NEC IPK User Manual

XenMail CTI User’s Guide

NEC Business Solutions Ltd

Document No.: 8563

Release 1.0, June 2004

June 2004 NEC Business Solutions Ltd

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ii Xen IPK XenMail CTI User’s Guide

Doc. No. 8563 - Release 1.0

June 2004

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 messages. It also sorts your messages by sender. If the system does not know who left a message, it says that the message is “from your message box.”

After you listen to the messages from a subscriber, you can reply immediately; 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.

Optional playback features

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

T Play your new messages automatically each time you call the system.

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

messages.

T Identify you automatically when you are using your assigned extension.

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

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

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 another subscriber’s extension, you need to identify yourself as a subscriber by entering your personal ID and security code.

DIRECTORY ASSISTANCE

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

Callers with letters on their telephones can use automatic directory assistance, which identifies subscribers by their last names. All callers can use numeric directory assistance, which groups subscribers by department, location, or other categories.

SPECIAL 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 subscriber has heard the message.

Future Delivery The message is delivered at the time and day you specify.

To leave an identified subscriber 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 subscriber’s mailbox

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 spelling a subscriber’s last name, use a “wild-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 enter 1.

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 4 to stop recording.

Leaving a Group Message

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

T Leaving the message for a message group.

T 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 leave a message.

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 4 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 everyone in a group 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 cancelling the message.

5. Enter 7 to list who has not heard the message. Enter 4 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, until midnight).

To review 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 4 to skip a message. Enter 3 7 to archive a message.

Redirecting a Message

The system lets you:

T Redirect a message to another subscriber.

T Record an introduction to the message.

T 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 redirect a message

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.

Modifying a Message

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

T Modify the message.

T Modify its delivery options.

T Mark it for special delivery.

T Redirect it to others.

To modify a message

1. Record a message.

2. Enter 4 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 4 when you finish modifying.

Cancelling 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 cancel a message

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 message you want to cancel, enter 5 to cancel it.

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 messages and old messages is that archived messages are typically saved for a longer period of time.

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

After listening to an archived message, you must enter 3 7 to archive it again or it will be deleted.

To archive a message

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

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