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Integrated Multi-Application Generator
g
Avanti 3025 telephone set
User
uide
76-110-0500/0 Issue 1
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76-110-0500/0, Issue 1
Avanti 3025 telephone set
User guide
Telrad Telecommunications Inc.,
Woodbury, New York
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Printed in Israel
76-110-0500/0, Issue 1
Telrad Telecommunications Inc.,
Woodbury, New York
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NOTICE
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This publication refers to Telrad Integrated Multi Appli cation Generator (ImaGEN), Release 7.0, connected
to Telrad DIGITAL KEY BX, DIGITAL 400, and DIGITAL 1000 exchan
1999.
Jul
Telrad reserves the ri
es, Release SB7/DB7/LB7, as of
ht to modify the equipment and
software described herein without pri o r notice. However, chan
described herein do not necessaril
es made to the equipment or software
render this publi-
cation invalid.
© 1999 Telrad Telecommunications Inc.,
Woodbury, New York
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CONTENTS
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WHAT IS IMAGEN? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
BASIC CONCEPTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
WHAT IS A MAILBOX? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
SOFTKEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
ICONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
MENUS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
YOUR PASSWORD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
TYPOGRAPHIC CONVENTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
GENERAL FUNCTION KEYS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
WHAT CAN YOU DO WITH IMAGEN . . . . . . . . . . . . . . . . . . . . . . . .6
ACCESSING IMAGEN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
GETTING STARTED WITH YOUR MAILBOX . . . . . . . . . . . . . . . . . .9
ENTERING YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
RECORDING YOUR NAME AND PERSONAL GREETINGS . . . . .11
CHANGING YOUR PASSWORD . . . . . . . . . . . . . . . . . . . . . . . . . . .14
LEAVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
LEAVING ORDINARY MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . .16
LEAVING SPECIAL TYPES OF MESSAGES . . . . . . . . . . . . . . . . .19
To ta
MODIFYING THE DATE AND TIME
OF A FUTURE DELIVERY MESSAGE . . . . . . . . . . . . . . . . . . . . . . .21
LEAVING A MESSAGE FOR A MAILBOX GROUP . . . . . . . . . . . . .22
RECEIVING MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
LISTENING TO YOUR MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . .25
CHANGING AN OLD MESSAGE TO A NEW MESSAGE . . . . . . . .28
PROGRAMMING CONTINUOUS LISTENING . . . . . . . . . . . . . . . . .28
DETERMINING WHO A MESSAGE IS FROM AND
WHEN YOU RECEIVED IT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
VIEWING THE CONTENTS OF YOUR MAILBOX . . . . . . . . . . . . . .30
REVIEWING CONFIRMATION MESSAGES . . . . . . . . . . . . . . . . . .34
RECOVERING A MESSAGE THAT YOU HAVE DELETED . . . . . .34
REPLYING TO A MESSAGE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
COPYING OR TRANSFERRING A MESSAGE
TO ANOTHER MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
CARBON COPYING OR CARBON SENDING A MESSAGE
TO ANOTHER MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
MESSAGE ANNOTATION --
ADDING YOUR OWN COMMENTS . . . . . . . . . . . . . . . . . . . . . . . . .40
CALLER IDENTIFICATION (CID) LIST, DISPLAY AND DIAL . . . . .43
REVIEWING CID CALLS LISTED ON YOUR DISPLAY . . . . . . . . .43
a message with a special attribute . . . . . . . . . . . . . . . . . . . . .20
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REVIEWING CID CALLS FOR ANOTHER EXTENSION . . . . . . . . .48
INDEXING YOUR MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
FORWARDING YOUR MESSAGES TO ANOTHER LOCATION . . .52
PROGRAMMING FOLLOW-ME NUMBERS . . . . . . . . . . . . . . . . . .53
ANSWERING A FOLLOW-ME CALL . . . . . . . . . . . . . . . . . . . . . . . .55
RECORDING CONVERSATIONS . . . . . . . . . . . . . . . . . . . . . . . . . .57
SCREENING INCOMING CALLS . . . . . . . . . . . . . . . . . . . . . . . . . . .58
MESSAGE MONITORING AND CALL INTERCEPTION . . . . . . . . .60
DIALING ASSISTANCE FOR OUTSIDE CALLERS . . . . . . . . . . . . .63
DIAL BY NAME . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63
EXTENSION ASSISTANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65
SINGLE DIGIT DIALING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
OPERATOR ASSISTANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66
PROGRAMMED INTERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67
FOREIGN LANGUAGE ANNOUNCEMENTS . . . . . . . . . . . . . . . . . .69
DIALING OUT WITH CUSTOMIZED DIRECTORIES . . . . . . . . . . . .70
CUSTOMIZED DIAL BY NAME DIRECTORIES . . . . . . . . . . . . . . . .70
ADVANCED IMAGEN SUBSCRIBER FEATURES . . . . . . . . . . . . .73
AUTOMATIC COPYING OF UNHEARD MESSAGES . . . . . . . . . . .73
DEFINING A PERSONAL DISTRIBUTION GROUP . . . . . . . . . . . .75
PROGRAMMIN G AUTOMATED ATTENDANT SERVICE
FOR YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
IMAGEN AT A GLANCE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
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WHAT IS IMAGEN?
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IMAGEN
is a multiple application
enerator that incorporates an electronic voice mail system, providing you with
an easy, fast and dependable way to communicate with
people inside and outside your organization.
• For outside callers dialing in to your organization,
IMAGEN
plays a reco rded announc ement that offers
assistance in reaching the person wi th whom the y want
to speak, and provides options for proceeding if that
person is subsequen tl y unava ila ble.
• For you, as an
IMAGEN
features provides you with the flexibility you
IMAGEN
subscriber, the wide variety of
need in managing your communicat ions requirements,
such as handling incoming calls, and leaving and
receiving messages. This manual provides you with an
explanation of these features, together with step-bystep instructions for operating the
Avanti 3025 telephone set 1
IMAGEN
functions.
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BASIC CONCEPTS
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WHAT IS A MAILBOX?
Every internal
IMAGEN
user is assi
ned a mailbo x for the ir
own personal use. This is where the recorded messages
you receive are stored.
Each mail box has a unique number (up to six digits). Your
mailbox number is usually the same as your extension
number.
Once the system administrator has assigned a mailbox to
you, you personalize it by:
• obtaining a unique password from the system adminis-
trator (which you can change or cancel);
• recording your name in your mailbox;
• recording the personal greetings that you want your
callers to hear when you are unavailable.
SOFTKEYS
The sixteen keys located on the left, right and bene ath your
display screen are called softkeys. The name of each softkey appears on the display screen next to it. This name
changes, depending on the particular function you are performing.
When performing most functions you have two choices.
You can either press a softkey, or dial the corresponding
number on the dialpad, in order to perform the same function. In many cases you also have a third choice - to press
the corresponding icon, which appears on the bottom row
of the display.
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For example, when recording a message you can add
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additional recording time by:
•pressin
•dialin
•pressin
the
[4]
the add time icon .
{ADD TIME}
softkey, or
on the dialpad, or
For some functions there is no softkey or icon, but only a
number on the dialpad.
For your conveni ence both the softkey (if ava ilable) and th e
digit for performing a certain function appear in the menus
in this manual.
ICONS
Icons for activating IMAGEN features appear on the bottom line of the display. In most cases a regular text softkey
also appears for activating the same function.
The following table expl ains t he mea ning of each icon. See
your telephone set User guide for an explanation of other
icons not specific to IMAGEN.
Icon Meaning
or
Return to the previous menu.
Repeat this menu/Help.
Delete the message.
Rewind the message.
Pause.
Fast forward the message.
Add time. Used to:
Add time to a messa
Add recording time for a conversation you are
recordin
Activate messa
, or
e monitoring.
e you are recording,
Avanti 3025 telephone set 3
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ging
Icon Meaning
End of message/End of record. Press to indicate
you have finished recording a message or a
conversation.
Playback. Play a message.
Save the message.
Record. Used to:
Leave a messa
Record a
reeting or your name,
Modify a previously recorded messa
e,
e, or
Record a conversation.
Undelete. Restore a message you have deleted.
Visual list/Distribution list. Used to:
Display a list of your messa
Display a list of ma ilboxes belon
es, or
to your
personal distribution list.
Show details of a current ly displ ay ed entry.
MENUS
A menu is a li st of options. For example, up on enterin
the
system at your extension, you receive the IMAGEN MAIN
Menu:
To leave a message
To enter a mailbox
To enter your mailbox
To request extens ion numbe r assistan ce
To exit from IMAGEN
{LEAVE MSG}
{ENTER MBOX}
{YOUR MBOX}
{EXT ASSIST}
[2]
[#]
[#][#]
[9]
[*]
In some menus you both see and hear the list of options.
You see the softkey names displayed on your screen and
at the same time you hear a recorded announcement,
informing you of the dialpad digits that also perform these
functions. In the above menu, for example, there is no dif-
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ference between pressing the
{LEAVE MSG}
softkey and
dialing
[2]
on the dialpad.
There are other menus that you only hear -- they may have
no display , or only a partial display. In still other menus you
see a full display, but hear only some of the options.
You make a selection from a menu by pressing the appropriate key. You may then receive another, different list of
options, depending upon your selection.
You do not have to listen to the entire recorded menu
before making your selection.
Your system may have been programmed wi th menus that
are slightly dif ferent f rom the on es in this manual . See your
system administrator for more information.
NOTE
After the menu recording is finished, you have 5
seconds in which to make a selection from the
menu. If you do not make a selection within 5 seconds, the previo us menu appea rs and/or is played.
If again you do not make a choice within 5 seconds, you exit IMAGEN.
YOUR PASSWORD
Your mailbox has a unique passwo rd, to make sure that no
one but you has access to the messages you receive. You
receive your password (of up to 12 digits) from the system
administrator.
TYPOGRAPHIC CONVENTIONS
In this guide the names of softkeys appear in italic bold
type and wi thin braces, as in
{ACTIVATE}
, whereas the
names of fixed buttons and dialpad buttons appear in bold
type and wi thin brackets, as in
of menus are in all capital letters, as in MAILBOX Menu.
Avanti 3025 telephone set 5
[SPKR]
or
[2]
. The names
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GENERAL FUNCTION KEYS
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There are some keys whose functions are fixed:
Dial
[0]
or Press
To repeat the current menu
or
To dial for operator assistance --
[
Press
]
, , or
*
or
Press
only
To return to the previous menu
or
To exit
for outside calls
IMAGEN
from the MAIN
Menu
WHAT CAN YOU DO WITH IMAGEN
IMAGEN
enables you to perform the followin
functions:
• receive messages;
• view your message listing on screen
• leave messages for other subscribers;
• leave messages for a group of subscribers;
• record your telephone conversations;
• screen incoming calls;
• store messages intended for future delivery;
• have a message time tag (date and time that a mes-
sage was sent) attached to incoming messages;
• attach an annotation to a message you are redirecting;
• receive confirmation when a message you have sent is
heard by the receiving party;
•ta
messages as urgent and/or private;
• forward calls and/or messages to another destination;
• index old messages for future retrieval;
• copy or transfer messages you have received to other
mailboxes;
•pro
ram Automated attendant service for your mailbox.
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ACCESSING IMAGEN
The
external callers dialing in to the
IMAGEN
External Main Menu (below) is played to
IMAGEN
system. You can
access this menu from outside the system by dialing the
IMAGEN
telephone numb er, given to you by the system
administrator.
You hear the following options:
To call an extension
To leave a message
To dial by name
To conduct an interview
To use single digit dialing
To ask for extension assistance
To ask for operator assistance
To disconnect
Dial
Dial
[2]
[1]
and the
and the
Dial
extension no.
mailbox number
[3]
Dial
[4]
Dial
[5], [6], [7]
[8]
or
[9]
Dial
[0]
Dial
Dial [*]
If you are calling from inside the system, simply dial the
IMAGEN
access code, given to you by the system admin-
istrator.
