NEC Xen Digital Voicemail User Manual

DIGITAL VOICEMAIL USER GUIDE

Digital Voicemail User Guide

Name

Extension Number

Personal ID

To reach Xen Mail:

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 will check my mailbox regularly. Leave me a message, and I‘ll return your call as soon as possible, Thanks”.

Remember, dial 1 for YES, 2 for NO

Table of Contents

General Information Pages 2 - 3

Getting Started Pages 4 - 5

Call Forward Settings Calling Your Voice Mailbox

Checking Messages Leaving Messages

Reviewing Messages Pages 11

Changing Your Setup Options Pages 13 - 15

Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record

Pages 6 - 7

Pages 8 - 9

Pages 16 - 17

Programming Live Record Function Keys

Live Monitoring Page 19 - 20

Xen Mail Softkeys & Definitions Pages 21 - 25

Xen Mail Access Codes Page 26

Page 18

General Information

Introduction

Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail! As both the Xen Mail and Xen Mail Lite have common features, this guide will only make reference to the Xen Mail. This guide describes the system’s features and details the steps you need to take to make Xen Mail 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 Xen Mail.

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

Automated Attendant

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, Xen Mail can connect the caller to your Voice Mailbox automatically.

Voicemail Access

The Xen Mail 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 Xen Mail from any phone but your own.

The Conversation

The NEC Xen Mail system is based upon a conversation about your Voice Mailbox. Each time you enter your Voice 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 dialling

In addition, by dialling Quick Key numbers, you may advance directly to a specific topic.

1 for YES or 2 for NO.

Setup Options

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.

Voicemail Message Indication

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

Digital Display Telephone: Display = Xen Mail extension number

and number of

new messages Digital Telephone: Large LED = Slow flashing red Single Line Telephone: MW Lamp = Steady red You may also instruct Xen Mail to call you at your home, mobile phone or pager.

Advance Dialling

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.

Disconnecting From Voicemail

When you have completed your voicemail session, dial disconnect the Xen Mail system. As an alternative, you will be given the option to return to your mailbox, access Setup Options or exit voicemail and dial an extension, if desired, after accessing various Xen Mail operations.

to immediately

***

Quick Transfer Feature

The NEC Xen Mail system simplifies 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.

Live Record Feature

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

Live Monitoring Feature

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

Caller ID

The Caller ID feature lets you hear or view the phone number of an external caller when you retrieve your messages.

Caller ID Call Return Feature

The Caller ID Call Return feature allows the Voicemail system to use Caller ID information captured with the message to call and connect you to the person that left the message.

Softkeys

Softkeys provide an intuitive means of accessing the Xen Mail’s menu and options. Simply dial into the Xen Mail and select the menu item you wish to access. The Xen Mail will also offer various options from time to time.

Additional Information

Refer to your Xen IPK Features and Specifications manual or Xen IPK Digital Telephone User Guide and consult your Xen Mail System Manager for additional information on telephone and Voicemail operation.

Getting Started

When you call the Xen Mail system for the first time, you will be asked to personalise your mailbox. Doing this will open your mailbox and make it ready to use.

Entering Your Mailbox

Press Message OR

Lift handset and Dial Xen Mail. Dial your personal ID, if necessary (typically extension number). Follow prompts to accomplish the following steps.

1 for YES or 2 for NO to confirm each entry.

Dial

Record Your Name

Record your first and last name. Dial Dial

to end recording and review your name recording.

1 to re-record, otherwise dial 2.

Spell Your Name

If requested, spell the first 3 letters of your last name by dialling the corresponding numbers on your telephone dialpad.

9+ your

Choose Your Directory Listing Status

Dial 1 for YES or 2 for NO to choose whether or not you wish to be listed in the Xen Mail 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.

Record Your Outside and Internal Greetings

Dial 1 for YES if you want to record different greetings for outside and internal callers, otherwise dial 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 Dial

to end recording and review your greeting.

1 to re-record, otherwise dial 2.

