Nec ELITEMAIL CTI user Manual

Page 1

Notice

Note that when converting this document from its original format to a .pdf file, some minor font and format changes may occur causing slight variations from the original printed document. When viewing and printing this document, we cannot guarantee that your specific PC or printer will support all of the fonts or graphics. Therefore, when you view the document, fonts may be substituted and your individual printer may not have the capability to print the document correctly.

Page 2

™

EliteMail CTI

User ’s Guide

Page 3

Page 4

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.

Page 6

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.

Page 7

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.

Page 8

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.

Canceling a Message

If the recipient has not heard your last message, the system lets you cancel it. You can then record a new message.

To can cel a mes sage

1. Start to leave another message to the same subscriber.

2. If the subscriber has not yet heard your last message, the system asks if you want to review it.

3. Enter 1 to review it.

4. When you hear the m es s age you w ant to cancel, enter 5 to cancel i t .

5. Enter 1 to confirm the cancellation.

Archiving a Message

The system saves old messages for a set time (for example, until midnight). To keep a message for a longer period, you can archive it. The system manager can tell you how long your system saves archived messages.

You can hear your archived messages when you review messages. The only difference between archived message s and old mes sag es is that arch iv ed mess ag es are typ ically sav ed for a l onger period o ftime.

After you listen to your archived messages, the system gives you the option of archiving the messages again.

After listening to an ar chived message, y o u mu st enter 3 7 to archive it aga in o r it will be deleted.

To arc hive a message

While listening to a message, enter 3 7 to archive it.

Page 10

Changing Your Greetings

Callers hear a greeting before they leave a message. Your mailbox can have one o fthree greetings: stan dard, busy, or alt ernate. You c an rerecord or switch between greetings only by telephone.

If you want t o give your callers the option of activ ating your pager you can have the technician set up one key dialing to your pager. For example you can add this option to your greeting: “or press 1 to beep my pager.”

TANDARD GREETING

The standard greeting plays when your extension is unanswered. A typical standard greeting is: “Hello, this is Pat Gree n. I am not at m y des k right now. Please leav e a message.”

USY GREETING

The bus y gr eet in g pl ays when your ex te ns ion is bu sy., A typical busy greeting is: “Hello, this is Pat Green. I am on the telephone now. Please leave a message.” For callers to hear your busy greeting, you must activate it.

If you do not want to use a separate busygreeting, then record a standard greeting for all situatio ns when you are unavailable. For example: “Hello, this is Pat Green. I am not available at this time. Please leave a message.”

This feature may not be available at your site.

LTERNATE GREETING

The al te r nat e gr ee ti ng p l ays for sp ec ial oc cas io ns, such a s a vaca ti o n. A ty pi ca l al te rn at e gr ee ti ng i s: “H el lo, this is Pat Gr een. I am out of the office today and will return tomorrow.”

When your alternate greeting is active, the system plays it instead of any of your other greetings.

YSTEM-GENERATED GREETINGS

If you do not record greetings in your own voice, the system plays greetings that inclu d e your recorded name or your extension. For examp le:

For a standard greeting, “Pat Green is not available right now.”

For a busy greeting, “Extension 1 2 3 is busy.”

For an alternate greeting, “Pat Green is out today.”

T o switch between your standard and alternate greeting

1. Access your mailbox.

2. Enter 7 4 5 to switch to your other greeting (standard or alternate).

Page 11

To rerecord your standard, alternate, or busy greeting

1. Access your mailbox.

2. To rerecord your:

standard greeting, enter 7 4 6 1.

alternate greeting, enter 7 4 7 1.

busy greeting, en t er 7 4 8 1.

3. Enter , to stop recording.

To activate your busy greeting

1. Access your mailbox.

2. Enter 7 4 8 2 1 8 to hear your busy greeting.

3. Follow the system instructions to activate your busy greeting. Enter 1 for Yes, 2 for No.

Changing Your Security Code

Y our security code prevents others from using your personal ID to listen to your messages. Change your security code as often as you like. Your security code should be 4 to 10 digits long.

If you forget your sec urity code, call your syst e m manager.

To change your security code

1. Access your mailbox.

2. Enter 7 7 4 to change your security code.

3. Follow the system instructions. Enter 1 for Yes, 2 for No. When you change your mailbox security code, update your T eLANophy™ security code in your user profile.

Page 12

Changing Call Transfer Options

The voice messaging transfers calls to your extension as a receptionist would. When you are unavailable or on another call, the system takes a message for you. If you will be away for a while, you can turn off call transfer.

Y our system manager can use a variety of call transfer options that control how calls are transferred to you. Depending on these options, you may hear on e or more of the following prompts when you answer a call:

A beep indicates the call is from a number outside the system, not an internal extension.

