XBLUE Networks Xplus100 Flash Voice Mail User manual

Brand: XBLUE Networks

Model: Xplus100 Flash Voice Mail

Type: User manual

This manual is also suitable for

XPLUS100

Xplus100 Flash Voice Mail Mailbox Owner’s Guide Record of Revisions

ROR



Voice Mail User Guide



Flash Voice Mail Mailbox Owner’s Guide Table of Contents

Record of Revisions

Catalogue Number

Release Date Supercedes Comments

InitialRelease October,2007 





Flash Voice Mail Mailbox Owner’s Guide Table of Contents

TOC

Table of Contents

1 INTRODUCTION .................................................................................................................................. 1-1

CAPABILITIES ........................................................................................................................................... 1-1

DOCUMENT OVERVIEW ............................................................................................................................ 1-2

DOCUMENT CONVENTIONS ...................................................................................................................... 1-3

APPLICABLE DOCUMENTS ........................................................................................................................ 1-3

2 LEARNING THE SYSTEM .................................................................................................................. 2-1

THE * KEY ............................................................................................................................................. 2-1

THE # KEY ............................................................................................................................................. 2-1

INTERRUPTING THE PROMPTS - DIAL AHEAD FUNCTION .......................................................................... 2-2

HOW TO USE THIS GUIDE ......................................................................................................................... 2-2

3 GETTING STARTED ............................................................................................................................ 3-1

ACCESSING YOUR MAILBOX .................................................................................................................... 3-1

DISCONNECTING FROM THE SYSTEM ........................................................................................................ 3-1

4 BASIC OPERATIONS .......................................................................................................................... 4-1

REVIEWING YOUR MESSAGES .................................................................................................................. 4-1

PLAYBACK CONTROLS ............................................................................................................................. 4-2

OPTIONS WHILE REVIEWING .................................................................................................................... 4-2

SKIP A MESSAGE ...................................................................................................................................... 4-3

CANCEL PLAY OF MESSAGES ................................................................................................................... 4-3

REPLAY A MESSAGE ................................................................................................................................ 4-3

SAVE A MESSAGE .................................................................................................................................... 4-3

DELETE A MESSAGE ................................................................................................................................. 4-3

REPLY TO A MESSAGE .............................................................................................................................. 4-4

SEND A CALL DIRECTLY TO VOICE MAIL ................................................................................................ 4-4

5 MESSAGE INFORMATION ................................................................................................................ 5-1

SEND A COPY TO SOMEONE ELSE ............................................................................................................. 5-1

SENDING A MESSAGE ............................................................................................................................... 5-2

To send a message: ............................................................................................................................. 5-2

6 ADDITIONAL OPERATIONS ............................................................................................................. 6-1

CHANGING YOUR MAILBOX GREETING ................................................................................................... 6-1

WHAT IS A GOOD MAILBOX GREETING? .................................................................................................. 6-1

REVIEWING YOUR GREETING ................................................................................................................... 6-2

DELETING YOUR GREETING ..................................................................................................................... 6-2

RECORDING YOUR NAME......................................................................................................................... 6-3

TEMPORARY GREETING ........................................................................................................................... 6-3

REVIEW YOUR TEMPORARY GREETING ................................................................................................... 6-4

DELETE YOUR TEMPORARY GREETING .................................................................................................... 6-4

7 PASSWORDS ......................................................................................................................................... 7-1

OUTCALL NOTIFICATION ......................................................................................................................... 7-1

TURN OUTCALL ON/OFF .......................................................................................................................... 7-2

Flash Voice Mail Mailbox Owner’s Guide LIST OF FIGURES

LOT

List of Tables



Table1.DocumentConventions............................................................................................1‐3



Flash Voice Mailbox User Guide 1-1

TheXplus100VoiceFlashVoiceMailisapowerful,compactvoiceprocessingsystem

thatusesstate‐of‐the‐artDigitalSignalProcessinghardwareandsoftware,interfaced

withtheXplus100compactcommunicationsplatform.