If you use a non-tone dial telephone to dial in to
IMAGEN
, the call is handled according to system
programming. Generally, the call is forwarded
directly to operator assistance. Refer to your system administrator for details.
Avanti 3025 telephone set 7
NOTE
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If a caller from outside the system dials a n extension that is
busy or doesn't answer,
IMAGEN
responds with the follow-
ing options:
To wait for the extension
To leave a message
To reach the operator
To return to the previous menu
Dial [1]
Dial [2]
Dial [0]
Dial [*]
Your system may be programmed differently, and you may
not have the option of w aiting for the extensi on, or you may
be prompted to leave a message immediately.
You can choose from a variet y of alternative programmabl e
Automated Attendant service approaches, as described in
detail in PROGRAMMING AUTOMATED ATTENDANT
SERVICE FOR YOUR MAILBOX, under ADVANCED
IMAGEN SUBSCRIBER FEATURES, below.
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GETTING STARTED
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WITH YOUR MAILBOX
ENTERING YOUR MAILBOX
You
enerally enter your mai lbox from your own ext ension,
using the IMAGEN access code that the system administrator has defined. However, you can also enter your mailbox from any standard tone di al tele phone . For exampl e, if
you are at home and want to listen to the messages you
received at the office, you can dial the IMAGEN telephone
number and then enter your mailbox.
To enter your mailbox from your own extension
1. Dial the IMAGEN access cod e; you receive the internal
MAIN Menu:
To leave a message
To enter a mailbox
To enter your own mailbox
To request extension number as-
sistance
{LEAVE MSG}
{ENTER MBOX}
{YOUR MBOX}
{EXT ASSIST}
[2]
[#]
[#][#]
[9]
To exit from IMAGEN
2. Press
{YOUR MBOX}
messages, you hear a recorded announcement:
You have <number> new m essage s and <n umbe r> ol d
messages,
Avanti 3025 telephone set 9
and are asked to enter your password.
or dial
[#][#]
[*]
; if you have any
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3. Enter your password;
y
you receive the MAILBOX Menu.
To view a list of your messages
To listen to your new messages
To listen to your old messages
To leave a mess age for another
To record personal greetings
To set
To record a group message
To undelete messages
To review your future delive ry me ss ages
*
**
mailbox
You hear this option onl
be recovered.
You hear this opti on o nly if there are future de liv ery messages waiting
in your mailbox.
options
mailbox
if there are deleted mess ages which may still
{VISUAL LST}
{NEW MSGS}
{GREETING}
{SET OPTION}
{MSG FOR GR}
[9]
[1]
[6]
[2]
[3]
[4]
[5]
[7]
[8]
*
**
To enter your mailbox from another extension
within the system
1. Dial the
IMAGEN
access code;
you receive the inte rnal Main Menu (see above).
2. Dial
[#]
and your mailbox number;
you are asked to enter your pa ssword.
3. Enter your password;
you receive the MAILBOX Menu.
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To enter your mailbox from a telephone outside
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the system
1. Dial the
IMAGEN
telephone number;
you receive the external MAIN Menu.
2. Dial
[#]
and your mailbox number;
you are asked to enter your pa ssword.
3. Enter your password;
you receive the MAILBOX Menu.
RECORDING YOUR NAME
AND PERSONAL GREETINGS
You personalize your mailbox by recordin
your name and
your own personal greetings.
To record your name:
1. Press
{GREETING}
from the MAILBOX Menu;
you receive the PERSON AL GREETINGS Menu:
To record your
mailbox
greeting
{MBX GREETG}
[1]
To record your personal
To record your
To record your
To record your
name
special temporary
internal
busy
mailbox greeting
greeting
greeting
{BSY GREETG}
{YOUR NAME}
{TMP GREETG}
{INT GREETG}
[2]
[3]
[4]
[5]
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2. Press
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{YOUR NAME}
or
[3]
;
you receive the PERSONAL GREETINGS RECORD
Menu.
To playback the message
To erase the existing message
To record a new message
To record a new message --
with amplification
3. Press
{RECORD NEW}
{PLAY OLD}
{ERASE OLD}
{RECORD NEW}
{AMPLIFY}
or , and wait for the tone
before saying your name.
While you are recording either your name or personal
reetings, the
{ADD TIME}
and
{END OF MSG}
keys appear on the screen. Unless your system is pro-
rammed differently, you have four minutes to finish
recording, but can add another minute each time you
press
4. When you finish recording, press
{ADD TIME}
.
{END OF MSG}
[1]
[3]
[5]
[6]
soft-
;
you receive the END OF RECORD Menu :
T o re vie w y o u r re co rd e d mes sa g e
To save your message
To erase this message
To add to this message
T o e ra s e th is mes sa g e a n d
rec ord a new one
{PLAYBACK}
{SAVE MSG}
{ERASE MSG}
{ADD TO MSG}
{RERECORD}
[1]
[2]
[3]
[4]
[5]
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5. Press
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{SAVE MSG}
or , to save the recording
of your name;
you return to the PERSONAL GREETINGS
Menu.
NOTE
If you exit the END OF RECORD Menu without
{SAVE MSG},
pressin
effective.
To record your personal greetings
You record your various personal greetings in the same
way that you record your name. The only difference is that
your recording will not be
you select
INGS Menu in step 2 above, depending upon the type of
reeting you want to record. There is no other difference in
the procedure.
• Callers hear your personal
don't answer your ringing telephone, when it is in the
Do Not Disturb (DND) mode, or when you ha ve not
recorded a busy greeting;
• Callers hear your
are using your telephone;
• Callers hear your
example, while you are on vacation), until you erase it,
after which your mailbox reverts to your regular personal greeting.
• Callers from within the system hear your
[1], [2], [4]
[5]
or
busy greeting
from the PERSONAL GREET-
mailbox greeting
if they call while you
when you
special temporary greeting
internal
(for
greeting
mailbox greeting.
Avanti 3025 telephone set 13
(if programmed) as an alternative to your
Page 20
CHANGING YOUR PASSWORD
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You receive your initial password from the system administrator, but can chan
e it at any time. You may also cancel
your password. However, if you do so, anyone can enter
your mailbox and listen to your messages.
To change your password
1. Enter your mailbox (dial the
[#][#]
dial
).
IMAGEN
access code and
2. Enter your current password;
you receive the Mailbox Menu.
3. Press
{SET OPTION}
or
[4]
;
you receive the MAILBOX OPTIONS Menu:
To program the first
To program the second
To program auto attendant service
To hear messages with
follow me
follow me
time tag
{1ST FOLLOW}
{2ND FOLLOW}
{AUTO ATT}
{HEADER}
[1]
[2]
[3]
[4]
To change your
To set up your personal distribution list
To program auto-copy
To set the message monitoring time
To program continuous listening
password
{PASSWORD}
[5]
[6]
[7]
[8]
[9]
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4. Press
{PASSWORD}
or
[5]
;
you are asked to enter your ne w password. Enter your
new password (up to 12 digits) followed by
[#]
;
or
[#]
dial
to cancel your current passw ord (se e th e
below).
You now have the following options:
To confirm the new
To canc el the new
To exit
5. Press
{CONFIRM}
password
password
or
{CONFIRM}
{CANCEL}
{CANCEL}
;
[1]
[2]
[*]
the new password is either confirmed or canceled and
you return to the Mailbox Options Menu.
NOTE
If, in Step 5, you dialed
[#]
(and then you pressed
NOTE
{CONFIRM}
) to cancel your curre nt passwo rd, you
can then enter your mailbox without a password,
as can anyone else.
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LEAVING MESSAGES
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LEAVING ORDINARY MESSAGES
You can leave a messa
e from inside or outside of yo ur
mailbox.
To leave a message
1. From
outside
your mailbox, dial the
code; you receive the IMAGEN MAIN Menu:
To leave a message
To enter a mailbox
To enter your mailbox
To request extension number assis-
tance
To exit from IMAGEN
{LEAVE MSG}
{ENTER MBOX}
{YOUR MBOX}
{EXT ASSIST}
or
From
inside
your mailbox -- dial
[
]
to move backwards
*
IMAGEN
access
[2]
[#]
[#][#]
[9]
[*]
throu
h the menu options, until you receive MAILBOX
Menu:
16 Avanti 3025 telephone set
Page 23
y
To view a list of your messages
{VISUAL LST}
[9]
To listen to your new messages
To listen to your old messages
To leave a mess age for another
To record personal greetings
To set
To record a group message
To undelete messages
To review your future delive ry me ss ages
*
**
2. Press
mailbox
You hear this optio n only if there are deleted messages which may still
be recovered.
You hear this opti on o nly if there are future de liv ery messages waiting
our mailbox.
in
{LEAVE MSG}
options
mailbox
or
[2]
;
{NEW MSGS}
{GREETING}
{SET OPTION}
{MSG FOR GR}
you are asked to enter a mailbox number.
[1]
[6]
[2]
[3]
[4]
[5]
[7]
[8]
*
**
3. Dial the mailbox number;
you hear a recorded message:
This is mailbox number ___. Please state your message clearly, then dial
[#]
.
Then you hear a short tone.
4. After you hear the tone, record your message.
While you are recording, the softkeys
{END OF MSG}
appear. Unless programmed differ-
{ADD TIME}
ently, you have four minutes to record your message.
You can add time by press ing
{ADD TIME}
. You receive
another minute each time you press it.
When you have fini she d r eco rdi ng, dial
{END OF MSG}
softkey;
[#]
or press the
you receive the END OF RECORD Menu :
and
Avanti 3025 telephone set 17
Page 24
To review your recorded message
{PLAYBACK}
[1]
;
{SAVE MSG}
{RERECORD}
{SAVE OPTIO}
To confirm and save this
message in the system
To erase this message
To add to this message {ADD TO MSG}
To erase this message and
record a new one
To confirm and save thi s message with
options
5. Press
{SAVE MSG}
or
[2]
your message is sent and you return to the MAIN
Menu.
NOTE
If you hang up without pressi ng any key, your message is sent and you exit
If you dial
[1]
you hear the message again and
IMAGEN
.
[2]
[3]
[4]
[5]
[6]
remain in the END OF RECORD Menu.
If you dial
[3]
the message is erased and you
return to the MAILBOX Menu.
If you dial
to the message, and dial
[4]
you hear a tone, state your addition
[#]
; you remain in the
END OF RECORD Menu.
If you dial
[5]
the message is erased. You hear a
tone, record your new message and dial
remain in the END OF Record Menu.
If you dial
[6]
, you can designate the message as
being of a special type. (See next section,
Special Types of Messages
).
[#]
. You
Leaving
18 Avanti 3025 telephone set
Page 25
LEAVING SPECIAL TYPES OF MESSAGES
g
g
A messa
e can be tagged with one or mor e of the followi ng
four attributes:
Urgent
1.
. A message tagged 'URGENT' will be heard
before other non-tagged messages sent to the target
mailbox, regardless of its chronological arrival.
Confidential
2.
. When you tag a message with the CONFIDENTIAL attribute, the system ind icates tha t it save d
the message as “confide nti a l” . H o we ver, you should be
aware that a CONFIDENTIAL tag does not prevent the
recipient from forwarding the message to other subscribers. However, you can ask the system administrator to program your mailbox s o that private messages
are not automatically copied from your mailbox into
another mailbox. (S ee
Making Sure Messages Are
Taken Care Of).
Confirmation
3.
. If you tag a message for confirmation,
you will receive a recorded announcement at the time
the person to whom you sent the message listens to it:
Your m essage to <name of recipi ent> on <date and
time that you sent the message> was heard
. If the tar-
et mailbox has no name, the mailbox extension number is heard instead. Note that the date and time in the
recorded announce ment are the date an d time that you
sent the message to her.
Future delivery
4.
. The message you have recorded will
be sent on the date and time that you specify (see
below).
Avanti 3025 telephone set 19
Page 26
To tag a message with a special attribute
g
g
g
1. Dial
[6]
in the END OF RECORD Menu (see above),
you receive the MESSAGE ATTRIBUTES Menu as follows:
To designate a message as
To designate a message as
To tag a message as
To designate a message as
confirmed
urgent
private
future delivery
{URGENT}
{CONFIDENTL}
{CONFIRM}
{FUTUR DLVR}
2. Select the attri bute you d esire for yo ur messa
[1]
[2]
[3]
[4]
e by dial-
ing the corre sponding number.
