Nec ELITEMAIL FMS, ELITEMAIL VMS user Manual

Voice Mail User Guide

E

liteMail

™

FMS/VMS

E LITEM AIL FMS/VMS INFO

Name ________________________________________________________

Extension Number_______________________________________________

Personal ID____________________________________________________

To reach EliteMail FMS/VMS:

From Inside, dial______________________________________________

From Outside, dial_____________________________________________

System Manager_________________________________________________

Extension Number_______________________________________________

To simplify recording, write down your Greeting here:

Sample: “Hi, this is__________. I’m away from my phone now, but I check my

mailbox regularly. Leave me a message, and I’ll return your call as soon as possible. Thanks.”

_____________________________________________________________

R EMEMBER, DIAL 1 FOR YES, 2 FOR NO

Softkey Functions:

If you have a DTU-8D, DTU-16D, DTP-16HC or DTU-32D telephone set, you can use your telephone’s LCD display and the corresponding soft keys to listen to messages, manage live record sessions, screen your calls and change your setup options. Respond to system questions by dialing 1 for yes or 2 for no.

After you have logged in to the voice messaging system, you can use

S OFTKEY T ODO

New Check new messages. Old Check old messages. Lvmsg Leave a message for another subscriber. More See additional options (if applicable). Setup Access your setup options. Quit Exit soft key mode.

While listening to a new message, you can use

S OFTKEY T ODO

Arch Archive the message. Del Delete the message. Rew Repeat the previous 4 seconds of the message. More See additional options (if applicable). Pause Pause message playback. Press again to resume playback. Ffwd Advance the message 4 seconds and resume playing. Redir Stop message playback and prompt to redirect the message to another

subscriber. Reply Stop message playback and reply to the sending subscriber. Next Stop message playback and save message as a new message. Play the

next message if one exists, or return to the Main Menu. Back Return to the Main Menu.

While reviewing an old message, you can use

S OFTKEY T ODO

Arch Archive the message. Del Delete the message. Rew Repeat the previous 4 seconds of the message. More See additional options (if applicable). Pause Pause message playback. Press again to resume playback. Ffwd Advance the message 4 seconds and resume playing. Redir Stop message playback and prompt to redirect the message to another

subscriber. Next Stop message playback and save message. Play the next message if one

exists, or return to the Main Menu. Back Return to the Main Menu.

When accessing your setup options, you can use

S OFTKEY T ODO

Greet Create or change personal greetings. Pers Set or change personal options. Trf Set or change transfer options. More See additional options (if applicable). Grps Create or change personal groups. Deliv Set or change message delivery options.

LM Set live monitor options. Back Return to the previous menu level. Curr Create or change the current greeting. Switch Switch from the standard greeting to the alternate greeting, or

from the alternate greeting to the standard greeting. Std Change your standard greeting. Int Change your internal greeting. Alt Change your alternate greeting. Code Change your security code. Spell Change the spelling of your name for the directory. Dir Turn directory status on or off. Rcname Change your recorded name. On/Off Turn call transfer or call delivery on or off. Chg# Change your transfer phone number. Scrn Turn call screening on or off. Hlding Turn call holding on or off. Create Create a message group. Edit Change a message group. List List message group. Del Delete a message group. Work Change message delivery to your work phone. Home Change message delivery to your home phone. Pager Change message delivery to your pager. Spare Change message delivery to your spare phone. Ph# Change the phone number for message delivery. Schd Change your message delivery schedule. Urg Change urgent message delivery.

To screen your calls, you can use

S OFTKEY T ODO

Accept Accept the incoming call. Reject Transfer the call to your voice mail box.

To record a conversation, you can use

S OFTKEY T ODO

Pause Pause recording. Press again to resume recording. End Stop recording and save the file. Rerec Stop the recording, delete the file and begin a new recording. More See additional options (if applicable). Erase Stop the recording and delete the file. Urgpg Turn pager message delivery on or off.

To manage a live monitoring session, you can use

S OFTKEY T ODO

Start Begin live monitoring. Cancel Stop live monitoring and continue to record the message. Off Disable live monitoring. On Enable live monitoring. Auto Set enabled live monitoring to automatic mode. Man Set enabled live monitoring to manual mode.

T

able of Contents

PAGES 2 & 3

General Information

PAGES 4 & 5

Getting Started

PAGES 6 & 7

Call Forward Settings Calling Your Voice Mailbox

PAGES 8 & 9

Checking Messages Leaving Messages

PAGES 10 & 11

Reviewing Messages

PAGES 12 & 13

Changing Your Setup Options

PAGES 14 & 15

Changing Your Setup Options (Continued)

PAGES 16 & 17

Quick Transfer To Voice Mail Transferring A Call Directly To A Voice Mailbox Live Record

PAGE 18

Live Monitoring Programming Live Record Function Keys

CHARACTER ENTRY CODES AND Q UICK R EFERENCE G UIDE

G

eneral Information

I

NTRODUCTION

Welcome to EliteMail™ FMS/VMS digital voice mail. This guide describes the system’s features and details the steps you need to take to make EliteMail FMS/VMS a working partner in your day-to-day business. Throughout this guide, you will find numerous tips and shortcuts designed to help you get the most from EliteMail FMS/VMS.