Allvoiceprocessingusesdigitalvoiceprocessingchipsfortheutmostinvoiceclarity

andreliability.

Thiscompact,high

‐performance,solid‐statevoiceprocessingsystemhasbeen

designedtoprovidetoday’sbusinesswithafeature‐richsystemenablingsmall

companiestoprojecttheimageofamuchlargercompany.Sincealargemajorityof

alltelephonetransactionsrequireonlyone‐waycommunications,thevoicemail

functioncontributestostreamlining

businesscommunications.

Thepurposeofthismanualistoprovideinstructionsforprogrammingusingthe

SystemAdministrator’sMailbox.

Programmingisperformedthrougheitheraseriesofeasy‐to‐followmenusaccessed

fromHyperTerminalonaPCorbytheSystemAdministrator’sMailbox.Refertothe

Xplus100FlashVoiceMailInstallationManual

forinstructionsontheprogramming

performedonaPC.



Capabilities



Thebasicsystemincludestheabilityto:

 Sendmessagesintelephoneansweringandvoicemailmode.

 Sendcopiesofmessages.

 Sendmessagestomultipledestinations.

 Obtainasummarycountofmessageswaitingforreview.

 Delete,reply,save,orskipamessage.

 Receivemessageinformationindicatingthedate,time,andsenderinformation,

ifavailable.

 Changerecordedname,personalgreeting,andpassword.

1-2 Flash Voice Mailbox User Guide

Inaddition,thesystemprovides:

 Playbackcontrolswhensendingorreviewingmessages.

 Atemporarygreeting.

Inordertosimplifymessagestorage,twoqueuesareused.Thenewmessagequeue

storesallmessageswhichhavenotbeenreviewedbythesubscriber.Thesaved

messagequeueisusedtostorealreadyreviewedmessagesforfutureaction.

Asmessagesarerecorded,theyneedtobestored

insuchawaythattheycanbe

retrievedefficiently.Thesystemstoresmessagesinmailboxes.

Users,orsubscribers,areassignedmailboxnumbersfor

theirprivateuse.Eachmailboxisprotectedbyauser‐definedpassword.Thus,

subscribersaretheonlyoneswhocanretrievemessagesleftintheirmailboxes.

Morethanonepersoncanusethesystematthesametime.Eachportallowsone

useraccesstothesystem.Aportisapathtothesystem.Forexample,uptoeight

userscouldberecordingorreviewingmessagesatthesametimewithaneight‐port

system.Since

notalluserswouldbeaccessingthesystematthesametime,many

userscanbesupported.Usercommandsarejustonedigitlong.Theydonothaveto

bememorizedsincethesystemisconstantlypromptingusersaboutwhattodo.

ByusingaTouchTone®phone,youcan

receiveorsendmessagesfromanylocation

throughyourvoicemailbox.Ifyouarebusyinyourofficeorawayonabusiness

trip,customers,vendors,orotheremployeescanleaveyoudetailedmessagesin

yourvoicemailbox.Sincethemailboxispassword‐protected,thesemessagesare

completelyconfidential.



Document Overview



Thisdocumentisisarrangedinthefollowingsections:

Chapter1:Introduction‐thischapterdescribestheoverallcapabilitiesofthesystem

includingSystemCapabilities,BasicOperation,andanoverviewofthisdocument.

Chapter2:LearningtheSystem–thischapterprovidesdescriptionsoftheuseofthe

* key,

the#key,interruptingpromptsandhowtousethisguide.

Chapter3:GettingStarted–thischapterprovidesinstructionsonhowtoaccess

mailboxesanddisconnectingfromthesystem.

Chapter4:BasicOperations–thischapterprovidesinstructionsonhowtoreview

messagesandoptionsafterreviewing,playbackoptions,skipping

messages,

replayingmessages,savinganddeletingmessagesandreplyingtomessages.