“Call for <your name>.” This response is used if you share an extension with another person.

“Call from <caller’s name>.” This response means the call is from a subscriber on an internal extension.

“Call from <caller’ s nam e spoke n by t he caller > .” This respons e means t hat th e c all is f ro m a number outside the system, or from an internal extension that is not identified as a subscriber.

“Enter 1 to take the call, or 2 and I’ll take a message.” This response gives you a choice.

Turn on call transfer before transfe rrin g y our cal ls to a different telephone num ber. Yo u c an ent er up to nine digits for the new telephone number.

To turn call transfer on or off

1. Access your mailbox.

2. Enter 7 6 4 to turn call transfer on or off.

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

To change the number to which calls are transferred

1. Access your mailbox.

2. Enter 7 6 4 1 4 to change the number to which your calls are transferred.

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

This feature may not be available at your site.

Page 13

Changing Call Screening Options

The system can screen your calls., When call screening is turned on, the system asks the caller’s name. Then it rings your extensio n, plays the call er’s recorded name, and asks if you want to take the call . If you do not take the call, the system takes a message for you.

If your system manager has set up call screening for your extension, you can turn call screening on and off.

To turn call screening on or off

1. Access your mailbox.

2. Enter 7 6 4 1 5 to turn call screening on or off.

3. Enter 1 to turn call screening on. Enter 2 to turn it off.

This feature may not be available at your site.

Changing Call Holding Options

The system can hold a call until your extension is available., When call holding is turned on and your extension is busy, the system asks callers if they want to hold until you are available or to leave a message. The system also tells callers how many calls are holding ahead of theirs.

If your system manager has set up call holding for you, you can turn call holding on and off. Your system manager sets the number of calls that the system can hold for you.

To turn call holding on or off

1. Access your mailbox.

2. Enter 7 6 4 1 6 to turn call holding on or off.

3. Enter 1 to turn call holding on. Enter 2 to turn it off.

This feature may not be available at your site.

Page 14

Changing M essage Delivery Options

The system can dial up to four different telephone numbers to deliver your messages. You can set a range of minutes, hours, and days that a message delivery telephone number is in effect.

You can tell the system to deliver only urgent messages or to delay any of the delivery numbers. This causes the system to try one delivery number first, then to try others only if necessary.

Entering a pager number may require special dialing characters that are unavailable on a telephone (for example, a semicolon that r eprese nts a 3-secon d pause). Contact your syst em manager for assistance.

Use th e form below to plan your tel ephone numbers an d s c hedules for message del i very.

Enter # to insert a 1-second pause where you want the system to pause between digits dialed.

Fill in your me ssag e deli v ery num bers and schedule.

(Number) (Time) (End Time )

WORK PHONE (OR EXTENSION)

HOME PHONE FROM TO S M T W T F S

PAGER PHONE FROM TO S M T W T F S

SPARE PHONE FROM TO S M T W T F S

FAX PHONE FROM TO S M T W T F S

FROM TO S M T W T F S

To change message delivery

1. Access your mailbox.

2. To change your message delivery options for your:

work phone , ent er 7 6 6 5 4.

home phone, ent er 7 6 6 5 5.

pager, enter 7 6 6 5 6.

spare phone, enter 7 6 6 5 7.

fax phone, enter 7 6 6 5 8.

3. Enter 1 to turn on delivery for that number or 2 to turn off delivery.

4. Enter 4 to change the telephone number. After you enter a telephone number, enter , to end the entry.

5. Enter 5 to change the schedule, and then follow the system instructions. Enter 1 for Yes, 2 for No .

6. Enter 6 to chang e t he delivery mode for messages delivered to this number, and then follow the system instructions. Enter 1 for Yes, 2 for No.

7. Enter 7 to change fax notification, and then follow the system instructions. Enter 1 for Yes, 2 for No.

8. Chan ge any re main ing m ess ag e deli v ery num be rs by repeati ng the procedure.

Page 15

Using Groups

Y o u can c rea te y our o wn mes sag e g rou ps. Wh en y ou s end a mess ag e to a g rou p, t he mess age i s sen t t o al l members of the group. Each group you create has a number or a name.

There are two types of message groups: private and open. When you create a private group, only you can send messages to it. When you create an open group, other subscribers also can send messages to it.

To confirm that you successfully created a group, you can hear a list of your groups and group members.

To create a group

1. Access your mailbox.

2. Enter 7 5 4 to crea t e a n ew group.

3. For numbered groups, enter a 3-digit group number. For named groups, enter the first three letters of the group’s name.

