V
Intelligent Hybrid System
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oice Mail
and
Voice Response System
User Guide
Voice Mail Function Keys VMS
Programming a Voice Mail Key
1. Press SPK key.
2. Dial 851.
3. Press the key you want to program.
4. Enter the 2-digit function number,
followed by any additional information
required. (See table below.)
5. Press HOLD.
To Check the Function of a
Programmable Function Key
1. Press CHECK.
2. Press the programmed key.
The programmed function is
displayed.
Voice Mail Function Numbers
67 + Mail Box - Mail Box Key - for direct access to mailbox
68 + 0 - Voice Mail Service - skip message forward and replaying
68 + 1 - Voice Mail Service - skip message backward and replaying
69 + 0 - Conversation Record - Start/stop manual conversation record
69 + 1 - Conversation Record - Delete conversation and re-record
69 + 2 - Conversation Record - Cancel call record and delete
70 + Mailbox - Automated Attendant - set call forward to Voice Mail.
71 + Mailbox - Greeting Message - select one of three greetings.
Mailbox Password VMS
Setting Y our Pass word
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code 65#.
3. Dial new four digit password.
4. Dial #.
5. Your password will be spoken to you.
6. Dial 0# to confirm (or 1# to cancel).
7. Hang up.
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 65#.
5. Dial new four digit password.
6. Dial #.
7. Your password will be spoken to you.
8. Dial 0# to confirm (or 1# to cancel).
9. Hang up.
Deleting Your Password
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code 65#.
3. Dial 9999.
4. Dial #.
5. Dial 0# to confirm (or 1# to cancel).
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 65#.
5. Dial 9999.
6. Dial #.
7. Dial 0# to confirm (or 1# to cancel).
8. Hang up.
2
Voice Mail Service Codes VMS
Function
Help
Play Message
Erase All Messages
End Recording of Message
Broadcast Message to a Multiple
Address Group
Greeting
Message 1
Greeting
Message 2
Greeting
Message 3
Message Notification
Set Automated Attendant
Play Messages
“First In First Out
Play Messages
“Last In First Out
Password Setting
Message Registration Control
Setting
Exit
Play
Record
Erase
Play
Record
Erase
Play
Record
Erase
Service
Code
0#
1#
7#
9#
2#
31#
32#
37#
35#
33#
38#
36#
34#
39#
61#
62#
63#
64#
65#
66#
*#
Optional Function
Replay Message
Pause/Restart the Playback
Erase Message and Play Next
Message
(during message playback)
Save Mess age and Play Next Mess age
Copy the Message
Skip Playback Forward 8 seconds
Skip Playback Backward 8 seconds
Broadcast the Message
Exit
Confirm Erase
Notify to an Extension
Notify to an External Number
Cancel Notification
Exit
Option
Code
1#
4#
7#
9#
2#
3#
6#
28#
*#
0#
1#
2#
0#
*#
3
Voice Mail Messages VMS
Listening to Messages
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Messages are automatically played
back.
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 1#.
5. Listen to messages.
Recording a Message to Send to a
Mailbox
1. Press SPK key or lift handset.
2. Dial 884 (default).
3. Dial *.
4. Dial the mailbox number you wish to
send a message to.
5. Dial #.
6. Record message.
7. Hang up.
Voice Mail Access from Outside
1. Dial in to listen to your personal
greeting.
2. After your greeting has ended, two
short beeps will be heard.
3. Enter your password (if set).
4. Dial #.
5. You now have access to the service
code options for your mailbox
(e.g. dial 1# to listen to your
messages).
Broadcast List
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code 2#.
3. Dial abbreviated broadcast list
number (0-9).
4. Dial #.
5. Record Message.
6. Hang up.
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 2#.
5. Dial abbreviated broadcast list
number (0-9).
6. Dial #.
7. Record Message.
8. Hang up.
Transferring a Message to a
Broadcast List
1. After the message playback has
ended,
2. Dial 28#.
3. Dial abbreviated broadcast list
number (0-9).
