Lucent Technologies Bell Labs Innovations ® PARTNER Voice Messaging PC Card For the PARTNER Advanced Communications System Installation, Programming and Use
Copyright © 1997, Lucent Technologies All Rights Reserved Printed in USA 518-456-100 Issue 1 November 1997 Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change.
Table of Contents Purpose of This Guide Terminology Key Sequences Voice Messaging Service Overview Communications System Features Affecting Call Answer Service VMS Coverage Do Not Disturb (F01) Group Call Distribution (#206) Line Coverage Extension (#208) Voice Mailbox Transfer (F14) Voice Mail Service Security System Security Guidelines Installation Instructions Important Safety Instructions PARTNER Voice Messaging Programming Initial Settings PARTNER Voice Messaging Planning Forms Using PARTNER Voice Mess
Purpose of this Guide This guide provides instructions for installing, programming, and using the PARTNER ® Voice Messaging PC Card with the PARTNER Advanced Communications System (ACS) Release 1.1 or later.
Voice Messaging Service Overview The PARTNER Voice Messaging PC Card is designed to work with the communications system. The system configuration consists of two voice channels (ports) and four mailboxes, providing the following basic voice messaging capabilities: ■ Handles up to two calls simultaneously and provides service for four subscribers.
Figure 1 provides an overview of the features associated with each service. PARTNER Voice Messaging PC Card Call Answer Service Voice Mail Service Prompts caller to leave a message or transfer to another extension when the party is busy. Voice Mailbox Transfer System users press a button to transfer callers directly to a voice mailbox without ringing the extension first. Automatic VMS Coverage Subscribers have voice mail coverage on all the time at their extension.
Communications System Features Affecting Call Answer Service Call Answer Service works with the following communications system features: ■ VMS Coverage ■ Do Not Disturb ■ Group Call Distribution ■ Line Coverage Extension ■ Voice Mailbox Transfer Each of these features is explained briefly below. For more information about these communications system features, see the Programming and Use guide for your communications system. VMS Coverage VMS Coverage can be either automatic or manual.
Do Not Disturb (F01) A Do Not Disturb button can be programmed on a user's phone to prevent calls for that extension from audibly alerting (lights still flash). Subscribers who have VMS Extension Coverage—either automatic or manual—can use this communications system feature when they want calls sent to the voice messaging system immediately. Group Call Distribution (#206) Group Call Distribution assigns outside lines to Hunt Groups.
Voice Mail Service Voice Mail service allows subscribers to manage their own mailboxes. With it, a subscriber can: ■ Listen to messages ■ Delete messages ■ Skip Messages ■ Record a personal greeting. ■ Change the default password for the mailbox to ensure that messages are kept confidential. Voice Mail service offers callers the following options when their call is unanswered at a subscriber's extension: ■ Leave a detailed, confidential message in the called party's mailbox.
The PARTNER Voice Messaging PC Card provides four mailboxes. The factory-set mailbox assignments are: ■ Mailbox 1, the general mailbox, is assigned to extension 10. ■ Mailbox 2, is assigned to extension 11. ■ Mailbox 3, is assigned to extension 12. ■ Mailbox 4, is assigned to extension 13.
Security The System Manager is responsible for the security of the system. As the System Manager, it is important that you fully understand and appropriately administer this product to reduce your risk of incurring charges that result from unauthorized use of the system. Under the law, you, the customer is responsible for paying for part or all of those unauthorized calls.
You should also: ■ Ask users to tell you if any of the following suspicious activity occurs: — Inability to log into PARTNER Voice Messaging — Lost mail messages or altered greetings — Inability to get an outside line — Series of calls with silence on the other end or with the caller hanging up — Sudden increase in wrong numbers — Caller complaints that your lines are busy — Callers claiming to represent the "phone" company. Ask for a callback number.
Installation Instructions The PARTNER Voice Messaging PC Card is used with PARTNER Advanced Communications System processor module Release 1.1 or later (available separately). The processor module uses PC cards for backup or restore functions, for software upgrades, for Automatic System Answer/Direct Extension Dialing (ASA/DXD) functions, as well as for PARTNER Voice Messaging. Make sure that you have the required PARTNER Voice Messaging PC Card and PARTNER ACS Release 1.
B) Disconnect the power cord from the power jack on your installation. 2. If you have a standalone or a 2-Slot carrier, skip to Step 3. If you have a 5-Slot carrier, continue with Step 2A. A) Loosen the screw on the lower front of the cover. Then place one hand on the handle on the lower front and place your other hand on the top of the cover. B ) Gently pull the cover up and away from the carrier. 3. 4.