4. Record a name for the group. Enter , when yo u are finis hed.

5. Enter 1 to make the group an open group or 2 to make it a private group.

6. Follow the system instructions to add members to the group. You can add them by name or extension number.

7. Enter , when you are finished adding members.

8. Enter 1 to leave a message for this group now. Otherwise, enter 2.

Guests do not have extension numbers, so add them to the group by spelling their names or by entering their personal IDs.

To hear a lis t of your groups and group membe rs

1. Access your mailbox.

2. Enter 7 5 6 to list your g ro ups and group member s .

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

Page 16

Changing Groups

You can add and de l et e membe rs of your message gr oups. You can delete any message group that you own, or change the group’s number, spelled name, or recorded

name.

To add or del ete group m embers

1. Access your mailbox.

2. Enter 7 5 5 to edit a group.

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

4. Enter 4 to add mem b ers to a group .

Or enter 5 to delete members from the group. When deleting group members, enterthe first three letter s of th e person’s last name, or enter three

wild-card numbers (for example, 1 1 1) to list each group member, then choose the member’s name you want to delete.

5. To confirm your additions or deletions, enter 1.

6. Enter , when you are finished adding or deleting members.

To change a group name or number

1. Access your mailbox.

2. Enter 7 5 5 to change a group name or number.

3. Enter the first three letters of the group name. Or, enter the first three digits of the group number.

4. Enter 1 to confi rm, or enter 2 to hear the name of the next gro u p.

5. Enter 7 to change the group name or group number.

6. Follow the sys t em instructions to change the group’s record ed name. Enter 1 for Yes, 2 for No.

This feature may not be available at your site.

Page 17

Changing Your Recorded and Spelled Names

The system uses your recorded name toidentify both you and your messages to other callers. You can change you r rec or de d nam e only by te l ephone . If your te lephone keypad has letters, you also can spell your name for the system. The system uses your spelled name for the directory. Callers can enter the first lett ers of your name to locate you in the directory.

You can remove yourself from automatic directory assistance so that callers cannot learn your extension number.

To add or remove your name from automatic directory assistance, enter 1 when asked to c hange your directory li s ting status af t er changing your recor ded na m e.

To change your recorded na me

1. Access your mailbox.

2. Enter 7 7 5 to change your recorded name.

3. Follow the system instructions to record your name. Enter 1 for Yes, 2 for No.

To change your spelled name

1. Access your mailbox.

2. Enter 7 7 6 to change your spelled name.

3. Follow the system instructions to change your spelled name. Enter 1 for Yes, 2 for No.

Page 18

Quick Message Actions

While listening to a message, enter 3 to hear a menu of quick message actions. After you have learned the quick action numbers, you can enter a number right away to take action. Except

as noted, these actions are available for both new and old messages. Afte r using a qu ick message action, yo u can conti nue with the next part of the con v ersati on or take m ore

action on a message. For example, you can:

Enter 3 4 to reply to a message, then 3 5 to check the next message.

Enter 3 9 to redirect a message. After you finish redirecting the message, you can enter 3 4 to reply to the original sender. After you reply, you can enter 3 6 to delete the message.

Whe n yo u e xi t t he quick message actions, the system saves your message as an old message. The system also saves your message as old when you enter 3 5 to check the next message.

Task Quick message action

Reply Check the next message Delete Archive Hear when the message was sent Redirect Save as new (new messages only) Repeat the message Exit quick ly

34 35 36 37 38 39 30 3#

Page 19

Shortcuts

Use shortcuts to accelerate your responses to the system.

OICE MESSAGING

Enter your personal ID and security code (if required), then enter the following shortcuts to do these tasks.

Task Shortcut Task Shortcut

Check new messages Leave a message Revi ew old mess ages Change setup options

Switch personal greetings Change yo ur standa rd gree ti ng Change yo ur altern ate gree ti ng Change yo ur busy gre etin g

FAX P

ACKAGE

Enter you personal ID and security code (if requir ed), then enter the following shortcu ts to do these tasks.

745 746 747 748

Change yo ur securit y code

Turn call transfer off

Turn call transfer on

Change the telephone number for

call transfer Turn call screening option s off

Add a message grou p Edit a message group List your message groups Change yo ur recor de d na me

774 7642 7641

76414

76415

754

755

756

775

Task Shortcut

Edit your fax greeting Change your fax delivery Deliver all faxes Fax a pa rticul ar e-mail message, appointmen t , or task

This feature may not be available at your site.