You can give a message more than one of the above
attributes. For instance, you can make a message both
urgent and private. Fir st dial
[1]
for urgent and then dial
[2]
for private. The MESSAGE AT TRIBUTES Menu continues
[
to appear until you dial
sage all of the possible attributes.
]
or until you have
*
IMAGEN
iven the mes-
plays a confirmation announcement for each attribute you attach to a
message.
[
When you dial
]
, you return to the MAILBOX Menu if you
*
are inside your mailbox, or to the MAIN Menu if you are
outside yo ur mailbox.
To tag messages as ‘FUTURE DELI VERY’
[4]
1. After dialin
from the MESSAGE ATTRIBUTES
Menu, you are asked to enter the delivery month.
2. Dial two digits to designate the month;
you are asked to enter the delivery day.
3. Dial two digits to indicate the day; you are asked to
enter the time, using 24 hour time format of four digits
For example, 0830 signifies 8:30 AM, and 2030 signifies 8:30 PM.
20 Avanti 3025 telephone set
Page 27
4. Dial 4 digits to enter t he delivery t i me and dial
g
[
]
.
*
When the selected date and time arrive, the messa
e
disappears from your mailbox and appears at the destination mailbox.
MODIFYING THE DATE AND TIME
OF A FUTURE DELIVERY MESSAGE
After you have recorded a future delivery message, you
have the option of modifying the date and the time at which
the message will be sent.
To modify the date or time
1. Enter your mailbox.
2. Select
[8]
-- To receive your future delivery messages -from the MAILBOX Menu;
you hear a recorded announcement:
message for <
name
> to be delivered on <
A future delivery
date
> at
<
time>. Then you hear a modified LISTEN Menu:
To repeat this message
To save this message and play the next
To reply to this message
To modify delivery time
For more options
To erase this messag e and play the next
To rewind message while listening
To pause message while listening
To fast forward message while listening
3. Press
{MODIFY TIM}
.
{REPEAT MSG}
{NEXT MSG}
{REPLY}
{MODIFY TIM}
{OPTIONS}
[1]
[2]
[4]
[5]
[6]
[3]
[7]
[8]
[9]
4. Repea t s teps 2-4 in the FUTURE DELI VERY procedure, above; you are returned to the LISTEN Menu
Avanti 3025 telephone set 21
Page 28
LEAVING A MESSAGE FOR A MAILBOX GROUP
g
g
[5]
Your system administrator can desi
nate a numb er of mailboxes as belonging to the same group, known as a mailbox group. Each group is assigned a number, from 10 to
89. This enables you to recor d a single message, and sen d
it to all the mailboxes in a group with a single operation.
Consult your system administrator to see which, if any,
roups have been defined, and to determine if your own
mailbox extension is part of a group.
You can also define a list of ma ilboxes to w hich you wan t to
send a specific message. Unlike your personal distribution
list, which is permanent, this list is temporary and used
only for the current message. Sending a message to such
a list is called carbon record.
To leave a message for a group of mailboxes
1. Enter your mailbox; the MAILBOX Menu is availabl e to
you:
To view a list of your messages
To listen to your new messages
To listen to your old messages
To leave a mess age for another
To record personal greetings
To set
To record a group message
To undelete messages
To review your future delive ry me ss ages
mailbox
options
mailbox
{VISUAL LST}
{NEW MSGS}
{GREETING}
{SET OPTION}
{MSG FOR GR}
[9]
[1]
[6]
[2]
[3]
[4]
[5]
[7]
[8]
*
**
2. Dial
;
you hear a m essage:
Please enter a group number. For Carbon record, dial pound.
22 Avanti 3025 telephone set
Page 29
For a system defined mailbox group
3.
If you want to send a message to a mailbox group,
enter the group number;
you hear a message:
This is mailbox group number ___
This is <mailbox
or
group name>. Please state your message clearly, then
dial pound.
For a specific group you define
If you want to define a specific mailbox group for this
message, dial pound;
you hear a message:
“Please ent er mailbox number.
For Dial By Name, dial pound.
Dial pound twice to complete the list.”
Enter the number of the first mailbox to which you want
to carbon copy or carbon send the message. You hear
the Confirmation menu:
To confirm the mailbox {CONFIRM MB}
To skip the mailbox {SKIP MB}
[1]
[2]
To proceed with the operation {PROCEED OP}
To cancel the operation {CANCEL OP}
Repeat step 3 for each mailbox to which you want to
carbon record the message.
When the list is completed, dial
[#]
twice;
you hear a tone to start recording.
4. When you finish recording, press
[#]
;
{END OF MSG}
you hear the END OF RECORD Menu:
[3]
[*]
or
Avanti 3025 telephone set 23
Page 30
g
To review your recorde d messa ge
{PLAYBACK}
[1]
To confirm and save this
message in the system
To erase this message
To add to this message {ADD TO MSG}
To erase this message
and record a new one
To confirm and save this
message with options
{SAVE MSG}
{RERECORD}
{SAVE OPTIO}
[2]
[3]
[4]
[5]
[6]
If you hang up without pressing any key, your message is
sent and you exit
IMAGEN
.
In addition to the system-wide mailbox groups, and groups
for carbon recor d, you can define yo ur own p ermanent
sonal distribution group
sonal group, dial
[0]
instead of entering a mailbox group
. To send a message to your per-
per-
number in step 2, above.
For instructions on defining your personal distribution
roup, refer to the section titled
scriber Features
.
Advanced IMAGEN Sub-
24 Avanti 3025 telephone set
Page 31
RECEIVING MESSAGES
g
LISTENING TO YOUR MESSAGES
If there ar e any messa
[MSG]
the
button lights up; you hear a broken dial tone
es waiting for you in your mailbox,
when you lift the handset; and the second line of your idle
display tells you how many new and existing messages
there are . Th e nu mb er in the u pper right hand corner is the
mailbox number.
To listen to your messages
1. Press
[MSG]
or ;
the screen shows any predefined text messages, and
how many
IMAGEN
messages are waiting for you -- ten
in this example:
10:59 TUE AUG 15 < 222
<ANSWER DELETE>
10 MSGS TO MBOX 22
COME SOON ALAN 537
READ MAIL MIKE 367
2. Press the softkey to the left of the line showing how
many
IMAGEN
you hear a recorded announcement telling you how
many messages there are and then you are asked to
enter your password.
3. Enter your password;
you hear the MAILBOX Menu:
Avanti 3025 telephone set 25
messages there are;
Page 32
y
g
To view a list of your messages
{VISUAL LST}
[9]
To listen to your new messages
To listen to your old messages
To leave a mess age for another
To record personal greetings
To set
To record a group message
To undelete messages
To review your future delive ry me ss ages
*
**
mailbox
You hear this optio n only if there are deleted messages which may still
be recovered.
You hear this opti on o nly if there are future de liv ery messages waiting
our mailbox.
in
IMAGEN
options
offers you two wa ys of reviewin
mailbox
{NEW MSGS}
{GREETING}
{SET OPTION}
{MSG FOR GR}
your new
[1]
[6]
[2]
[3]
[4]
[5]
[7]
[8]
*
**
and existing messages. You may choose to listen to
them directly (as described below) or view a listing of
all your messages on the display before selecting the
message/s you would like to hear, as described in the
section titled
4. To listen to your messages, press
Viewing the contents of your mailbox
[6]
;
the MESSAGE TYPE SELECTION Menu appears:
To listen to your new messages
To listen to your old messages
To listen to your future delivery messages
To listen to your confirmation messages
To listen to your indexed messages
5. Dial
[1], [2], [3],[4]
or
[5]
to hear messages in any of
{NEW MSGS}
{OLD MSGS}
{FUTUR DLVR}
{CONFIRM}
{INDEXED}
.
[1]
[2]
[3]
[4]
[5]
the above categories.
26 Avanti 3025 telephone set
Page 33
After listening to each message, you hear the LISTEN
g
g
g
Menu:
To repeat this message
To save this message and play the next one
To erase this message and play the next one
To reply to this message
To transfer/copy the message to another box
For more options
To rewind message while listening
To pause message while listening
To fast forward message while listening
{REPEAT}
{NEXT MSG}
{REPLY}
{COPY/SEND}
{OPTIONS}
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
(Alternatively, you can ask your system administrator to
program your MAILBOX Menu so that you can access
your messages in a slightly different manner.)
In such a case, you listen to your new messages by select-
{NEW MSGS}
ing
by pressing
{OLD MSGS}
sages can be heard by dialin
then played
If you dial
).
[6]
while listenin
or
[1]
, and old mes sa
[6]
or
, while future delivery mes-
[8]
. The LISTEN Menu is
to a message, you receive the
MORE LISTEN OPTIONS Menu:
To lower volume
For normal volume
To raise volume
To decrease speed {SLOW SPEED}
For normal speed {NORMAL SPD}
To increase speed {FAST SPEED
To convert an old message to new
To add an ID tag to this message {INDEX}
es can be heard
[1]
[2]
[3]
[4]
[5]
} [6]
[7]
[8]
To repeat this m essage with t ime tag {HEADER
Avanti 3025 telephone set 27
} [9]
Page 34
The above menu enables you to change the volume or
speed of the message you are listening to, or to repea t th e
message with its time tag.
If you select
[1]
-- New Messages, either from the MAILBOX Menu or the MESSAGE TYPE SELECTION Menu,
you are informed how many of these were tagged ‘Urgent’
by the send er. ‘Urgent’ messages are played first and are
prefixed by an 'URGENT!' announcement. Once a message has been heard (and you press any butt on), its classification changes to 'OLD', and can be reheard by selecting
[2]
from the MESSAGE TYPE SELECTION Menu.
New confirmation messages are also contained in the
‘New messages’ category. Old confirmation messages can
be heard by dialing
[4]
in the MESSAGE TYPE SELEC-
TION Menu.
CHANGING AN OLD MESSAGE TO A NEW MESSAGE
You may want a message that you have already heard to
be played together with your new messages.
To change the status of a message from old to new
1. After listening to a message, select
{OPTIONS}
or
[6]
from the LISTEN Menu;
you receive the MORE LISTEN OPTIONS Menu.
2. Press
[7]
;
the message is played with your new messages.
PROGRAMMING CONTINUOUS LISTENING
You may want to be able to listen to all your messages,
without having to touch the dialpad to activate the next
message. This is particularly helpful if you have entered
your mailbox fro m a cellula r phone in your car, for example.
To program Continuous Listening
1. Enter your mailbox (dial the
[#][#]
dial
).
IMAGEN
access code and
28 Avanti 3025 telephone set
Page 35
2. Enter your current password;
you receive the Mailbox Menu.
3. Press
{SET OPTION}
or
[4]
;
you receive the MAILBOX OPTIONS Menu:
To program the first
To program the second
To program auto attendant service
To hear messages with
To change your
To define your personal distribution list
To set the auto-copy feature
To set the message monitoring time
To program continuous listening
4. Press
[9]
;
follow me
follow me
time tag
password
{1ST FOLLOW}
{2ND FOLLOW}
{AUTO ATT}
{HEADER}
{PASSWORD}
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
you receive the CONTINUOUS LISTENING Programming Menu and have the following options:
Always
When entering mailbox from outside
To deactivate
{ALWAYS}
{OUTSIDE ONLY]
{DEACTIVATE}
[1]
[2]
[3]
DETERMINING WHO A MESSAGE IS FROM
AND WHEN YOU RECEIVED IT
Each message has an att ached
header
, or time tag, containing the name or extension number of the person who
sent the message, and the d ata and time t hat the m essage
was sent. The time tag is in the form of a recorded
announcement, played before the message itself if you
have activated the header option.
