Conversation

Recording a Message

Recording Conversation Beep

■ See Security Code and Mailbox Security Code Delete

Voice Mail

in this glossary.

IntraMail is programmed via a W indow-based PC running

Maintenance the DS1000/2000 System Administrator or via telephone programming. Limited programming can also be done from a System Administrator’s mailbox.

■ See Progr amming Voice Mail on page 97 for more.

■ Also see System Administrator Mailbox in this glos-

sary.

Automated Attendant callers can dial a digit followed by

Automated Attendant an extension number to leave a message directly in a user’s mailbox.

■ See Quick Message on page 98 for more.

A Subscriber Mailbox user can record and send a message

Voice Mail

to any other Subscriber Mailbox.

■ See Record and Send a Message on page 99 for more.

■ Pre-recorded voice prompts guide the user through the

Voice Mail

Intramail features.

■ See Conversation Record in this glossary. Voice Mail

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

■ See Conversation Record in this glossary. Voice Mail

8 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 15

IntraMail Feature Glossary

Name Description Usage

Recording Options

Remote Log On

Remote Greetings

Remote Message Notiﬁcation

Remote Programming

Return Call (with Caller ID)

Rotary Dial Telephones

Screened T ransfer

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

■ See Log Onto Voice Mail in this glossary. Voice Mail

■ See Greeting in this glossary. Voice Mail

■ See Message Notiﬁcation in this glossary. Voice Mail

IntraMail programming is available remotely via a modem

Maintenance

connected to the IntraMail serial port.

■ See Remote Programming on page 101 for more.

■ See Make Call in this glossary. Voice Mail

■ See Automatic Routing for Rotary Dial Callers in this

Automated Attendant

glossary.

Similar to telephone system screened transfers in which

Automated Attendant the transferring party controls the transfer.

After an Automated Attendant caller dials an extension, IntraMail calls (screens) the destination extension to see if the transfer can go through.

■ If the destination is busy or in DND, the Automated

Attendant doesn’t extend the call and immediately provides the caller with additional options.

■ If the destination is available, the Automated Attendant

rings it. If the destination answers, the call goes through. If the destination doesn’t answer within a preset interval, the Automated Attendant doesn’t extend the call and provides the caller with additional options.

■ See Screened Transfer on page 102 for more.

■ Also see Unscreened Transfer in this glossary.

Security Code

An extension user’s mailbox can have a security code to

Voice Mail

protect the mailbox from unauthorized access.

■ See Security Code on page 104 for more.

■ Also see Mailbox Security Code Delete in this glos-

sary.

Select Listen Mode Single Digit Dialing

■ See Message Listen Mode in this glossary. Voice Mail

An Automated Attendant caller can press a single key to

Automated Attendant route to an extension, route to another destination, or use an IntraMail feature.

■ See Single Digit Dialing on page 106 for more.

Subscriber Mailbox

The mailbox type normally used for telephone system

Voice Mail

extensions.

■ See Subscriber Mailbox on page 107 for more.

System Administrator

The extension user that has IntraMail system administra-

Maintenance

tion capabilities.

■ See System Administrator on page 108 for more.

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 9

Page 16

IntraMail Feature Glossary

Name Description Usage

System Administrator Mailbox

System Re-initialization

Time and Date

Time and Date Stamp

Time and Date Stamp (with Caller

ID Storage

Transfer by Extension

A Subscriber Mailbox option that enables the system administration capabilities.

■ See System Administrator Mailbox on page 109 for

more.

■ Also see System Administrator in this glossary.

Re-initializing IntraMail returns all programmed options to their default values.

■ See System Re-initialization on page 110 for more.

After listening to a message, an extension user can dial a code to hear what time the message was sent.

■ See Time and Date on page 111 for more.

■ Also see Auto T ime Stamp in this glossary.

With caller ID installed, 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 on page 112 for more.

■ Also see Caller ID with Return Call and Time and

Date in this glossary.

See Time and Date Stamp in this glossary.

■ See Scr eened T ransfer and Unscreened T ransfer in this

glossary.

Voice Mail

Maintenance

Voice Mail

Automated Attendant

Transfer Calls to a FAX Machine

Transfer to a Mailbox

Transfer to an ACD/UCD Group

Transfer to an Extension

Transfer to the Automated

Attendant

Undeﬁned Routing

Undeﬁned Routing Intercept

■ See Fax Detection in this glossary. Automated Attendant

An extension user can transfer their active call to a co-

Voice Mail

worker’s mailbox.

■ See Transfer to a Mailbox on page 113 for more.

The Automated Attendant can transfer outside callers to

Automated Attendant ACD/UCD Group master numbers.

■ See Transfer to a UCD Group on page 114 for more.

■ See Scr eened T ransfer and Unscreened T ransfer in this

Automated Attendant

glossary.

■ See Automated Attendant T r ansfer in this glossary. Voice Mail

A dialpad digit for which the Automated Attendant has no

Automated Attendant routing deﬁned. When an Automated Attendant caller dials a digit for which there is no routing assigned, IntraMail plays a brief error message and then repeats the dialing options.

■ See Undeﬁned Routing on page 115 for more.

■ See Undeﬁned Routing in this glossary. Automated Attendant

10 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 17

IntraMail Feature Glossary

Name Description Usage

Unscreened T ransfer

Voice Mail Overﬂow

Voice Prompts

Volume Control

Similar to telephone system unscreened transfers in which the transferring party immediately extends the call.

After an Automated Attendant caller dials an extension, IntraMail immediately transfers the call to the destination and hangs up. Any recalls or additional routing are handled by the telephone system – just as with any other unscreened transfer.

■ See Unscreened Transfer on page 116 for more.

■ Also see Screened Transfer in this glossary.

Ensures that IntraMail will pick up calls that don’t go through.

■ See Voice Mail Overﬂow on page 118 for more.

IntraMail provides Voice Prompts that tell the extension user the status or progress of their call.

■ See Voice Prompting Messages on page 119 for more.

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

■ See Volume Control on page 120 for more.

Automated Attendant

System

Voice Mail

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 11

Page 18

Announcement Mailbox

Description

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 on page 65 for more.

- Set the dialing options in the Dial Action Table associated with the active Call Routing Mailbox. See Dial Action Table on page 42 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.

- See the Hang Up and Next Call Routing Mailbox options in Programming below.

By default, there are 8 Announcement Mailboxes (Routing Mailboxes 008-015). However, you can assign any of the 16 Routing Mailboxes as an Announcement Mailbox.

12 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 19

Operation

Announcement Mailbox

Recording an Announcement Mailbox Message

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

Log onto System Administrator’s mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

A (2) Select Announcement Mailbox message.

[ANNOUNCEMENT] - [ANN]

Enter the Announcement Mailbox number.

L (5) Listen to current Announcement Mailbox message.

R (7) Record a new Announcement Mailbox message.

[LISTEN] - [LSTN]

[RECORD] - [REC]

Record message.

E (3) Erase the Announcement Mailbox message.

[ERASE] - [ERASE]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

Plays Help message.

# Exit listen mode.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# Exit recording mode.

[DONE] - [DONE]

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 13

Page 20

Announcement Message

Description

The Announcement Message is the voice message that the System Administrator records for a speciﬁc Announcement Mailbox. See Announcement Mailbox on page 12 for more.

Operation

See Announcement Mailbox on page 12.

14 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 21

Answer Schedule Override

Description

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.

Operation

Log onto System Administrator’s Mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

O (6)

Access Answer Schedule Override.

[ANS SCHEDULE] - [N/A]

1-8

Go back to the Main Menu.

[EXIT] - [EXIT]

Plays Help message.

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

•You go to the Answer Schedule Override Menu.

O (6) Turn Answer Schedule Override on or off.

Go back to the System Administrator Menu.

[EXIT] - [EXIT]

Answer Schedule Override

Enabling Answer Schedule Override

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

[ON] - [ON] [OFF] - [OFF]

C (2)

Select the Override Mailbox.

[MAILBOX] - [MBOX]

Enter the Override Mailbox number.

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

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]

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 15

Page 22

Answer Tables

Description

The Answer Table determines how the Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. IntraMail provides 8 Answer Tables. The Answer 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.There are 3 major Automated Attendant components:

■ Answer T ables

The Answer Table determines how the Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. The Answer Table divides the time of day and day of the week into individual schedules, which in turn assign a Call Routing Mailbox to each call. When a speciﬁc schedule is not in effect, the Answer Table uses its Default Mailbox to determine routing.

✔By default, all trunks use Answer Table 1. Answer Table 1 has a single schedule that runs Monday

through Friday from 8:30AM to 5:00PM.

■ Call Routing Mailbox (page 30)

A Call Routing Mailbox is a mailbox associated with an individual Answer Table schedule or the Default Mailbox. It speciﬁes which dialing options (Dial Action Table) are available to callers. It also provides the Instruction Menu to callers which typically greets the callers and describes the dialing options.

✔By default, Answer Table 1 has a single schedule that runs Monday through Friday from 8:30AM to

5:00PM. This schedule and the Default Mailbox both use Call Routing Mailbox 000.

■ Dial Action T able (page 42)

Once the Automated Attendant answers, the Dial Action Table provides the dialing options to callers. Each digit a caller can dial is assigned a speciﬁc action (function) in the Dial Action Table. The dial action used depends on the setting in the active Call Routing Mailbox, which in turn depends on the Answer T able setup.

✔By default, Call Routing Mailbox 000 uses Dial Action Table 1.

The block diagram below shows the default IntraMail Automated Attendant conﬁguration.

