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The information contained in this document is proprietary and is subject to all relevant copyright, patent and other laws protecting intellectual property, as well as any specific agreement protecting TADIRAN TELECOM, INC. (herein referred to as the “Manufacturer”) rights in the aforesaid information. Neither this document nor the information contained herein may be published, reproduced or disclosed to third parties, in whole or in part, without the express, prior, written permission of the Manufacturer.
Record of Revisions Revision Date of Issue Supercedes Initial Release February 1, 2004 N/A Revision A March 30, 2004 February 1, 2004 Major Changes - Brief Description Changes to name of product.
Contents Chapter 1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 1.1 About Simplicity for ICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 1.2 Learning the System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 The * Key . .
Chapter 4 Additional Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 4.1 Listening To Your Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 4.2 Erasing Your Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1 4.3 Recording Your Name. . . . . .
About Emerald ICE HD Voicemail Emerald ICE HD Voicemail is a compact, high-performance voice processing system that connects to a business phone system. It offers businesses the ability to exchange information through the telephone without requiring simultaneous participation by the caller and the receiver. The system converts human speech to digital signals, stores them on a disk, and converts the digital signals on the disk back to human speech as required.
In addition, the system provides: • Playback controls when sending or reviewing messages. • Delivery options when sending or replying to messages. • Dial-by-name addressing for messages. • Secretary mailbox and Guest mailbox. • Temporary greeting. In order to simplify storing, two queues are used. The New message queue stores all messages which have not been listened to by the user. The Saved message queue is used to store messages for future action.
Learning the System The best way to learn how to use the system is to experiment. Nothing you do can hurt the system. Send messages to yourself. Access the personal options and change them. (No changes are permanent except for deleting a message - you can always correct them.) The system is programmed to respond when any of the 12 keys are pressed. If no key is pressed in response to a prompt, the system assumes the user is confused. The system repeats the userʹs options.
1.3 House to Use this Guide This guide provides you with 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 the Getting Started, and Basic Operation sections. After you have used the system for a short while, read the remainder of this guide to learn the other features and capabilities of system. This guide is designed for all the system features.
1.5 Document Conventions The following conventions are used throughout this manual. Conventions Convention Description Normal Used in body text throughout this manual. Normal, Italic Used in referencing sections, telephone features and voice recordings or prompts. Bold, Italic Used in describing the fields in PC screens and other form names or items. Normal, Bold Used to describe filenames, device names and specific areas of PC screens. Press Means to press a specific key. (e.g.
Introduction 1 1-6 Emerald ICE HD Voicemail Mailbox User Guide
Setting Up Your Mailbox The first time you enter your mailbox, the system system provides a tutorial which allows you to create your access code, and record your name. You will need the following information from your system administrator to set up your mailbox: the number to reach the system system, your mailbox number, and your temporary access code. Once you have this information, follow these steps: 1. Call the system system: ______. 2. If you hear the system greeting, press # + your mailbox number.
2.2 Accessing Your Mailbox 1. Call the system system. 2. If you hear the system greeting, press # + your mailbox number. With some telephone systems this step will not be required. 3. Enter your personal access code. If there is a system broadcast message, it is played. The system prompts you to repeat the message, or erase and continue. If there are any delivery notification messages waiting they are played. The system will then tell you if you have any messages waiting to be heard.
2.5 Confirmation Notices Users may request confirmation from the system regarding the status of messages they sent. There are two types of confirmation available: A positive confirmation of receipt. - This notice indicates that the message sent by the user was reviewed by the recipient. This notice is generated only if the original message was sent with the ʺproof of deliveryʺ option. A notification of an undelivered message.
Getting Started 2 2-4 Emerald ICE HD Voicemail Mailbox User Guide
Listening To Your Messages Messages in your mailbox come from several places: • From non-users who leave messages in the telephone answering mode. • From other users. • From special limited-use users called guest users. Messages are presented to you in the following order: 1. Broadcast messages. 2. Confirmation messages. 3. New messages (priority messages first). 4. Skipped messages. 5. Saved messages.
To listen to the messages in your mailbox: 1. At the main menu, press 1. The system plays your messages. After each message is played, the system asks you what to do with the message.
