Nec ELITEMAIL CTI user Manual

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EliteMail CTI

User ’s Guide

Checking New Messages

New messages are messages that have not been played. The system notifies you when you have new messages.

The system plays all urgent messages first, then all regular message s . I t also sor t s your messages b y sender. If the system does not know who left a message, it says that the message is “fro myour m essage box.”

Afte r you listen to the messages from a sub s c riber, you can reply immedia t ely; you do not have to dial the subscriber’s extension.

To check new messages

1. Access your mailbox.

2. Enter 4 to check new messages. Follow the system instructions. Enter 1 for Yes, 2 for No.

Opti onal playba ck features

The system manager can set up special options for your mailbox to:

Play your n e w messages automatically each time you call the system.

Provide additional security by always requiring both a personal ID and a security code to play messages.

Identify you automatically when you are using your assigned extension.

Tell you how long it will take to play your messages.

One or more of these features may not be available at your site.

Softkeys:

Note that all of the actions can also be selected using the telephone softkeys. Refer to

Managing Your Voice Messages with Softkeys on page 17 .

Leaving a Message

The system lets you leave voice messages for subscribers, groups, or guests. If you call a subscriber’s extension and the call is unanswered, your call is automatically routed to the subscriber’s mailbox, where you can leave a message. You can also leave messages directly in a subscriber’s mailbox.

If your telephone system uses identified subscriber messaging, the system automatically tags a message from your assigned extension with your name.

If your telephone system does not use identified subscriber messaging or you are calling from anot he r subscriber’s extension, you need to identify yourself as a subscriber by entering your personal ID and security code.

IRECTORY ASSISTANCE

Your system may use automatic directory assistance, numeric directory assistance, or both, to help callers find subscribers’ extension numbers.

Callers with letters on thei r t elephones ca nus e au t omatic direct ory assi stance, which identifi es sub scribers by their last names. All callers can use numeric directory assistance, which groups subscribers by department, location, or other categories.

PECIAL DELIVERY OPTIONS

When you leave an identified subscriber message, you can mark it with one or more of these special delivery options:

Urgent The message is played first, before regular messages. Private The message cannot be redirected. Return Receipt The system tells you when a subs cri ber has heard the message. Future Delivery The message is delivered at the time and day you specify.

To leave an identified sub scr iber message

1. Call another subscriber. When the subscriber does not answer, the call is forwarded to voice mail.

2. Enter 5 to leave a message.

3. Follow the system instructions. Enter 1 for Yes, 2 for No.

To leave a message directly in a sub scr ibe r’s mailbo x

1. Access your mailbox.

2. Enter 5 to leave any messages.

3. On the telephone, spell the subscriber’s name. Otherwise, enter the extension number. When sp elling a subscri ber’s last name, u s e a “wi ld- card” number (typically 0 or 1) for any letter in

the last name you do not know.

4. Enter 2 until you hear the name of the subscriber you want, then en ter1.

5. Record your message at the beep. The message must be at least three seconds long to be delivered.

6. Enter

to start over or , to stop recording.

Leaving a Group Message

You can leave a message for more than one subscriber by:

Leaving the message for a me s s age group .

Adding names to the address list.

A message group is a mailing list of subscribers and/or guests. Your system manager can create message groups or you can create your own message groups.

To leave a group message

1. Access your mailbox.

2. Enter 5 to leav e a me s s age.

3. Spell the group name, or enter the special group ID and group number. Enter 2 until you hear the name of the group you want, then enter 1.

4. After the beep, record your message. The message must be at least 3 seconds long to be delivered.

To leave a message to several subscribers

1. Leave a message for the first subscriber.

2. Enter , 6 to stop recording.

3. Follow the system instructions to add a subscriber as a message recipient.

4. Repeat step 3 for each subscriber you want to receive the message.

The system tells you when eve ry one in a g r ou p has received your message. If you do not get this confirmation, you can ask the system who in the group has not yet heard the message.

To find out who has not heard a group message

1. Start to leave a new message to the group.

2. The system says that some members have not heard your last message. Enter 1 to review the message.

3. Listen to the message or enter 2 to interrupt it.

4. Enter 2 to avoid canceling the message.

5. Enter 7 to list w ho has not heard the message. Enter , to stop the list.

Reviewing Messages

You can review old messages and archived messages by telephone or by computer. After you have heard a new message, the system saves it for a set amount of time (for example , u ntil

midnight).

To rev iew messages

1. Access your mailbox.

2. Enter 6 to review old messages.

3. Follow the system instructions. Enter 1 for Yes, 2 for No.

Enter , to skip a message. Enter 3 7 to archive a message.

Redirecting a Message

The system lets you:

Redirect a message to another subscriber.

Record an introduction to the message.

Use special delivery options.

The system does not let you redirect messages that are designated as private by the original sender, otherwise enter the extension number.

To red ir ect a me ssag e

1. While listening to a message, enter 3 9 to interrupt it.

2. Spell the last name of the subscriber to whom you are redirecting the message.

3. Enter 1 to confirm that you want to redirect the message.

Modifyin g a Message

Depending on system settings, you can use one or more of these message optio ns after you record a message:

Modify t he message.

Modify it s delivery options .

Mark it for special del i very.

Redirect it to others.

To modify a message

1. Rec ord a messa ge.

2. Enter , 4 to stop recording.

3. While modifying, you can enter 4 to add to the end of the message, 5 to listen to it, or 6 to rerecord the message.

4. Enter , when you finish modifying.