DIL to Voice Mail

Master (700)

Trunks Route to

Answer Table 1

All trunks

Use Answer

Table 1

● 1003 - Direct Termination (Day)

● 1003 - Direct Termination (Night)

Default Automated Attendant Answering

● 1003 - Answer Table

● 8007 - Answer Tables

Schedule 1 or

Default Mailbox

Call Routing

Mailbox 000

Which chooses Call

Routing Mailbox 000.

● 8007 - Schedule Entry

●

8007 - Default Mailbox

● 8006 - Routing Mailboxes (000)

Dial Action

Table 1

● 8008 - Dial Action Tables

Calls always route to Call Routing Mailbox 000

- Schedule 1 active M-F 8:30AM-5:00PM.

- Default Mailbox active all other times.

From a System Administrator's

mailbox, record an Instruction

Menu (SA + I) for the active Call

Routing Mailbox.

And Dial Action

Table 1

Dial Action Table 1

Dialing Options

Dial an extension number, or

0 for the operator

With these

dialing options

16 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 23

The Default Mailbox and Routing Hierarchy

The Default Mailbox provides routing for an Answer Table during periods when a schedule is not in effect. By default, for example, Answer Table 1 Schedule 1 is active Monday through Friday from 8:30 AM to 5:00 PM. The Default Mailbox for Answer Table 1 is active during all other times (i.e., evenings and weekends). Since Schedule 1 and the Default Mailbox both use Call Routing Mailbox 000, initially the routing is the same 24 hours a day, 7 days a week. See Customizing an Answer Table below for more.

When setting up your Answer Tables, keep in mind that a more speciﬁc type of routing has priority over a less speciﬁc type of routing. When selecting which routing to follo w when there is more than one choice for a speciﬁc time, IntraMail will choose in the following order:

■ Date Schedule

■ Day of Week Schedule

■ Range of Days Schedule

■ Default Mailbox

For example, a Date Schedule set up for Christmas day will have priority over any other schedules in effect on December 25.

Customizing an Answer Table

Use the following examples as a guide when customizing your Answer Tables to meet speciﬁc site requirements. Refer to Programming below for the speciﬁcs.

To set up daytime and evening/weekend answering (2 schedules):

In this example, use the Default Mailbox (Call Routing Mailbox 000) for evening/weekend answering and specify a new Call Routing Mailbox for daytime answering.

1. Change the Call Routing Mailbox for Answer Table 1, Schedule 1.

■ In 8007 - IntraMail Answer Tables, assign Call Routing Mailbox 001 to Answer Table 1, Schedule 1.

You will use this for daytime answering.

2. From a System Administrator’s Mailbox, record an evening/weekend Instruction Menu message for Call

Routing mailbox 000.

■ This message will play to callers Monday through Friday from 5:00 PM to 8:30 AM and on weekends.

3. From a System Administrator’s Mailbox, record a daytime Instruction Menu message for Call Routing

Mailbox 001.

■ This message will play to callers Monday through Friday from 8:30 AM to 5:00 PM.

Answer Tables

To set up daytime, evening, and weekend answering (3 schedules):

This example builds on the example above, but adds a third schedule that will play just on weekday evenings.

1. Change the Call Routing Mailbox for Answer Table 1, Schedule 1.

■ In 8007 - IntraMail Answer Tables, assign Call Routing Mailbox 001 to Answer Table 1, Schedule 1.

As in the 2 schedule example, you will use this for daytime answering.

2. Create a new schedule that will run only in the evenings.

■ In 8007 - IntraMail Answer Tables, create Schedule 2 for Answer Table 1 that will run Monday

through Friday from 5:00 PM to 11:00 PM. Assign Call Routing Mailbox 002 to this new schedule.

3. From a System Administrator’s Mailbox, record a late night/weekend Instruction Menu Message for Call

Routing mailbox 000.

■

This message will play Monday through Friday from 11:00 PM to 8:30 AM, as well as on weekends.

4. From a System Administrator’s mailbox, record the weekday Instruction Menu Message for Call Rout-

ing Mailbox 001.

■ This message will play Monday through Friday from 8:30 AM to 5:00 PM.

5. From a System Administrator’s Mailbox, record the weekday evening Instruction Menu Message for

Call Routing Mailbox 002.

■ This message will play Monday through Friday from 5:00 PM to 1:00 PM

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Page 24

Answer Tables

Operation

N/A

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Answering Machine Emulation

Description

Answering Machine Emulation

A user’s ke yset can work lik e 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

Personal Answering Machine Emulation

To enable Personal Answering Machine Emulation:

Press ICM and dial *37.

2. Dial 2 to have AME pick up all calls.

OR Dial 8 to have AME pick up just outside calls.

To cancel Personal Answering Machine Emulation:

Press ICM and dial *30.

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

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

■ Press SPK or lift the handset to intercept the call.

■ Press MW to stop the broadcast and send the call directly to your mailbox.

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Page 26

Answering Machine Emulation

Personal Answering Machine Emulation

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

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

■ While you are listening to the broadcast, SPK ﬂashes and MW lights steadily on.

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

1. Press SPK or lift the handset to intercept the call. (If you e xtension is in the headset mode, you can only

press SPK). OR

1. Press MW to switch to the Call Screening mode.

After switching to the Call Screening mode To intercept the call (and stop recording the message):

1. Press ﬂashing MW key.

[ANSWER] - [ANSW]

To hear your caller’s message as it is recorded in your mailbox:

[SCREEN] - [SCRN]

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

1. Press SPK, lift the handset, or press MW.

[ANSWER] - [ANSW]

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

1. Do nothing.

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

1. N/A

[EXIT] - [EXIT]

To use another feature or process another call:

1. Press any other feature key.

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

1. N/A

[EXIT] - [EXIT]

To use another feature or process another call:

1. Lift the handset, press SPK, or press any other feature key.

■ Call Screening is only functional while the telephone is on-hook.

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Auto Attendant Do Not Disturb

Description

Auto Attendant Do Not Disturb

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 uninterrupted at their desk by outside callers sent 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.

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Page 28

Auto Attendant Do Not Disturb

Operation

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

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

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-ATT DND:OFF] - [N/A], or [AUTO-ATT DND:ON] - [N/A]

• 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]

L (5) Listen to the active greeting (if recorded).

R (7) Record a new greeting (if not recorded), or rerecord the

[LISTEN] - [LSTN]

current greeting.

[RECORD] - [REC]

Record at the tone, then press # when done.

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) Turn Auto Attendant Do Not Disturb off or on.

[DND ON] - [N/A] [DND OFF] - [N/A]

# Go back to mailbox Main Menu.

[EXIT] - [EXIT]

Plays Help message.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3)

Erase the greeting.

[CANCEL] - [CNCL]

# End the recording.

[DONE] - [DONE]

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Auto Erase or Save

Description

Auto Erase or Save

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.

Notes:

Operation

N/A

■ If a subscriber’s mailbox is set to Auto Save messages, IntraMail saves partially listened-to messages

but does not relamp the keyset for those messages. For example:

-A subscriber with new messages calls their mailbox.

- The subscriber presses L to listen to a portion of each message and then exits their mailbox.

- IntraMail saves all the messages, turns off the message waiting lamp, and resets the telephone display to V-MAIL 00 (VM00).

■

If you hang up while listening to a new message, IntraMail automatically retains the message as a new message.

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 23

Page 30

Auto Time Stamp

Description

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 T ime Stamp from their mailbox, or you can optionally enable in 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 OPTS] - [N/A]

AT (28) 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.

# Go back to the Mailbox Options Menu.

Turning Auto Time Stamp On or Off

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

O (6) Turn Auto Time Stamp on or off.

[EXIT] - [EXIT]

[ON] - [ON] [OFF] - [OFF]

Plays Help message.

24 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

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Automated Attendant

Description

Automated Attendant

The Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. The Answer 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. There are 3 major Automated Attendant components:

■ Answer T ables (page 16)

✔By default, all trunks use Answer Table 1. Answer Table 1 has a single schedule that runs Monday

through Friday from 8:30AM to 5:00PM.

■ Call Routing Mailbox (page 30)

✔By default, Answer Table 1 has a single schedule that runs Monday through Friday from 8:30AM to

5:00PM. This schedule and the Default Mailbox both use Call Routing Mailbox 000.

■ Dial Action T able (page 42)

✔By default, Call Routing Mailbox 000 uses Dial Action Table 1.

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 25

Page 32

Automated Attendant

The block diagram below shows the default IntraMail Automated Attendant conﬁguration.

DIL to Voice Mail

Master (700)

Trunks Route to

Answer Table 1

All trunks

Use Answer

Table 1

● 1003 - Direct Termination (Day)

● 1003 - Direct Termination (Night)

Default Automated Attendant Answering

● 1003 - Answer Table

● 8007 - Answer Tables

Schedule 1 or

Default Mailbox

Call Routing

Mailbox 000

Which chooses Call

Routing Mailbox 000.

● 8007 - Schedule Entry

●

8007 - Default Mailbox

● 8006 - Routing Mailboxes (000)

Dial Action

Table 1

● 8008 - Dial Action Tables

Calls always route to Call Routing Mailbox 000

- Schedule 1 active M-F 8:30AM-5:00PM.

- Default Mailbox active all other times.

From a System Administrator's

mailbox, record an Instruction

Menu (SA + I) for the active Call

Routing Mailbox.

And Dial Action

Table 1

Dial Action Table 1

Dialing Options

Dial an extension number, or

0 for the operator

With these

dialing options

Operation

Using the Automated Attendant

For the outside caller:

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

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Automated Attendant Transfer

Description

Automated Attendant Transfer

An extension user can transfer their trunk 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.

Note: Extensions cannot call or be transferred to the IntraMail Automated Attendant.

Operation

Automated Attendant Transfer

To transfer an outside call to the Automated Attendant:

While on an outside call, press ICM.

