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User
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CONTACT
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Ask your System Administrator to help
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you complete this form.
Write down the following important number. Keep them handy in
case you need them while using Contact.
Contact Message Center Number: __________
Your Mailbox Number: ___________________
Default Passcode: _______________________
Write down the company telephone number to use to call Contact
if it is different from the normal business number.
Company Phone Number: ________________
Write your System Administrator’s name and telephone or
extension number below for those times when you need help with
Contact.
Name: _______________________________
Telephone Number: _____________________
Teleco, Inc. its affiliates, and/or subsidiaries reserve the right to change without
notice the information contained in this document.
Printed in the United States of America
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Table of Contents
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What Is Contact? ___________________________ 1
Your Telephone ____________________________ 2
Keys______________________________________ 3
Where To Get Help__________________________ 4
Preparations _______________________________ 4
Programming Your Telephone ________________ 5
Call Forward Key ______________________________5
Voice Mail ID Codes ____________________________5
Assign a mailbox number for message storage:_____5
Assign a mailbox number for message retrieval: ____5
Calling Contact the First Time ________________ 6
From An Internal Station ________________________6
From an Outside Telephone _____________________7
Calling Contact For Messages ________________ 8
If your message light is lit: ______________________8
If your message light is not lit or you do not have a
message light:_________________________________8
Contact Menu System _______________________ 9
Main Menu________________________________ 10
Listening to Messages______________________ 11
Sending Messages_________________________ 12
Quick Messaging __________________________ 13
Transferring An Outside Caller to a Mailbox____ 14
Checking More Than One Mailbox ____________ 14
Message Notification _______________________ 15
Distribution Lists __________________________ 16
Helpful Hints______________________________ 17
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What Is Contact?
Contact™ is an automated voice mail system for handling
telephone calls and taking messages; it is designed specifically
for operation with your telephone. Contact provides you with a
mailbox to use for sending and receiving messages. You will
personalize your mailbox with your name, a greeting, and a
private passcode.
Easy to use:
• Contact uses menus from which you select
options using your telephone keypad. Simple
and straight-forward menus allow you to
concentrate on what to do, not on how to do it.
• Voice prompts guide you every step of the way,
telling you what menu options are available.
• Don't worry if you make a mistake. You can't
damage Contact, so experiment with all the
available features.
Benefits:
• Communicate with co-workers or customers by
encouraging them to leave voice messages in
your mailbox. No more missed calls or incorrect
messages!
• Record temporary greetings to let callers know
when you are out for the day, on vacation, or tied
up in meetings.
• Listen to or leave messages 24 hours a day,
from anywhere in the world, using a touch-tone
phone.
• If you are out of the office at another number or
off site with a pager or cellular phone, Contact
can notify you when you receive messages.
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Your Telephone
If you have an Electronic Telephone, check with your System
Administrator to make sure you have the four flexible buttons shown in the
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Before using Contact, take a moment to familiarize yourself with
your telephone. The figure on the next page shows the location of
the following keys and lights.
• Intercom Key – Used to call Contact and access
your mailbox.
• Keypad – Used to make menu selections within
Contact.
• Message Light – Used to indicate when you
have messages in your mailbox. When lit, use
the associated Message Key to call Contact.
For telephones that do not have a message light, your
System Administrator can set up Contact to call you when
someone leaves a message.
diagram. It does not matter in what order they exist on the telephone.
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Keys
The following keys have the same meaning throughout Contact.
Cancel Cancel the current menu
selection and return to the
previous menu.
End Call Disconnect from Contact if you
are in a menu.
Auto-Attendant Return to the Auto-Attendant –
Contact will answer and play the
company greeting.
This works only if you are in
a menu. If you are entering
numbers, 0 is a numeric
entry.
When you see the key sequence ... in the instructions, it
means to enter a specific set of digits using the telephone
keypad. For example, each user has a unique mailbox number.
This key sequence can represent any mailbox number–yours or
someone else’s.
Refer to the form at the beginning of this User Guide when you
need to enter exact numbers. If the form is blank, have your
System Administrator help you complete it.
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Where To Get Help
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The System Administrator is the person from your company who
manages Contact. If you have any problems with Contact or
questions about procedures, consult your System Administrator.
Preparations
Before opening your mailbox, you need four things:
• The Contact message center number.
Your System Administrator will give this to you; you should
record it at the beginning of this book.
• Your mailbox number.
Your System Administrator will give this to you; you should
record it at the beginning of this book. It is usually the
same as your station number.
• A passcode.
The passcode length is between 3 and 6 digits. Your
System Administrator will tell you how many digits to use.