4. Dial #.
5. Dial 0# to accept.
6. Hang up.
4
Message Notification VMS
Setting Message Notification
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code 61#.
3. Dial 1# for an extension call, 2# for an
outside call, or 0# to cancel.
4. If either 1# or 2# is dialled, enter
telephone number followed by # (it is
not necessary to enter a trunk access
code).
5. The dialled number will be read out.
6. Dial 0# to confirm (or 1# to cancel).
7. Hang up.
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 61#.
5. Dial 1# for an extension call, 2# for an
outside call, or 0# to cancel.
6. If either 1# or 2# is dialled, enter
telephone number followed by # (it is
not necessary to enter a trunk access
code).
7. The dialled number will be read out.
8. Dial 0# to confirm (or 1# to cancel).
9. Hang up.
Cancelling Message Notification
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code 61#.
3. Dial 0# to cancel.
4. Dial 0# to confirm (or 1# to cancel).
5. Hang up.
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 61#.
5. Dial 0# to cancel.
6. Dial 0# to confirm (or 1# to
cancel).
7. Hang up.
5
Personal Automated Attendant VMS
Forwarding Your Calls to Voice Mail
System Phone
1. Press Automated Attendant key
(SC 851:70) repeatedly until the
desired call forward setting is made –
All, No Answer, Busy, Busy/No
Answer, Cancel.
-OR-
2. Press SPK key or lift handset.
3. Dial 884 (default).
4. Enter mailbox number (& password).
5. Dial service code 62#, to toggle on
and off.
A System Phone that does not have
an Auto Attendant key can set Call
Forward All to Voice Mail only.
Single Line Telephone
1. Lift Handset.
2. Dial 884 (default).
3. Dial 62#, to toggle Forward All
on and off.
Single Line Telephones can set Call
Forward All to Voice Mail only.
To Record a Greeting Message
System Phone
1. Press Voice M a il Access key
(SC 851:67)
2. Dial service code (see table below).
3. Record your message, after the beep.
4. Dial 9# to end the recording.
5. Hang up.
Single Line Telephone
1. Lift Handset.
2. Dial 884 (default).
3. Enter mailbox number (& password).
4. Dial service code (see table below).
5. Record your message, after the beep.
6. Dial 9# to end the recording.
7. Hang up.
32# Record Message 1
33# Record Message 2
34# Record Message 3
To Listen to a Greeting Message
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code (see table below).
3. Listen to the message and hang up.
Single Line Telephone
1. Lift Handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code (see table below).
5. Listen to the message and hang up.
To Erase a Greeting Message
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Dial service code (see table below).
3. Dial 0# to erase message.
Single Line Telephone
1. Lift Handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code (see table below).
5. Dial 0# to erase message.
31# Play Message 1
35# Play Message 2
36# Play Message 3
37# Erase Message 1
38# Erase Message 2
39# Erase Message 3
6
Personal Automated Attendant VMS
A
Selecting a Greeting Message to Play
System Phone
1. Press Change Attendant Message
key (SC 851:71) repeatedly to toggle:
Message 1 = Lamp extinguished
Message 2 = lamp steady
Message 3 = lamp flashing.
Single Line Telephone or a System
Phone without a ‘Change Attendant
Message’ key, cannot change the
Greeting Message.
Conversation Recording VMS
AUTOMATIC RECORDING
Automatic Recording starts automatically
when the call is answered.
ANUAL RECORDING
M
To Start Manual Recording
1. Press the Manual Conversation
Recording Key at any time during the
conversation.
Storing a Manual Recording
Message
1. If prompted at end of call, enter the
mailbox number where to store
message.
-ORIf Callback Mode is set, wait for the
Voice Mail system to ring back after
call has ended, then enter the mailbox
number where to store the message,
and dial #.
