Using PARTNER® MAIL VS System Release 5 585-322-531 Comcode 108355140 Issue 1 December 1998
Copyright 1998 Lucent Technologies All Rights Reserved Printed in U.S.A. 585-322-531 Comcode 108355140 Issue 1 December 1998 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 Using PARTNER MAIL VS System Release 5 ..............................1 Helpful Hints ...................................................................................1 Logging In to Your Mailbox ...........................................................3 Creating a Message .......................................................................5 Listening to Messages ...................................................................6 Forwarding a Message ................................
Using PARTNER MAIL VS System Release 5 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, forward, or discard them, and you can create your own password to keep messages private. You can also create messages to send to other subscribers.
■ ■ ■ ■ ■ ■ ■ You can listen to prompts in one of three available languages. See your System Manager for more information. You can adjust the playback volume while listening to messages. When a message is sent to your mailbox, the PARTNER MAIL VS system turns on the message light on your system phone. After you listen to all of your new messages, the system turns off the message light. Your System Manager can change the amount of storage space for your mailbox.
■ ■ If the Call Screening feature is available on your system, you can listen while a caller is leaving a message in your mailbox. You can prevent calls from ringing at your telephone by pressing the Do Not Disturb button (if one has been programmed). Logging In to Your Mailbox To listen to your messages or to send voice mail, you must first identify yourself to the mail system by logging in to your mailbox. 1.
4. Select an option from the Voice Mail Activity Menu: to create and send a message. 1 2 3 4 5 6 7 *8 0 to listen to messages. to change your personal greeting. to administer a personal operator. to change your password. to administer Outcalling. to administer Personal Group Lists. to transfer to another extension. to transfer to the receptionist at extension 10.
Creating a Message To send a message to one or more subscribers: 1. Log in to your mailbox. The Voice Mail Activity Menu plays. 2. Press 1 to create a message. The prompt says, “After recording, press 1. Record at the tone.” 3. 4. Record your message and press 1 to end recording. When you are done recording, do one of the following or go to Step 5: Press to re-record your message. Return to Step 3. 21 Press 23 to play back your message. Repeat Step 4. Press *3 to delete your message. Go to Step 2.
Listening to Messages When you log in to your mailbox to listen to messages, new messages are played before old/saved messages. All new messages are played in the order in which they were received. Note that after you have listened to a new message, it becomes an old message. However, if you press after listening only to the message header, the message remains as a new message.
Forwarding a Message You can forward a message up to thirteen (13) times. After listening to a message in your mailbox: 1. Press 12 to forward the message with a voice comment. The prompt says, “After recording, press 1. Record at the tone.” 2. 3. Record your voice comment and press 1 to end recording. When you are done recording, do one of the following or go to Step 4: Press to re-record your voice comment. Return to Step 2. ■ ■ ■ 21 Press 23 to play back your recorded comment. Repeat Step 3.
Transferring to an Extension While logged in to Voice Mail Service, you can transfer to another extension. To transfer: 1. Press *8. The prompt says, “Please enter extension number.” 2. Enter the extension number that you want, or press receptionist's extension.
3. If the system is set for Bilingual Mode, do one of the following: Press to record your personal greeting in the Primary Language. 1 Press 2 to record your personal greeting in the Secondary Language. Otherwise, skip this step. 4. 5. If you want to listen to the current greeting before you change it, press If not, go to Step 5. Lift the handset and press 0. 1 to record your greeting. The prompt says, “After recording, press 1. Record at the tone.” 6.
Administering a Personal Operator 0 A caller to your mailbox can press before or after leaving a message to transfer to your personal operator. You can specify the extension of the person you want to receive calls for you. In your greeting, be sure to remind callers that they can press to reach a receptionist. 0 If you do not specify a personal operator, callers who press to the receptionist at extension 10. 0 are transferred To administer your personal operator: 1. Log in to your mailbox.
Changing Your Password To prevent unauthorized access to your mailbox and maximize system security, change your password the first time you log into Voice Mail and periodically thereafter. It is strongly recommended that you use a 4-digit password. If you forget your password or have difficulty logging in to the voice mail system, see your System Manager. To change your password: 1. Log in to the PARTNER MAIL VS system. The Voice Mail Menu plays. 2. Press 5 to change your password.
Outcalling Your System Manager may allow you to use the Outcalling feature. With Outcalling permission, you can specify up to five different numbers that the mail system will call when you receive a new message. If you turn Outcalling on, the mail system calls the designated telephone or pager numbers in the order in which they are stored in the Outcalling list. After the mail system dials a specified telephone number, it plays a message that identifies the call as coming from the mail system.
Turning Outcalling On/Off Press 1 to turn the Outcalling feature on (or off). NOTE: If you turn off the Outcalling feature, your predefined Outcalling number and schedule are saved in the system. Listening to Outcalling Numbers 2 Press to hear the Outcalling number(s) that you have programmed in your Outcalling list. Getting Instructions Press 3 to hear instructions on how to enter your Outcalling numbers.