Flash Voice Mailbox User Guide 1-3

Chapter5:MessageInformation‐thischapterdescribeshowtolistentomessage

informationsuchastimeanddateofdeliveryandsendingcopiestoothersinthe

voicemailsystem.

Chapter6:AdditionalOperations‐thischapterprovidesinstructionsonhowto

changeyourmailboxgreeting,reviewyourgreeting,deleteyour

greeting,record

yourname,andhowtorecord,reviewanddeleteatemporarygreeting.



Document Conventions



Thismanualusesseveralconventionstoconveyinformationmoreclearlytothe

reader.ItisrecommendedthattheconventionsshownbelowinTable1bereviewed

andunderstoodbeforecontinuing.

Table 1. Document

Conventions

Convention Purpose

Normal Usedforbodytextthroughoutthemanual.

Normal,italic Usedindescribingactualvoiceprompts.

Bold,italictype Useformenuitems,formnamesoritems.

Normal,bold

Usedtoindicatekeystrokes,filenames,device

names,etc.

Press

Meanstopressaspecifickey.(e.g.pressESC

meanstopressandreleasetheEscapekeyonce.)

Enter Meanstotypethespecifiedinformationand

thenpressENTER(e.g.enterTEST.TXTmeans

typeTEST.TXTonthekeyboardandpress

ENTER.)

NOTE Indicatesaninformationalnoteassociatedwith

aprocedure,actionoritem.

KeystrokeKeys(i.e.1,9 e) Indicatesakeystrokefromakeyboard.



Applicable Documents



Thefollowingdocumentsshouldbeavailable.

 Xplus100FlashVoiceMailInstallationManual



Notes:

Flash Voice Mailbox User Guide 2-1

Thebestwaytolearnhowtousethesystemistoexperiment.Noactionsthatyou

takecandamagethesystem.Itisrecommendedthatyoulearntheoperationofthe

systembysendingmessagestoyourself.Accessthepersonaloptionsandchange

them.Changesarenotpermanentexceptwhen

deletinga message.

Thesystemisprogrammedtorespondwhenanyofthetwelvetelephonekeysare

pressed.Ifnokeyispressedinresponsetoaprompt.Thesystemrepeatsthecaller’s

options.Ifthereisstillnoresponse,thesystemautomaticallytransfersacallernot

withinthevoicemail

systemtoanattendantorpolitelydisconnectsthecall.

Thesystemcountsthenumberoferrors(incorrectkeypresses)thatacallermakes.If

thecountexceedsacertainnumber(usually3)thecallerispolitelydisconnected.

Thesystemdoesthistoallowasmanycallersonthesystemaspossible.



The * Key



Press*wheneveryouwanttocancelwhatyouaredoing.

Pressing*allowsyoutoskippersonalgreetingsandintroductoryprompts.Itgets

youdirectlytotherecordingtone.

Whilelisteningtoaprompt,press*toʺbackupʺtothepreviousmenu.AttheMain

Menu,press*

todisconnect.



The # Key



Press#wheneveryouwanttocompleteastep,orsendamessage.

Press#twicetoskipamessage.

#canalsobeusedtodenotetheendofavariablelengthnumberlikeapassword.

Thiskeepsthesystemfromhavingtowaittodetermineifyouare

finishedentering

digits.

2-2 Flash Voice Mailbox User Guide



Interrupting the Prompts - Dial Ahead Function



Youcaninterruptmostpromptsifyouknowwhatyouwanttodo.Youcaneven

enterseveralcommandsatonce.



How to Use this Guide



Thisguidegivesyoueasy‐to‐followinstructionsonhowtogetthemostfromthe

featuresofthesystem.Itisdividedintoseveralsections.Tostartusingthesystem

quickly,readthroughChapter3‐GettingStartedandChapter4‐BasicOperation.