If you do not answer the callback or
you do not specify a mailbox number,
the recorded conversation will be
deleted.
Programming a Manual Conversation
Recording Key
1. Press SPK key.
2. Dial 851.
3. Press the key you want to program.
4. Dial service code 69.
5. Dial 0.
6. Press HOLD.
Listening to a Recorded Conversation
System Phone
1. Press Voice M a il Access key
(SC 851:67).
2. Messages are automatically played
back.
Single Line Telephone
1. Lift handset.
2. Dial 884 (default).
3. Enter mailbox number (and
password).
4. Dial service code 1#.
5. Listen to messages.
7
General Message VMS
p
To listen to the General Message
System Phone
Your MW lamp flashes when there is a
new General Message. A voice message
eriodically reminds you.
1. While telephone is idle, dial 4.
-OR-
2. Press the SPK key or lift handset.
3. Dial 711.
Normally your MW lamp will now go off.
If it continues to flash, you have
unanswered
Message Waiting requests or
new messages in your Voice Mail
mailbox.
Single Line Telephone
1. Press the SPK key or lift the handset.
2. Dial 712.
3. Dial 5 (Listen).
4. Listen to message.
5. Dial 5 again to repeat.
6. Hang up.
To Record the General Message
1. Press the SPK key or lift the handset.
2. Dial 712.
3. Dial 7 (Record).
4. Record message, then dial # when
finished.
5. Hang up.
To Erase the General Message
1. Press the SPK key or lift the handset.
2. Dial 712.
3. Dial 3 (Erase).
4. Press Hold to cancel without erasing
(System Phone only).
5. Hang up.
8
Personal Greeting VRS
To enable a Personal Greeting
1. Press the SPK key or lift handset,
and Dial 713.
-ORPress the Call Forwarding (Device)
key (SC 851:17).
2. Dial 7.
3. Record your Personal Greeting, or
if you already have Personal Greeting
or Park and Page set up, you can
dial:
7 to re-record
5 to listen (then # to listen aga i n)
3 to erase (press HOLD to cancel
erase)
4. Dial # + Personal Greeting condition:
2 = Busy/No Answer
4 = Immediate All Calls
6 = No Answer
5. Dial the destination to receive your
calls. The destination can be:
· A co-worker’s extension.
· Off-premise via Common
Abbreviated Dialling (by entering
813 + bin number).
· Greeting without forwarding so
caller hears busy (by entering
your extension number).
· You cannot forward to a
Department Group pilot number.
6. Dial Personal Greeting type:
2 = All calls
3 = Outside calls only
4 = Intercom calls only
7. Hang up.
Your DND or Call Forwarding (Device)
Programmable Function Key flashes
when Call Forwarding is activated.
To cancel your Personal Greeting
1. Press the SPK key or lift handset.
2. Dial 713 + 73.
3. Hang up.
9
VRS Messages VRS
r
To Record a VRS Message
1. Press SPK key or lift handset.
2. Dial 716.
3. Dial 7 (Record).
4. Dial the message number (01-48).
Ensure that the message number
selected is not used for other VRS
functions.
5. Record your message, after the beep.
Normally, your message cannot
exceed 2 minutes. If you hear,
“Recording finished,” you have
exceeded the allowed message
length.
6. Press # to end the recording.
7. Hang up.
To Listen to a Recorded Message
1. Press SPK key or lift handset.
2. Dial 716.
3. Dial 5 (Listen).
4. Dial the message number (01-48).
You’ll hear the previously recorded
message. If you hear a beep instead,
there is no previous message
recorded.
5. Press # to listen to the message
again.
6. Repeat from step 3 to listen to anothe
message.
7. Hang up.
To Erase a Recorded Message
1. Press SPK key or lift handset.
2. Dial 716.
3. Dial 3 (Erase).
4. Dial the message number (01-48).
5. Press HOLD (system phone only) to
Cancel the procedure without erasing
(and return to step 3).