2. Dial the voice mail master number (e.g., 700).

3. Hang up.

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Page 34

Automatic Routing for Rotary Dial Callers

Description

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

N/A

28 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

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Call Forward to a Mailbox

Description

Call Forward to a 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 MW key instead. With Call Forward to a Mailbox, the subscriber is assured that their calls don’t get forgotten when the y are b usy or unav ailable to pick up their calls. Unlik e 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).

Operation

Call Forward to your Mailbox

To forward your calls to your mailbox:

Press ICM.

2. Dial *3.

3. Dial the Call Forwarding type: 0 = Cancel your extension’s forwarding 2 = Call Forwarding Busy/No Answer 4 = Call Forwarding Immediate 6 = Call Forwarding No Answer

4. Press MW.

5. Dial 2 to forward all calls.

OR Dial 8 to forward just outside calls.

Call Forwarding options 2 and 4 will not forward voice-announced Intercom calls.

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Page 36

Call Routing Mailbox

Description

The Call Routing Mailbox, associated with an Answer Table, speciﬁes which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers. By default, IntraMail provides 8 Call Routing Mailboxes (000-007). However, you can assign any of the 16 Routing Mailboxes as a Call Routing Mailbox. The Call Routing Mailbox 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. There are 3 major Automated Attendant components:

■ Answer T ables (page 16)

✔By default, all trunks use Answer Table 1. Answer Table 1 has a single schedule that runs Monday

through Friday from 8:30AM to 5:00PM.

■ Call Routing Mailbox

✔By default, Answer Table 1 has a single schedule that runs Monday through Friday from 8:30AM to

5:00PM. This schedule and the Default Mailbox both use Call Routing Mailbox 000.

■ Dial Action T able (page 42)

✔By default, Call Routing Mailbox 000 uses Dial Action Table 1.

30 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

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Call Routing Mailbox

The block diagram below shows the default IntraMail Automated Attendant conﬁguration.

DIL to Voice Mail

Master (700)

Trunks Route to

Answer Table 1

All trunks

Use Answer

Table 1

● 1003 - Direct Termination (Day)

● 1003 - Direct Termination (Night)

Default Automated Attendant Answering

● 1003 - Answer Table

● 8007 - Answer Tables

Schedule 1 or

Default Mailbox

Call Routing

Mailbox 000

Which chooses Call

Routing Mailbox 000.

● 8007 - Schedule Entry

●

8007 - Default Mailbox

● 8006 - Routing Mailboxes (000)

Dial Action

Table 1

● 8008 - Dial Action Tables

Calls always route to Call Routing Mailbox 000

- Schedule 1 active M-F 8:30AM-5:00PM.

- Default Mailbox active all other times.

From a System Administrator's

mailbox, record an Instruction

Menu (SA + I) for the active Call

Routing Mailbox.

And Dial Action

Table 1

Dial Action Table 1

Dialing Options

Dial an extension number, or

0 for the operator

With these

dialing options

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Page 38

Call Routing Mailbox

Operation

Recording an Instruction Menu for a Call Routing Mailbox

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

Log onto System Administrator’s mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

I (4) Select Instruction Menus.

[INSTRUCTION] - [INST]

Enter the Call Routing Mailbox number (000-007).

L (5) Listen to the current Instruction Menu (if any).

R (7) Record a new Instruction Menu.

[LISTEN] - [LSTN]

[RECORD] - [REC]

Record message.

E (3) Erase the Instruction Menu.

[ERASE] - [ERASE]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

Plays Help message.

# Exit listen mode.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# Exit recording mode.

[DONE] - [DONE]

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Call Screening

Description

Call Screening

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.

Call Screening and Group Mailboxes

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.

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.

MW LED Operation Change

With the introduction of Call Screening, only the Ring/Message Lamp ﬂashes for new messages. The MW LED is used for Call Screening only.

Note that if more than one caller is leaving a message in a mailbox simultaneously , Call Screening will listen to the ﬁrst message.

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Page 40

Call Screening

Operation

Manual Call Screening Operation

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

■ When Automatic Call Screening is off, you hear a single beep and MW ﬂashes fast while IntraMail records

your caller’s message. Your telephone 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):

1. Press ﬂashing MW key.

[ANSWER] - [ANSW]

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

[SCREEN] - [SCRN]

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

1. Press SPK, lift the handset, or press MW.

[ANSWER] - [ANSW]

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

1. Do nothing.

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

1. N/A

[EXIT] - [EXIT]

To use another feature or process another call:

1. Press any other feature key.

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

1. N/A

[EXIT] - [EXIT]

To use another feature or process another call:

1. Lift the handset, press SPK, or press any other feature key.

■ Call Screening is only functional while the telephone is on-hook.

34 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

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Call Screening

Automatic Call Screening Operation

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

■ 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:

N/A

[PROGRAM + SCREEN] + [PGM + MORE + MORE + SCRN]

N/A

[ON] + [ON]

N/A

[OFF] + [OFF]

N/A

[EXIT] + [EXIT]

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

Press SPK, MW, or lift the handset.

[ANSWER] + [ANSW]

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:

N/A

[EXIT] + [EXIT]

To use another feature or process another call:

N/A

[EXIT] + [EXIT]

Lift the handset or press any other feature key.

Turn Automatic Call Screening on.

■ The top line of the display shows the Automatic Call Screen-

ing status.

Turn Automatic Call Screening off.

■ The top line of the display shows the Automatic Call Screen-

ing status.

Exit

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 35

Page 42

Caller ID

Description

Operation

Caller ID is a telephone company service that provides an extension with a caller’s number and optional name. With Caller ID, the display 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 the y can re vie w 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.

N/A

36 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 43

Caller ID with Return Call

Description

Operation

See

Make Call on page 78

See

Make Call on page 78

Caller ID with Return Call

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 37

Page 44

Calling the Automated Attendant

Description

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 T ransfer (page 27)

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

■ Next Call Routing Mailbox (page 96)

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).

Operation

Refer to the features referenced in Description above.

38 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Page 45

Centrex Transfer

Description

Centrex Transfer

Centrex T ransfer is a Dial Action Table option that can transfer an Automated Attendant call from a Centre x trunk to an outside number using the features of that Centrex trunk. With Centrex Transfer, the Automated Attendant answers an outside call and then transfers the caller back to the telco using the same trunk 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., #200P). 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 trunks 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.

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 39

Page 46

Conversation Record

Description

Conversation Record allo ws a subscriber to record their acti v e call as a ne w 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 re vie w 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 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.

Caution

Conversation Record Key for a Co-worker’s Mailbox

While on a call, you can press the key to record your conversation directly into your co-worker’s mailbox. You can set up the key to record into any valid Subscriber Mailbox (including Group Mailboxes and Master 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. Setting up a Record key for a co-worker’s mailbox is also available on DSS Consoles.

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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.

1. Press your Voice Mail Record key or RECORD soft key.

■ The key lights green while the system calls your mailbox. Once recording begins, the key ﬂashes. You and

your caller hear the voice prompt “Recording.” Your display shows one of the following:

- Prior to 03.20.07: CONFERENCE

- 03.20.07 or higher: RECORDING MAILBOX XXX (where XXX is the number of the mailbox into which

the conversation is recording)

■

■ You can also have a Record key on your DSS Console. It lights red while the system calls your mailbox and

ﬂashes fast once recording begins.

To turn conversation record off:

1. Press MW.

■ Recording stops.

■ There are no options available while recording (such as pause, resume, and exit).

Setting Up Conversation Record for a Co-worker’s Mailbox

To set up a Conversation Record key for a co-worker’s mailbox:

1. While your telephone is idle, dial #KP.

2. Press the key you want to program + HOLD.

3. Dial 17.

4. Enter the mailbox number or 0 for your own mailbox.

5. Press + HOLD + CONF + SPK to exit.

User-Programmable Feature

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 41

Page 48

Dial Action Table

Description

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. IntraMail provides 16 Dial Action Tables. 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. There are 3 major Automated Attendant components:

■ Answer T ables (page 16)

✔By default, all trunks use Answer Table 1. Answer Table 1 has a single schedule that runs Monday

through Friday from 8:30AM to 5:00PM.

■ Call Routing Mailbox (page 30)

✔By default, Answer Table 1 has a single schedule that runs Monday through Friday from 8:30AM to

5:00PM. This schedule and the Default Mailbox both use Call Routing Mailbox 000.

■ Dial Action T able

✔By default, Call Routing Mailbox 000 uses Dial Action Table 1.

The block diagram below shows the default IntraMail Automated Attendant conﬁguration.

DIL to Voice Mail

Master (700)

Trunks Route to

Answer Table 1

All trunks

Use Answer

Table 1

● 1003 - Direct Termination (Day)

● 1003 - Direct Termination (Night)

Default Automated Attendant Answering

● 1003 - Answer Table

● 8007 - Answer Tables

Schedule 1 or

Default Mailbox

Call Routing

Mailbox 000

Which chooses Call

Routing Mailbox 000.

● 8007 - Schedule Entry

●

8007 - Default Mailbox

● 8006 - Routing Mailboxes (000)

Dial Action

able 1

● 8008 - Dial Action Tables

Calls always route to Call Routing Mailbox 000

- Schedule 1 active M-F 8:30AM-5:00PM.

- Default Mailbox active all other times.

From a System Administrator's

mailbox, record an Instruction

Menu (SA + I) for the active Call

Routing Mailbox.

And Dial Action

Table 1

Dial Action Table 1

Dialing Options

Dial an extension number, or

0 for the operator

With these

dialing options

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Dial Action Table

Dial Action Table Options

The following table summarizes the Dial Action Table dial (key) actions and their associated features.