3.2 Playback Controls As you become more and more comfortable leaving & /receiving voice messages, the length and complexity of message increases. Sometimes an important phone number is embedded in a three-minute message. As you become more experienced, you will want to control the playback of the messages you received. The system playback controls are designed to give exactly that flexibility.
Skipping a Message Users with limited time may use the skip feature to scan through their messages, or to look for an important message from a certain person. There are two variations on this form of message scanning: • Listen to the first few seconds of each message, then skip to the next message. Repeat this process for each message. • Listen to message envelope information as soon as each message begins to play,then skip to the next message. It is not necessary to the entire envelope.
Erasing a Message If the message does not require action, it should be erased. Erasing messages keeps the mailbox clear and reduces the need for system storage capacity. 1 Listening → 3 → Message is erased Once a message has been erased, it cannot be retrieved. Reply to a Message A user can send a reply to a message by dialing one key. If the message has been copied from another user, the reply can be sent to the person who originally sent the message, or to the person who sent the copy of the message.
Envelope Information A user may need to know details about a message: who sent it, the time and date it was delivered, the length of the message, and whether it is priority and/or confidential. This information is called the envelope information. This information can be programmed by the system administrator to play automatically either before or after you hear the message. In addition, the envelope information can be heard at any time while listening to the message by pressing 5.
Send a Copy to Someone Else You may wish to send a copy of a message to another user. In this situation, you can record introductory remarks and send the remark plus a copy of the message to another user. Copies may be sent to one or more Users, including group distribution lists. You may send copies of messages that are received in either the voice mail mode or telephone answering mode.
6. After the system plays the name of the destination, you are prompted to send the message or press 0 for more options. These options are delivery options. Messages may be marked priority, or confidential. Proof of delivery can be requested. The message may be marked at a future time. See Delivery Options on Page 3-8 for more details. Once the message and delivery options are correct, press #. The system prompts you for more destinations. 7.
Undelivered Message Notification Users may request that the system notify them if messages they sent are not listened to within a per-set period of time. If the allotted time period passes and a message remains un-heard, the sender receives an ʺundelivered message notificationʺ with the name of the intended recipient. The time interval used for the undelivered message notification feature is specified by the system administrator.
Select date (01 to 31) Set the hour and the minutes as either 3 or 4 digits. Set 2:00 as 200 Set 10:15 as 1015 Press 1 for AM or 2 for PM. Since most people are not familiar with 24-hour format, the system only accepts time in 12-hour clock format. Users must set the time for future delivery in the time zone of the systemʹs location. Usersʹ Classes of Service determine whether or not they may specify delivery time for messages and the number of days in advance that messages may be sent.
Changing Your Personal Greeting 3 → 1 → 2 → 2 → Record your→ # Greetings Record Mailbox Mailbox greeting 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 you schedule and to encourage callers to leave detailed messages. To change your greeting or name, simply enter personal options from the mailbox menu by pressing 3 and select 1 for Greetings.
Basic Operations 3 3-12 Emerald ICE HD Voicemail Mailbox User Guide
4 4.1 Additional Operations Listening To Your Greeting 3 → 1 → 1 Greeting Listen You may use personal options to listen to your recorded greeting. To listen to your mailbox greeting: 1. At the main menu, press 3 for personal options. 2. Press 1 for greetings. 3. Press 1 for listen. 4. Press 2 for mailbox greeting. Erasing Your Greeting → 1 → Greeting 1 Erase The standard system greeting may be chosen at any time by erasing your recorded greeting without recording a new one.
4.3 Recording Your Name 3 → 1 → 2 → 1 → Record your→ # Greeting Record Name Name You record your name the first time you use your mailbox. The recording of the name will be used:(1) to verify destinations, (2) as part of a system-generated personal greeting, or (3) as verification when someone is creating or editing group lists. you may change the way your name is recorded at any time. To record your name: 1. At the main menu, press 3 for personal options 2. Press 1 for greeting 3. Press 2 for record 4.
The prompting for telephone answering is slightly different if the caller has a temporary greeting. Callers hear the temporary greeting and are then prompted with the usual prompts. When users enter their mailboxes while a temporary greeting is in effect, they hear a message from the system that a temporary greeting is in effect. The system prompts users to: 1 - listen to the greeting. 2 - retain the greeting. 3 - deactivate the greeting. 4.