Example Your Outcalling number is a paging system (555-1234). To place the call, the voice mail system must access an outside line, dial the number, wait several seconds for the paging system to answer, enter your PIN, and a callback number.
4. Choose an option: ■ Press for Outcalling to a telephone number. ■ Press 1 2 for Outcalling to a pager number. The prompt says, “Enter outcalling number. When finished, wait for confirmation.” 5. Enter your Outcalling number. After you enter the last digit, the system waits a few seconds, then prompts, “If finished, press *#. To continue entering the Outcalling number, press 1.” 6. At the prompt, do one of the following: Press if you have finished entering the Outcalling number.
3. Do one of the following: ■ Press to accept the current start time. # ■ Enter the start time using the 24-hour format of HHMM (where HH represents the hour and MM represents minutes), followed by . Example: Enter 1930# for the start time of 7:30 p.m. # The prompt says, “Enter Outcalling end time in the format of... To skip, press #.” 4. Do one of the following: Press to accept the current end time. # ■ ■ Enter the end time using the format shown in Step 3.
Modifying the Number of Outcalling Cycles You can specify the number of times the system calls each number on the Outcalling list (that is, the number of times the system cycles through the list). You can specify from one to nine cycles. The default number is three cycles. 1. Press 7 to specify the number of Outcalling cycles. The system plays the current number of cycles and prompts you to enter the number of times the Outcalling list should be called. 2. Enter the number of cycles followed by 17 #.
Administering Personal Group Lists You can create and maintain up to 10 Personal Group Lists, consisting of up to 48 mailboxes each, to save time addressing and sending messages to other subscribers on your system. 1. Log in to your mailbox. The Voice Mail Activity Menu plays. 2. Press 7 to administer a Personal Group List. The system says, “To create a Group List, press 1. To review or modify a Group List, press 3. If finished, press *#.
Reviewing, Deleting, or Modifying Group Lists 1. To review, delete, or modify Group Lists, press 3. The system plays the first Group List and the number of entries it contains. It then plays, “To review or modify the Group List, press 1. To delete the Group List, press *3. To skip, press #. If finished, press *#.” 2. Do one of the following: To delete the Group List, press . The system plays the next Group List and the number of entries it contains. It plays the prompt shown in Step 1. *3 ■ ■ ■ 3.
Recording Calls This feature allows you to record a conversation while you are active on a call at your extension. NOTE: The Record-a-Call feature is not available to all users on all systems. See your System Manager for feature availability. To begin recording a call: 1. Press the preprogrammed Record-a-Call (RAC) button. When the system answers and there is space in your mailbox, the system confirms that it will begin recording. 2. Begin speaking.
Screening Calls This feature allows you to listen to a caller leaving a message in your voice mailbox. NOTE: The Call Screening feature is not available on all systems. See your System Manager for feature availability. For more information about using this feature, see the instructions that came with your communications system. To use this feature: ■ ■ ■ You must have a Call Screening button (with lights) programmed on your telephone before you can use this feature. See your System Manager.
Locking Your Telephone This feature allows you to secure your telephone when you are away from your desk for extended periods. You use this feature when the telephone is idle or while active on a call. When you lift the handset or activate the speakerphone on a locked telephone, you hear silence. Locking a System Telephone f21. 1. Press the Station Lock button or press 2. Enter a four-digit code using digits 0 to 9. 3. Re-enter the four-digit code to lock your telephone.
Programming a Voice Mail Auto Dial Button You can program a Voice Mail Auto Dial button on your telephone for one-touch dialing into the voice messaging system. Never program a password on an Auto Dial button. To program a Voice Mail Auto Dial button: f00. 1. Press 2. Press a programmable button. 3. Press left 4. i777. Press f00 to exit. 5. Label the button on your telephone.
Using Dial Code/Button Features To: Call Voice Mail Service Press: i777 Turn voice mail coverage on and off Send calls to your mailbox without ringing your extension first Transfer outside callers to another subscribers mailbox or programmed Voice Mail Auto Dial button Programmed VMS Cover button Programmed DND button to turn it on (and VMS Cover button if present). If no VMS Cover button is programmed, Automatic VMS Coverage must be on.
Getting Help After logging into Voice Mail Service, you can press *4 to repeat a prompt. If you have a problem using your voice messaging system, contact your System Manager. If the problem is not solved, in the continental U.S. contact your local Authorized Dealer, or 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.
3 Fixed Features 1 Transfer 2 Conference 4 About Your Phone 1 Buttons and Lights 2 Display 3 Speakerphone 4 Volume 5 Ring Patterns One beep after an information segment means there is more information about the subtopic. Two beeps indicate the end of the information. At one beep, do one of the following: to replay the previous segment. Press Press *4 # to play the next segment. At two beeps, do one of the following: Press to replay the previous segment. *4 Press # to return to the main menu.