Afteryouhavepracticedusingthesystem

forashortwhile,readtheremainderof

thisguidetolearntheotherfeaturesandcapabilitiesofthesystem.

Flash Voice Mailbox User Guide 3-1



Accessing Your Mailbox



CalltheVoiceMailsystembypressingyourdedicatedVoiceMailkeyonyourphone

ordialtheVoiceMailsystemhuntgroupnumber:453

.Thehuntgroupnumberisa

numberassignedbyyouradministratorinsystemconfigurationsothatuserscan

dialdirectlyintothevoicemailsystemandaccessthefeatures.Youwill

automaticallyberoutedtoyourownmailbox.

Toaccessyourvoicemailboxfromanotherextensionorfromoutsidetheoffice,

call

theofficenumber,whenyouhearthesystemgreeting,press#plusyourmailbox

number.Youwillbesentdirectlytoyourvoicemailbox.

Whenprompted,enteryourpassword.Thesystemwillthentellyouhowmanynew

andhowmanysavedmessagesyouhaveinyourmailbox.The

mailboxMainMenu

isthenplayed.



Disconnecting from the System



Whenyouhavefinishedusingthesystem,press*untilthesystemsays,ʺHanging

upnow.Goodbye.ʺ

Ifafterpressing1youattempttodisconnectwhiletherearenewmessagesinyour

mailbox,thesystemplaysamessage,“Themailboxisnotempty.ʺYouarethen

returnedtothe

mailboxMainMenu.Press1ifyouwishtolistentothenew

message.Press**tohangup.

Notes:

Flash Voice Mailbox User Guide 4-1



Reviewing Your Messages



Messagesinyourmailboxcomefromtwoplaces:othersubscribersornon‐

subscriberswhowillleavevoicemessageswhileyouareonthetelephoneor

unavailable.Messagesarepresentedtoyouinthefollowingorder:newmessages,

skippedmessages,andsavedmessages.

Afterthelastnewmessagehasbeenpresented

toyou,thesystemsearchesthe

mailboxtoseeifthereareanyremainingnewmessagestobereviewed.In

particular,ifnewmessagesarriveduringmessagereview,theyarepresentedinthe

sameorderasbeforebutareconsideredʺskipped”.

Toreviewthemessagesinyourmailbox:

Atthemain

menu,press1.Thesystemplaysyourmessages.Aftereachmessageis

reviewed,thesystemaskswhatyouwanttodowiththemessage.Theavailable

optionsare:

1 Replay

Repeatstheentiremessage.

2 Save

Keepsthemessageinyourmailboxforfuturereference.

3 Delete

Allowsyoutodiscardthemessageandalsorequiresthat

youconfirmthedeletionbypressingthe#key.

4 Reply

Allowsyoutorecordareplytoamessagesentfromanother

subscriber’smailboxwithasinglekeystroke

5 Message

Information

Playsthetimeanddatethatthemessagewassent,and

wherethemessageoriginatedfrom.

6 Send a Copy

Allowsyoutoforwardacopyofthemessagetoanother

subscriber.Whenyousendacopy,youhavetheoptionto

sendthecopywithorwithoutintroductorycomments.



4-2 Flash Voice Mailbox User Guide

Youmaycancelmessagereviewatanytimebypressing*.Anymessagenot

completelyreviewedandeithersavedordeletedremainsinthenewmessagequeue.

Ifasubscriberforgetstopress* tocancelreviewandjusthangsup,allpartially

reviewedandunheardmessagesalsoremainin

thenewmessagequeue.



Playback Controls



Asyoubecomemoreexperienced,youwillwanttocontroltheplaybackofthe

messagesyou’vereceived.Thesystemplaybackcontrolsaredesignedtoprovide

youwithexactlythatflexibility.Forexample,withplaybackcontrols,youcanscan

throughalongmessagetofindaphonenumberwithoutreviewingthe

entire

message.Afterdialing1toreviewamessage,youcanpress:

Rewindtothebeginningofthemessage.