4.7 Erase Your Temporary Greeting To erase your temporary greeting: 1. At the main menu, press 3 for personal options. 2. Press 1 for greeting, then press 3 for erase. 3. Press 3 for temporary greeting. 4.8 Personal Access Code 3 → 2 → 2 → Create /→ 0 → Mailbox → Enter → # Modify code access code access There is one access code that is associated with each user mailbox. Each access code may be from 1 to 9 digits long.
Secretary Mailbox Access Code 3 → 2 → 2 → Create/→ 0 → Secretary → Enter → # Modify access code access code Using a secretary mailbox is another method of accessing your mailbox with its own access code, instead of the regular mailbox access code. Only the envelope information of messages in your mailbox can be played. The actual messages cannot be played. This is useful if you wish to have someone check the messages in your mailbox without letting them hear the actual message.
4.10 Guest Mailboxes Do you have a customer or vendor who is impossible to reach? Do you travel frequently and need to stay in touch with your family? Guest mailboxes can help you stay in touch with people outside your company. You may use up to 8 guest mailboxes depending upon your mailboxʹs class of services. There are three steps to using a guest mailbox: 1. Create the mailbox by establishing a guest access code to your mailbox. 2. Send a message to the guest mailbox. 3.
Sending a Message to a Guest Mailbox To send a message to a guest mailbox: 1. Record your message. 2. When prompted for the destination, press 8 plus the guest number 2-9. For example, to send a message to guest number 3, press 8 3. Instruct Your Guest on How to Retrieve the Message Give your guest the following instructions: 1. Call the access number: _____________________. 2. Enter # and your mailbox number: _______________. 3. Listen to your name. 4. Enter the access code assigned to the guest. 5.
Regional Managers11 Kevin Jones 3922 Dan Smith 3267 Jim Fields 3721 Group lists may NOT be linked together, but users may send the same message to several group lists in succession, if required. To send a message to one of your distribution lists, enter the 2-digit distribution list number followed by # when prompted for the destination. You will hear the name of the list you have recorded to confirm that you are about to send a message to that list of people.
Listing Members 3 → 3 → 1 → List → Dial list → 3 Delete number members number (11-29) 7 Play previous name If you forget the names of a particular list, the list of names may be listened to. To play the mailboxes in a Personal Group list: 1. From the main menu, press 3 for personal options. 2. Press 3 for group lists, then press 1 for list members. 3. Enter the desired 2-digit list number (11-29), and then press #. 4. Press 3 to delete a mailbox number while the list is playing. 5.
Modifying Existing Lists 3 → 3 → 4 → Dial list → 1 Add or Erase → * When Group lists Modify number list (11-29) Mailboxes done 2 Rename group # Record New name By selecting to modify a list, you can either add or delete a particular personʹs mailbox from the list or ask the system to rename the group list. If a userʹs mailbox is already on the list, dialing the number again will remove it. If it is not on the list, the address will be added.
If the telephone number is a telephone system extension, be aware of call forwarding. The outdial call should be call forwarded back to the system. Otherwise, the outdial message will be recorded as a new message, and may cause a new outdial. Check with your system administrator to make certain the timer for call forward on no answer is longer than the timer for an unanswered call (usually 4 rings).
Outdial Bins The first task in creating an outdial schedule is to program the telephone numbers where you can be reached. These numbers can be extensions on a PBX ( or Centrex), a telephone number, or the telephone number and dialing sequence of a pager. These numbers are stored in the system memory in locations called outdial bins. You may store up to 9 telephone numbers. These bins are labeled 1 - 9. Do not include the dial access code (e.g., 9 ) needed to reach an outside line in an outdial bin.
Erase An Outdial Bin To erase an outdial bin: 1. From the main menu, press 3 for personal options. 2. Press 4 for message notification, then press 2 for bin number maintenance. 3. Press 3 to erase a bin number. 4. Dial the desired bin number (1-9). Modify An Outdial Bin To modify the contents of an outdial bin: 1. From the main menu, press 3 for personal options. 2. Press 4 for message notification, then press 2 for bin number maintenance. 3. Press 4 to modify a bin number. 4 Additional Operations 4.
