XBLUE Networks Xplus100 Flash Voice Mail User manual

XBLUE Networks
Brand
XBLUE Networks
Model
Xplus100 Flash Voice Mail
Type
User manual

This manual is also suitable for

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
InitialRelease 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
Table1.DocumentConventions............................................................................................1‐3
Flash Voice Mailbox User Guide 1-1
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TheXplus100VoiceFlashVoiceMailisapowerful,compactvoiceprocessingsystem
thatusesstate‐of‐the‐artDigitalSignalProcessinghardwareandsoftware,interfaced
withtheXplus100compactcommunicationsplatform.
Allvoiceprocessingusesdigitalvoiceprocessingchipsfortheutmostinvoiceclarity
andreliability.
Thiscompact,high
‐performance,solid‐statevoiceprocessingsystemhasbeen
designedtoprovidetoday’sbusinesswithafeature‐richsystemenablingsmall
companiestoprojecttheimageofamuchlargercompany.Sincealargemajorityof
alltelephonetransactionsrequireonlyone‐waycommunications,thevoicemail
functioncontributestostreamlining
businesscommunications.
Thepurposeofthismanualistoprovideinstructionsforprogrammingusingthe
SystemAdministrator’sMailbox.
Programmingisperformedthrougheitheraseriesofeasy‐to‐followmenusaccessed
fromHyperTerminalonaPCorbytheSystemAdministrator’sMailbox.Refertothe
Xplus100FlashVoiceMailInstallationManual
forinstructionsontheprogramming
performedonaPC.
Capabilities
Thebasicsystemincludestheabilityto:
Sendmessagesintelephoneansweringandvoicemailmode.
Sendcopiesofmessages.
Sendmessagestomultipledestinations.
Obtainasummarycountofmessageswaitingforreview.
Delete,reply,save,orskipamessage.
Receivemessageinformationindicatingthedate,time,andsenderinformation,
ifavailable.
Changerecordedname,personalgreeting,andpassword.
1-2 Flash Voice Mailbox User Guide
1
Inaddition,thesystemprovides:
Playbackcontrolswhensendingorreviewingmessages.
Atemporarygreeting.
Inordertosimplifymessagestorage,twoqueuesareused.Thenewmessagequeue
storesallmessageswhichhavenotbeenreviewedbythesubscriber.Thesaved
messagequeueisusedtostorealreadyreviewedmessagesforfutureaction.
Asmessagesarerecorded,theyneedtobestored
insuchawaythattheycanbe
retrievedefficiently.Thesystemstoresmessagesinmailboxes.
Users,orsubscribers,areassignedmailboxnumbersfor
theirprivateuse.Eachmailboxisprotectedbyauser‐definedpassword.Thus,
subscribersaretheonlyoneswhocanretrievemessagesleftintheirmailboxes.
Morethanonepersoncanusethesystematthesametime.Eachportallowsone
useraccesstothesystem.Aportisapathtothesystem.Forexample,uptoeight
userscouldberecordingorreviewingmessagesatthesametimewithaneight‐port
system.Since
notalluserswouldbeaccessingthesystematthesametime,many
userscanbesupported.Usercommandsarejustonedigitlong.Theydonothaveto
bememorizedsincethesystemisconstantlypromptingusersaboutwhattodo.
ByusingaTouchTone®phone,youcan
receiveorsendmessagesfromanylocation
throughyourvoicemailbox.Ifyouarebusyinyourofficeorawayonabusiness
trip,customers,vendors,orotheremployeescanleaveyoudetailedmessagesin
yourvoicemailbox.Sincethemailboxispassword‐protected,thesemessagesare
completelyconfidential.
Document Overview
Thisdocumentisisarrangedinthefollowingsections:
Chapter1:Introduction‐thischapterdescribestheoverallcapabilitiesofthesystem
includingSystemCapabilities,BasicOperation,andanoverviewofthisdocument.