Dial Action Table Key Action Summary

Action Description Feature Reference

TRF

UTRF

REC1

REC2

LOGON

Hang

Screened Transfer (1) Allows an Automated Attendant caller to place a Screened Transfer to an extension. IntraMail calls (screens) the destination to see if the call can go through.

Unscreened Transfer (2) Allows an Automated Attendant caller to place an Unscreened Transfer to an extension.IntraMail transfers the call the destination and then hangs up.

Quick Message with Greeting (3) Allows an Automated Attendant caller to leave a Quick Message at an extension. The caller will hear the extension’s personal greeting.

Quick Message without Greeting (4) Allows an Automated Attendant caller to leave a Quick Message at an extension. The caller will not hear the extension’s personal greeting

Log Onto Voice Mail (5) Allows an Automated Attendant caller to log onto a mailbox, either directly or one of their choosing.

Hang Up (6) IntraMail says “Goodbye” and hangs up.

Screened T ransfer (page 102)

Unscreened T ransfer (page 116)

Quick Message (page 98)

Log Onto Voice Mail (page 70)

Hang Up (page 64)

GOTO

UND

Go to a Mailbox, (7) Allows an Automated Attendant caller to route to another mailbox.

Undeﬁned Routing (0) This action provides no routing.

Go T o A Mailbox (page 57)

N/A

Operation

N/A

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Page 50

Directory Dialing

Description

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 #. The y 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 15 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).

The Directory Dialing Mailbox can be a Routing Mailbox assigned as a Directory Dialing Mailbox or a Master Mailbox assigned as a Directory Dialing Mailbox.

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Operation

Recording a Directory Dialing Message

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

Log onto System Administrator’s mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

I (4) Select Instruction Menus.

[INSTRUCTION] - [INST]

Enter the Directory Dialing Mailbox number.

L (5) Listen to the current Directory Dialing Message (if any).

R (7) Record a new Directory Dialing Message.

E (3) Erase the Directory Dialing Message.

# Go back to the System Administrator options.

[EXIT] - [EXIT]

Plays Help message.

[LISTEN] - [LSTN]

# Exit listen mode.

[RECORD] - [REC]

Record message.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# Exit recording mode.

[DONE] - [DONE]

[ERASE] - [ERASE]

[EXIT] - [EXIT]

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.

2. 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 #.

3. 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.

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

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 45

Using Directory Dialing

Page 52

Directory Dialing Mailbox

Description

A Directory Dialing Mailbox is the type of mailbox required to implement Directory Dialing. A Directory Dialing Mailbox can be either a Routing Mailbox or a Master Mailbox. The type you choose depends only on available resources and your programming preference, since they w ork identically. See Directory Dialing on page 44 for more on how to set up a Directory Dialing Mailbox.

Operation

Turn to Directory Dialing on page 44 for more on how to use Directory Dialing and record a Directory Dial- ing Message.

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Erasing All Messages

Description

Erasing All Messages

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 System-Wide

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

Log onto System Administrator’s mailbox.

SA (72) Access System Administrator options.

[SYS 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) Erase all Subscriber Mailbox messages.

Plays Help message.

[ERASE ALL MSGS] - [EA]

Go back to System Administrator options.

[EXIT] - [EXIT]

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Page 54

Exiting a Mailbox

Description

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.

Operation

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

To exit your mailbox.

Exiting a Mailbox

Log onto Subscriber Mailbox.

XX (99) Exit your mailbox.

To exit and immediately return to your mailbox:

[EXIT + EXIT] - [EXIT + EXIT]

Log onto Subscriber Mailbox.

X# (9#) Exit and return to your mailbox.

0 Plays Help message

[EXIT + RETURN] - [EXIT + RETN]

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Extension Hunting to Voice Mail

Description

Extension Hunting to Voice Mail

Extension Hunting to Voice Mail automatically sends calls to an extension’s mailbox without the user having to set up Call Forwarding. For example, Extension Hunting to Voice Mail can send unanswered transferred calls to an extension’ s mailbox rather than recalling the transferring party. In addition, Extension Hunting to Voice Mail can send an unanswered Direct Inward Line to the extension’s mailbox instead of diverting to Key Ring. Hunting can also reroute calls from the Automated Attendant as well as ringing Intercom calls (depending on the hunt type). Unlike Call Forwarding, Extension Hunting to Voice Mail requires no action by the extension user to redirect calls; the system reroutes them automatically.

There are 4 types of Extension Hunting to Voice Mail:

■ Ring No Answer Trunk (Type 1)

Type 1 hunting reroutes trunk calls to the extension’s mailbox after a preset interval. Type 1 hunting reroutes trunk calls when the extension is idle, busy, or in Do Not Disturb but does not reroute ringing Intercom calls. See the Routing Charts below for more.

■ Ring No Answer / Busy Trunk (Type 2)

Type 2 hunting also reroutes trunk calls to the extension user’s mailbox. When the e xtension is idle, Type 2 hunting reroutes calls after an interval. Type 2 hunting reroutes trunk calls immediately while the extension is busy or in Do Not Disturb. Like Type 1 hunting, Type 2 hunting does not reroute ringing Intercom calls. See the Routing Charts below for more.

■ Ring No Answer / Busy All (Type 3)

Type 3 hunting reroutes trunk calls and ringing Intercom calls. If the extension is idle, calls reroute to the user’s mailbox after an interv al. Type 3 hunting reroutes calls immediately when the extension is busy or in Do Not Disturb. See the Routing Charts below for more.

■ Busy Trunk (Type 4)

Type 4 hunting is similar to Type 2 hunting e xcept that transferred trunk calls to an idle e xtension do not reroute. Transferred trunk calls, Direct Inward Lines, and calls from the Automated Attendant go immediately to the mailbox when the extension is busy or in Do Not Disturb. This type of hunting never reroutes ringing Intercom calls. See the Routing Charts below for more.

Notes:

■ Extension Hunting to Voice Mail does not reroute voice-announced Intercom calls.

■ Extension Hunting to Voice Mail does not reroute Key Ring calls. See the DS1000/2000 Software Man-

ual for more on Key Ring.

Operation

To force Extension Hunting to Voice Mail to redirect all your calls to your mailbox:

Press DND.

■ Type 1 hunting will not redirect Intercom calls.

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 49

Extension Hunting to Voice Mail

Page 56

External Transfer

Description

External Transfer allows an Automated Attendant caller to automatically route to an outside telephone number. To set this up, assign a Dial Action Table action as a UTRF to a System Speed Dial bin (e.g., #200 + Pause for system bin 200). 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.

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Fax Detection

Description

Fax Detection

The Automated Attendant can detect incoming fax calls and transfer them to a fax machine. W ith F ax Detection enabled, after the Automated Attendant answers a call it listens for incoming fax CNG tone. If it detects the tone, it does an unscreened transfer of the call to the speciﬁed company fax machine. The incoming fax then prints out on the company fax machine. If you disable Fax Detection, the Automated Attendant will not detect and route incoming fax calls.

Operation

N/A

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Page 58

Flexible Answering Schedules

Description

The Automated Attendant can answer outside calls with different announcements and dialing options, depending on the time of day and day of week. For example, a company can set up separate schedules for weekdays, evenings, weekends, and speciﬁc holidays. Each schedule can play a different announcement to callers, as well as provide them with unique dialing options. Once set up in programming, the schedule operation is automatic.

The Flexible Answering Schedules are determined by the set up of the IntraMail Answer Tables. See Answer Tables on page 16 for more.

Operation

N/A

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Flexible Call Routing

Description

Operation

Flexible Call Routing

The Automated Attendant can provide outside callers with a wide variety of dialing (routing) options. You can customize the announcements and routing options to exactly meet the site requirements. Use Flexible Call Routing to eliminate or minimize the need for an operator or receptionist to handle outside calls.

There are 3 components to Flexible Call Routing.

■ Answer T ables (page 16)

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

■ Call Routing Mailbox (page 30)

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

■ Dial Action T able (page 42)

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.

N/A

DS1000/2000 IntraMail Feature Handbook Chapter 1: Features ◆ 53

Page 60

Flexible Mailbox Numbering Plan

Description

If the telephone system extension numbers are changed or swapped, IntraMail will automatically change the Subscriber Mailbox numbers to match. There is no extensiv e reprogramming required. After the swap, all of the subscriber’s messages and options are available at their new extension number. Flexible Mailbox Numbering Plan lets you customize a site’s extension numbers and be assured that IntraMail will automatically adapt to the new conﬁguration. Two-digit extension/mailbox numbering is not supported in IntraMail.

Operation

N/A

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Forced Unscreened Transfer

Description

Operation

Forced Unscreened Transfer

A Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Enable this option for a mailbox if the subscriber prefers to receiv e all calls sent by the Automated Attendant as Unscreened Transfers. With Unscreened Transfers,

■ Calls from the Automated Attendant ring like other transferred calls and display the incoming Caller ID

data (if provided by telco and enabled in programming) as the call is ringing.

■ As with Screened Transfers, unanswered calls route to the subscriber’s greeting (recorded or default) so

the caller can leave a message. However, with Unscreened Transfer the caller cannot dial 2 to reach the Next Call Routing Mailbox options (if programmed).

N/A

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Page 62

Getting Recorded Help

Description

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.

Operation

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.

Getting Recorded Help

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Go To A Mailbox

Description

Go To A Mailbox

An Automated Attendant caller can dial a digit to route to a Call Routing or Announcement Mailbox. This is called the Go To (GOTO) action. The GOTO action can route directly to a speciﬁc Call Routing or Announcement Mailbox, or allow the Automated Attendant caller to go to a mailbox of their own choosing. Use the GOTO action to set up a “tree” of Automated Attendant options.

