Vertical Communications DXP User Manual

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Welcome

to

VVP

 

 

 

Comdial Small Office & VVP

Serial Integration For

DXP, DXP Plus, and FX Series

Featuring Visual Voice Mail

User’s Guide

This user’s guide applies to the following system and telephone models:

System Model:

DXP systems with software 11B and later

DXP Plus systems with software 11B and later

FX Series telephone systems with software revision 12A and later

Telephone Models:

Impact LCD

DigiTech LCD

Impression LCD

Voice Mail Models:

Small Office & VVP 8.2

Contact your Comdial dealer for updates of this as well as other Comdial publications.

C E R T I F I E D

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Accredited by the Dutch Council for Accreditation for certification and registration activities.

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Comdial's Quality Management System Is

Certified To The ISO 9001 Standard.

Comdial® strives to design the features in our communications systems to be fully interactive with one another. However, this is not always possible, as the combinations of accessories and features are too varied and extensive to insure total feature compatibility. Accordingly, some features identified in this publication will not operate if some other feature is activated.

Comdial® disclaims all liability relating to feature non-compatibility or associated in any way with problems which may be encountered by incompatible features. Notwithstanding anything contained in this publication to the contrary, Comdial makes no representation herein as to the compatibility of features.

2/12/97

Table Of Contents

Introducing The Versatile Voice Processing

System Featuring Visual Voice Mail. . . . . 1

What Is Voice Processing? . . . . . . . . . . . . . . 1 How Do I Use Voice Mail? . . . . . . . . . . . . . 1 Using Voice Mail Etiquette . . . . . . . . . . . . . 1 About Your Telephone . . . . . . . . . . . . . . . . . 1 Using The Visual Voice Mail (VVM)

Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3

Using The Tutorial . . . . . . . . . . . . . . . . . . . . 4

Entering Your Voice Mailbox . . . . . . . . . . . . . . . . . 5

Using Your Keypad To Enter Your Voice

Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Listening To Your Messages . . . . . . . . . . . . . . . . . . 7

Using Your Keypad To Listen To Your

Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Using Your Keypad To Send Messages . . . . 10

Changing Your Options . . . . . . . . . . . . . . . . . . . . . . 11

Recording Your Name . . . . . . . . . . . . . . . . . . . . . . . 12

Recording Your Greeting . . . . . . . . . . . . . . . 13

Changing Your Password . . . . . . . . . . . . . . . 15

Using Call Transfer. . . . . . . . . . . . . . . . . . . . 16

Using Message Notification . . . . . . . . . . . . . 17

Reviewing Messages For Future Delivery . . 18

Understanding Other Features . . . . . . . . . . . . . . . . 19

Calling Your Mailbox From Another

Location. . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Setting Up Distribution Lists . . . . . . . . . . . . 20

Using The Call Screening Feature . . . . . . . . 20

Using Your Directory . . . . . . . . . . . . . . . . . . 20

Understanding Your Mailbox Schedules . . . 20

Using The Message Waiting Light. . . . . . . . 20

Using The Record Feature . . . . . . . . . . . . . . 21

Listening To Incoming Messages. . . . . . . . . 22

Personal Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Important Numbers . . . . . . . . . . . . . . . . . . . . . . . . . 25

Multiple Greetings Record . . . . . . . . . . . . . . . . . . . . 25

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Small Office & VVP User's Guide

Introducing The Versatile Voice Processing

System Featuring Visual Voice Mail

Congratulations and thank you for using a Comdial voice mail system. This is a powerful system that can greet your callers and record your messages. Using the visual display and interactive buttons on your telephone along with the voice prompts, you’ll find the Small Office / Versatile Voice Processing (VVP) system with Visual Voice Mail (VVM) feature quick and easy to use.

What Is Voice Processing?

Voice processing increases your productivity and efficiency when using your telephone system. Voice processing allows you to direct calls to your parties without delays caused by the operator handling other calls. You can retrieve and record messages in a voice mailbox 24 hours per day, seven days per week. Messages you record in your own voice are accurate, detailed, and more personal than a third party message.

How Do I Use Voice Mail?

You are assigned a voice mailbox. Your voice mailbox is similar to the extension number for your telephone. To access your voice mailbox, you must first dial up the voice mail system and enter your password if you wish to have one. This is called logging on to your mailbox. Voice mail greets your callers and records their messages.

Using Voice Mail Etiquette

It is important that you exercise good voice mail etiquette at all times. Voice mail is intended to enhance productivity. When someone leaves a message in your voice mailbox, it is your responsibility to reply promptly and courteously. If voice mail is abused, the result can be frustrated callers and unhappy users. To avoid any possible frustration, please be patient and courteous to all callers until they become used to your new voice mail system.

About Your Telephone

To get the maximum benefit from VVP, you will need a Comdial proprietary phone with a two-line, 32-character liquid crystal display (LCD) and three interactive buttons. When using an industry standard touch tone phone, or calling in from another telephone system, you can still use VVP by listening to the voice prompts and entering your selections from the telephone keypad. The keypad selections are also included in this guide.

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Using The Visual Voice Mail (VVM) Feature

You will quickly learn that as every voice menu or prompt plays, you will see a different message on your telephone display. Most of these messages offer you a choice of three different options. You select the option you want by simply pressing the interactive button adjacent to the desired item on your display. For example, suppose you are playing a message you received from another party. Your display will be as follows:

Playing message

Rplay Save Del

Press left button to hear your message again

Part of the way through the message you were distracted by some noise in the office and you want to hear the message again. In this example, you need only to press the interactive button under Rplay (for replay) on your display and the message will start playing again from the beginning. After hearing your message, you can then save it or delete it by pressing Save or Del as appropriate.