Typical system operation is presented here. Be sure to consult with your EliteMail FMS/VMS System Manager for any special features or functions that may apply to your particular application.

A UTOMATED A TTENDANT

The Automated Attendant serves as a receptionist, answering and routing incoming calls automatically. Callers hear an opening greeting for your company that gives them instructions and options. If a caller does not know the extension number, the Automatic Directory can route the call by the person’s name. When your extension is busy or you are not available to answer the call, EliteMail FMS/VMS can connect the caller to your voice mailbox automatically.

V OICE M AIL A CCESS

The EliteMail FMS/VMS system can be accessed 24 hours a day from any touchtone telephone in or out of your office. Your System Manager has assigned a Personal ID number to you. You will need this number when calling the EliteMail FMS/VMS from any phone but your own.

T HE C ONVERSATION

The NEC EliteMail FMS/VMS system is based upon a conversation about your voice mailbox. Each time you enter your mailbox, you will be asked a series of questions relating to these topics:

➤ Checking messages ➤ Leaving messages ➤ Reviewing/redirecting messages ➤ Changing setup options

Answer questions with a simple reply by dialing 1

for YES or 2 for NO. In addition,

by dialing Quick Key numbers, you may advance directly to a specific topic.

2

S ETUP O PTIONS

Once your mailbox has been opened, you may change various options, such as your Greetings, Message Groups, Transfer and Message Delivery Options and Personal Options.

V OICE M AIL M ESSAGE I NDICATION

Whenever there are new messages in your mailbox, an indication will be provided at your telephone:

Multiline Display Telephone: Display = VM and number of new messages

Multiline Telephone: Large LED = Slow flashing red

Single Line Telephone: MW Lamp = Steady red

You may also instruct EliteMail FMS/VMS to call you at your home or pager.

A DVANCE D IALING

At any time, you can “dial ahead” by entering a series of responses, even before hearing the entire question, to advance directly to the desired section of your voice mailbox quickly.

D ISCONNECTING F ROM V OICE M AIL

When you have completed your voice mail session, dial * * * to immediately disconnect the EliteMail FMS/VMS system or simply hang up. As an alternative, you will be given the option to return to your mailbox, access Setup Options or exit voice mail and dial an extension, if desired, after accessing various EliteMail FMS/VMS operations.

Q UICK T RANSFER F EATURE

The NEC EliteMail FMS/VMS systems simplify message taking by allowing you to transfer a call directly to a user’s voice mailbox where they will hear the personal greeting and be prompted to leave a message.

L IVE R ECORD F EATURE

The Live Record feature is used to record a conversation in progress and then direct it to your own or another user’s mailbox.

L IVE M ONITORING

Live Monitoring allows you to hear a message through the speaker of your phone as the message is being left by an outside caller.

C ALLER ID

The Caller ID feature lets you hear the phone number of an external caller when you retrieve your messages. You can also view the name or phone number of callers on the LCD panel of a Dterm Series E phone.

3

4

G

etting Started

When you call the EliteMail FMS/VMS system for the first time, you will be asked to personalize your mailbox. Doing this will open your mailbox and make it ready to use.

E NTERING Y OUR M AILBOX

➤ Lift handset. ➤ Dial EliteMail FMS/VMS. ➤ Dial your Personal ID, if necessary (typically 9 + your extension number). ➤ Follow prompts to accomplish the following steps. ➤ Dial 1

for YES or 2 for NO to confirm each entry.

R ECORD Y OUR N AME

➤ Record your first and last name. ➤ Dial *

to end recording and review your name recording.

➤ Dial 1

to re-record, otherwise dial 2.

S PELL Y OUR N AME

➤ If requested, spell the first 3 letters of your last name by dialing the

corresponding numbers on your telephone dialpad.

C HOOSE Y OUR D IRECTORY L ISTING S TATUS

➤ Dial 1 for YES or 2 for NO to choose whether or not you wish to be listed in

the EliteMail FMS/VMS directory. It is recommended that you choose to be listed, as the directory lets outside callers reach you by your last name if they do not know your extension number.

R ECORD Y OUR O UTSIDE A ND I NTERNAL G REETINGS

➤ Dial 1 for YES if you want to record different greetings for outside and internal

callers, otherwise dial 2

.

➤ At the prompt, record an appropriate greeting to callers who reach your mailbox.

Use the handset to record your name and a brief, descriptive message.

➤ Dial *

to end recording and review your greeting.

➤ Dial 1

to re-record, otherwise dial 2.