The block diagram below shows ho w the Automated Attendant can provide the caller with a “tree” of dialing options. Dialing 1 (GOTO 008) routes to Announcement Mailbox 008, which plays the company directions. Dialing 2 (GOTO 001) routes to Call Routing Mailbox 001, which is set up to give the caller single-digit dialing to Tech Service technicians.

■ The Announcement Message for Announcement Mailbox 008 tells the caller how to locate the company.

■ The Instruction Menu for Call Routing Mailbox 001 instructs the caller which digits to dial for each tech-

nician. The Dial Action Table for Call Routing Mailbox 001 contains the TRF or UTRF actions to each technician’s extension.

The GOTO action can also log into a Subscriber Mailbox, although the LOGON action is normally reserv ed for this function.

Operation

Automated Attendant

Call Routing Mailbox 000

Using the Automated Attendant GOTO Action

Company

Directions

GOTO 008

Announcement Mailbox 008

GOTO 001

Tech Service

Technicians

Call Routing Mailbox 001

For the outside caller:

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

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Page 64

Greeting

Description

Remote Greetings

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, pro vide 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.

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

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. To allow this capability, for example:

- Program the Next Call Routing Mailbox # digit as LOGON to IXXX.

- While listening to their greeting, the subscriber can dial: # (to route to their Next Call Routing Mailbox), then # and their mailbox number to log onto their mailbox.

- By default, this option is provided in Call Routing Mailbox 000. Additionally, the subscriber should enable a Security Code for their mailbox to prevent unauthorized logons.

Multiple Greetings

In systems with Multiple Greetings, the mailbox subscriber can record up to three separate greetings and make any one of the three active. 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.

If the active 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).”

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Operation

Greeting

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

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

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-ATT DND:OFF] - [N/A], or [AUTO-ATT DND:ON] - [N/A]

• 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]

L (5) Listen to the active greeting (if recorded).

R (7) Record a new greeting (if not recorded), or rerecord the

[LISTEN] - [LSTN]

current greeting.

[RECORD] - [REC]

Record at the tone, then press # when done.

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) Turn Auto Attendant Do Not Disturb off or on.

[DND ON] - [N/A] [DND OFF] - [N/A]

# Go back to mailbox Main Menu.

[EXIT] - [EXIT]

Plays Help message.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3)

Erase the greeting.

[CANCEL] - [CNCL]

# End the recording.

[DONE] - [DONE]

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Page 66

Group Mailbox

Description

A Group Mailbox is a Subscriber Mailbox shared by a group of co-workers. If a caller leaves a message at any extension within the group, the system stores the message in the Group Mailbox. The Ring/Message lamp at all keyset extensions in the group ﬂashes to indicate that there is a ne w voice mail message waiting. Any extension user in the group can log onto their mailbox to hear and process the shared message. The message count on all keyset displays increments and decrements as group messages are received, listened to, or deleted.

Group Mailboxes are helpful in both residential installations and larger business workgroups, since extensions share a common voice mailbox. Messages in the Group Mailbox can be listened to, forwarded, deleted, and otherwise processed by any member of the group.

Group Mailbox uses Ring Group and Master Mailbox programming. You can separately set up Ring Group members to have the same Group Mailbox. Since the system provides 8 Ring Groups, there are a total of 8 Group Mailboxes available.

Understanding Group Mailbox Types

If the Group (Master) Mailbox is a Call Routing Mailbox (1):

■ A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your

call cannot go through. Goodbye.” IntraMail then hangs up.

■ An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the

prerecorded Instruction Menu message and can dial options allowed by the associated Dial Action Table.

■ If the Group Mailbox user presses MW, they are asked to enter their mailbox number. After entering the

number, they hear, “That mailbox does not exist.”

■ An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an exten-

sion assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Auto- mated Attendant.

If the Group (Master) Mailbox is an Announcement Mailbox (2):

■ A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your

call cannot go through. Goodbye.” IntraMail then hangs up.

■ An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the

prerecorded announcement and can use all other Announcement Mailbox features.

■ If the Group Mailbox user presses MW, they are asked to enter their mailbox number. After entering the

number, they hear: “That mailbox does not exist.”

■ An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an exten-

sion assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Auto- mated Attendant.

If the Group (Master) Mailbox is a Subscriber Mailbox (3):

■ The Group Mailbox has all the features of any other personal Subscriber Mailbox.

If the Group (Master) Mailbox is a Directory Dialing Mailbox (4):

■ A co-worker attempting to leave a message at an extension assigned to the Group Mailbox hears: “Your

call cannot go through. Goodbye.” IntraMail then hangs up.

■

An outside caller attempting to leave a message at an extension assigned to the Group Mailbox hears the

Directory Dialing message and can use any of the options programmed for the Directory Dialing Mailbox.

■ If the Group Mailbox user presses MW, they are asked to enter their mailbox number. After entering the

number, they hear: “That mailbox does not exist.”

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■ An Automated Attendant caller attempting to leave a Quick Message or do a Remote Logon at an exten-

Operation

See the following features for operation of the speciﬁc Group Mailbox type:

■ Announcement Mailbox on page 12.

■ Call Routing Mailbox on page 30.

■ Directory Dialing on page 44.

■ Subscriber Mailbox on page 107.

Group Mailbox

sion assigned to the Group mailbox hears, “That mailbox does not exist.” They then return to the Auto- mated Attendant.

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Page 68

Guest Mailbox

Description

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 can also be a Master Mailbox assigned as a Subscriber Mailbox. A Guest Mailbox has man y of the IntraMail features of a Subscriber Mailbox. A company visitor with a Guest Mailbox could, for example:

■ Go to any extension, press ICM + 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.

For a brief overview of the features available at a Guest Mailbox, review the Related Features below. Then, go to the individual feature to ﬁnd out how it operates and any programming required to make it work.

Enhanced Guest Mailbox

With Enhanced Guest Mailbox, you can set up a Guest Mailbox just by activating the Subscriber Mailbox at any uninstalled extension. In 1808-Mailbox Type, set up the mailbox as Personal (1) or Group (2). When you do this:

■ A Screened Transfer (TRF) or Unscreened T ransfer (UTRF) from the Automated Attendant goes directly

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

■ An Intercom call to the uninstalled extension goes directly to the Subscriber Mailbox.

■ A transferred call to the uninstalled extension also goes directly to the Subscriber Mailbox.

Operation

Logging Onto a Guest Mailbox

To log onto a Guest Mailbox:

Press ICM + Dial the IntraMail master number (e.g., 700).

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

2. When IntraMail answers, dial the Guest Mailbox number.

Logging Onto a Guest Mailbox from the Automated Attendant

To log onto a Guest Mailbox from the Automated Attendant:

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

■ This capability may be disabled in the Automated Attendant.

■ Your automated attendant may have GOTO or LOGON actions assigned to the Guest Mailbox. Check with

your Communications Manager.

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Guest Mailbox

Transferring your call to a Guest Mailbox

To transfer your active call to a co-worker’s mailbox:

Press ICM.

2. Press MW.

3. Dial the Guest Mailbox number.

4. Press SPK 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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Page 70

Hang Up

Description

Operation

Hang Up is an Automated Attendant option that immediately hangs up the outside call. When setting up a Dial Action Table, you may want to use Hang Up for unused actions (rather than the caller hearing the standard error message). You might also want to use the Hang Up action as the Timeout destination for callers that wait too long to dial after the Automated Attendant answers.

N/A

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Instruction Menu

Description

Operation

Instruction Menu

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:

“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.”

Recording an Instruction Menu for a Call Routing Mailbox

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

Log onto System Administrator’s mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

I (4) Select Instruction Menus.

[INSTRUCTION] - [INST]

Enter the Call Routing Mailbox number.

L (5) Listen to the current Instruction Menu (if any).

R (7) Record a new Instruction Menu.

[LISTEN] - [LSTN]

[RECORD] - [REC]

Record message.

E (3) Erase the Instruction Menu.

[ERASE] - [ERASE]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

Plays Help message.

# Exit listen mode.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# Exit recording mode.

[DONE] - [DONE]

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Leaving a Message

Description

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 communicate with co-workers that avoids post-it notes, message pads, and unnecessary email.

Operation

Leaving a Message for a Co-worker

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

Press MW.

2. Leave message and hang up.

OR Leave message and dial #.

■ Dialing # sends the message and hangs up.

Leaving a Message from Outside the Company

To leave a message in a mailbox:

Leave message and hang up. OR 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.

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.

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Listening to Messages

Description

Listening to Messages

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-work er for additional handling. The follo wing table shows these options.

Message Listen Options

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

Option Description

(73)

[REPLY] - [N/A]

MF (63)

[FORWARD] - [N/A]

MC (62)

[CALLBACK] - [N/A]

TI (84)

SA (72) Save the message in your mailbox.

E (3)

[ERASE] - [ERASE]

L (5)

[NEXT MSG] - [NEXT]

B (2) Back up a few seconds.

BB (22)

[REPEAT] - [RPT]

G (4) Go ahead a few seconds.

[MSG LIST + NEW MSGS] - [N/A]

[MSG LIST + SAVED MSGS] - [N/A]

[MSG LIST + ALL MSGS] - [N/A]

1N (16)

1S (17)

1A (12)

[EXIT] - [EXIT]

X (9) Exit your mailbox.

Record a reply. See Message Reply on page 92.

Forward the message to another mailbox. See Message Forward on page 83.

Make a call to the message sender. See Make Call on page 78.

Hear the time and date the message was sent.

■ See Time and Date on page 111.

Erase the message.

■ See Message Delete on page 82 for more.

Listen to the next message.

Back up to the beginning of the message.

