NEC ELITEMAIL CTI VOICEMAIL User Manual

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Notice

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User ’s Guide

EliteMail CTI

™

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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 .

SEE ALSO:

Modifying a Message on page 5

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.

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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).

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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.

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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.

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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.

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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.

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.

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

(Number) (Time) (End Time )

WORK PHONE (OR EXTENSION)

FROM TO S M T W T F S

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

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

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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.

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.

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

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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.

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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.

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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

Check the next message

Delete