Avanti 3025 telephone set 29
Page 36
To activate the header option
1. Press
{SET OPTION}
or
[4]
in the MAILBOX Men u; you
receive the MAILBOX OPTIONS Menu:
To program the first
To program the second
To program auto attendant service
To hear messages with
To change your
To define your personal distribution list
To set the auto-copy feature
To set the message monitoring time
To program continuous listening
2. Press
{HEADER}
follow me
follow me
time tag
password
or
[4]
; you receive the ACTIVATE/
DEACTIVATE Menu.
{1ST FOLLOW}
{2ND FOLLOW}
{AUTO ATT}
{HEADER}
{PASSWORD}
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
3. Dial
dial
[1]
or press
[2]
or press
{ACTIVATE}
to activate the option and
{DEACTIVATE}
to deactivate the
option.
If the header option is deactivated, you can neverthe-
less hear the time tag for a particular message.
To listen to the message time tag
for a particular message
1. After listening to a message, select
{OPTIONS}
or
from the LISTEN Menu;
you receive the MORE LISTEN OPTIONS Menu.
2. Press
{HEADER}
or
[9]
;
the message is repeated with its time tag.
VIEWING THE CONTENTS OF YOUR MAILBOX
This feature provides you with a visual listing of all the
[6]
messages currently stored in your mailbox. You can scroll
through the list and play a particular message without having to listen to all the preceding messages first.
30 Avanti 3025 telephone set
Page 37
To review your messages on the telephone display
1. From the MAILBOX Menu, press
{VISUAL LST}
or
you receive the following message category listing:
Mbox 20 John Smith
NEW : 10 URGENT : 2
OLD : 11
FUTURE : 1
CERTIFY : 1
2. Press the softkey adjacent to the message category
you wish to view;
you receive a listing of the messages contained in the
selected category. See example below:
[9]
;
John Smith NEW: 10 P-02
DATE TIME SENDER DUR
10/23 11 :43 GEORGE 00:23
10/23 08:57 LIZ MURPHY 03:34
10/23 08:43 EXTERNAL 01:20
10/22 18:43 555-1212
10/22 12:22 EXTERNAL 02:32
00:19
. The top line of your screen displays the mailbox name
or number, the number of messages in the selected category and the page number. Each subsequent line contains details of a particular message.
In the example above:
•The
date
the message was sent is shown at the left of
the screen. If the date is b linking, this indicates that the
message is urgent.
Avanti 3025 telephone set 31
Page 38
•The
time
hour format.
that the message was sent appears in 24-
•The
sender
or telephone extension of the person who
sent the message appears ne xt. If the m essage was left
by an external caller, the telephone number of the
external caller is displayed (if applicable to your system); otherwise, the tag ‘EXTERNAL’ appears.
•The
duration
of the message is displayed on the right
of your screen. The durati on is re corded in minutes an d
seconds (for example, a message of 2 minutes and 32
seconds is shown as 02:32).
Messages are listed in chronological order, with the first
message being the one most recently received. You can
scroll up and down through the listing by pressing the
(previous page) and
[HI]
(next page) keys.
[LO]
To listen to a listed message
1. When the message you wish to hear appears on the
display, press the left softkey adjacent to the message;
the message is played.
32 Avanti 3025 telephone set
Page 39
After the message has been completed, you hear the LIS-
g
TEN Menu:
To repeat this message
To save this message and play the next
one
To erase this message and play the next
one
To reply to this message
To transfer/copy the message to another
box
For more options
To rewind message while listening
To pause message while listening
To fast forward message while listening
{REPEAT}
{NEXT MSG}
{REPLY}
{COPY/SEND}
{OPTIONS}
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
Once you have dealt with the message by either exer-
[
cising one of the menu options or dialing
]
, you are
*
returned to the visual messa
e display.
NOTE
After a ‘new’ message has been heard (and you
press any button), it is transferred to the ‘old messages’ category. However, if you dial
[*]
while listening to a message, it remains in the ‘new’
category.
If you press the right softkey adjacent to a message, then
after listening to the message, you are returned to the regular audio
IMAGEN
session, and not to the visual display.
You can also leave the visual message list and return to
the regular
IMAGEN
session by pressing on the first
page of the display.
Avanti 3025 telephone set 33
Page 40
REVIEWING CONFIRMATION MESSAGES
g
Y o u can use the visual messa
e display to review details of
your confirmation messages. After pressing the left softkey
adjacent to ‘CONFIRM’ in the visual message, the display
shows a list of your confirmation messages as follows:
John Smith NEW : 6 P-01
DATE TIME SENDER DUR
10/23 11:43 GEORGE FITZ 01:08
10/23 08:57 JANE JONES 00:45
10/23 08:43 EXTERNAL 10:22
10/22 18:43 152 03:30
10/22 12:22 212-555-5555 02:02
The top line o f yo ur scr ee n di splays the mailbox name an d
number, the number of confirmation messages and the
page number. Each subsequent line cont ai ns t he dat e an d
time that the message was heard by the recipient, and the
name or extension number of the recipient.
If you press a softkey adjacent to a particular message,
you receive further details (date, time, and name of recipient) about the message.
You can press
to erase the confirm ation message from
the list.
RECOVERING A MESSAGE
THAT YOU HAVE DELETED
If you delete a message, and then decide you require the
message after all, it is possible -- within 15 minutes after
having listened to a message and deleted it -- to recover it.
To recover a deleted message
• Enter your mailbox and select
sages option, from the MAILBOX Menu;
34 Avanti 3025 telephone set
[7]
, the undelete mes-
IMAGEN
Page 41
announces how many messages have been successfully recovered, and you may listen to them by selecting
the OTHER MESSAGES option from the MAILBOX
MENU.
NOTE
If the undelete messages option does not appear
in the menu, this is because there are no deleted
messages in your mailbox that are capable of
being restored.
REPLYING TO A MESSAGE
You can immediately reply to a message as soon as you
finish listening to it.
To reply to a message you have just listened to
1. From the LISTEN Menu, press
{REPLY}
or
hear a recorded announcement:
Mailbox greeting>. Please state your message clearly,
<
then dial pound
[#]
.
Then you hear a tone.
NOTE
If the person who l eft th e m essage did so from outside the system -- for example, your boss called
from home to leave you a message -- you hear a
recorded announcement:
This message arrived from an outside caller -Please enter mailbox number
.
(If you do not know the ma ilbox number, you cannot reply to the message. Dial
[#]
, and the system
continues playing your other messages.)
[4]
; you
2. Stat e your repl y to the message clearly. While you are
recording the
keys appear. You can add recording time by pressing
{ADD TIME}
the
Avanti 3025 telephone set 35
{ADD TIME}
softkey.
and
{END OF MSG}
soft-
Page 42
3. Press
{END OF MSG}
or
[#]
;
you receive the END OF RECORD Menu :
To review your recorded message
To confirm and save this
message in the system
To erase this message
To add to this message {ADD TO MSG}
To erase this message
and record a new one
To confirm and save this message
with options
4. Press
{SAVE MSG}
or ; the message is sent and you
{PLAYBACK}
{SAVE MSG}
{RERECORD}
{SAVE OPTIO}
[1]
[2]
[3]
[4]
[5]
[6]
return to the LISTEN Menu.
COPYING OR TRANSFERRING A MESSAGE
TO ANOTHER MAILBOX
You can copy or transfer a message someone sent you
into another mailbox or mailbox group. If you copy it, a
copy remains in your mailbox. If you transfer the message,
it is sent to another mailbox or mailbox group and eras ed
from your mailbox.
To copy or transfer a message, you must first be listening
to it.
36 Avanti 3025 telephone set
Page 43
1. When you hear a message you want to copy or transfer, press
{COPY/SEND}
or
[5]
;
you receive the COPY/SEND Menu:
To keep this message and send a copy
to another mailbox
To transfer this message to another
mailbox
To keep this message and send cop ies
to group members
To transfer this message to group
members
To carbon copy {CARBON CPY}
To carbon send
2. Press
{COPY MSG}
{TRANSF MSG}
or
[1]
or
[2]
and the ma i lbox number, or
and the mailbox number, to
{COPY MSG}
{TRANSF MSG}
{COPY TO GP}
{TRNS TO GP}
[1]
[2]
[3]
[4]
[5]
[6]
copy or transfer the message to a single mailbox. Similarly, to copy or transfer messages to mailbox groups,
dial
[3]
or
[4]
and enter the group number.
The ANNOTATION Menu is now displayed:
To record an annotation message {ANNOTATION}
To send or copy the message now {SKIP}
To abort this operation {CANCEL]
For further options {SET OPTION}
[1]
[2]
[3]
[4]
3. If you want to attach an annotation, see the next sec-
Message Annotation
tion,
ments
4. Press
.
{SKIP}
[2]; IMAGEN
or
Adding your own com-
--
informs you that the message has been copied or sent to the appropriate mailbox or mailbox group;
or
Press
{CANCEL}
copy procedure;
Avanti 3025 telephone set 37
or
[3]
if you want to abort the send/
Page 44
or
Press
{SET OPTION}
or
[4]
if you want to tag your
message prior to sending; you receive the SEND/
COPY OPTIONS Menu:
To tag the message as urgent {URGENT}
To tag the message as confidential {CONFIDENTL}
To tag the message for confirmation {CONFIRM}
[1]
[2]
[3]
Select the attribute you want to attach to the message
by pressing the corresponding number or softkey; you
can attach any or all of the attributes in this fashion.
Select
[2]
from the previous menu to complete the
send/copy procedure.
CARBON COPYING OR CARBON SENDING A MESSAGE TO ANOTHER MAILBOX
You can carbon copy or carbon send a me ssage someone
sent you into a specific mailbox group - a group you define
for the particular message. If you carbon copy it, a copy
remains in your mailbox. If you carbon send the message,
it is sent to the mailbox group and er ased from your mail box.
38 Avanti 3025 telephone set
Page 45
To carbon copy or carbon send a message, you must first
be listening to it.
1. When you hear a message you want to carbon copy or
carbon se nd, press
{COPY/SEND}
or
[5]
you receive the COPY/SEND Menu:
To keep this message and send a copy
to another mailbox
To transfer this message to another
mailbox
To keep this message and send cop ies
to group members
To transfer this message to group
members
To carbon copy {CARBON CPY}
To carbon send
2. Press
[5]
or
[6]
.
{COPY MSG}
{TRANSF MSG}
{COPY TO GP}
{TRNS TO GP}
You hear a message:
;
[1]
[2]
[3]
[4]
[5]
[6]
“Please enter mailbox number.
For Dial By Name, dial pound.
Dial pound twice to complete the list.”
3. Enter the number of the first m ailbox to which yo u wan t
to carbon copy or carbon send the message, or
Dial
[#]
for Dial By Name, and enter up to the first six
characters of the name. See Dial By Name in the section Dialing Assistance For Outside Callers for instructions on how to use Dial By Name.
You hear the Confir mation menu:
To confirm the mailbox {CONFIRM MB}
To skip the mailbox {SKIP MB}
To proceed with the operation {PROCEED OP}
To cancel the operation {CANCEL OP]
[1]
[2]
[3]
[*]
Avanti 3025 telephone set 39
Page 46
4. Repeat step 3 for each mailbox to which you want to
carbon copy or carbon send the message.
5. When the list is completed, dial
[#]
twice. Proceed as
for sending a message to a group of mailbox es.
MESSAGE ANNOTATION -ADDING YOUR OWN COMMENTS
You may want to add your own comments to a message
that you are copying or trans ferring to someone else's
mailbox. When you add comments, the person to whom
you pass on the message first hears your comments, and
then the message.
Once you have added comments to the message, they
behave as part of the message. If someone listens to or
deletes the message, she also listens to or deletes the
annotation.
The rewind and fast forward features, however, function
separately for the annotation and the message.
You may add more than one annotation to any single message (i.e. you can send the same message with different
annotations to other mailboxes); and you can change a
message annotation by rerecording it.
If you have activated the header option , and you liste n to a
message that has an annotation attached to it, the header
contains the time tag of the message itself, not of the annotation. First you hear the header, then the annotation, then
the message.