5. 6. Check that the green light on the front of each module is lit: A ) If a single light is out, power down the system, reseat the module, then power up the system. If multiple lights are out, power down the system, reseat the leftmost module that has a light out, then power up the system. B) If the lights are still out, in the continental U. S., call the Lucent Technologies hotline at 1 800 628-2888 for support. Outside the continental U.S.
PARTNER Voice Messaging Programming This section provides the following information: ■ Initial settings for the communications system and PARTNER Voice Messaging when the PARTNER Voice Messaging PC Card is installed ■ General instructions for programming PARTNER Voice Messaging followed by instructions for changing the initial PARTNER Voice Messaging settings The order of the procedures in this section enables you to record the general mailbox greeting and change the assignments for the mailboxes before
PARTNER Voice Messaging Initial Settings The following are the initial settings for PARTNER Voice Messaging: ■ Mailbox 1—the general mailbox—is assigned to extension 10. ■ Mailbox 2 is assigned to extension 11. ■ Mailbox 3 is assigned to extension 12. ■ Mailbox 4 is assigned to extension 13. ■ The following factory-set general mailbox greeting plays if a call is transferred to PARTNER Voice Messaging: Welcome to the PARTNER Voice Messaging. Please press [ 1 ] to leave a message.
You must perform the following two procedures for every installation: ■ Assign the PARTNER Voice Messaging PC Card's virtual extensions 78 and 79 to PARTNER ACS Hunt Group 7 (ICOM 777) used for voice mail systems. ■ Assign an extension as the destination extension for Transfer Return calls from Hunt Group 7 (ICOM 777).
Using PARTNER Voice Messaging System Programming Mailbox 0 is a special mailbox with no storage capacity that is used to program PARTNER Voice Messaging. The System Manager uses this mailbox to: ■ Change the System Manager's password for mailbox 0. ■ Reinitialize passwords for mailboxes 1–4 if a subscriber forgets the password. ■ Assign PARTNER ACS system extensions to mailboxes 1–4. ■ Record the general mailbox greeting. You can record a greeting up to two minutes long.
PARTNER Voice Messaging Press [ ] [ 7 ] [ 7 [ 7 ] (if calling internally) or Press [ * ] [ R ] ([ * ] [ 7 ]) while listening to general mailbox greeting (if calling from an outside tine) Intercom Enter 0 and password (factory setting = 1234) to select mailbox 0 Assign Mailbox to Extension Record General Mailbox Greeting Change Your Password Initialize a Mailbox (Press [ 1 ]) (Press [ 3 ]) (Press [ 5 ]) (Press [ 6 ]) Figure 2.
Accessing the Programming Main Menu To access the Programming Main Menu: 1 . Call PARTNER Voice Messaging. ■ If calling internally, press [ Intercom ] [ 7 ] [ 7 ] [ 7 ] or the programmed VMMsgs button. ■ If calling from outside the system, press [ * ] [ mailbox greeting. R ] ([ * ] [ 7 ]) during the general The system plays a greeting followed by: Enter mailbox number followed by a password. 2. Enter [ 0 ] and the four-digit password. (The factory-set password is 1234.
Assigning a Mailbox to an Extension Before you begin, locate Form 1: Mailbox Assignments for PARTNER Voice Messaging. Check to see whether mailboxes have been changed from the factory defaults. If mailboxes are not numbered differently, skip to "Recording the General Mailbox Greeting." Assign mailboxes to extensions as specified on Form 1: 1. If necessary, access the Programming Main Menu. If you are already at the Programming Main Menu, skip to Step 2.
2. Press [ 3. Do one of the following: ■ To approve the greeting, press [ 1 ]. ■ To re-record the greeting, press [ 2 ]. ■ To exit without changing the greeting, press [ * ] [ 7 ]. 3 ] to record the general mailbox greeting. Unlike some voice mail systems, PARTNER Voice Messaging allows you to record the general mailbox greeting from a remote location. For example, if you want to record instructions for inclement weather.
3. Enter four digits for the new password. The prompt asks you to re-enter your new password. 4. Re-enter your new password. The new password is now active. 5. Press [ * ] [ R ] ([ * ] [ 7 ]) to return to the Programming Main Menu or press [ * ] [ * ] [ 9 ] to exit programming, or hang up. Reinitializing a Mailbox To prepare a previously used mailbox for a new subscriber, you can reinitialize the mailbox.