6. Hang up to erase the message.
To Record, Listen to or Erase a VRS
Message via DISA
1. Place a call into the system.
2. After the system answers, dial the
DISA password (default=000000).
3. Dial 716 and the VRS password.
4. Dial the function you want.
7 = Record
5 = Listen
3 = Erase
5. Dial the message number (01-48).
6. Record the message and press # to
end recording.
· If you dialled 7 to record, you can
dial # to listen to the message
you just recorded.
· If you dialled 5 to listen, you can
dial 5 and message number to
hear it again or if you want to
record, listen to or erase another
message, go to step 4.
· If you dialled 3 to erase, you must
go to step 7 (hang up).
7. Hang up.
VRS Message Numbers
By default, VRS message numbers are
not assigned. In your system, the
following message numbers hav e been
assigned to common VRS messages.
Message Name
Automated Attendant
Guidance Message
General Message
Preamble Message
Message
Number
(01~48)
10
Park and Page
V
RS
To have the System Page you when
you have a Call
1. Press the SPK key or lift handset,
and Dial 713.
-ORPress the Call Forwarding (Device)
key (SC 851:17).
2. Dial 7.
3. Record your Personal Greeting, or if
you already have Park and Page or
Personal Greeting set up, you can
dial:
7 to re-record
5 to listen (then # to listen aga i n)
3 to erase (press HOLD to cancel
erase)
4. Dial #7.
5. Record your Page Message.
6. Dial # + Paging Zone Ac ce ss Code.
E.g. Internal Zone 1 = 801 + 1.
External Zone 1 = 803 + 1.
Combined Zone 1 = 751 + 1.
7. Dial Park and Page type.
2 = All calls
3 = Outside calls only
8. Hang up.
Your DND or Call Forwarding (Device)
Programmable Function Key flashes
when Call Forwarding is activated.
To Pick Up your Park and Page
1. Press the SPK key or lift handset.
2. Dial 715 + your extension
number.
To Cancel your Park and Page
1. Press the SPK key or lift handset.
2. Dial 713 + 73.
3. Hang up.
Preamble Message VRS
To Answer a Call with a Preamble
Message
1. Answer the ringing call and wait for
the preamble message to finish.
The line key turns solid red as the
system automatically plays the
preamble message to the caller.
2. When you hear two beeps and the
line key turns green, converse with
the caller.
Checking Time/Date & Station Number VRS
To listen to the Station Number
1. While telephone is idle (handset on
hook), dial 6.
To listen to the Time/Date
1. While telephone is idle (handset on
hook), dial 8.
11
Feature A vailability
Each feature is marked with a VMS or VRS indication.
VRS = Voice Response System
VMS = Voice Mail System
Both features are provided when the DSPDB card is installed in the XN120 system.
Regulatory Notice.
Refer to the Getting Started Guide (991409-5) supplied with the Xn120 Main Unit for the Declaration of Conformity related to
the product.
Nothing contained in this manual shall be deemed to be, and this manual does not constitute, a warranty of, or representation
with respect to, any of the equipment covered. This manual is subject to change without notice and NEC Infrontia Ltd has no
obligation to provide any updates or corrections to thi s manual. Further, NEC Infrontia Ltd also reserves the right, without prior
notice, to make changes in equipment design or components as it deems appropriate. No representation is made that this
manual is complete or accurate in all respects and NEC Infrontia Ltd shall not be liable for any errors or omissions. In no event
shall NEC Infrontia Ltd be liable for any incidental or consequential damages in connection with the use of this manual. This
document contains proprietary information that is protected by copyright. All rights are reserved. No part of this document may
be photocopied or reproduced without prior written consent of NEC Infrontia Ltd.
NEC Infrontia Ltd
www.necinfrontia.co.uk
Copyright © 2004 by NEC Infrontia Ltd
All Rights Reserved.
Issue 1.1 January 2005
991418-5
12
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