To attach an annotation
After making your desired selection from the COPY/SEND
Menu, you receive the ANNOTATION Menu:
To record an annotation message {ANNOTATION}
To send or copy the message now {SKIP}
To abort this operation {CANCEL]
[1]
[2]
[3]
For further options {SET OPTION}
40 Avanti 3025 telephone set
[4]
Page 47
NOTE
g
Just as you can record an annotation for a mes-
e to a single mailbox, so you can add an anno-
sa
tation to a group message. However, you cannot
add more than one annotation to a group message.
If you hang up while located in the ANNOTATION
Menu, your message nonetheless will be transferred or copied. To abort a ‘send’ or ‘copy’ operation, dial
then
1. Dial
[1]
You hear a recorded announcement:
message clearly. Then, dial pound
2. Record your annotation, then press
[3]
to exit the ANNOTATION Menu, and
[
]
to exit the COPY/SEND Menu.
*
.
Please state your
(#).
{END MSG}
you receive the END OF RECORD Menu :
To review your recorde d messa ge
To confirm and save this
message in the system
To erase this message
To add to this message {ADD TO MSG}
To erase this m ess age
and record a new one
{PLAYBACK}
{SAVE MSG}
{ERASE MSG}
{RERECORD}
or
[1]
[2]
[3]
[4]
[5]
[#]
;
3. Press
{SAVE MSG}
any button.
The message together with your an notation is copied or
sent to the ap propriate mailbox or mailbox group.
Avanti 3025 telephone set 41
or
[2]
, or hang up without pr essi ng
Page 48
To delete an annotation from a message
g
• After recordin
{ERASE MSG}
the annotation, before saving it, press
[3]
or
in the END OF RECORD Menu.
To change the annotation of a message
1. Press
{COPY/SEND}
or
[5]
while listening to either the
annotation or the message itself;
you are tra nsferred to the COPY/SEN D menu.
2. Press any one of the following:
{COPY MSG}
•
{TRANSF MSG}
•
{COPY TO GP}
•
{TRANSFER TO GP}
•
or
or
[1]
and the mailbox number;
[2]
or
and the mailbox number;
[3]
and the group number;
[4]
or
and the group number.
The ANNOTATION Menu is now displayed.
3. Dial
[1]
to record a new annotation, then save the mes-
sage.
Every user to whom you have sent the message will
now hear the updated annotation.
NOTE
If after having recorded a new annotation, you do
not save it or subsequently delete it, the message
will be hear d as if no annotation was ever
recorded.
Additional menu operations
The following commands are also available when operating the ANNOTATION Menu:
• Dial
• Dial
[0]
to repeat the ANNOTATION Menu options;
[
]
to return to the COPY/SEND Menu;
*
42 Avanti 3025 telephone set
Page 49
CALLER IDENTIFICATION (CID)
g
LIST, DISPLAY AND DIAL
REVIEWING CID CALLS LISTED ON YOUR DISPLAY
Lists of answered and unanswered incomin
-- supported by the Central Office for caller identification
service -- c an be viewed on the display of an Executive
telephone set with expanded display. The user can toggle
between a display of caller’s names and caller’s numbers.
If authorized to enter the mailbox of another extension, the
user can also view th at extension’s list of i nco ming outside
calls. Any of the callers whose calls are displayed can be
called back, simply by selecting the respective call from the
display.
A maximum of 100 caller identification call records can be
saved by each user.
If the Caller Identification list, display and dial feature
option is installed in your DIGITAL system, your display
outside calls
shows a
Accessing the CID list summary
When you press
including:
• the name and extension number of the telephone set
user;
• the number of ’unanswered calls’;
• the number of ’answered calls’;
• the combined number of ’all calls’;
Avanti 3025 telephone set 43
{CID LIST}
softkey in idle state.
{CID LIST}
, a list appears on the display
Page 50
• the current ‘display mode’ -- either ’name’ or ‘number’;
with a softkey -- to the right and to th e left -- a longside each
of the last four elements.
CALLER ID LIST
For: BOB KEYMAN Ext.227
NOT ANSWERED - 23
ANSWERED - 37
ALL CALLS - 60
DISPLAY MODE - NUMBER
Changing the desired display mode of your CID list
Each time you press the right or left
{DISPLAY MODE}
softkey -- in the display screen above -- the display mode
will toggle, from ’name’ to ’number’, or from ’number’ to
’name’.
Selecting a five row CID list of not answered calls
If you press the right or left
{NOT ANSWERED}
softkey on
your CID list summary display -- in the ’name’ display
mode, as shown above -- a list of up to five rows of unan swered calls appears on the display -- as shown in the
example below:
NOT ANSWERED -10 P-20
DATE TIME CALLER NAME
07/19 17:55 BARBARA SMITH
07/18 18:50 EDWARD BROWN
07/18 18:43 STEPHEN DOLE
07/18 18:36 516/555-5555
07/18 18:27 800/666-6666
a. The title line -- at the top of the display -- shows:
• the type of calls listed -- ’not answered’;
44 Avanti 3025 telephone set
Page 51
• the number of calls of that type to the telephone set
user’s extension DN;
• the page number of the list.
To scroll backward or forwar d and view other pages of
the list, use the
phone set -- by pressing
[HI]
to scroll forward -- and view additi onal five ro w sets
[LO HI]
key at the bottom of the tele-
[LO]
to scroll backward, or
of unanswered calls.
b. The list shows unanswered, incoming, outside calls, in
reverse chronological order -- that is, the last call that
arrived appears first on the list.
c. The date and time of each call and the name of the
unanswered caller are listed, unless the Caller ID information from the Central Office does not include a name
-- in which case the caller’s number will ap pear in the
CALLER NAME column.
Placing a call from the CID list display
To place a call to the caller whose details appear in one of
the lines of the call list, simply press either the right or left
softkey alongside the line listing the call.
Selecting other CID lists of calls
The operations described in Steps a, b and c under
ing a five row CID list of not answered calls
, above,
Select-
refer to CID lists of ’not answered’ calls, from the ’name’
display mode. Alternatively:
• you can also perform the same operations from the
’number’ di splay mode -- s ee toggle operation of the
right or left
{DISPLAY MODE}
the desired display mode
softkey under
, above;
Changing
Avanti 3025 telephone set 45
Page 52
• alternatively, you can request lists of either:
g
•
’answered’ calls -- by pressing the right or left
{ANSWERED}
or
•
’all calls’ -- by pressing the right or left
softkey;
{ALL CALLS}
softkey.
The description of the operations, displays and scrolling
between list pages applied to the ’answered’ or ’all calls’
list alternatives are similar to those for ’unanswered’ calls,
as presented above.
Accessing details of a selected ca ll from a five row CI D
list display
From any of the five row CID list displays -- such as that in
the above unanswered calls display example -- you can
display a detai l screen for any of the call s show n , b y pr e ssing:
•the
and then
•the ri
softkey;
ht or left softkey alongside the desired call.
46 Avanti 3025 telephone set
Page 53
A call detail display -- for the selected call --appears, as
shown in the display example below:
ALL CALLS - 8 5
DATE: DEC 3, 1999
TIME: 11:45 AM
NAME: MARTHA GRANT
NUMBER: 516-555-5555
CALLING TRUNK: 5232
a. The title line at the top of the call detail display shows:
• the type of the call selected -- ‘ALL CALLS’, ’NOT
ANSWERED’ or ’ANSWERED’;
• the total nu mber o f cal ls of the se lected type - - from 1
to a maximum of 100;
• the sequence number of the selected call -- in the
upper right-hand corner.
To scroll backward or forward and view detail displays of
other calls, use the
telephone set -- by p r essi ng
[HI]
to scroll forward.
[LO HI]
key at the bottom of the
[LO]
to scroll backward, or
b. The five line call detail display shows the date and time
the call arrived, the name and telephone number of the
calling party and the D N o f t he outside line on which th e
call arrived.
c. On the bottom line of the call detail display are two soft-
keys:
• pressing the softkey, on the left, returns the call
detail display for the previous call on the list;
• pressing the
rent call detail record from the Caller ID data base.
Avanti 3025 telephone set 47
softkey, on the right, deletes the cur-
Page 54
Placing a call from the CID call detail display
g
To place a call to the caller whose de tails app ear in the call
detail list, simply press either the ri
ht or left softkey alongside either the caller’s name or number on the CID call
detail display.
REVIEWING CID CALLS FOR ANOTHER EXTENSION
If you are authorized to enter the mailbox of another extension, you can also view that extension’s list of incoming
outside calls.
Once you have entered the mailbox of the other extension
-- after entering a correct password -- dial
When you dial
[#]
, the CID list summary of calls to the
[#]
.
desired extension appears on the display -- as shown in
the display example under
mary
, above. You can then proceed to all the subsequent
Accessing the CID list sum-
CID list, display and dial operations, as described above.
48 Avanti 3025 telephone set
Page 55
INDEXING YOUR MESSAGES
gging
IMAGEN
offers you the possibility of ta
your old messages, and sorting them into indices for future retrieval.
This allows you to identify and access a specific message
without having to first listen to all chronologically preceding
messages.
You can allocate your messages to your own Personal
index, which can hold up to a maximum of 9 messages
(tagged 1 to 9); or to the System Index, which has a capacity of 128 messages (tagged 10 to 137).
To mark a message as indexed
After listening to a given message, you hear the LIST EN
Menu as normal. You decide you would like to allocate the
message to an index:
1. From the LISTEN Menu, press
{OPTIONS}
or
[6]
;
you receive the MORE LISTEN OPTIONS Menu:
To lower volume
For normal volume
To raise volume
To decrease speed {SLOW SPEED}
For normal speed {NORMAL SPD}
To increase speed {FAST SPEED}
To convert an old message to new
To add an ID tag to this message {INDEX}
To repeat this m essage with time tag {HEADER}
Avanti 3025 telephone set 49
[1]
[2]
[3]
[4]
[5]
[6]
[7]
[8]
[9]
Page 56
2. Press
g
{INDEX}
or
[8]
;
you hear the following message:
Enter a message index number between 1 and 9, or
dial pound
for the system index.
[#]
3. Select a number between 1 and 9 -- for example, 7 -- to
tag the message as ‘7’ in your personal index;
[#]
dial
IMAGEN
;
assigns the message a System index n umber
or
between 10 and 137, and informs you accordingly:
Message index <numb er >.
You are returned to the LISTEN Menu.
If you attempt to assign a message with a personal identification number that is already in use, you receive the following message:
This Identification tag is taken. To reassign it to the current
message, dial
a digit between 1 and 9. To exit, dial star
. To select another identification tag, dial
[#]
.
]
[
*
To retrieve an indexed message
1. Enter your mailbox, and from the MAILBOX Menu,
select
[6]
;
you receive the MESSAGE TYPE SELECTION Menu:
To listen to your new messages
To listen to your old messages
To listen to your future delivery messages
To listen to your confirmation messages
To listen to your indexed messages
2. Dial
[5]
; you hear the followin
announcement:
{NEW MSGS}
{OLD MSGS}
{FUTUR DLVR}
{CONFIRM}
{INDEXED}
You have <number> private indexed messages in your
mailbox. Enter the message identification tag 1 to 9, or
dial pound
cation tag
.
followed by the system assigned identifi-
[#]
[1]
[2]
[3]
[4]
[5]
50 Avanti 3025 telephone set
Page 57
3. Enter the appropriate private index ta
g
g
or
Dial
[#]
followed by the system index ta
, and dial
[#]
again to confirm.
IMAGEN retrieves and plays the message as instructed.
You are then transferred to the LISTEN Menu.
NOTE
If you enter an identification number that does not
exist, IMAGEN informs you accordingly, and plays
the message that comes next in numerical order.
If, when prompted to enter the identification number, you dial
[#]
twice in succession, all indexed
messages will be played successively.
To remove a message from an index
After retrieving and listen i ng to the message you wish to
remove from the index, you receive the MORE LISTEN
OPTIONS Menu:
1. Dial
[8]
;
you hear the following announcement:
To remove identification tag, dial pound (#).
2. Dial
[#]
;
the Index tag is removed from the message and you
are returned to the LISTEN Menu.