749

7658

45 37

Page 20

Managing Your Voice Messages with Softkeys

LVMSG

Leave Message

RECORD

If live record is enabled, appears during record session

PAUSE Pause recording

RESUME Resume recording

END Stop and save recording

REREC Stop and begin new recording

ERASE Stop and erase recording

URG Urgent message delivery

MORE View more options

ACCEPT REJECT

If call screening is enabled, appears for incoming calls

ACCEPT Accept call

REJECT Send call to voice mailbox

MGR*

Lets system managers change set -up options

CHBX Change voice mailbox

GREET Change opening greeting

SCHED Change system schedule, date, time

INFO Hear system status

OPER Change operator box settings

MORE View more options

BACK View previous menu

LVMS G

NEW

Check new messages

ARCHV Archive message

DEL Delete message

REW Rewind four seconds and play

NEW

RECORD

play

PAUSE Stop playing message

RESUME Resume playing message

FFWD Fast forward four seconds and

REDIR Redirect message

REPLY Send reply to message

NEXT Next message or view Main menu

RPLAY Replay message

NEW Save message as new message

TIME Hear time and date of message

MORE View more options

BACK View previous menu

DELIV* Deliver fax to new phone number

OLD

Review messages

ARCHV Archive message

DEL Delete message

REW Rewind four seconds and play

OLD

MGR

play

PAUSE Stop playing message

RESUME Resume playing message

FFWD Fast forward four seconds and

REDIR Redirect message

REPLY Send reply to message

NEXT Next message or view Main menu

RPLAY Replay message

TIME Hear time and date of message

MORE View more options

BACK View previous menu

DELIV* Deliver fax to new phone number

*This opti on may not be avai lable.

Press the Softkey under the

option you want.

Listen to the instructions.

Press 1 for Yes or 2 for No.

Page 21

off

Change delivery

ON/OFF Message delivery on/

PH# Change phone number

SCHED Change schedule

URG Urgent only on/off

MORE View more options

BACK View previous menu

NOTIFY* Notify for fax on/

delivery on/off

Greetings

CURR Hear and switch current greeting

SWTCH Switch greetings

STD Edit standard greeting

ALT Edit alternate greeting

BUSY Edit busy greeting

MORE View more options

BACK View previous menu

Personal options

CODE Change security code

SPELL Respell name

DIR Directory listing on/off

RCNAM Rerecord name

MORE View more options

BACK View previous menu

Transfer options

ON/OFF Call transfer, message

CHG# Change phone number

SCRN Call screening on/off

HLDING Call holding on/off

MORE View more options

BACK View previous menu

Groups

CREATE Create group

Change fax delivery*

ON/OFF Fax delivery on/off

FAX# Change phone number

SCHED Change schedule

MORE View more options

BACK View previous menu

EDIT Edit group

LIST List your groups

DEL Delete group

MORE View more options

BACK View previous menu

Delivery opti ons

WORK Change work phone delivery

HOME Change home phone delivery

PAGER Change pager delivery

SPARE Change spare phone delivery

FAX* Change fax delivery

MORE View more options

BACK View previous menu

SETUP

Change setup options

GREET Greetings

PERS Personal options

TRFR Transfer options

GRPS Groups

DELIV Delivery options

MORE View more options

BACK View previous menu

*This option may not be avai lable.

Page 22

System Men us

456

CHANGE FAX DELIVERY*

CHANGE PHONE NUMBER

CHANGE DELIVERY

CHANGE PHONE NUMBER

CHANGE SCHEDULE

URGENT ONLY ON/OFF

NOTIFY FOR FAX ON/OFF*

CHANGE SCHEDULE

GREETINGS

4567890

45678

HEAR CURRENT GREETING

SWITCH GREETINGS

EDIT STANDARD GREETINGS

EDIT ALTERNATE GREETING

EDIT BUSY GREETING

EDIT GROUPS

EDIT FAX GREETING*

456

ADD MEMBERS

DELETE MEMBERS

LIST MEMBERS

CHANGE GROUPS NAME

456

GROUPS

CREATE A GROUP

EDIT YOUR GROUPS

456789#

LIST YOUR GROUPS

CHANGE TRANSFER

DELETE A GROUP

456

CHANGE PHONE NUMBER

CALL SCREENING ON/OFF

CALL HOLDING ON/OFF

TRANSFER & DELIVERY

MESSAGE DELIVERY

CHANGE CALL TRANSFER

MESSAGE DELIVERY

45678

WORK PHONE ON/OFF

HOME PHONE ON/OFF

PAGER PHONE ON/OFF

SPARE PHONE ON/OFF

456

PERSONAL OPTIONS

CHANGE SECURITY CODE

456

FAX PHONE ON/OFF*

RERECORD NAME

RESPELL NAME

DIRECTORY LISTING

ON/OFF

NEW MESSAGES

CHECK NEXT MESSAGE

DELETE