Chapter2:LearningtheSystem–thischapterprovidesdescriptionsoftheuseofthe
* key,
the#key,interruptingpromptsandhowtousethisguide.
Chapter3:GettingStarted–thischapterprovidesinstructionsonhowtoaccess
mailboxesanddisconnectingfromthesystem.
Chapter4:BasicOperations–thischapterprovidesinstructionsonhowtoreview
messagesandoptionsafterreviewing,playbackoptions,skipping
messages,
replayingmessages,savinganddeletingmessagesandreplyingtomessages.
Flash Voice Mailbox User Guide 1-3
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Chapter5:MessageInformation‐thischapterdescribeshowtolistentomessage
informationsuchastimeanddateofdeliveryandsendingcopiestoothersinthe
voicemailsystem.
Chapter6:AdditionalOperations‐thischapterprovidesinstructionsonhowto
changeyourmailboxgreeting,reviewyourgreeting,deleteyour
greeting,record
yourname,andhowtorecord,reviewanddeleteatemporarygreeting.
Document Conventions
Thismanualusesseveralconventionstoconveyinformationmoreclearlytothe
reader.ItisrecommendedthattheconventionsshownbelowinTable1bereviewed
andunderstoodbeforecontinuing.
Table 1. Document
Conventions
Convention Purpose
Normal Usedforbodytextthroughoutthemanual.
Normal,italic Usedindescribingactualvoiceprompts.
Bold,italictype Useformenuitems,formnamesoritems.
Normal,bold
Usedtoindicatekeystrokes,filenames,device
names,etc.
Press
Meanstopressaspecifickey.(e.g.pressESC
meanstopressandreleasetheEscapekeyonce.)
Enter Meanstotypethespecifiedinformationand
thenpressENTER(e.g.enterTEST.TXTmeans
typeTEST.TXTonthekeyboardandpress
ENTER.)
NOTE Indicatesaninformationalnoteassociatedwith
aprocedure,actionoritem.
KeystrokeKeys(i.e.1,9 e) Indicatesakeystrokefromakeyboard.
Applicable Documents
Thefollowingdocumentsshouldbeavailable.
Xplus100FlashVoiceMailInstallationManual
Notes:
Flash Voice Mailbox User Guide 2-1
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Thebestwaytolearnhowtousethesystemistoexperiment.Noactionsthatyou
takecandamagethesystem.Itisrecommendedthatyoulearntheoperationofthe
systembysendingmessagestoyourself.Accessthepersonaloptionsandchange
them.Changesarenotpermanentexceptwhen
deletinga message.
Thesystemisprogrammedtorespondwhenanyofthetwelvetelephonekeysare
pressed.Ifnokeyispressedinresponsetoaprompt.Thesystemrepeatsthecaller’s
options.Ifthereisstillnoresponse,thesystemautomaticallytransfersacallernot
withinthevoicemail
systemtoanattendantorpolitelydisconnectsthecall.
Thesystemcountsthenumberoferrors(incorrectkeypresses)thatacallermakes.If
thecountexceedsacertainnumber(usually3)thecallerispolitelydisconnected.
Thesystemdoesthistoallowasmanycallersonthesystemaspossible.
The * Key
Press*wheneveryouwanttocancelwhatyouaredoing.
Pressing*allowsyoutoskippersonalgreetingsandintroductoryprompts.Itgets
youdirectlytotherecordingtone.
Whilelisteningtoaprompt,press*toʺbackupʺtothepreviousmenu.AttheMain
Menu,press*
todisconnect.
The # Key
Press#wheneveryouwanttocompleteastep,orsendamessage.
Press#twicetoskipamessage.
#canalsobeusedtodenotetheendofavariablelengthnumberlikeapassword.
Thiskeepsthesystemfromhavingtowaittodetermineifyouare
finishedentering
digits.
2-2 Flash Voice Mailbox User Guide
2
Interrupting the Prompts - Dial Ahead Function
Youcaninterruptmostpromptsifyouknowwhatyouwanttodo.Youcaneven
enterseveralcommandsatonce.