Avanti 3025 telephone set 51
Page 58
FORWARDING YOUR MESSAGES
g
g
g
TO AN OTHER LOCATION
If you know you are going to be away from your desk, you
can have any messages you receive forwarded to another
telephone extension, outside line or pager. This is c al led
the Follow-me Option.If you have activated the follow-me
option, then after a message is left in your mailbox, the follow-me destination telepho ne rings. Upon answering, you
hear a recorded announcement that you have a message.
Then you enter your password and can listen to your messages.
Y ou can de signate two dif ferent follo w-me destinati ons. For
example, you can have your calls forwarded to one extension during the morning, and to a dif ferent exte nsion during
the afternoon. You can also program your mailbox so tha t
after regular business hours your messages are automatically forwarded to another extension.
In order to activate the follow-me option, you must:
•pro
•pro
number;
•pro
PABX/CENTREX C.O. line -- for each number;
• activate the follow-me option.
ram at least one follow-me destin ation number;
ram the start and stop times for each follow-me
ram the follow-me method -- telephone, pager, or
52 Avanti 3025 telephone set
Page 59
PROGRAMMING FOLLOW-ME NUMBERS
g
g
y
Step 1: Enter the follow-me number
You can desi
nate one or two follow-me numbers, for dif-
ferent times of the day.
1. Press
{SET OPTION}
or
[4]
in the MAILBOX Menu;
you receive the MAILBOX OPTIONS Menu.
2. Press
{1ST FOLLOW
me number, or
{2ND FOLLOW}
or
[1]
to designate the first follow
[2]
or
to designate the
second follow me number; you receive the FOLLOWME Menu:
To activate follow me by message type {ACTIVATE}
To deactivate follow me by message type {DEACTIVATE}
To enter the follow me number {FLW NUMBER}
To set follow me times {FLW TIME}
To select the follow me method {FLW METHOD}
[1]
[2]
[3]
[4]
[5]
3. Press
{FLW NUMBER }
or
[3]
;
you are prompted to enter the follow-me number.
4. Enter the follow-me telephone number -- up to 32 digits
-- and dial
[#]
;
you remain in the FOLLOW-ME Menu.
NOTE
Within the follow-me number, it may be necessary
to include a digit for seizing an outside line; your
[
system may require dialing
]
for a pause to wait
*
for a dial t one; or some other adjustmen ts may be
necessary. If you encounter any d ifficulty in activat-
a follow-me number, consult your system
in
administrator.
Step 2: Program the follow-me time period
You need to program the time period during which you want
our messages forwarded to the follow-me destination.
Avanti 3025 telephone set 53
Page 60
1. Press
{FLW TIME}
or
[4]
in the FOLLOW-ME Menu;
you are prompted to enter the start and stop times.
2. Enter four digits for the start time -- for example, 1545
for 3:45 PM.
3. Enter four digits for the stop time -- for example 0000
for midnight.
NOTE
Instead of programming your own start and stop
times, as above, you can have your fo llow-me star t
and stop times automatically correspond to your
organization's start and end of work hour s. In other
words, calls made to your extension outside of
work hours (as pre-programmed in the system) will
be forwarded to your follow-me destination.
To program follow-me in accordance
with your organization’s work hours
1. Press
{FLW TIME}
2. When you are asked for the start time, dial
3. When you are asked for the stop time, dial
or
[4]
in the FOLLOW ME Menu.
[#]
[#]
again.
.
Step 3: Select the follow me method
You can have your messages forwarded to either a regular
telephone, pager or to an extensio n configured behind a
PABX or CENTREX. (See your system administrator for
more details about this third option).
1. Press
{FLW METHOD}
or
[5]
in the FOLLOW ME
Menu.
2. Press
press
press
{PAGER}
{REGULAR}
{PABX/CNTRX}
or
[1]
for pager or
[2]
or
for telephone or
[3]
or
for a PABX/CENTREX
C.O. line.
You have now finished programming one of the two followme numbers. If you wish to program a second number,
select
then
{SET OPTION}
{2ND FOLLOW
Menu, and repeat this process for the second number.
54 Avanti 3025 telephone set
or
or
[4]
from the MAILBOX Menu, and
[2]
from the MAILBOX OPTIONS
Page 61
Step 4: Activate (or deactivate) the follow-me number
g
Once you have pro
rammed at least one follow-me num-
ber, you can activate the follow-me option.
1. Select
{1ST FOLLOW
{2ND FOLLOW}
or
from the
MAILBOX OPTIONS Menu.
2. Press
or
[1]
;
{ACTIVATE}
you receive the FOL LOW ME ACTIVATION Menu:
To activate for all new messages
To activate for EXTERNAL and URGENT
messages only
To activate for URGENT messages only
3. Select the desired option by dialing
{NEW}
{EXT & URGN}
{URGENT}
[1], [2]
or
To deactivate the follow-me option
•Press
{DEACTIVATE}
or
[2]
in step 2, above.
[3]
[1]
[2]
[3]
.
ANSWERING A FOLLOW-ME CALL
Answering a follow-me call to a telephone
When you have activated follow-me for a telephone extension (regular or PABX/CENTREX) or external number and
you receive a message, the telephone extension or external number rings, and you hear a recorded a nnouncement:
This is a recorded message for
"
<your name>".
You then hear th e following options:
If the requested person is present
If the person is unknown
If the requested person is not present now
dial
dial
dial
[2]
[3]
[4]
To answer the follow-me call
1. Dial
[2]
;
you are asked to enter your pa ssword.
2. Enter your password; you hear your message.
Avanti 3025 telephone set 55
Page 62
NOTE
g
If you dial
more messa
[3]
, the follow-me option is disabled. No
es are forwarded to that numb er,
unless you activate it again.
If you dial
[4]
, the system will try to reach you at
this number again, when an additional new mes sage arrives.
Answering a follow-me call forwarded to a pager
When you have activated follow-me for a pager and you
receive a message, the pager beeps. After dialing in to
your pager service, you hear a recorded announcement:
This is a recorded message for <your name
>.
Then you hear the message.
56 Avanti 3025 telephone set
Page 63
RECORDING CONVERSATIONS
g
IMAGEN
tions. You must have the system administrator pro
designate the
station.
A conversation you have recorded is stored in your mailbox, as any message is. You can, therefore, transfer or
copy the record ed con ver satio n to an oth er mai lbo x or m ail box group. (See
another mailbox
Unless your system is programmed otherwise, the initial
recording time allotted to each cal l is 15 minutes. You can,
however, add ad ditio nal recording time, for up to a total of
30 minutes.
To record a conversation
enables you to record your telephone conversa-
ram
[CALL RECORD]
button to operate at your
Copying or transferring a message to
).
1. Press
tion; the
appear on the display.
2. Press
essary.
3. Press
It is required that you advise the second party that the
conversat i on is being recorded.
Avanti 3025 telephone set 57
[CALL RECORD]
{ADD TIME}
{ADD TIME}
and
to extend the recording time, if nec-
{END RECORD}
, while engaged in a conversa-
{END RECORD}
to stop the recording.
softkeys
Page 64
SCREENING INCOMING CALLS
g
The call screening feature allows you to screen external
calls arriving at your station through the
auto attendant
.
You hear who is calling you and decide which calls you
want to answer, and which callers you prefer having leave
a message. You must ask the system administrator to pro-
ram this feature to be operative at your station.
When the feature is operative and you receive a call, the
auto attendant
answers the call. Callers hear a reco rded
announcement, asking them to identify themselves. You
hear both the
auto attendant
and the caller's response
through the station speaker. Y ou ca n either answer the call,
or have
IMAGEN
take a message.
To screen your calls
1. Press your programmed
[CALL SCREEN]
button; the
button light goes on, indicating that the feature is operative.
2. When you receive a call, listen to the caller identifying
herself and decide if you want to accept the call.
3. To an swer the call, either:
• pick up the receiver ;
• press
{ANSWER SCREEN}
or
• press
[SPKR]
or
58 Avanti 3025 telephone set
;
.
Page 65
4. To reject the call, either:
•press
•press
{END SCREEN}
any key other than
;
[SPKR]
;
or
• simply refrain from answering;
the caller hears your no answer greeting. At this stage,
you can no longer change your mind and pick up the
call.
To stop screening your calls
• Press your programmed
[CALL SCREEN]
button
again;
the button light goes off.
Avanti 3025 telephone set 59
Page 66
MESSAGE MONITORING AND CALL
INTERCEPTION
The message monitoring feature allows you to monitor
messages being recorded in your mailbox for you, by
external callers. When message monitoring is activated for
your telephone set, each of your calls will be answere d by
the automated attendant, who will suggest that the caller
leave you a message. You can hear the message while it is
being recorded and decide whether you prefer to intercept
and answer the cal l, or to h ave the cal ler le ave a me ssage.
You can program the monit o r i ng time from your telephone
set.
You must ask the system administrator to program the
message monitoring feature to be opera tive at yo ur stati on.
To monitor your messages
1. Press your programmed
ton; the button light goes on, indicating that the feature
is operative.
2. When a caller begins recording a message for you, the
caller’s voice can be heard -- through your telephone
set speaker -- and you can then decide if you want to
accept the call. At this stage, your telephone set will be
in mute mode, so that the caller cannot hear you.
[MESSAGE MONITOR]
but-
60 Avanti 3025 telephone set
Page 67
To intercept the call
1. To intercept and answer the call, either:
• pick up the receiver ;
• press
{ANSWER SCREEN}
;
or
• press
[SPKR]
.
or
2. To reject the call, either:
•press
•press
{END SCREEN}
any key other than
;
[SPKR]
;
or
• simply refrain from answering;
To stop monitoring your calls
•Press
your programmed
[MESSAGE MONITOR]
ton again;
the button light goes off.
To set the monitoring time for your calls
but-
1. Enter your mailbox (dial the
[#][#]
dial
).
IMAGEN
access code and
2. Enter your password;
you receive the Mailbox Menu.
3. Press
{SET OPTION}
or
[4]
;
you receive the MAILBOX OPTIONS Menu.
4. Dial
[8]
;
you are asked to set the monitoring time either:
• in multi ples of 5 seconds, where dialing
a digit between 1 and 9 corresponds to
a maximum message monitoring time of
5 seconds to 45 seconds, respectively;
or
• to be unlimited.
Avanti 3025 telephone set 61
Page 68
5. Dial either:
• the digit --
[1]
to
[9]
-- for the desired respective
monitoring time;
or
[#]
•
-- for unlimited monitoring time;
the auto attendant responds with an announcement of
the selected monitoring time; for example:
• if you dialed
• if you dialed
• if you dialed
[1]
-- “five seconds”;
[9]
-- “forty five seconds”;
[#]
-- “unlimited”;
if no setting is defined, the de fault mo nitoring time is 10
seconds.
62 Avanti 3025 telephone set
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DIALING ASSISTANCE
g
FOR OUTSIDE CALLERS
Outside callers who do not know the extension number of
the person they wish to reach have three different types of
assistance avail able to them:
Dial by Name
a few letters of their name.
Extension Assistance
extension numbers.
Single Digit Dialing
rammed extension by dialing one digit.
A person calling from inside the system may also
use all three of these options, if she first exits the
system and then dials the outside
phone number.
DIAL BY NAME
An outside caller answered by the Auto Attendant Dial by
enables them to r each the pers on by dia ling
plays recorded announcements of
allows the caller to reach a prepro-
NOTE
IMAGEN
tele-
Name (ADBN) can reach an extension by dialing the name
of the extension owner, instead of the extension number.
The caller dials the first few digits of the extension owner's
name, using the standard DTMF telephone dialpad.
Avanti 3025 telephone set 63
Page 70
To dial by name
g
1. Dial the
you hear the followin
To call an extension
To leave a message
To dial by name
To conduct an interview
To use single digit dialing
To ask for extension a ssi stan ce
To ask for operator assistance
To disconnect
2. Dial
IMAGEN
telephone number;
options:
[1]
Dial
[2]
Dial
[3]
; you hear a recorded announcement:
and the
and the
Dial
extension no.
mailbox number
[5], [6], [7]
Dial the first “X” letters of the subscriber's name, using
[3]
Dial
Dial [4]
[8]
or
Dial [9]
[0]
Dial
[
Dial
*
]
a standard dialpad
.