If you entered a mailbox number in Step 3: The system plays: Reinitialized. 4 . Press [ * ] [ * ] [ 9 ] to quit, or hang up. Reinitializing a Password If a subscriber forgets the password for his or her mailbox, you can reinitialize the password to the factory setting of 1234 so the user can retrieve messages. Remind the subscriber to change the password immediately after logging in for the first time. ✏ NOTE: You cannot use this procedure to reinitialize the System Manager's password for mailbox 0.
PARTNER ACS Programming When the PARTNER ACS is installed, it uses factory settings that reflect the most common usage of the equipment. You can change these settings as required to customize them for the business. You can program the communications system from extension 10 or extension 11. You may find it more convenient to program from extension 11. This capability allows the receptionist to continue handling calls at extension 10 while you program.
■ Form B1: System Extensions. Contains basic information about each extension. This includes the type of phone or auxiliary equipment at the extension, and the name of the user or a description of how the extension is used. ■ Form B2: Customized Extension Settings. Contains feature settings, such as Automatic VMS Cover and Automatic Extension Privacy, and group assignments for each extension. ■ Form C: Button Assignments. Specifies which features are programmed on buttons for each extension.
The Programming Overlays During System Programming, the normal functions of several buttons on the phone at extension 10 (or 11 if available) change. For example, left [ Intercom ] becomes [ System Program ], which is the button used to enter programming mode. To identify these buttons while programming, place the appropriate programming overlay provided with the system over the dialpad of the phone at extension 10 or 11.
4. Enter specific programming procedure codes.
Transfer Return Extensions (#306) For virtual extension 78 and 79 assigned to PARTNER Voice Messaging, use the following procedure to assign an extension as the Transfer Return extension. If a caller chooses to transfer to another extension before, during or after leaving a message in a subscriber mailbox and the call is unanswered, the communications system transfers the call to the Transfer Return extension.
Line Coverage Refer to Form A, Page 1, Line Coverage, VMS-Mail: 1. If check marks appear for any lines in this column, use the procedure in "Group Call Distribution" below. 2. If extension numbers are specified for any lines in this column, use the procedure in "Line Coverage Extension" below. Group Call Distribution (#206) To assign VMS-Mail lines checked on Form A Page 1, Line Coverage, to Hunt Group 7: 1. Press [ # ] [ 2 ] [ 0 ] [ 6 ]. 2. At the Group: prompt, press [ 3.
3. At the Data: prompt, enter the number of the extension specified in the VMS-Mail column. 4. To program another line, press [ number displays, 5. Repeat Steps 3 and 4 for each VMS-Mail line for which an extension number is written on Form A. 6. Continue with the next section, "Automatic VMS Cover." Next Item ] or [ Prev Item ] until the appropriate line Automatic VMS Cover (#310) Check Form B2 to see if Automatic VMS Cover is assigned to any extensions. If it is, follow the procedure below.
VMS Cover Rings (#117) Check Form A, to see if VMS Cover Rings is different from the factory setting of 3. If it is, follow the procedure below beginning with Step 1. If not, skip to Step 3 of the procedure below. To change the number of times calls ring before they are sent to the voice messaging system as indicated on Form A, Page 2, VMS Cover Rings: 1. Press [ # ] [ 1 ] [ 1 ] [ 7 ]. 2. Enter the VMS Cover Rings setting (1–9) specified on Form A. 3. Press [ 4.
5. At this point, do one of the following: ■ Go to Step 3 of the next procedure to program another button for this extension. ■ Press [ Central Tel Program ] and go to Step 2 of any button programming procedure in this section to program a button for a different extension. ■ Press [ Feature ] [ 0 ] [ 0 ] to exit.
5. At this point, do one of the following: Go to Step 3 of the next procedure to program another button for this extension. ■ Press [ Central Tel Program ] and go to Step 2 of any button programming procedure in this section to program a button for a different extension. ■ Press [ Feature ] [ 0 ] [ 0 ] to exit. ■ Voice Mail Messages This intercom Auto Dial button allows the subscriber to access PARTNER Voice Messaging with the touch of one button.
Verifying System Operation After you finish programming the PARTNER Voice Messaging and the communications system, you should perform the tests described in this section to verify system operation. If your system allows programming from extension 11, you should perform these tests from extension 11 leaving extension 10 for the receptionist to handle calls. Voice Mail Service Make a call to the VMS Hunt Group by doing one of the following: ■ If calling internally, press [ VMMsgs button.
Group Call Distribution (#206) 1. Call in on the first line that is programmed for Group Call Distribution. 2. PARTNER Voice Messaging should answer the call on the fifth ring and you should hear the general mailbox greeting. 3. Repeat this procedure for every line that has Group Call Distribution. Line Coverage Extension (#208) 1. Make sure VMS Cover is on at the owner's extension. 2. Call in and make sure the call goes to VMS Cover by the number of rings specified by, VMS Cover Rings (#117). 3.