How to Use this Guide
Thisguidegivesyoueasy‐to‐followinstructionsonhowtogetthemostfromthe
featuresofthesystem.Itisdividedintoseveralsections.Tostartusingthesystem
quickly,readthroughChapter3‐GettingStartedandChapter4‐BasicOperation.
Afteryouhavepracticedusingthesystem
forashortwhile,readtheremainderof
thisguidetolearntheotherfeaturesandcapabilitiesofthesystem.
Flash Voice Mailbox User Guide 3-1
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Accessing Your Mailbox
CalltheVoiceMailsystembypressingyourdedicatedVoiceMailkeyonyourphone
ordialtheVoiceMailsystemhuntgroupnumber:453
.Thehuntgroupnumberisa
numberassignedbyyouradministratorinsystemconfigurationsothatuserscan
dialdirectlyintothevoicemailsystemandaccessthefeatures.Youwill
automaticallyberoutedtoyourownmailbox.
Toaccessyourvoicemailboxfromanotherextensionorfromoutsidetheoffice,
call
theofficenumber,whenyouhearthesystemgreeting,press#plusyourmailbox
number.Youwillbesentdirectlytoyourvoicemailbox.
Whenprompted,enteryourpassword.Thesystemwillthentellyouhowmanynew
andhowmanysavedmessagesyouhaveinyourmailbox.The
mailboxMainMenu
isthenplayed.
Disconnecting from the System
Whenyouhavefinishedusingthesystem,press*untilthesystemsays,ʺHanging
upnow.Goodbye.ʺ
Ifafterpressing1youattempttodisconnectwhiletherearenewmessagesinyour
mailbox,thesystemplaysamessage,“Themailboxisnotempty.ʺYouarethen
returnedtothe
mailboxMainMenu.Press1ifyouwishtolistentothenew
message.Press**tohangup.
Notes:
Flash Voice Mailbox User Guide 4-1
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Reviewing Your Messages
Messagesinyourmailboxcomefromtwoplaces:othersubscribersornon‐
subscriberswhowillleavevoicemessageswhileyouareonthetelephoneor
unavailable.Messagesarepresentedtoyouinthefollowingorder:newmessages,
skippedmessages,andsavedmessages.
Afterthelastnewmessagehasbeenpresented
toyou,thesystemsearchesthe
mailboxtoseeifthereareanyremainingnewmessagestobereviewed.In
particular,ifnewmessagesarriveduringmessagereview,theyarepresentedinthe
sameorderasbeforebutareconsideredʺskipped”.
Toreviewthemessagesinyourmailbox:
Atthemain
menu,press1.Thesystemplaysyourmessages.Aftereachmessageis
reviewed,thesystemaskswhatyouwanttodowiththemessage.Theavailable
optionsare:
1 Replay
Repeatstheentiremessage.
2 Save
Keepsthemessageinyourmailboxforfuturereference.
3 Delete
Allowsyoutodiscardthemessageandalsorequiresthat
youconfirmthedeletionbypressingthe#key.
4 Reply
Allowsyoutorecordareplytoamessagesentfromanother
subscriber’smailboxwithasinglekeystroke
5 Message
Information
Playsthetimeanddatethatthemessagewassent,and
wherethemessageoriginatedfrom.
6 Send a Copy
Allowsyoutoforwardacopyofthemessagetoanother
subscriber.Whenyousendacopy,youhavetheoptionto
sendthecopywithorwithoutintroductorycomments.
4-2 Flash Voice Mailbox User Guide
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Youmaycancelmessagereviewatanytimebypressing*.Anymessagenot
completelyreviewedandeithersavedordeletedremainsinthenewmessagequeue.
Ifasubscriberforgetstopress* tocancelreviewandjusthangsup,allpartially
reviewedandunheardmessagesalsoremainin
thenewmessagequeue.