“X” in the announcement is the programmed maximum
number of letters -- up to six.
• For the letter Q dial
• For the letter Z dial
• To complete the entry dial
• For the operator dial
3. Dial the first letters of the name and dial
[7]
[9]
[#]
[0]
.
.
.
.
[#]
; what happens next depends on whether or not the letters you
dial match a name in the dial by name directory.
• If the letters you dial match a name -- and only one
name -- from the directory; the system dials the
extension;
• If the letters do not match any name in the directory,
you hear a recorded announcement:
The name you
have dialed is not listed in our directory
64 Avanti 3025 telephone set
;
Page 71
• If the letters match several possible names, you are
g
iven a choice of which name y ou want to dial . For
example, if you want to reach Jack Brown, dial BR
and [#], you hear a recorded announcement, giving
you the first na me in the directo ry that st arts with BR:
There are several subscribe rs with that name .
Please select one of the following names:
BOB BROWN at extension 455
•
;
Dial
•
Dial
•
Dial
•
Dial
•
You continue dialing
want to reach. Then dial
to transfer to that extension
[1]
to play the next name
]
[2
for the operator
[0]
for the previous menu
[*]
[2]
;
, until you hear the name you
[1]
.
;
;
.
NOTE
The Dial By Name feature is also available to internal users in the following situations:
• When leav ing a message for anoth er mailbox;
• When co pying or transferring a message to
another mailbox.
EXTENSION ASSISTANCE
Extension Assistance is a recorded announcement that
provides the extension numbers of various departments in
your organization.
The primary extension assistance announcement can list a
series of departments -- for example:
• For personnel dial
• For sales and marketingdial
Avanti 3025 telephone set 65
[1]
[2]
;
.
Page 72
The secondary extension assistance announcement gives
g
the extension numbers of various people in the department. For example, if you dialed
[1]
for person nel you
might then hear an announcement similar to:
• For Jane Smith dial 13489
• For John Smith dial 15679
When a callers hear the extension number of the person
they wish to reach, they can either,
• Dial
[1]
and the extension number;
or
• Dial
[2]
and the mailbox number; they can then leave a
message after the tone sounds.
SINGLE DIGIT DIALING
Certain ex tensions as designated in the system can be
dialed directly, if programmed accordingly. The outside
caller hears a recorded announcement listing these extensions, and dials a single digit, rather than dialing the extension number or name of the extension owner.
The digits
[5], [6], [7]
, and
[8]
are commonly a llocated for
single digit dialing, but your system ad ministrator may have
programmed your system differently.
OPERATOR ASSISTANCE
In those cases where an operator position has been pro-
rammed into the system, an external user can choose to
be connec ted to the operator:
1. Dial the
2. Dial
Additionally, if you had selected
IMAGEN
[0]
to select the Operator Assistance option.
telephone number.
[2]
to leave a message,
and then change your mind before the message-record
announcement concludes, you can dial
[0]
to have your
call transferred to the operator.
66 Avanti 3025 telephone set
Page 73
PROGRAMMED INTERVIEW
If the system administrator has programmed this feature, it
conducts a recorded interview with an outside caller.
For example, the system administrator can program an
interview that takes orders over the phone. The recorded
interview questions might ask the cus tomer her na me and
address, what product they want to order, what size, what
color, etc. and how they want to make payment. The
answers are recorded. The interview consists of a maximum of eight interview questions, followed by a closing
message to the caller.
To conduct an interview
1. Dial the
IMAGEN
telephone number;
you hear the main opening greeting, which includes an
instruction to dial
you want to order a catalog item, dial
2. Dial
[4]
;
[4]
for the interview (for example,
[4]
).
you hear the first interview question.
3. Answer the question and dial
[#]
to indicate that you
have finished your answer, or simply wait for the allotted time to pass;
you hear the next question.
4. Answer the rest of the questions, until you hear the
closing message.
If
Avanti 3025 telephone set 67
Page 74
NOTE
g
Your system administrator may pro
ram up to nine
different inte rviews into the system. If t here is more
than one interview, the main opening greeting contains dialing instructions for accessing the dif fere nt
interviews. For example,
dial
To request billing information, dial
[7]
.
To order a catalog item,
[8]
.
Once the caller has dialed into the desired interview, it is conducted as above.
68 Avanti 3025 telephone set
Page 75
FOREIGN LANGUAGE
g
guag
ANNOUNCEMENTS
IMAGEN
ate in languages other than English.
If this option has been installed in you r system your system
administrator can pr ogram your mailbox so that you and
people calling your mailbox have a choice of he aring
announcements and instructions in up to ten different lan-
es.
It is possible to program a mailbox so that its owner hears
options and announcements in a foreign language, while
incoming callers hear them in English.
System announcements and instructions are in English
unless otherwis e programmed by the system administrator ,
in which case the main opening greeting provides the caller
with an option for changing the language.
offers you the optio n of havin
your mailb ox op er-
Avanti 3025 telephone set 69
Page 76
DIALING OUT WITH CUSTOMIZED
g
DIRECTORIES
An optional software package called the
ness Card
tem administrator to define special dialing directories, so
that directory lists of your customers or clients appear on
your display. You can dial the exte nsion of the person you
want, simply by pressing the softkey next to their name.
For information on how to define and maintain personal
customized directories, see the
Card Installation & Programming Manual
CUSTOMIZED DIAL BY NAME DIRECTORIES
The system administrator can establish any kind of directory that is useful to your organization, s uc h as lists of suppliers, government agencies, or products. They can also
program more detailed information about each entry in a
directory into the system. These directories are called Sys-
is available with
IMAGEN
Electronic Business
Electronic Busi-
. It enables the sys-
.
tem Dial by Name Directories (SDBN). They can be either
internal directories -- of extensions within your organization, or external directories -- of extensions outside of your
organization.
The icon appears on you r tele phon e's idle sta te displ ay,
but is active only if one or more directories have been
defined in your system, and your telephone has been pro-
rammed to use at least one directory. Otherwise, the
PHONE BOOK feature is initiated when you press .
70 Avanti 3025 telephone set
Page 77
To dial out using a customized directory
1. Press ;
a list of de fined directories app ears, as in the example
below:
DIRECTORIES
INTERNAL
EXTERNAL
PRODUCTS
HELP
MISCELLANEOUS
SUPPORT
2. Press the softkey for the desir ed directory ( in this exam-
{EXTERNA L}
ple
);
a list of alphabetical ranges appears:
EXTERNAL
ABR-FER SUL-ZAC
FER-LAR
LAR-P AR
PAR-SUL
Avanti 3025 telephone set 71
Page 78
3. Press the softkey for the alphabetical range that
g
includes the name of the person you want to call (in this
example Frost);
a list of names appears:
EXTERNAL P - 02
FERMI E
FLORENCE
FROST JACK
GERALD
GETTYSBURG
4. You can use the
[LO HI]
GIMBLE JOE
GOBART
GOLDWYN
GORDON
GORRINSON
key to page through the
names in that particular directory.
5. Press the softkey adjacent to the desired name (in this
example Frost James);
the system dials the first number in his directory listing.
or
If you want to see additional details about this entry:
Press and then the softkey for the name, e.g.
FROST
{
}
; the listin
details, if any ar e avai lable , fo r the
party appear:
FROST JACK
HOME:
WORK:
CELLULAR:
:
FAX
6. Press the softkey next to the number you want to dial;
the system dials the number.
72 Avanti 3025 telephone set
212-523-3333
212-523-5501
212-523-5555
917-555-9898
212-523-6666
Page 79
ADVANCED IMAGEN
g
SUBSCRIBER FEATURES
This section contains a description of a number of more
advanced mailbox features. If you prefer, each of these
features can also be programmed for you by your system
administrator, on the dedicated IMAGEN Personal Computer.
AUTOMATIC COPYING OF UNHEARD MESSAGES
If a number of employees in your organization handle the
same type of calls,
each other's messages as well. In this way, an important
message left for an absent employee that may otherwise
o unattended, can be automatically passed on to another
colleague for handling. This
Automatic Copying of Unheard Messages
For instance, if you deal with urgent matters, you may want
messages that have been in your m ailbox fo r mo re than 15
minutes automatically copied into one of your colleagues'
mailbox. On the other hand, someone who deals with less
urgent matters may prefer not to have their messages copied unless they have been in their mailbox for over a day.
Once you have p r ogrammed this feature,
your mailbox at regular intervals. If you have not liste ned to
a new message within the amount of time you specified,
IMAGEN
can see to it that th ey r ece ive
IMAGEN
feature is called
IMAGEN
checks
that message is copied into t he designated automatic-copy
mailbox. All subsequent new messages are copied into the
automatic-copy mailbox, until you enter your own mailbox
and listen to your messages.
Avanti 3025 telephone set 73
Page 80
To program your mailbox to automatically copy
unheard messages
1. Dial
[4]
in the MAILBOX Menu; you receive the MAIL-
BOX OPTIONS Menu.
2. Dial
[7]
-- Auto-copy; you are transferred to the AUTO
COPY Menu:
To select the aut o-copy destination
To select the auto-copy time period
For non-urgent message s
For private messages
For common mess age s
3. Press
{DESTINATIO}
or
[1]
{DESTINATIO}
{TIME}
{NON-URGENT}
{CONFIDENTL}
{COMMON}
to indicate the auto-copy
destination, then enter the appropriate mailbox number;
you are returned to the AUTO COPY Menu.
4. Press
{TIME}
or
[2]
to specify the time period after
which messages in your mailbox will be cop ied to the
[1]
[2]
[3]
[4]
[5]
auto-copy destination. Enter the time period in HH:MM
format (e.g. for 15 minutes, dial
[0], [0], [1], [5]
).
You are returned to the AUTO COPY Menu.
NOTE
The time period y ou designate must be a multiple
of 15 minute intervals (e.g. 15 minutes, 45 minutes, 1 hour).
5. Press
{COMMON}
or
{NON-URGENT}
[5]
or
, to select the type of message for
or
{CONFIDENTL}
[3]
,
or
[4]
,
which you want to activate (or deactiva te) the auto co py
feature.
6. Dial
[1]
to activate (or
[2]
to deactivate) the feature for
that message type.
You are returned to the AUTO COPY Menu.
7. Repeat steps 5 and 6 if you want to activate (or deactivate) auto-copy for additional message types.
74 Avanti 3025 telephone set
Page 81
Copies of all messages forwarded to another mailbox by
g
this feature remain in the source mailbox. In addition, messages copied to the automatic-copy mailbox will NOT be
on-forwarded to other mailboxes in the event that they are
unheard by your colleague as well.
DEFINING A PERSONAL DISTRIBUTION GROUP
In addition to mailbox groups, which are programmed by
the system administrator, you can also define your own
personal distribution group for sending out common messages. A personal group can consist of up to eight member
mailboxes. Subject to this size limitation, you can add and
delete mailboxes at will. Only one personal distribution
roup can be defined per mailbox.
To add mailboxes to your personal distribution group
1. Dial
[4]
in the MAILBOX Menu; you receive the MAIL-
BOX OPTIONS Menu.
2. Press or
[6]
for the Private distribution list option;
you are transferred to the DISTRIBUTION LIST Menu:
To insert a new member
To move to the next member
To delete the current member
3. Press
{INSERT}
or
{INSERT}
{NEXT}
{DELETE}
[1]
and then enter the mailbox num-
[1]
[2]
[3]
ber of the first member or the mailbox group number;
the mailbox is added to your personal group, and you
are returned to the DISTRIBUTION LIST Menu.
4. Repea t s tep 3 for as ma ny mailboxes as you wish to
add to your group.
If you attempt to add a member to the group when it is
full, you hear the message
Avanti 3025 telephone set 75
Your distribution list is full
.