Set Your Security Code

Dial 1 for YES if you wish to enter a Security Code to safeguard your mailbox from unauthorised access, otherwise dial

Enter a Security Code of 3 to 10 digits via your telephone dialpad. Dial *to complete code entry. Re-enter your security code, as prompted, for confirmation. Dial

to complete code entry.

Opening Your Mailbox

Dial 1 to confirm your personalised settings and open your mailbox for use, otherwise dial

Your personalised settings can be changed at any time through Setup Options.

Note:

Set Up Tips

• Keep your greetings current. Change them as often as necessary. If your greetings are accurate, callers are more likely to leave a message.

• Personalise your greeting. Record your own greeting, include your first and last name and if appropriate, your department. Callers hearing your voice feel more confident that you will receive their message.

• You can have different greetings for outside callers and internal callers.

outside greeting to use on special occasions, for example, when you will be out of the office.

• Remember, Xen Mail tells you the day and time each message was left.

their message.

• Encourage effective messaging. Ask callers to leave relevant information so that your return call will be productive. When applicable, your greeting should include an alternate extension that may be dialled by someone needing immediate assistance.

• Record a clear and audible greeting. Initially, it may be helpful to write down your greeting. When recording, remember to speak in a normal voice directly into the handset.

• Your security code protects your privacy. Pick a security code that is easy for you to remember and hard for a stranger to guess. Shorter security codes are easier to enter, longer codes offer more protection. You can change or delete your security code from any touchtone telephone. If you forget your security code, ask your System Manager to delete your code and then immediately enter a new one.

See “Changing your Setup Options” to record an alternate

There’s no need to ask callers to include this information in

Call Forward Setting

Call Forward Busy/No Answer (CF B/NA)

The most frequent method of utilising voicemail is to have calls forwarded to your Voice Mailbox when you are busy on another call or are away from your phone. To forward your telephone:

Set

Lift handset: hear ICM dial tone. Dial the Call Forward Busy/No Answer set code Dial Xen Mail. Replace handset.

Cancel

Lift handset: hear ICM dial tone. Dial the Call Forward Busy/No Answer cancel code Replace handset.

A CF B/NA key may be assigned in system programming to set/cancel this

Note:

feature. When setting Call Forward Busy/No Answer, a destination station must be entered. A lit LED indicates that CF B/NA is set.

Call Forward All Calls (CFA)

When you plan on being away from your phone for an extended period of time, you can have all of your calls routed directly to your voice mailbox. To forward your telephone:

Set

Press Feature (Do not lift the handset). Dial the Call Forward All set code Dial Xen Mail.

Feature.

Press

Cancel

Press Feature (Do not lift the handset). Dial the Call Forward All cancel code

Feature.

Press

A CFA/DND key may be assigned in system programming to set/cancel this

Note:

feature. When setting Call Forward All, a destination station must be entered. A lit LED indicates that Call Forward All/Do Not Disturb is set.

60.

69.

43.

44.

Calling Your Voice Mailbox

Use this simple procedure every time you wish to access your voice mailbox, or press the Softkeys as shown in the section entitled

Definitions

Press

Lift handset and Dial Xen Mail, wait for answer.

When calling from your telephone:

Dial your security code, if prompted.

Note:

When calling from another telephone:

Dial Dial your personal ID (typically 9 + your extension number). Dial your security code, if prompted.

When calling from outside:

Dial your personal ID (typically 9 + your extension number). Dial your security code, if prompted.

Respond to each question by dialling to step ahead to a specific topic.

Message

When not using a Dterm Series i telephone, the Xen Mail extension number may be assigned to a one touch key or feature access key.

2#to start the main greeting.

1 for YES or 2 for NO OR use Quick Keys

Xen Mail Softkeys &

Quick Keys

Save time by advancing directly

to a specific topic:

DIAL

4 to check new messages 5 to leave messages 6 to review messages 7 to change your setup options

+ 21 hidden pages