4.13 Outdial Administration The outdial administration selection is used to program the schedules used by outdial when attempting to reach a user. Each user can program an outdial schedule for weekdays and a schedule for weekends. Both the weekday and weekend schedule can be divided into 2 schedules (schedule 1 and schedule 2). This allows you to program gaps in the day. The schedules are allowed to overlap. In addition, there is an override schedule (schedule 3) for weekdays and one for weekends.
7. Dial the time when you will stop accepting calls as a 3- digit or 4- digit number in 24- hour clock format (military time). For example, 8 P.M. is entered as 2000. 8. Dial the desired bin number (1-9). 9. Dial the number of attempts to reach you ( this number must be at least 1). 10. Dial an alternate bin number if desired, press 0 for no alternate, or press # to skip. 11. Press 1 for all messages, or press 2 for only priority messages. 12.
Erase an Outdial Schedule To erase an outdial schedule: 1. From the main menu, press 3 for personal options. 2. Press 4 for message notification, then press 3 for outdial administration. 3. Press 3 to erase a schedule. 4. Press 1 for a weekday schedule, or press 2 For a weekend schedule. 5. Dial the number of the schedule to be erased ( 1,2, or 3 (Override Schedule)). Schedule 4 - Wakeup is not used at this time. Modify an Outdial Schedule To modify an outdial schedule: 1.
Turn Outdial On/Off Once the desire outdial schedules have been programmed, outdial can be turned on and off whenever desired. Outdial ON/OFF is a toggle. If outdial is on, this procedure turns it off. If outdial is off, this procedure turns it on. To Turn outdial ON or OFF: 1. From the main menu, press 3 for personal options. 2. Press 4 for message notification, then press 1. Answering An Outdial Call When the system places an outdial call, it waits until it detects that the call has been answered.
Things to Know About the Outdial Schedule When a call is received in your mailbox, the system first checks to see if outdial notification is turned on. If it is, the system checks to see if you are using the mailbox ( no outdial will be made if you are using your mailbox when a message is received ). If not, the system checks your outdial schedule to determine if the message received matches the message type ( priority, all, from group list, etc. ) of a schedule.
Checking Message Delivery The system gives you an opportunity to determine whether or not your messages have been received. The check delivery feature of the system allows you to check for proof of delivery by directing the system to play any message from you which have not been listened to in a specified userʹs mailbox. This after - the - fact method of confirmation generally provides much greater flexibility and convenience.
Additional Operations 4 4-20 Emerald ICE HD Voicemail Mailbox User Guide
Auto Listen/Skip Expert mode is a series of automatic features designed for experienced voice mail users. The auto mode can be changed back to the normal mode at any time by dialing 0. Auto Listen / Skip 1 → #1 → Listen to the message When messages are listened to using Auto Listen/Skip, the system plays all messages one after the other until interrupted by the user. messages listened to in this fashion are considered skipped, and appear as new messages the next time the user listens to messages.
Auto Listen / Save 1 → #2 → Listen to the message When messages are listened to using Auto Listen/Save, the system plays all messages one after the other until interrupted by the user. Messages listened to in this fashion are saved after they are played. To auto listen to the messages in your mailbox, and then save them: 1. At the main menu, press 1. 2. Press #2. The system plays your messages. After the message is played, it is placed in the saved message queue.
5.2 Auto Scan Envelope Information The envelope information of all messages can be played without listening to the messages themselves. While the envelope information is playing any of the playback commands can be used. The envelope information can be interrupted and the message played, saved, replied to, etc. After the interruption, the system then continues playing envelope information for the remaining messages. To auto listen to the information only of the messages in your mailbox: 1.
Expert Mode 5 5-4 Emerald ICE HD Voicemail Mailbox User Guide
USA Headquarters Tadiran Telecom, Inc. 4 Tri Harbor Court Port Washington, NY 11050 Tel. +1-516-632-7200, Fax. +1-516-632-7210 Visit us at our website http://www.tadiran-us.com Email: ice@tadiran-us.