Your default passcode is all 9s. It is up to you to change
the default passcode to a series of digits that only you
know. The new passcode must have the same number of
digits as the default passcode.
• A greeting.
This greeting is what callers hear when you are unable to
take their calls. A sample greeting is given in the start-up
instructions on the next pages, but you may want to create
your own.
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Programming Your Telephone
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Call Forward Key
1. Press the Call Forward key.
Enter the Contact message center number:
2.
3. Press the Call Forward key again.
If you do not have a Call Forward button on your
telephone, ask your System Administrator to
help you set up call forwarding.
Voice Mail ID Codes
Assign a mailbox number for message storage:
1. Look up Voice Mail in your telephone User Guide.
2. Follow the steps for assigning a mailbox to store
messages.
Use the [#] key instead of code 91 before your
mailbox number.
Assign a mailbox number for message retrieval:
1. Continue to refer to your telephone User Guide.
2. Follow the steps for assigning a mailbox for message
retrieval.
...
Use the [*] key instead of code 92 before your
mailbox number.
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Calling Contact the First Time
Operator or do not get an answer,
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From An Internal Station
1. Lift the handset.
2. Press the Intercom key, if necessary.
3. Dial the Contact message center number:
...
Contact answers and plays the company greeting.
If you reach the
Contact is busy. Try again later.
4. Press when you hear the company greeting. Contact
prompts you for a mailbox number.
5. Enter your mailbox number:
The first time you call Contact, your default passcode is all
6.
9's. Enter the default passcode:
...
...
7. Press to continue.
8. You must change the default passcode at this point, so Contact
asks you for a new passcode. Your new passcode must have the
same number of digits as the default passcode. Do not use all
9's again, and do not use the [
Enter your new passcode: ...
] or [#] characters.
*
9. Contact asks you to re-enter your new passcode for
confirmation. Enter your new passcode again:
...
10. Contact asks you to record your name. Say only your name.
For example, say:
"Christine Conner"
Speak immediately after the tone, and press any key
when you have finished.
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11. Press to accept, to review, or to re-record
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your name.
12. Contact prompts you for a greeting. Say whatever you wish,
but keep it short and professional. Here is a sample
greeting:
"You have reached Christine Conner. I can't answer
the phone right now, so please leave your name,
number, and a short message -- I will get back to you
as soon as possible. If you need immediate
assistance, press [0] and ask to be transferred to my
associate, Julie Jones."
13. Press to accept, to review, or to re-record
your greeting.
Congratulations! You have successfully set up your mailbox and
can now send and listen to messages.
From an Outside Telephone
1. Call your company telephone number.
2. When Contact answers, press:
3. Enter your mailbox number:
...
4. Go to step 6 on page 6.
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Calling Contact For Messages
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If your message light is lit:
1. Press the Intercom key.
2. Press the Message key.
3. Enter your passcode:
...
4. Press to listen to your messages or select another
option from the Main Menu shown on the next page.
If your message light is not lit or you do not have a
message light:
1. Lift the handset.
2. Press the Intercom key, if necessary.
3. Dial the Contact message center number: ...
4. Press when you hear the company greeting.
Contact prompts you for a mailbox number.
5. Enter your mailbox number: ...
6. Enter your passcode: ...
7. Press to listen to your messages or select an
option from the Main Menu shown on the next page.
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This section describes the options available in Contact. Choose from
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the menus shown below when you call Contact to open your mailbox.
Main Menu
Listen
1
ABC
Send
2
O ptions
#
DEF
Memo
3
GHI
G reeting
4
JKL
Temp G reeting
5
MNO
Passcode
6
PRS
N ame
7
TUV
N otify
8
WXY
D ist. Lists
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Universal Keys
(within a menu)
Oper
A uto -Attendant
0
C ancel
End C all
* *
Contact Menu System
Listen O ptions
Select D estination/
Record Message
Mailbox N umber
WXY
D irecto ry
9
Erase Last N umber
*
Start/Stop Recording
#
Send O ptions
A ccept
1
ABC
Review
2
DEF
Re-reco rd
3
O ptions
#
GHI
A ppend
4
PRS
Urgent
7
TUV
Private
8
WXY
C ertified
9
ABC
DEF
#
1
2
3
Save
Review
Erase
O ptions
GHI
Reply
4
JKL
Forw ard
5
MNO
Envelope
6
PRS
Rewind
7
TUV
Pause
8
WXY
Fast Forw ard
9
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Main Menu
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After opening your mailbox, choose from the following menu
options:
Listen Listen to your message(s).
Send Record and send a message.
Options Listen to the voice prompts for the following options:
Memo Record a message for yourself.
Greeting Record your permanent greeting.
