VOICE MAIL USER GUIDE
NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation (MITEL®). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document.
Quick Reference Sheet Ask your Administrator to help you complete this information. Write down the following important numbers, and keep them handy while using the voice mail system. Company Telephone Number: ________________________ Automated Attendant Number: ________________________ (The Automated Attendant replaces or assists a 'live' operator in answering and transferring calls to extensions or voice mailboxes.
Table of Contents Quick Reference Sheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 About Your Voice Mail System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Your Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Introduction Introduction About Your Voice Mail System The Mitel® 3300 Integrated Communications Platform (ICP) features an automated voice mail system for handling telephone calls and taking messages. The system provides you with a mailbox for sending and receiving messages, which you can personalize with your name, a greeting, and a private passcode. Easy to use • Use your telephone keypad to select options in the voice mail system menus.
Voice Mail User Guide Where to Get Help If you have any problems or questions about procedures, consult your Administrator (the person in your company who manages the communications system).
Accessing the Voice Mail System Accessing the Voice Mail System Calling the Voice Mail System for the First Time 1. Lift the handset (or use handsfree dialing). 2. Dial the Message Center extension. The system prompts you for your passcode. 3. Enter your default passcode. 4. Press .The system prompts you for a new passcode (you must change the passcode). 5. Enter your new passcode.Your new passcode must have the same number of digits as the default passcode.
Voice Mail User Guide After you have entered the number, the system reads it back to you. Press the number, to review it, or to discard and re-enter it. to accept 15. You have now successfully set up your mailbox, and can send and listen to messages. Calling for Messages With the Message Light On 1. Press the Message key or dial the Message Center extension. 2. The system prompts you for your passcode. Enter your passcode. 3.
Using the Voice Mail System Using the Voice Mail System This section describes the options available in the voice mail system. After you call the system and access your mailbox, choose from the menus and options shown below. Tip: After playing or sending messages, the system may return you to a previous menu with different options than the menu you were just using.
Voice Mail User Guide Playing Your Messages Press to play your messages. After listening to a message, choose an option from the “Play” menu. You can also use these options while listening to a voice message. Play Again Answer Repeat the message just played Send a response to the person who sent the message Give Send the message to another mailbox or forward to an e-mail address Keep Save this message and play the next (if any) Discard Delete the message just played and play the next (if any).
Using the Voice Mail System After recording your message, you can choose an option from the “Send” menu: Review Listen to the message you just recorded Discard Replace the recorded message with a new one Append Add to your recorded message Message Addressing Options Provides the following message addressing options: Confidential Receipt Urgent Prevent the receiver(s) of your message from forwarding it Request notification that your message has been heard Place this message first in the destination
Voice Mail User Guide Personal Contacts Program alternate numbers where callers can contact you instead of leaving a message. See “Personal Contacts” on page 21 for more information. Forward to E-mail Enable or disable the forward voice mail to e-mail feature. See “Forward to E-mail” on page 22 for more information. Exit Options Exit User Options menu. Quick Messaging Quick Messaging allows you to leave messages for yourself or fellow employees without ringing their telephone or accessing your mailbox.
Using the Voice Mail System To call another extension when you are logged in your personal mailbox: 1. Press to transfer to the Auto Attendant. 2. Dial the extension you want to reach. If Name Dialing is enabled on the system, you can use the keypad to spell the name of the party you want to reach. Name Dialing When enabled, the Name Dialing feature allows you to reach a mailbox user from the Auto Attendant by dialing the user's name on the keypad.
Voice Mail User Guide Checking More Than One Mailbox To check more than one mailbox during a single call to the system: 1. Check messages in the first mailbox as you normally do (see “Calling for Messages” on page 10). 2. After you finish with that mailbox, press to return to the Auto Attendant. 3. Press when you hear the company greeting. The system asks for the new mailbox number. 4. Enter the mailbox number. Repeat steps 2 to 4 for each mailbox that you wish to check.
Using the Voice Mail System To set Message Notification: Follow the procedure below to set your Message Notification options. At any time, you can press to skip to the next option, or to exit Message Notification. 1. Call the voice mail system and access your mailbox. 2. Press for User Options. 3. Press for Message Notification. 4.
Voice Mail User Guide 6. Enter a destination mailbox number using the keypad. The system reads back the name or number of the mailbox user. If you normally use a dialing prefix to call the mailbox user, enter that prefix before the mailbox number. 7. Continue entering destination mailbox numbers. When you are done, press . To review a distribution list: 1. Call the voice mail system and access your mailbox. 2. Press for User Options. 3. Press for Distribution List. 4.
Using the Voice Mail System Mailbox Greetings Using Mailbox Greetings Effectively There are two types of mailbox greetings: “permanent” and “temporary”. You record the permanent greeting when you access your mailbox the first time. Temporary greetings override the permanent greeting for the specified duration. If there is no temporary greeting, callers accessing your mailbox will hear the permanent greeting.
Voice Mail User Guide To change a permanent greeting: Tip: You create your initial permanent greeting when you first access your mailbox to set your passcode, record your name, and record your permanent greeting. 1. Call the voice mail system and access your mailbox. 2. Press for User Options. 3. Press for Greeting. 4. Record your greeting. To end the recording, press any key. The system plays back your greeting. Press save it and exit.
Using the Voice Mail System Personal Contacts Personal Contacts allow you to store alternate numbers where callers can contact you instead of leaving a message. Callers are prompted in the greeting to press a key to have their call transferred to the alternate number—they are never told the number. You can program up to ten (10) Personal Contacts, assigning a Personal Contact key (0–9) to each number. You then add information about these personal contact keys in your mailbox greeting.
Voice Mail User Guide 7. Press when you are done. 8. Update your greeting to include the prompts for the new numbers that you assigned. Tip: If you program an invalid number, callers will be forwarded to the Auto Attendant when choosing that personal contact. Forward to E-mail Forward to E-mail allows you to forward voice messages, including Record-a-Call messages, to an e-mail address. You can choose to manually forward voice messages, or automatically (always) forward all voice messages.
Using the Voice Mail System 3. Enter the destination e-mail address. 4. To automatically forward all voice messages, set “Messages Forwarded” to “Always”. 5. If you want messages to be automatically deleted after you forward them, set “Delete after Forwarding” to “Yes”. Tip: When “Delete After Forwarding” is disabled, your telephone’s message waiting lamp indicator continues to flash even after the message is forwarded to e-mail.
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Helpful Hints Helpful Hints 24 Hour Touch-Tone Accessibility The voice mail system functions 24 hours a day, 7 days a week. All you need is a touch-tone telephone to check messages anytime, from any location. Listening to Messages The “Pause”, “Rewind”, and “Fast Forward” options in the “Play” menu apply only while you are listening to a message. Use these keys to replay information you missed, to pause a message so you can write something, or to quickly move ahead to another message.
Voice Mail User Guide Type Ahead You don’t need to listen to all menu prompts before pressing a key selection; the prompts are only for your convenience. If you know which keys to use, type ahead and move through the system as fast as you wish. Message Length and Conditions There is no time limit on message length, but after five minutes the system interrupts the caller and asks if they wish to continue. If there is no reply, the system stops recording and hangs up.