Using PARTNER Voice Messaging This system serves as your personal answering machine. Callers from inside and outside your company can hear your personal greeting and leave messages in your mailbox. You can listen to your messages, save them, or discard them. You can create your own password to keep messages private. Helpful Hints ■ While using PARTNER Voice Messaging, you can: — Dial the next step of any procedure without waiting for a greeting or prompt to finish.
Logging into the System 1. Call PARTNER Voice Messaging. ■ If calling internally, press [ Intercom ] [ 7 ] [ 7 ] [ 7 ] or the programmed VMMsgs button. ■ If calling from outside the system, press [ * ] [ R ] ([ 8 ] [ 7 ]) during the general mailbox greeting. The system plays a greeting followed by: Enter mailbox number followed by a password. 2. Enter your mailbox number. 3. Enter your password. ✏ NOTE: Until you change it, the default password is 1234.
After the message plays, do any of the following: ■ Press [ 2 ] [ 3 ] to replay the current message header. Go back to Step 3. ■ Press [ 0 ] to replay the current message. Repeat Step 4. ■ Press [ # ] to skip the message and go to the next message header. Go back to Step 3. ✏ NOTE: If you press [ ] after listening only to the message header, the message remains as a new message. ■ Press [ * ] [ Next # Data ] ([ * ] [ 3 ]) to delete the message.
Changing Your Password To prevent unauthorized access to your mailbox and maximize system security, change your password the first time you log into PARTNER Voice Messaging and periodically thereafter. 1. Log into PARTNER Voice Messaging. The Voice Mail Menu plays. 2. Press [ 5 ] to change your password. The prompt says, "Please enter new password." 3. Enter four digits for the new password. You should use four random, non-sequential digits. The prompts says, "Re-enter password." 4.
Recording Your Personal Greeting Before you record, note that callers who hear your personal greeting can enter an extension number to transfer to another extension, or they can press [ 0 ] to reach the receptionist before or after your greeting plays. In your personal greeting, you may want to prompt the caller for these options. ✏ NOTE: If your mailbox is full, callers hear your personal greeting then the message "Sorry you cannot leave a message now because this user's mailbox is full.
Help If you have a problem with your voice messaging system, contact your System Manager. If the problem is not solved, in the continental U.S. call the Lucent Technologies Technical Service Center at 1 800 628-2888. Outside the continental U. S., contact your Lucent Technologies Representative or local Authorized Dealer.
PARTNER Voice Messaging Planning Forms Form 1: Mailbox Assignments ■ PARTNER Voice Messaging comes with four mailboxes which are factory-set with the extensions 10–13. ■ Mailboxes provide 5 minutes of message recording time or a maximum of 30 messages Mailbox Extension 1 10 2 11 3 12 4 13 Subscriber Name Completing this form To assign a mailbox to an extension other than the factory default, cross out the factory default and write in the extension to be used.
Form 2: General Mailbox Greeting The general mailbox greeting can supply frequently requested information so that your staff is free to assist customers or to perform other tasks more efficiently. Greetings can be up to two minutes long. Let callers know who owns each mailbox. For example, a greeting could be: "You have reached Hair It Is Salon. To leave a message for the business, press 1. To leave a message for Camille, press 2. To leave a message for Mary, press 3. To leave a message for Jay, press 4.
Lucent Technologies Bell Labs Innovations ® PARTNER Voice Messaging PC Card Quick Reference Card Logging In 1 Call PARTNER Voice Messaging: ■ If calling internally, press [ Intercom ] [ 7 ] [ 7 ] [ 7 ] or the programmed VMMsgs button. ■ if calling from outside the system, press [ * ] [ R ] ([ * ] [ 7 ]) during the general mailbox greeting. 2 Enter your mailbox number. 3 Select an option from the Voice Mail Menu: [ 2 ] to get messages. [ 3 ] to record personal greeting. [ 5 ] to change password.
Listening to Messages 1 Log into PARTNER Voice Messaging The Voice Mail Menu plays. 2 Press [ 2 ] to get messages. 3 Press [ 3 ] to play the message. The Message plays. 4 After message plays, press: [ 2 ] [ 3 ] to replay header. [ 0 ] to replay message. [ # ] to save message and skip to next header. [ * ] [ 3 ] to delete message. Recording Your Personal Greeting 1 Log into PARTNER Voice Messaging. 2 Press [ 3 ] to change your personal greeting. The greeting menu plays.