Temporary Greeting Record a greeting lasting only a
specified number of days. Set the number of days from
1 to 99; the temporary greeting expires at midnight of
the last day specified. When your temporary greeting
expires, the caller hears the permanent greeting.
See 'Helpful Hints', page 17, for more information.
Passcode Change your passcode.
Name Record your name.
Notification Instruct Contact to notify you of messages
at a different station, outside number, cellular phone,
pager, etc. You can choose when to be notified and, if
your System Administrator has give you access, you can
enter your own notification type and number.
See 'Message Notification', page 15, for more information.
Distribution Lists Set up and send messages to more
than one mailbox at a time.
See 'Distribution Lists', page 16, for more information.
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Listening to Messages
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Press to listen to messages.
After listening to a message, choose an option from the 'Listen'
menu below:
Listen Menu
Save Keep this message and play the next, if any.
Review Repeat the message just played.
Erase Erase the message just played and play the next, if any.
Options Listen to the voice prompts for the following options:
Reply Send a response to the person who sent the
message.
Forward Forward the message to another mailbox.
Envelope Tell who the message was from and when it
was sent.
Rewind Back up the message a few seconds, then
resume play.
Pause Stop the message being played–press any key to
resume.
Fast Forward Skip forward in the message a few
seconds, then resume play.
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Sending Messages
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Press to send a message. Use the procedure below:
1. Enter all destination mailbox numbers: ...
- For a directory list, press [
]. Follow the voice prompts
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to tell Contact where to send this message. Continue
creating the list of destinations by entering mailbox
numbers or accessing the directory.
- If you enter an incorrect mailbox number, press [
delete it from the list.
2. Press to end the destination list and begin recording
your message.
*
] to
After recording your message, choose an option from the 'Send'
menu below:
Send Menu
Accept Send your message to the destination mailbox(es).
Review Listen to the message you just recorded.
Re-Record Replace the recorded message with a new one.
Options Listen to the voice prompts for the following options:
Append Add to your recorded message.
Urgent Place this message first in the destination
mailbox(es).
Private Prevent the receiver(s) of your message from
forwarding it.
Certified Request notification that your message has
been heard.
See 'Helpful Hints', page 17, for more information.
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Quick Messaging
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Quick Messaging allows you to leave messages for yourself or fellow
employees without ringing their telephone or having to access your
mailbox.
From An Outside Telephone
1. Call in to your company.
2. When Contact answers, press:
3. Enter the mailbox number you wish to leave a message in:
...
4. Record the message.
5. Press any key or hang up.
From An Internal Station
1. Select an intercom line.
2. Dial the Contact message center number: ...
3. When Contact answers, press:
4. Enter the mailbox number you wish to leave a message in:
...
5. Record the message.
6. Press any key or hang up.
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Transferring An Outside Caller to a
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Mailbox
To transfer a caller on an outside line into a mailbox, use this
procedure:
1. Press the Conference/Transfer button or flash hook from
a standard, non-digital telephone.
2. Dial the Contact message center number: ...
When Contact answers, press:
3.
4. Enter the mailbox number the caller wants to leave a
message in: ...
5. Hang up immediately.
If you do not hang up immediately, the caller will not
hear all of the selected mailbox greeting.
Checking More Than One Mailbox
If you wish to check more than one mailbox during a single
Contact call-in session, use the following procedure:
1. Check messages in the first mailbox as you normally
would.
2. After you finish with that mailbox, press:
This takes you back to the Auto-Attendant.
3. Press when you hear the company greeting.
Contact now asks for the new mailbox number.
Use the same procedure for every mailbox you wish to check;
just repeat steps 2 and 3.
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Message Notification
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Message notification allows you to leave the office and have Contact
let you know when you receive messages. Contact will call you at a
telephone number or beep you on a pager. You can also use
notification to alert you to messages if your phone does not have a
message light.
When you select option 8 - Notify - from the Main Menu, you can:
• Specify when notification should take place:
when the business is open, closed, always, or
never.
• Indicate that you want notification for urgent
messages only.
IF your System Administrator has given you the ability to specify
your own mailbox type and number, you can:
• Enter a notification type: internal station number,
outside number, message pager, tone-only
pager, or digital pager.
• Enter a station number or telephone number at
which to be notified.
If your System Administrator has not given you the ability to specify
your own mailbox type and number, s/he will have to enter the
notification type and number for you.
If your notification number is a telephone or station number: Contact
calls that number up to three times at 15 minute intervals. If you do not
call in and check your mailbox by the third time, Contact will not call
again, even if it receives new messages. However, your phone's message
waiting indicator, if available, will be on until the message is checked.
If your notification number is a pager: Contact follows the same
procedure as with a phone or station number but calls the pager number
again when it receives new messages.