In the above example, you could achieve the same results by pressing 1 to replay the message, 3 to save it and 4 to delete the message. You will always know which keypad button to press from the VVP voice prompts.

Because many of the menus have more than three options, only the most popular options are displayed. You can select menu options that are not presented on your display by pressing the applicable buttons on your telephone keypad. You will soon learn which ones they are from looking through this manual and listening to the various voice menus. For example, when listening to a message as in the above example, you can press “ 8” to rewind the message five seconds, press “ 9” to fast forward the message five seconds, or press “ 0” to pause the playback for approximately 30 seconds.

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Getting Started

The password you will use to log-on to your mailbox the first time will be the same as your mailbox number which is your extension number. You can record this number in the space provided at the end of this guide.

As soon as possible, you should personalize your mailbox by recording your name, greeting, and a new password.

The first time you call voice mail and enter your password, you will hear a welcome greeting followed by the tutorial. The tutorial prompts you to enter your name, greeting, and a new password, if you choose to use a password. You can delete or change any of these items as often as you like. After you become familiar with the operation of your voice mail system, you may want to turn the tutorial off. See Using The Tutorial in this guide.

NOTE: We strongly recommend that you use a password and that you choose one known only by you to keep your messages private.

To personalize your mailbox,

1.Press VMAIL to call voice mail.

2.Enter your password when prompted.

3.Follow the system’s voice prompts for entering your name, greeting, and new password.

Thu 25 8:25

Vmail OPTIONS

Press this interactive button to call voice mail.

Write your greeting here (see examples on page 13):

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Using The Tutorial

Versatile Voice Processing has a tutorial to help you personalize your mailbox when you first get it, and to learn some of the many and varied operations of the voice mail system. When enabled, the tutorial will play automatically every time you log-on to your mailbox. You can press any time while the tutorial is playing to turn it off. You can re-enable the tutorial by selecting the options menu from the main menu and then pressing 9 from the options menu.

1. Log-on to your mailbox and get the welcome greeting.

Welcome to VVP

2.The tutorial starts to play automatically following the welcome greeting. While the tutorial is playing, you will be prompted to enter your name, greeting, and a new password.

Tutorial menu

Yes No Exit

3.Press Exit to stop the tutorial while it is playing. This will not prevent the tutorial from playing the next time you log-on to your mailbox. You are informed about any new messages, if present, and the main menu will appear following the tutorial.

Main Menu

Msgs Send Opts

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Entering Your Voice Mailbox

Before you can perform any task on your voice mail system, you must enter your mailbox, or log-on to your mailbox. After logging on, you will then be able to listen to messages left in your mailbox, send messages to other subscriber’s mailboxes, and change any of your mailbox options, such as your name or greeting. You can auto log-on by pressing the left button under your display. Two auto log-on examples follow:

No New Messages in Mailbox

and Tutorial Turned On

Display 1

Thu 25 8:25

VMAIL OPTIONS

Press VMAIL (see note 1)

Display 2

Enter your password

Enter your password

Display 3

Welcome to VVP

Hear welcome message

Display 4

Tutorial menu Yes No Exit

Hear tutorial Display 5 (only if option is

turned on)

Display 5

Main menu

Msgs Send Opts

Select the following from the Main Menu:

-Listening to messages

-Sending messages

-Changing mailbox options

New Messages in Mailbox

and Tutorial Turned Off

Display 1

Thu 25 8:25

5 MSG OPTIONS

Press 5 MSG (see note 1)

Display 2

Enter your password

Enter your password and immediately hear first new message (no additional button presses required.) See note 2.

Note 2: Displays 3, 4, and 5 appear the same as they do in the example on the left when the tutorial is turned on. The tutorial plays the first time you log on to help you personalize your mailbox. You can choose to leave it on or turn it off (see page 21).

Note 1: VMAIL is replaced by the new message count indicator when new messages are in your mailbox (example, 5 MSG means five new messages are in your mailbox).

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Using Your Keypad To Enter Your Voice Mailbox

Normally, you will auto log-on when entering your mailbox as described on the facing page. However, you can enter your mailbox from your telephone keypad as follows:

1.Press INTERCOM and dial the extension number for voice mail. Your system administrator can provide you with this number.

2.If you are using a password, dial this number when prompted by VVP.

3.You will hear a welcome message and VVP will inform you of the number of new messages and saved messages in your mailbox. You will then hear voice prompts to help you complete various tasks from your main menu.

The first time you call voice mail and enter your password, you will hear a welcome greeting followed by the tutorial. The tutorial prompts you to enter your name, greeting, and a new password, if you choose to use a password. You can delete or change any of these items as often as you like. After you become familiar with the operation of your voice mail system, you may want to turn the tutorial off. See Using The Tutorial in this guide.

Selecting Tasks From Your Main Menu

To listen to your messages, press 1. This is for listening to new and saved (old) messages.

To send a message, press 2. This allows you to send a message to another subscriber’s mailbox in the VVP system. You can choose immediate or future delivery options.

To change your mailbox options, press 3. Options are—

-Record your name

-Record your greeting

-Change your password

-Change the call transfer feature

-Change the message notification feature

-Change the Tracker pager feature

To begin immediate playback of new messages, press 9.

To exit the main menu, press #.

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