Rewind5seconds.

Pauseandrestartthemessage.

FastForward5seconds.

Skiptothenextmessage.





Options while Reviewing



Inadditiontotheplaybackcontrols,youcanpressanyofthereviewingoptionkeys

whilethemessageisplaying.Forexample,youdonʹthavetoreviewtheentire

messagebeforedecidingyouwantmessageinformationortodeletethemessageetc.

Savethemessageinyourmailboxforfuturereference.

Deletethemessageandconfirmdeletionbypressing#.

Replytothemessage.

Messageinformation.

Sendacopy.



Flash Voice Mailbox User Guide 4-3



Skip a Message



Youmayskiptothenextmessagewhilelisteningtoanymessagebypressing#.



Cancel Play of Messages



Youmaycancelmessagereviewbypressing*.Anymessagenotcompletely

reviewedremainsinthenewmessagequeue.Ifasubscriberforgetstopress*to

cancelreviewandjusthangsup,allpartiallyreviewedmessagesalsoremaininthe

newmessagequeue.



Replay a Message



Attheendofamessage(whenthesystempromptswiththeʺAfterReviewingʺmenu)

youcanreplaythatmessageinitsentirety.

1Reviewing→EndofMessage→1→MessageReplays



Save a Message



Ifthemessageneedstobeactedonlater,itmaybesaved.Savedmessagesarekept

inaseparatequeue.Theywillbeplayedafternewmessages.

1Reviewing→2→Messageissaved



Delete a Message



Ifthemessagedoesnotrequireaction,itshouldbedeleted.Deletingmessages

4-4 Flash Voice Mailbox User Guide

keepsthemailboxclearandreducestheneedforsystemstoragecapacity.

1Reviewing→3→Delete→#→ConfirmDeletionRequest



Onceamessagehasbeendeleted,itcannotberetrieved.



Reply to a Message



Ausercanreplytoamessagesentfromanothersubscriber’smailboxbydialingone

key.Therefore,subscribersshouldentertheirownmailboxtorecordamessage

beforesendingsothatrecipientsmayconvenientlyreply.

1→4Reply→RecordReply#→MessageAcceptable#→Tosend

the

reply#



Send a Call Directly to Voice Mail



Ausercansendacalldirectlytoanothermailboxasfollows:

Transfer→ VoiceMailButton→

Dialextensionor

DSSKey →

Hang Up



Flash Voice Mailbox User Guide 5-1

Sometimesasubscriberwantstoknowdetailsaboutamessagesuchaswhosentit

andthetimeanddateitwasdelivered.ThisinformationiscalledMessage

Information.Themessageinformationcanbeheardatanytimewhilelisteningtothe

messagebypressing5.

1 Review → 5 → Listen to Message Information

Thetimeanddatestamponanewmessagealwaysrelatestomessagedelivery.

Onceamessageissaved,thetimeanddatestampreferstothefirsttimeitwas

saved.Thistimeanddatestampallowsthesubscribertoknowhowmuchlonger

themessagecanstayinthe

mailboxbeforeitisautomaticallydeleted.Reviewinga

messageandre‐savingitdoesnotchangethetimeanddatestamporwhenthe

systemautomaticallydeletesthemessage.



Send a Copy to Someone Else



Youmaywishtosendacopyofamessagetoanothersubscriber.Inthissituation,

youmayrecordintroductoryremarksandsendtheremarksplusacopyofthe

messagetoanothersubscriberorjustsendthemessage.Copiescanbesenttooneor

moresubscribers.

Youcan

sendcopiesofmessagesthatarereceivedineitherthevoicemailmodeor

telephoneansweringmode.