Playback Controls
Asyoubecomemoreexperienced,youwillwanttocontroltheplaybackofthe
messagesyou’vereceived.Thesystemplaybackcontrolsaredesignedtoprovide
youwithexactlythatflexibility.Forexample,withplaybackcontrols,youcanscan
throughalongmessagetofindaphonenumberwithoutreviewingthe
entire
message.Afterdialing1toreviewamessage,youcanpress:
1
Rewindtothebeginningofthemessage.
7
Rewind5seconds.
8
Pauseandrestartthemessage.
9
FastForward5seconds.
#
Skiptothenextmessage.

Options while Reviewing
Inadditiontotheplaybackcontrols,youcanpressanyofthereviewingoptionkeys
whilethemessageisplaying.Forexample,youdonʹthavetoreviewtheentire
messagebeforedecidingyouwantmessageinformationortodeletethemessageetc.
2
Savethemessageinyourmailboxforfuturereference.
3
Deletethemessageandconfirmdeletionbypressing#.
4
Replytothemessage.
5
Messageinformation.
6
Sendacopy.
Flash Voice Mailbox User Guide 4-3
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Skip a Message
Youmayskiptothenextmessagewhilelisteningtoanymessagebypressing#.
Cancel Play of Messages
Youmaycancelmessagereviewbypressing*.Anymessagenotcompletely
reviewedremainsinthenewmessagequeue.Ifasubscriberforgetstopress*to
cancelreviewandjusthangsup,allpartiallyreviewedmessagesalsoremaininthe
newmessagequeue.
Replay a Message
Attheendofamessage(whenthesystempromptswiththeʺAfterReviewingʺmenu)
youcanreplaythatmessageinitsentirety.
1Reviewing→EndofMessage→1→MessageReplays
Save a Message
Ifthemessageneedstobeactedonlater,itmaybesaved.Savedmessagesarekept
inaseparatequeue.Theywillbeplayedafternewmessages.
1Reviewing→2→Messageissaved
Delete a Message
Ifthemessagedoesnotrequireaction,itshouldbedeleted.Deletingmessages
4-4 Flash Voice Mailbox User Guide
4
keepsthemailboxclearandreducestheneedforsystemstoragecapacity.
1Reviewing→3→Delete→#→ConfirmDeletionRequest
Onceamessagehasbeendeleted,itcannotberetrieved.
Reply to a Message
Ausercanreplytoamessagesentfromanothersubscriber’smailboxbydialingone
key.Therefore,subscribersshouldentertheirownmailboxtorecordamessage
beforesendingsothatrecipientsmayconvenientlyreply.
1→4Reply→RecordReply#→MessageAcceptable#→Tosend
the
reply#
Send a Call Directly to Voice Mail
Ausercansendacalldirectlytoanothermailboxasfollows:
Transfer→ VoiceMailButton→
Dialextensionor
DSSKey →
Hang Up
t
Flash Voice Mailbox User Guide 5-1
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Sometimesasubscriberwantstoknowdetailsaboutamessagesuchaswhosentit
andthetimeanddateitwasdelivered.ThisinformationiscalledMessage
Information.Themessageinformationcanbeheardatanytimewhilelisteningtothe
messagebypressing5.
1 Review → 5 → Listen to Message Information
Thetimeanddatestamponanewmessagealwaysrelatestomessagedelivery.
Onceamessageissaved,thetimeanddatestampreferstothefirsttimeitwas
saved.Thistimeanddatestampallowsthesubscribertoknowhowmuchlonger
themessagecanstayinthe
mailboxbeforeitisautomaticallydeleted.Reviewinga
messageandre‐savingitdoesnotchangethetimeanddatestamporwhenthe
systemautomaticallydeletesthemessage.
Send a Copy to Someone Else
Youmaywishtosendacopyofamessagetoanothersubscriber.Inthissituation,
youmayrecordintroductoryremarksandsendtheremarksplusacopyofthe
messagetoanothersubscriberorjustsendthemessage.Copiescanbesenttooneor
moresubscribers.