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Distribution Lists
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You can set up 5 distribution lists, numbered between 05 and
09, containing a group of mailbox numbers.
Distribution lists numbered between 01 and 04 are
reserved for the System Administrator to set up global
lists that you can use but cannot change.
Distribution list number 00 allows you to broadcast a
message to every mailbox in the system.
When you select option 9 - Distribution Lists - from the Main Menu,
follow the prompts to:
• Add mailbox numbers to a distribution list.
• Review a distribution list.
• Delete mailbox numbers from a distribution list.
• Record a name for a distribution list.
Here are some general rules to follow:
• Whenever you reference a distribution list
number, be sure to press two digits, i.e., 05 or
06.
• When adding a mailbox number to a distribution
list, Contact confirms each number then allows
you to continue adding numbers until you are
done.
• You can only delete one mailbox number at a
time.
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Helpful Hints
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Using Mailbox Greetings Effectively
There are two types of mailbox greetings: "permanent"
and "temporary". You record the permanent greeting
when you access your mailbox the first time. If there is no
temporary greeting, callers leaving messages in your
mailbox will hear the permanent greeting.
A permanent greeting cannot be very specific because it
is worded to cover all situations. To address specific
situations, you can create a temporary greeting. The
temporary greeting will only last for a specified number of
days.
Two examples of temporary greetings follow:
"Hi! You have reached Julie Jones. I'm on
vacation from Friday, June 18, through
Friday, June 25. I'll be back on Monday, June
28, so please leave a message and I'll get
back to you as soon as possible. If you
require immediate assistance, press [0] and
ask to be transferred to Christine Conner."
"This is Harry Smith, and today is Thursday,
May 13. I have a meeting all day today so I
will not be available to answer calls. Please
leave a message and I'll get back to you
tomorrow."
You can change your temporary greeting anytime you
wish to let callers know about any schedule changes. It's
a good idea to create a temporary greeting every day–it
shows callers that you really do use Contact. You can
also leave the name of a backup person if you will not be
available to answer calls.
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To create a temporary greeting:
1. Call Contact and access your mailbox.
2. Press:
3. Follow the voice prompts.
The temporary greeting can last from 1 to 99 days,
expiring at midnight of the last day. If you specify one
day, the temporary greeting expires at midnight of the day
you recorded it. Specify the number of days as a 2-digit
number.
You can make a temporary greeting from any touch-tone
telephone. If you are away from your desk or out of the
office, you can still record an appropriate greeting.
To cancel a temporary greeting:
Follow steps 1-3 above and set the number of days to 0;
this cancels the temporary greeting altogether. If a caller
dials your station number, they hear your permanent
greeting.
24 Hour Touch-Tone Accessibility
Contact functions 24 hours a day, 7 days a week. All you
need is a touch-tone telephone to check messages
anytime, from any location.
Listening to Messages
Keys 7, 8, and 9 (Rewind, Pause, and Fast Forward) in
the 'Listen' menu apply only while you are listening to a
message. Use these keys to replay information you
missed, to pause a message so you can write something
down, and to quickly move ahead to another message.
While listening to messages, Contact plays new
messages before saved messages. After you listen to all
messages, Contact returns you to the Main Menu.
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Sending Messages
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When sending a message, you can create a destination
list of up to 49 mailboxes. If you need to send to more
mailboxes, you will have to send the message again.
Message Storage Limit
Contact deletes a saved message after the message is
older than a certain number of days. The exact number of
days (typically 15) is determined by your System
Administrator.
Forwarding and Transferring
The 'Reply' and 'Forward' options in the Listen menu only
work with other Contact mailboxes in your company. You
cannot reply to a message from an outside caller or
forward a message to an outside number.
Certified Messages
When you send a certified message, Contact creates a
'receipt' containing the names of the message
addressees. This receipt becomes a saved message in
your mailbox.
Every time you listen to the receipt, you can find out who
has and who has not listened to the message. When
everyone has listened to the message, you can delete the
receipt from your mailbox.
Type Ahead
You need not listen to all menu prompts before pressing a
key selection; the prompts are only for your convenience.
If you know what keys to use, type ahead and move
through the system as fast as you wish. You may also
choose additional menu options without first pressing [#]
to hear the voice prompts for the options.
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Message Length and Conditions
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There is no time limit on message length, but after five
minutes Contact interrupts the caller and asks if they wish to
continue. If there is no reply, Contact stops recording and
hangs up. The same thing happens if the caller stops talking
for more than a few seconds or has a very faint connection.
If the caller is in a very noisy environment, such as a factory
or windy car phone, Contact may disconnect. The caller
should try again from a quieter location.
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