1 Listen to → 6 → 1 Send With → Record → Enter the

Comments Comments # Destination #

Message

2 Send Without

Comments

→

er the

Destination #



5-2 Flash Voice Mailbox User Guide



Sending a Message



2 Record

Message

→

→ Message

Acceptable #

Review Message

→ Enter

Destination

Mailbox

→ Send the

Message #

2 Re-record Message * Cancel

3 Append to Message

* Cancel Message

To send a message:

1. Press2attheMainMenutoSendaMessage.Thesystempromptsyoutobegin

recordingyourmessage.

2. Recordthemessage.

3. Press#toendthemessage.Thesystempromptsyoutosendthemessageifitis

acceptableaftergivingyouachanceto:

Listentothemessageyouhavejustrecorded.

Tore‐recordthemessage.

Appendtotherecording.

Deletethemessageandbeginagain.

4. Whenthemessageisacceptable,press#.

5. Enterthe destination.Thedestination is the mailbox number ofthe personwho

istoreceivethemessage.Messagesmaybesenttoanyoftheseindividuallyorin

combination with other destinations.Once you

enter the mailbox number, the

systemplays backthe nameofthe personwhose mailbox youhave selected.If

you have selected the wrong destination, press the * key and enter a new

destinationnumber.

6. Press*iftherearenomoredestinations,orcontinuefromstep5.

Flash Voice Mailbox User Guide 6-1



Changing Your Mailbox Greeting



Yourmailboxgreetingisplayedtooutsidecallerswhoenterasystemmailboxinthe

telephoneansweringmode.Thisgreetingenablesyoutogivecallersinformation

aboutyourscheduleandtoencouragecallerstoleavedetailedmessages.Tochange

yourmailboxgreeting,temporarygreetingorrecordedname,simplyenterpersonal

optionsfromthemailboxmenubypressing3andselect1forGreetings.



Thesystemadministratorcanlimitthelengthofagreeting.

Ifamailboxgreetinghasnotyetbeenrecorded,thesystemusesthemailboxnumber

asthegreeting:i.e.“Mailbox101”



What is a Good Mailbox Greeting?



Agoodmailboxgreetingencouragescallerstoleavedetailedmessages(notjust

nameandphonenumber)andprovidesadditionalinformationthatmightbe

needed.Itshouldpresentthekindofprofessionalimagethatisappropriateforyour

particularorganization.Youmaywishtoincludeaninstructiontodial0to

reach

anoperator.Forexample,ʺHello,thisisJerrySmith.IamsorryIamnotabletoreceive

yourcall,butifyouleaveadetailedmessagealongwithyournameandnumber,Iwillbe

preparedtohelpyouwhenIcallyouback.Ifyoumusttalk

tosomeoneimmediately,please

presszeroandsomeonewillhelpyou.ʺ

Tochangeyourmailboxgreeting:

1. Press3attheMainMenuforPersonalOptions.

2. Press1forGreetings.

3. Press2forRecord.

6-2 Flash Voice Mailbox User Guide

4. Press2forMailboxGreeting.

5. Recordyourgreeting,andthenpress# .



Reviewing Your Greeting



YoumayusePersonalOptionstoreviewyourrecordedgreeting.

Toreviewyourmailboxgreeting:

1. Press3attheMainMenuforPersonalOptions.

2. Press1forGreetings.

3. Press1forReview.

4. Press2forMailboxGreeting.



Deleting Your Greeting



Thestandardsystemgreeting(recordedname)maybechosenatanytimeby

deletingyourrecordedgreetingwithoutrecordinganewone.

Todeleteyourmailboxgreeting:

1. Press3attheMainMenuforPersonalOptions.

2. Press1forGreetings.

3. Press3forDelete.

4. Press2

forMailboxGreeting.

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XBLUE Networks Xplus100 Flash Voice Mail User manual

Brand: XBLUE Networks

Model: Xplus100 Flash Voice Mail

Type: User manual

This manual is also suitable for

XPLUS100

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XBLUE Networks Xplus100 Flash Voice Mail User manual

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XBLUE Networks Xplus100 Flash Voice Mail User manual

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