Pause/resume recording. Select New Message List

■ See Message Listen Mode on page 85.

Select Saved Message List

■ See Message Listen Mode on page 85.

Select All Message List

■ See Message Listen Mode on page 85.

Exit the listen mode.

Dial 0 while listening to hear the list of options.

Notes:

■ If a subscriber’s mailbox is set to Auto Save messages, IntraMail saves partially listened-to messages

but does not relamp the keyset for those messages. For example:

-A subscriber with new messages calls their mailbox.

- The subscriber presses L to listen to a portion of each message and then exits their mailbox.

- IntraMail saves all the messages, turns off the message waiting lamp, and resets the telephone display to V-MAIL 00 (VM00).

■

If you hang up while listening to a new message, IntraMail automatically retains the message as a new message.

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Listening to Messages

Telephone Display while Listening to a Message

While listening to a message, your Super Display T elephone display sho ws you important information about the message. This includes:

■ The caller’s telephone number (if available).

■ The selected Message List.

■ The message number in the selected list.

■ The date and time the message was left.

Super Display

Caller’s phone number (requires Caller ID)

Currently selected Message List

Message number (in selected Message List)

Date message was left Time message was left

22-Button and 34-Button Display

Date message was left Time message was left

Press CHECK and CLEAR to switch between the displays.

Caller’s phone number (requires Caller ID)

68 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook

Currently selected Message List

Message number (in selected Message List)

Page 75

Operation

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

Log onto Subscriber Mailbox

L (5) Access the Message Listen mode

[LISTEN] - [LSTN]

■ See Message Listen Options on page 67 for an explanation of the available options.

■ While listening to a message at a 22-Button or 34-Button Display Telephone, press CHECK and

CLEAR to switch between the date/time and Caller ID information for the message.

Plays Help message

Listening to Messages

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Log Onto Voice Mail

Description

A subscriber can log onto their mailbox using a method that best suits their needs and location. While at their own phone, the subscriber just presses a single key to log onto their mailbox. To use their mailbox while at a co-worker’s phone, the subscriber dials the IntraMail master number, followed by their mailbox number (which is normally the same as their extension number). If they are away from the ofﬁce, the sub- scriber can still use their mailbox by calling in through the Automated Attendant.

Local (On-site) Logon

An extension user can log onto their mailbox in the following ways:

■ Press their MW key to log onto their Subscriber Mailbox.

■ Dial the IntraMail master number (e.g., 700), followed by their mailbox number . This method is typically

used by Guest Mailbox users, as well as subscribers attempting to log into their Subscriber Mailbox from a co-worker’s phone.

Remote Log On

A Subscriber Mailbox user can call into the Automated Attendant and log onto their mailbox. 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 mailboxes from outside the company. Once they log into their mailbox, they can use the allowed features in the mailbox main menu. To avoid unauthorized

access to their mailbox, the user should enable their own unique Security Code.

■ If an extension has a Direct Inward Line that voice mail picks up, the caller can dial # during their greet-

ing to log into their mailbox (instead of leaving a message). This method allows subscribers to dial their own number and then use the features of their mailbox. This capability must be set up in the user’s Next Call Routing Mailbox. For example:

- Program the Next Call Routing Mailbox # digit as LOGON to IXXX.

- While listening to their greeting, the subscriber can dial: # (to route to their Next Call Routing Mailbox), then # and their mailbox number to log onto their mailbox.

By default, this option is provided in Call Routing Mailbox 000. Additionally, the subscriber should enable a Security Code for their mailbox to prevent unauthorized logons.

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Log Onto Voice Mail

Operation

Logging Onto Your Mailbox

To log onto your Subscriber Mailbox:

Press MW.

■ From an on-premise single line telephone, lift handset and dial *8.

To log onto your Guest Mailbox or your Subscriber Mailbox from a co-worker’s extension:

Press ICM + 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.

To log onto your Subscriber Mailbox from the Automated Attendant:

Wait for the Automated Attendant to answer.

2. Dial # and your mailbox number.

■ This option may be different in your system. Check with your Communications Manager.

■

After you remotely log onto your mailbox, you can optionally dial 9 then * to return to the Automated Attendant.

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Page 78

Mailbox Name

Description

A caller leaving a message in a Subscriber Mailbox can hear the mailbox’s prerecorded name instead of the mailbox number. The prerecorded Mailbox Name gives the subscriber’s mailbox that personal touch. Prior to leaving a message, caller’ s will hear the name instead of the default “ extension xxx” prompt. The recorded name can be up to 10 seconds long.

Operation

Log onto Subscriber Mailbox.

RN (76) Access the Mailbox Name Menu.

[NAME] - [N/A]

L (5) Listen to the currently recorded name (if any).

[LISTEN] - [LISTN]

# Exit listen mode.

R (7) Record a new name.

[RECORD] - [REC]

Record message.

*Pause or restart recording.

E (3) Erase recording.

# Exit recording mode.

E (3) Erase the currently recorded name.

[ERASE] - [ERASE]

Go back to the Mailbox Main Menu.

[EXIT] - [EXIT]

Plays Help message.

Recording Your Mailbox Name

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

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

[CANCEL] - [CNCL]

[DONE] - [DONE]

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Mailbox Name

Recording or Erasing Co-worker’s Names from a System Administrator’s Mailbox

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

Log onto System Administrator’s Mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

S (7) Select Subscriber Mailbox Maintenance options.

[SUBSCRIBER] - [SUBS]

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

EN (36) Erase the mailbox name.

N (6) Record a new mailbox name.

Plays Help message.

[ERASE NAME] - [EN]

[RECORD MBOX NAME] - [N/A]

Go back to System Administrator options.

[EXIT] - [EXIT]

L (5) Listen to the currently recorded name (if any).

[LISTEN] - [LISTN][

# Exit listen mode.

R (7) Record a new name.

[RECORD] - [REC]

Record message.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# Exit recording mode.

[DONE] - [DONE]

E (3) Erase the currently recorded name.

[ERASE] - [ERASE]

Go back to the Subscriber Maintenance Menu.

[EXIT] - [EXIT]

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Page 80

Mailbox Options Menu

Description

The Mailbox Options Menu is a sub-menu of a subscriber’s Main Menu that provides access to the Auto Time Stamp, Mailbox Security Code Delete, and Message Notiﬁcation features. The chart below summarizes these options. Auto Time Stamp helps if the subscriber needs to know the time and date of each message they receive without taking an y extra steps. If mailbox security is not an issue, the subscriber can delete their security code to simplify logging onto their mailbox.

Option Description

Mailbox Options Menu

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

(7)

[SEC CODE] - [SEC]

N (6)

[NOTIFICATION] - [NTFY]

AT (28)

[TIME STAMP] - [TIME]

Operation

Accessing the Mailbox Options Menu

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

Log onto Subscriber Mailbox.

OP (67) Access the Mailbox Options Menu.

[MBOX OPTS] - [N/A]

Plays Help message.

Erase the mailbox’s Security Code.

■ See Mailbox Security Code Delete on page 75.

Set up Message Notiﬁcation.

■ See Message Notiﬁcation on page 86.

Enable or disable Auto Time Stamp.

■ See Auto T ime Stamp on page 24.

To hear the list of Mailbox Options, dial 0.

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Mailbox Security Code Delete

Description

The System Administrator can delete the security code for any Subscriber Mailbox. This effectively unlocks the mailbox. If mailbox security is not necessary, deleting a mailbox’s security code speeds up mailbox logon. Without a security code, the subscriber just presses their MW key to immediately log onto their mailbox.

Operation

Log onto System Administrator’s Mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

S (7) Select Subscriber Mailbox Maintenance options.

[SUBSCRIBER] - [SUBS]

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

S (7) Erase the mailbox Security Code.

Plays Help message.

Mailbox Security Code Delete

Deleting a Mailbox Security Code

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

[ERASE SECURITY CODE] - [N/A]

Go to the System Administrator Menu.

[EXIT] - [EXIT]

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Main Menu

Description

After a Subscriber Mailbox user logs into their mailbox, IntraMail provides them with the Main Menu of options. The Main Menu provides quick access to the most commonly used mailbox features in a central location. It includes listening and recording options, as well as additional selections for recording mailbox names and greetings. The chart below summarizes these options.

Mailbox Main Menu

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

Option Description

(5)

[LISTEN] - [LSTN]

RS (77)

[RECORD] - [REC]

G (4)

[GREETING] - [GREET]

RN (76)

[NAME] - [N/A]

[MSG LIST] - [N/A]

1N (16)

[MSG LIST + NEW MSGS] - [N/A]

1S (17)

MSG LIST + SAVED MSGS] - [N/A]

1A (12)

[MSG LIST + ALL MSGS] - [N/A]

OP (67)

[MBOX OPTS] - [N/A]

SA (72)

[SYS ADMIN] - [N/A]

TI (84) Check the current time and date.

X (9)

[EXIT] - [EXIT]

To hear the complete Main Menu of options, dial 0 while in the Main Menu.

Listen to messages.

■ See Listening to Messages on page 67.

Record and send a message.

■ See Message Record on page 91.

Record a mailbox greeting.

■ See Greeting on page 58.

Record a mailbox name.

■ See Mailbox Name on page 72.

Select the active Message List.

■ See Message Listen Mode on page 85.

Select the New Message List.

■ See Message Listen Mode on page 85.

Select the Saved Message List.

■ See Message Listen Mode on page 85.

Select the All Message List.

■ See Message Listen Mode on page 85.

Use the Mailbox Options. See the following:

■ See Security Code on page 104.

■ Message Notiﬁcation on page 86.

■ Auto T ime Stamp on page 24.

Access the System Administrator options.

■ See System Administrator on page 108.

■ See Time and Date on page 111.