Youcan
sendcopiesofmessagesthatarereceivedineitherthevoicemailmodeor
telephoneansweringmode.
1 Listen to → 6 → 1 Send With → Record → Enter the
To
Comments Comments # Destination #
Message
2 Send Without
Comments
→
En
t
er the
Destination #
5-2 Flash Voice Mailbox User Guide
5
Sending a Message
2 Record
Message
→
#
1
→ 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. Press2attheMainMenutoSendaMessage.Thesystempromptsyoutobegin
recordingyourmessage.
2. Recordthemessage.
3. Press#toendthemessage.Thesystempromptsyoutosendthemessageifitis
acceptableaftergivingyouachanceto:
1
Listentothemessageyouhavejustrecorded.
2
Tore‐recordthemessage.
3
Appendtotherecording.
*
Deletethemessageandbeginagain.
4. Whenthemessageisacceptable,press#.
5. Enterthe destination.Thedestination is the mailbox number ofthe personwho
istoreceivethemessage.Messagesmaybesenttoanyoftheseindividuallyorin
combination with other destinations.Once you
enter the mailbox number, the
systemplays backthe nameofthe personwhose mailbox youhave selected.If
you have selected the wrong destination, press the * key and enter a new
destinationnumber.
6. Press*iftherearenomoredestinations,orcontinuefromstep5.
Flash Voice Mailbox User Guide 6-1
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Changing Your Mailbox Greeting
Yourmailboxgreetingisplayedtooutsidecallerswhoenterasystemmailboxinthe
telephoneansweringmode.Thisgreetingenablesyoutogivecallersinformation
aboutyourscheduleandtoencouragecallerstoleavedetailedmessages.Tochange
yourmailboxgreeting,temporarygreetingorrecordedname,simplyenterpersonal
optionsfromthemailboxmenubypressing3andselect1forGreetings.
Thesystemadministratorcanlimitthelengthofagreeting.
Ifamailboxgreetinghasnotyetbeenrecorded,thesystemusesthemailboxnumber
asthegreeting:i.e.“Mailbox101”
What is a Good Mailbox Greeting?
Agoodmailboxgreetingencouragescallerstoleavedetailedmessages(notjust
nameandphonenumber)andprovidesadditionalinformationthatmightbe
needed.Itshouldpresentthekindofprofessionalimagethatisappropriateforyour
particularorganization.Youmaywishtoincludeaninstructiontodial0to
reach
anoperator.Forexample,ʺHello,thisisJerrySmith.IamsorryIamnotabletoreceive
yourcall,butifyouleaveadetailedmessagealongwithyournameandnumber,Iwillbe
preparedtohelpyouwhenIcallyouback.Ifyoumusttalk
tosomeoneimmediately,please
presszeroandsomeonewillhelpyou.ʺ
Tochangeyourmailboxgreeting:
1. Press3attheMainMenuforPersonalOptions.
2. Press1forGreetings.
3. Press2forRecord.
6-2 Flash Voice Mailbox User Guide
6
4. Press2forMailboxGreeting.
5. Recordyourgreeting,andthenpress# .
Reviewing Your Greeting
YoumayusePersonalOptionstoreviewyourrecordedgreeting.
Toreviewyourmailboxgreeting:
1. Press3attheMainMenuforPersonalOptions.
2. Press1forGreetings.
3. Press1forReview.
4. Press2forMailboxGreeting.
Deleting Your Greeting
Thestandardsystemgreeting(recordedname)maybechosenatanytimeby
deletingyourrecordedgreetingwithoutrecordinganewone.
Todeleteyourmailboxgreeting:
1. Press3attheMainMenuforPersonalOptions.
2. Press1forGreetings.
3. Press3forDelete.
4. Press2
forMailboxGreeting.
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XBLUE Networks Xplus100 Flash Voice Mail User manual

XBLUE Networks
Brand
XBLUE Networks
Model
Xplus100 Flash Voice Mail
Type
User manual
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