Page 82
To delete Mailboxes from your personal
g
distribution group
1. From the MAILB OX OPTIONS Menu, press or
access the DISTRIBUTION LIST Menu;
you hear the announ cement
ber is <Mailbox number>
2. Press
{DELETE}
or
[3]
to delete the current member
The current mem ber num -
.
or
Press
{NEXT}
or
[2]
(repeatedly if necessary) to scroll
through the other ma ilboxes in your group, and d ial
to when you reach a mailbox y ou wish to delete.
The current member mailbox is deleted and you are
returned to the DISTRIBUTION LIST Menu.When you
have deleted all members of your distribution group,
you hear the announ cement
Your distribution list is
empty.
To send a message to your p ers o nal distribution group,
dial
[0]
when
IMAGEN
asks you to enter the mailbox
[6]
to
[3]
roup number. See the sectio n titled
sage for a mailbox group
for more details.
Leaving a mes-
PROGRAMMING AUTOMATED ATTENDANT SERVICE
FOR YOUR MAILBOX
The Auto attendant service feature allows you to take full
advantage of the IMAGEN Auto attendant facility. It
enables you to determine how incoming calls to your
extension will be handled in the event of a ‘busy’ or ‘no
answer’ response, whether during daytime or nighttime
hours.
76 Avanti 3025 telephone set
Page 83
By proceeding through a series of menus, you can specify:
• the conditions u nder which yo u want the Aut o attendant
to operate;
• the types of calls and ti mes at which mai lbox forwarding
instructions will apply;
• whether ca llers should be forwarded internally or exter nally, or given the option to leave a message.
A. Select a Department Secretary
You can designate an extension as ‘Department Secretary’, whereby an incoming caller who has reached your
mailbox and dials
[0]
to connect to the operator, will be
directed to this specified extension for assistance.
To define an extension as the Department Secretary
1. Dial
[4]
in the MAILBOX Menu; you receive the MAIL-
BOX OPTIONS Menu.
2. Press
{AUTO ATT}
or
[3]
to select the Auto Attendant
Service option;
you receive the AUTOMATED ATTENDANT Menu:
To program the department secretary
To program autom ated atte ndant s ervic e
To program call forwarding for all calls
To program call forwarding for specific
calls
{SECRETARY}
{ATT SERVIC}
{ALL FRWARD}
{SPEC FRWRD}
[1]
[2]
[3]
[4]
3. Press
{SECRETARY}
you are prompted to enter the number of the extension
to serve as Department secretary.
4. Enter the extension number, then dial
you are returned to the AUTOMATED ATTENDANT
Menu.
Avanti 3025 telephone set 77
or
[1]
[#]
;
Page 84
B. Select the Auto attendant method of operation
g
for your mailbox
You can choose one of the followin
three Auto attendant
modes for dealing with incoming calls:
Internal --
•
The Auto attendant initially tra nsfe rs all
incoming calls to your internal extension. If there is a
‘busy’ or ‘no answer’ response, calls are handled
according to mailbox forwarding instructions (as
described below).
External
•
-- The Auto attendant initially transfers all
incoming calls to your external Follow-me location
(which must be activated). If there is a ‘busy’ or ‘no
answer’ response, calls are handled according to mailbox forwarding instructions.
None
•
-- The Auto attendant will not operate for your
extension. In this case, if the Auto attendant feature is
operational in your system, incoming calls intended for
your extension are handled according to your mailbox
forwarding instructions.
If not, incoming callers are greeted with an announcement stating that the requested extension is unavailable, and are returned to the MAIN Menu.
To select the desired Auto attendant method
of operation
1. From the AUTOMATED ATTENDANT Menu, select
{SERVICE}
or
[2]
;
you are prompted to choose the Auto attendant mode
you require.
2. Press
{NO}
or
{INTERNAL}
[3]
.
or
{EXTERNAL}
[1]
,
or
[2]
, or
You are returned to the AUTOMATED ATTENDANT
Menu.
78 Avanti 3025 telephone set
Page 85
C. Program the call handling method for all no answer/
g
busy calls
You can determine how all incomin
calls are to be handled if your extension is busy or there is no answer. There
are several options available:
Default
•
-- You can decide to have calls handled accord-
ing to the tenan t p rogramming for your system; or have
IMAGEN
play the regular BUSY/NO ANSWER menu,
either with or without offering the caller the option to
‘camp on’ to your extension.
Record
•
-- The caller is asked to leave a message in
your mailbox.
Unscreened transfer
•
-- The caller is automatically
camped on to your extension.
Follow me
•
-- You can choose to have cal ls forwa rded to
either your first or second pre-programmed follow-m e
number (which must be activated). If you have two follow-me numbers, you can choose the ‘B oth’ option ,
whereby calls are forwarded to your second number in
the event that the first follow-me is deactivated or the
first follow-me subscriber is busy or not answering.
Internal forward
•
-- Select an internal extension number
where calls will be forwarded on either a screened or
unscreened basis.
Avanti 3025 telephone set 79
Page 86
To program the no answer/busy call handling method
g
for all calls
1. From the AUTOMATED ATTENDANT Menu, select
you are tra nsferred to the OPERATION Menu:
To select the Default option
To select the Record option
To select the Unscreened Transfer option
To select the Follow-me option
To select the Internal Forward option
2. Choose the desired call handlin
• If you press
{RECORD}
or
[2]
{DEFAULT}
{RECORD}
{UNSCRN}
{FOLLOW-ME}
{INT FRWARD}
method.
{UNSCRN}
, or
[1]
[2]
[3]
[4]
[5]
or
your selection is saved, and you are returned to the
AUTOMATED ATTENDANT Menu.
• If you press
{DEF AUL T}
or
[1]
-- you are prompted to
[3]
[3]
;
,
select a
Press
ANSWER menu
ABL CMP}
without
[3]
for regular tenant programming. After making
Default
{ENABL CAMP}
or
option.
[1]
or
with
[2]
a camp-on option. Press
for the BUSY/NO ANSWER menu
for the BUSY/NO
a camp-on option. Press
{TENANT PRG}
your selection , you are retu rned t o the AUTOMATED
ATTENDANT Menu.
• If you press
to select a
[1]
or
Press
to direct calls to your first follow-me number.
{2ND FOLLOW}
{FOLLOW ME}
Follow-me
option. Press
or
[2]
second follow-me number. Press
[4]
or
, you are prompt ed
{1ST FOLLOW}
to direct calls to your
{BOTH}
or
[3]
select the ‘Both’ option, as described above. After
making your selection, you are returned to the
{DIS-
or
to
AUTOMATED ATTENDANT Menu.
• If you press
80 Avanti 3025 telephone set
{INT FRWARD}
or
[5]
, you are prompted
Page 87
to enter an
internal extension number
. You are then
asked to select either
{SCREENED}
or
[1]
, to have
calls forwarded on a screened basis, or
{UNSCREENED}
or
[2]
to have them forwarded on
an unscreened basis. After making your selection,
you are returned to the AUTOMATED ATTENDANT
Menu.
D. Program the no answer and busy call handling
method for specific types of calls
You may decide you would prefer certain incoming calls
arriving at particular time s of day or night to be handled in a
differ ent man ner to th at pr ogrammed in Part C, above. You
can distinguish between calls that receive a ‘busy’ or ‘no
answer’ response, and between those ca lls arriv ing via the
Auto attendant (including Dial by Name and Single digit
dialed calls), and those arriving directly via the DIGITAL
system.
Following are the six categories of calls for which you can
program different call handling options:
Auto attendant Day no answer
•
-- you can decide how
unanswered calls that arrived via the Auto attendant
during (system) daytime hours should be handled.
Auto attendant Night no answer
•
-- you can decide how
unanswered calls that arrived via the Auto attendant
during (system) nighttime hours should be handled.
Auto attendant Day busy
•
-- you can decide how calls
that arrived via the Auto attendant during (system) daytime hours and received a busy signal, should be handled.
Auto attendant Night busy
•
-- you can decide how calls
that arrived via the Auto attendant during (system)
nighttime hours and received a busy signal, should be
handled.
Avanti 3025 telephone set 81
Page 88
System Forward no answer
•
-- you can decide how
unanswered calls that arrived via the DIGITAL system
should be handled.
System Forward Busy
•
-- you can decide how calls that
arrived via the DIGITAL system and received a busy
signal, should be handled.
To program the no answer and busy call handling
method for specific types of calls
1. From the AUTOMATED ATTENDANT Menu, select
[4]
you are transferred to the FORWARD Menu:
To program Auto attendant Day no answer
To program Auto atte ndant Night no answer
To program Auto attendant Day busy
To program Auto attendant Day busy
To program System Forward no answer
To program System Forward busy
{DAY NO-ANS}
{NGT NO-ANS}
{DAY BUSY}
{NIGHT BUSY}
{SYS NO-ANS}
[1]
[2]
[3]
[4]
[5]
[6]
2. Choose the category of call that you wish to program;
you are tra nsferred to the OPERATION Menu.
3. Proceed to select a call handling method, as in step 2 of
Part C, above;
you are ret urned to the FORWARD Menu, where you
can program further categories if you so desire. (You
;
are not required to program all six categories).
Unscreened tran sfer
The
available for the two System Forward categories.
4. When y ou have fin ished programming any or all of the
call categories, dial
82 Avanti 3025 telephone set
NOTE
call handling option is not
[
]
to exit the FORWARD Menu.
*
Page 89
IMAGEN AT A GLANCE
To Enter Your Mailbox
At your extension
1. Enter the
2. Dial
[#]
IMAGEN
twice;
:
access number;
3. Enter your password (if applicable).
From another extension
1. Enter the
2. Dial
[#]
IMAGEN
;
:
access number;
3. Enter your Mailbox Number;
4. Enter your password (if applicable).
From outside the system
1. Dial the
2. Dial
IMAGEN
[#]
;
:
telephone number;
3. Enter your Mailbox Number;
4. Enter your password (if applicable).
Avanti 3025 telephone set 83
Page 90
The following procedures assume yo u have accessed
y
our IM AGE N m ailbox:
RECORD YOUR NAME
3
RECORD YOUR MAILBOX GREETING
3
RECORD YOUR BUSY GREETING
3
RECORD YOUR SPECIAL GREETING
3
RECORD YOUR INTERNAL GREETING
3
1
2
4
-- record your name --
5
5
5
5
-- greeting --
-- greeting --
-- greeting --
#
#
2
2
# 2
#
2
3
TO CHANGE YOUR PASSWORD
4
TO LEAVE A MESSAGE
2
84 Avanti 3025 telephone set
5
5
-- mailbox number, message --
5
--enterupto12digits.
(If less, finish by pressing ) --
-- greeting --
#
#
2
1
2#
Page 91
TO LEAVE A M ESSAGE W ITH C ONFIRM ATION
,
-- mailbox num ber, message --
2
TO LEAVE A PR IVATE MESSAGE
# 6 3
*
-- mailbox num ber, message --
2
TO LEAVE AN URGENT M ESSAGE
-- mailbox num ber, message --
2
TO LEAVE A FUTURE DELIVERY MESSAGE
-- mailbox num ber, message --
2
day (2 digits), time (4 digits, 24 hr. format)
TO LEAVE A M ESSAGE FO R A MAILBOX GRO UP
5
-- mailbox group num ber, message --
#
#
#
6
6
6
# 2
2
1
4
*
*
-- mo nth (2 digit s )
TO LISTEN TO YO UR NEW MES SAGES
1
TO ACTIVATE MESSAGE HEADER FEATURE
4 14
TO CARBON RECORD A MESSAGE
group number
5
Avanti 3025 telephone set 85
--
OR
#
1st mailbox no.
#
last mailbox no.
3
# #
message
--
#
2
Page 92
86 Avanti 3025 telephone set
Page 93
TO RECORD AN ANNO TATION AND THEN COPY THE M ESSAGE
5 1
TO RECORD AN ANNOTATION AND THEN TRANSFER THE MESSAGE
5
TO CARBON COPY/SEND A MESSAGE
5
2 1 2
COPY
5
OR ---
SEND
6
-- mailbox number -- -- annotation --
-- mailbox number -- -- annotation--
1st mailbox no.
last mailbox no.
1
3
--# #
2
2
Avanti 3025 telephone set 87
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