Exit your mailbox.

■ See Exiting a Mailbox on page 48.

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Operation

Accessing the Mailbox Main Menu

Log onto Subscriber Mailbox.

■ You automatically go to the mailbox Main Menu.

Plays Help message which summarizes the Main Menu options.

■ See Mailbox Main Menu on page 76 for the Main Menu options.

Main Menu

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Page 84

Make Call

Description

Make Call lets a Subscriber Mailbox user listen to a voice message and dial MC to return the call without knowing their caller’s phone number. Make Call automates returning messages since you don’t have to dial the message sender’s telephone number. Make Call is always available for messages received from co-workers. Make call is available for messages received from outside callers if the system has Caller ID enabled (and provided by the connected telco).

While listening to a message at a Super Display Telephone, ﬁrst 2 lines of the display show the callers number (or extension) in addition to the date and time the message was left. At a 22-Button or 34-Button Telephone, the ﬁrst line of the display shows the date and time the message was left.

Operation

Log onto Subscriber Mailbox.

L (5) Listen to the message for which you want to make a return call.

[LISTEN] - [LSTN]

MC (62) Dial this code while listening to the message you want to return.

Using Make Call from your Mailbox

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

[CALLBACK] - [N/A]

■ Make Call automatically places a return call to the co-worker that left you the message.

■ If your system has Caller ID, Make Call can automatically place a return call to your

outside caller.

■ If you hear “Your call cannot go through,” your system’s Caller ID is not properly set

up. You go right back to the listen mode for the message you were listening to when you tried the Make Call.

■ While listening to a message at a 22-Button or 34-Button Display Telephone, press

CHECK and CLEAR to switch between the date/time and Caller ID information for the

message.

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Master Mailbox

Description

Master Mailbox

Master Mailboxes are 16 additional mailboxes that you can assign as Announcement, Call Routing, Subscriber, or Directory Dialing Mailboxes. Use Master Mailboxes when setting up Group Ring Automated Attendant Recall and UCD Hunting Group Overﬂow to Voice Mail. You can also use Master Mailboxes assigned as Subscriber Mailboxes for Guest Mailboxes, which are Subscriber Mailboxes without associated extensions. Since Master Mailboxes are a separate set of mailboxes, you don’t have to worry about undeﬁning or redeﬁning Subscriber Mailboxes when setting up these unique features. Y ou can also use Master Mailboxes for Directory Dialing.

When setting up Group Ring Automated Attendant Recall and UCD Hunting Group Overﬂow, the Master Mailbox type you choose depends on how you want IntraMail to handle the overﬂow:

Operation

Refer to the following:

■ If you want recall/overﬂow to provide routing for callers, make the associated Master Mailbox a Call

Routing Mailbox.

■ If you want recall/overﬂow to provide an announcement to callers, make the associated Master Mail-

box an Announcement Mailbox.

■ If you want recall/overﬂow to collect messages like any other extension’s mailbox, make the associ-

ated Master Mailbox a Subscriber Mailbox.

■ If you want recall/overﬂow to provide dial-by-name, make the associated Master Mailbox a Directory

Dialing Mailbox.

! Important !

■ Group Ring Automated Attendant Recall to a master mailbox only occurs for Automated Attendant

Unscreened Transfers routed to the Ring Group master number. For other types of Group Ring recall, turn to Voice Mail Overﬂow on page 118.

■ Announcement Mailbox (page 12).

■ Call Routing Mailbox (page 30).

■ Directory Dialing (page 44).

■ Subscriber Mailbox (page 107).

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Page 86

Message Count Display

Description

The telephone display provides interactive status updates for the subscriber’s mailbox. The subscriber doesn’t have to call their mailbox and wait for the voice prompts to ﬁnd out the number of new and saved messages in their mailbox. Then can just look at the display instead. While idle, the telephone display shows the number of new messages waiting in a subscriber’s mailbox. The message count automatically updates as the subscriber receives new messages and processes older messages. While logged into the mailbox, the tele- phone display shows the number of both new and saved messages.

While Idle

22-Button and 34-Button Display

One new message waiting in the Subscriber Mailbox

While Logged-in

One new message waiting in the Subscriber Mailbox

Super Display

While Idle

While Logged-in

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Operation

Operation is automatic.

Message Count Display

Using the Message Count Display

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Page 88

Message Delete

Description

A Subscriber Mailbox user can delete any messages left in their mailbox. Message Delete lets the subscriber do their own mailbox maintenance. They can delete messages they no longer need and save messages that contain essential information. With Message Delete, the subscriber doesn’t have to rely on the System Administrator to perform these routine mailbox maintenance functions.

Operation

Log onto Subscriber Mailbox.

L (5) Access the Message Listen mode (to listen to the message that you want to delete).

[LISTEN] - [LSTN]

E (3) Erase the message.

[ERASE] - [ERASE]

■ You automatically return to the Message Listen mode.

Deleting a Message

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

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Message Forward

Description

A Subscriber Mailbox user can forward a message in their mailbox to a co-worker. Forwarding is helpful when a subscriber receives a message with which a co-worker can assist them. Rather than sending a new message, the subscriber can just forward the message with which they need help. They can also optionally record a comment before the forwarded message. Typically, the comment would describe the reason for the message forwarding.

IntraMail erases the message in the subscriber’s mailbox after they forward it. The Message Forward destination receives the forwarded message as a new message.

Operation

Forwarding a Message

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

Log onto Subscriber Mailbox.

L (5) Access the Message Listen mode (to listen to the message that you want to forward).

[LISTEN] - [LSTN]

MF (63) Access the Message Forward Menu.

[FORWARD] - [N/A]

Enter the number of the mailbox to which you want to forward the message.

■ When a subscriber forwards a list of messages, they automatically listen to the next

message in the list once forwarding completes.

# Start recording.

[CONTINUE] - [CONT]

Record a comment that will precede the forwarded message, OR Dial # to forward without a comment.

While recording a comment for your forwarded message.

*Pause or restart recording.

E (3) Cancel the forwarding and exit your mailbox.

# End the recording.

* Back up and re-enter the mailbox number.

[MAILBOX] - [MBOX]

Exit the Message Listen mode and go to the Mailbox Main Menu.

[EXIT] - [EXIT]

Go back to the Message Listen mode.

[EXIT] - [EXIT]

Plays Help message.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

[CANCEL] - [CNCL]

[DONE] - [DONE]

Message Forward

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Page 90

Message Length

Description

You can set the maximum length of a message that can be left in a Subscriber Mailbox. When a caller tries to leave a message that exceeds the limit, they hear, “You have reached the recording limit.” IntraMail sends the portion of the message that ﬁts within the allowed Message Length and hangs up. The Message Length option helps you maximize the storage space reserved for messages. If you ﬁnd that callers are leaving unusually long messages, shorten the Message Length. IntraMail will cut off the message once the caller reaches the Message Length limit. On the other hand, if you hear that IntraMail is cutting off caller’s messages prematurely, increase the Message Length to give callers more time.

Operation

N/A

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Message Listen Mode

Description

After logging onto their mailbox, the subscriber can select the category of messages to which they want to listen. Then can listen to just new messages, just sav ed messages, or all messages. Message Listen Mode lets the subscriber customize their mailbox to initially play just the list of messages to which they want to listen. For example, if a subscriber has many saved messages and just a few new messages, then can log onto their mailbox and dial 1N to select the new message list. When the y press L, they will then c ycle through just their new message.

Initially, a Subscriber Mailbox uses the All Message List. If they select a different message list, IntraMail reinstates the all Message List the next time they log onto their mailbox.

Operation

Log onto Subscriber Mailbox.

[MSG LIST] - [N/A]

Message Listen Mode

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

(16) Listen to new messages.

1S (17) Listen to saved messages.

1A (12) Listen to all messages.

Plays Help message.

[MSG LIST + NEW MSGS] - [N/A]

[MSG LIST + SAVED MSGS] - [N/A]

[MSG LIST + ALL MSGS] - [N/A]

Message Listen Mode

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Page 92

Message Notiﬁcation

Description

Once activated by the Subscriber Mailbox user, Message Notiﬁcation dials a telephone number to let the user know when there are new messages in their mailbox. With Message Notiﬁcation, a subscriber who is out of the ofﬁce does not have keep calling their mailbox remotely to ﬁnd out if they have new messages. IntraMail will let them know automatically. Notiﬁcation can call extensions, local numbers, long distance numbers and digital pagers. When a Subscriber Mailbox user sets up Message Notiﬁcation, they choose from the following options:

■ If Message Notiﬁcation is enabled or disabled.

(Message Notiﬁcation can only occur if it is enabled.)

■ The time of day Message Notiﬁcation should begin and end.

(Callouts will only occur between the begin and end times.)

■ The type of device to which Message Notiﬁcation will be calling.

(Message Notiﬁcation can call a normal telephone number or a digital pager.)

■ The telephone or pager service phone number.

Note: To protect your mailbox from unauthorized access, be sure to record a security code for your mailbox before enabling Message Notiﬁcation.

How Message Notiﬁcation Works to Normal Telephone Numbers

1. The subscriber activates Message Notiﬁcation for their mailbox (see Operation below).

2. When the subscriber receives a new message, IntraMail immediately dials the destination that should

receive the Message Notiﬁcation.

- IntraMail waits up to 30 seconds for ringback, reorder, busy or voice activity from the called number. If nothing is detected, the callout is considered unanswered.

3. If the recipient answers, IntraMail plays the notiﬁcation message (“Hello, I have a message for”) and

asks the recipient to dial 1 to log onto their mailbox. The recipient hears the notiﬁcation message if:

■ They say “Hello” after answering the callout, or

■ The system receives answer supervision from the telco after the recipient answers the call.

(Note that the recipient can skip the announcement by dialing 1 to log onto their mailbox after answering the callout – without saying “Hello”.)

■ The notiﬁcation is to a system extension.

4. Once the recipient logs onto the mailbox, the notiﬁcation is considered acknowledged and will not reoc-

cur until the subscriber receives new messages.

5. If the recipient doesn’t answer, the system will retry the callout number. After completing the pro-

grammed number of callout attempts, Message Notiﬁcation will stop.

6. Once the notiﬁcation process begins, a new message does not restart the process if it is already in

progress. Once the process ends (e.g., if the message is acknowledged or the maximum number of callout attempts is reached), the next new message will restart the process.

How Message Notiﬁcation Works to Digital Pager Numbers

1. The subscriber activates Message Notiﬁcation for their mailbox (see Operation below).

2. When subscriber receives a new message, IntraMail immediately dials the pager service.

- IntraMail waits up to 30 seconds for ringback, reorder, busy or voice activity from the called number. If nothing is detected, the callout is considered unanswered.

3. After the pager service answers, IntraMail sends a dial string which causes the pager display to show the

subscriber’s mailbox number as well as the number of new messages in the mailbox.

■ The notiﬁcation is considered acknowledged if the recipient logs onto the mailbox. Notiﬁcation will

not reoccur until the subscriber receives new messages.

■ If the pager service doesn’t answer, IntraMail will retry the callout number. Message Notiﬁcation may

eventually cancel if the callout remains unacknowledged.

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Operation

Log onto Subscriber Mailbox.

OP (67)

Access the Mailbox Options menu.

[MBOX OPTS] - [N/A]

N (6) Access the Message Notiﬁcation Options Menu.

[NOTIFICATION] - [NTFY]

IntraMail plays a summary of your Message Notiﬁcation settings.

• The your telephone display shows your current notiﬁcation settings (see sample below).

• The second line of the display is not available on 22- and 32-button display telephones.

For telephone numbers

NOTIFY ON 8AM- 5PM NUM: 12039265400 OR

For pager numbers

NOTIFY ON 8AM- 5PM PGR: 12039265400

Setting Up Message Notiﬁcation(Page 1 of 2)

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

O (6) Turn Message Notiﬁcation on or off.

[ON] - [ON] [OFF] - [OFF]

C (2) Change your Message Notiﬁcation setup.

[CHANGE] - [CHNG]

When you see: ST ART TIME

Enter the hour you want Message Notiﬁcation to begin.

• Enter 2 digits for the hour

A (2) Select AM

[AM] - [AM]

P (7) Select PM

[PM] - [PM]

Skip this option without changing your entry.

[NEXT] - [NEXT]

Back up to the previous level without changing your entry.

[EXIT] - [EXIT]

When you see: END TIME

Enter the hour you want Message Notiﬁcation to end.

• Enter 2 digits for the hour.

•For 24-hour notiﬁcation, make the End Time the same as the Start Time.

A (2) Select AM

[AM] - [AM]

P (7) Select PM

[PM] - [PM]

Skip this option without changing your entry.

[NEXT] - [NEXT]

Back up to the previous level without changing your entry.

[EXIT] - [EXIT]

When you see: NOTIFY AT

Message Notiﬁcation

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Message Notiﬁcation

Setting Up Message Notiﬁcation(Page 2 of 2)

When you see: NUM

Plays Help message.

Go back to the Main Menu.

[EXIT] - [EXIT]

Go back to the Mailbox Options menu.

[EXIT] - [EXIT]

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

N (6) The notiﬁcation destination is a telephone number.

[NUMBER] - [NUM]

D (3) The notiﬁcation destination is a digital pager.

[PAGER] - [PAGE]

Skip this option without changing your entry.

[NEXT] - [NEXT]

Back up to the previous level without changing your entry.

[EXIT] - [EXIT]

Enter the Message Notiﬁcation callout number (16 digits max).

• Enter the number exactly as you want the system to dial it (including a leading 1 for toll calls, if required).

• If the number you enter is 4 digits or less, it will be an Intercom call. If it is more than 4 digits, it will be an outside call.

Accept the number entered and back up to the previous level.

[OK] - [OK]

[CLEAR]

Skip this option without changing your entry.

[NEXT] - [NEXT]

Back up to the previous level without changing your

Erase the number you just entered.

entry.

[EXIT] - [EXIT]

Answering a Message Notiﬁcation Callout to a Telephone

To answer a Message Notiﬁcation to a telephone:

Answer the callout at the programmed destination.

■ If IntraMail doesn’t hear your voice (or you don’t speak), just go to the next step and dial 1 to proceed.

2. Dial 1 to accept the Message Notiﬁcation.

OR hang up to have the Message Notiﬁcation call back later.

3. When you dial 1, you automatically log onto the subscriber mailbox that left you the Message Notiﬁcation.

■ If you don’t log onto your mailbox, IntraMail will re-send your notiﬁcation.

Answering a Digital Pager Message Notiﬁcation Callout

To answer a Digital Pager notiﬁcation:

Operation is automatic.

■ If you don’t call and log onto your mailbox, IntraMail will re-send your pager notiﬁcation.

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Page 95

Message On Hold

Description

Message On Hold allows the System Administrator to record a message that will play to callers while they wait on Hold. For example, you can record a message summarizing available services or hours of operation. This message will play to callers as soon as you put them on Hold, and continually repeat as long as they remain on Hold. Message On Hold recording is only av ailable from the System Administrator’s Mailbox. IntraMail provides a single Message On Hold. Any number of callers can simultaneously listen to the Message On Hold recording.

Operation

Log onto System Administrator’s mailbox.

SA (72) Access System Administrator options.

[SYS ADMIN] - [N/A]

Select Message On Hold.

[MSG ON HOLD] - [N/A]

L (5) Listen to the current Message On Hold (if any).

[LISTEN] - [LSTN]

R (7) Record a new Message On Hold.

[RECORD] - [REC]

Record message.

E (3) Erase the Message On Hold.

[ERASE] - [ERASE]

# Go back to the System Administrator options.

[EXIT] - [EXIT]

Plays Help message.

# Go back to the Main Menu options.

[EXIT] - [EXIT]

Plays Help message.

Recording the Message On Hold

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

# Exit listen mode.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# Exit recording mode.

[DONE] - [DONE]

Message On Hold

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Page 96

Message Playback Direction

Description

When a user dials L (5) after logging into their mailbox, IntraMail will play their messages in either LIFO (last-in-ﬁrst-out) or FIFO (ﬁrst-in-ﬁrst-out) order. Since Message Playback Direction lets a subscriber listen to messages in the order they ﬁnd most helpful, check with them to ﬁnd out how they want this option set. If the subscriber prefers to hear their new messages ﬁrst, enable LIFO (last-in-ﬁrst-out) listening order. The newest (last-in) messages are at the top of the message list and the oldest messages are at the bottom of the list. If the subscriber wants to be reminded of their oldest messages ﬁrst, enable FIFO (ﬁrst-in-ﬁrst-out) listening order. The oldest (ﬁrst-in) messages are at the top of the message list and the newest messages are at the bottom.

Operation

N/A

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Page 97

Message Record

Description

Operation

Message Record

See Record and Send a Message on page 99.

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Page 98

Message Reply

Description

A Subscriber Mailbox user can reply to a message from a co-worker by dialing RE, without knowing the caller’s extension or mailbox number. Message Reply saves the subscriber valuable time since they don’t need to know the sender’s extension number or send a separate message to respond. The subscriber can just listen to the co-worker’s message, dial a code, and record their answer. The message sender receives the reply as a new message.

Operation

Log onto Subscriber Mailbox.

L (5) Listen to your messages.

[LISTEN] - [LSTN]

While listening to a message.

RE (73) Reply to the message.

Plays Help message

Message Reply

[REPLY] - [N/A]

■ If the mailbox does not exist, you will be prompted to enter the mailbox number to

receive the reply. This can occur if you dial RE while listening to a message from an outside caller.

Start recording.

[CONTINUE] - [CONT]

Options available while recording.

*Pause or restart recording.

[RESUME] - [RESUME] [PAUSE] - [PAUSE]

E (3) Erase recording.

[CANCEL] - [CNCL]

# End the recording.

[DONE] - [DONE]

[EXIT] - [EXIT]

Back up and re-enter the mailbox number.

[MAILBOX] - [MBOX]

Exit without recording and go back to the Message Listen menu.

Exit and go back to the mailbox Main Menu.

[EXIT] - [EXIT]

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Page 99

Message Storage Limit

Description

Message Storage Limit

Message Storage Limit sets how many messages can be left in a Subscriber Mailbox. Message Storage Limit is another invaluable tool for managing IntraMail’s voice message storage space. To conserve storage space and make it available for ne w messages, decrease the Message Storage Limit. If storage space is not an issue, increase the Message Storage Limit so subscribers can store additional messages. Be sure to let the subscribers know how many messages their mailbox es can hold. By default, IntraMail can store up to 99 messages in each Subscriber Mailbox.

Operation

N/A

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Page 100

Message Waiting Lamp

Description

An extension’s Ring/Message Lamp ﬂashes on the telephone to indicate that the user has new messages waiting in their mailbox. Once IntraMail is properly installed and programmed, telephone Ring/Message Lamp operation is automatic. The Ring/Message Lamp will ﬂash fast when there are new messages in the extension user’s mailbox. The Ring/Message Lamp is a visual reminder of new messages. The subscriber does not have to call their mailbox and listen to the voice prompts to ﬁnd out when they have new messages.

Operation

N/A

94 ◆ Chapter 1: Features DS1000/2000 IntraMail Feature Handbook