R Welcome to VVP Comdial Small Office & VVP Serial Integration For DXP, DXP Plus, and FX Series Featuring Visual Voice Mail User’s Guide
This user’s guide applies to the following system and telephone models: System Model: • DXP systems with software 11B and later • DXP Plus systems with software 11B and later • FX Series telephone systems with software revision 12A and later Telephone Models: • Impact LCD • DigiTech LCD • Impression LCD Voice Mail Models: • Small Office & VVP 8.2 Contact your Comdial dealer for updates of this as well as other Comdial publications.
Table Of Contents Introducing The Versatile Voice Processing System Featuring Visual Voice Mail. . . . . What Is Voice Processing? . . . . . . . . . . . . . . How Do I Use Voice Mail? . . . . . . . . . . . . . Using Voice Mail Etiquette . . . . . . . . . . . . . About Your Telephone . . . . . . . . . . . . . . . . . Using The Visual Voice Mail (VVM) Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Using The Tutorial . .
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GCA70–347 Small Office & VVP User's Guide Introducing The Versatile Voice Processing System Featuring Visual Voice Mail Congratulations and thank you for using a Comdial voice mail system. This is a powerful system that can greet your callers and record your messages. Using the visual display and interactive buttons on your telephone along with the voice prompts, you’ll find the Small Office / Versatile Voice Processing (VVP) system with Visual Voice Mail (VVM) feature quick and easy to use.
Small Office & VVP User's Guide GCA70–347 Using The Visual Voice Mail (VVM) Feature You will quickly learn that as every voice menu or prompt plays, you will see a different message on your telephone display. Most of these messages offer you a choice of three different options. You select the option you want by simply pressing the interactive button adjacent to the desired item on your display. For example, suppose you are playing a message you received from another party.
GCA70–347 Small Office & VVP User's Guide Getting Started The password you will use to log-on to your mailbox the first time will be the same as your mailbox number which is your extension number. You can record this number in the space provided at the end of this guide. As soon as possible, you should personalize your mailbox by recording your name, greeting, and a new password. The first time you call voice mail and enter your password, you will hear a welcome greeting followed by the tutorial.
Small Office & VVP User's Guide GCA70–347 Using The Tutorial Versatile Voice Processing has a tutorial to help you personalize your mailbox when you first get it, and to learn some of the many and varied operations of the voice mail system. When enabled, the tutorial will play automatically every time you log-on to your mailbox. You can press ✻ any time while the tutorial is playing to turn it off.
GCA70–347 Small Office & VVP User's Guide Entering Your Voice Mailbox Before you can perform any task on your voice mail system, you must enter your mailbox, or log-on to your mailbox. After logging on, you will then be able to listen to messages left in your mailbox, send messages to other subscriber’s mailboxes, and change any of your mailbox options, such as your name or greeting. You can auto log-on by pressing the left button under your display.
Small Office & VVP User's Guide GCA70–347 Using Your Keypad To Enter Your Voice Mailbox Normally, you will auto log-on when entering your mailbox as described on the facing page. However, you can enter your mailbox from your telephone keypad as follows: 1. Press INTERCOM and dial the extension number for voice mail. Your system administrator can provide you with this number. 2. If you are using a password, dial this number when prompted by VVP. 3.
GCA70–347 Small Office & VVP User's Guide Listening To Your Messages Once you have logged-on to your mailbox, you can listen to any messages left there by your callers. The following chart illustrates the relationship between the displays you will see when playing your messages. However, when new messages are pending, and your tutorial is turned off, VVP goes immediately to display 3 (Playing message) and starts playing your first new message.
Small Office & VVP User's Guide GCA70–347 Using Your Keypad To Listen To Your Messages When you log-in to your mailbox, the system will play new messages immediately after you enter your password. (If you do not wish to listen to new messages immediately after logging in, press #.)You can listen to saved messages by entering the message menu. To listen to saved messages— • To enter the message menu, press 1. From the message menu— • To hear saved (old) messages, press 2.
GCA70–347 Small Office & VVP User's Guide Sending Messages You can send messages to the mailboxes of other VVP subscribers from your voice mailbox. Display 1 Main menu Msgs Send Opts Press Send Then, dial mailbox number of intended receiver. VVP plays recorded name for entered mailbox number and asks for confirmation. . . . or . . . Dial for dial-by-name directory.
Small Office & VVP User's Guide GCA70–347 Using Your Keypad To Send Messages You can send a message to another subscriber’s mailbox by pressing 2 from the main menu. VVP will ask you to enter the mailbox number of the person you want to receive the message; or to press ✻ if you want to use the dial-by-name directory. Press 1 to confirm your mailbox selection. Record the mailbox numbers that you call frequently on the personal directory page provided in the back of this guide.
GCA70–347 Small Office & VVP User's Guide Changing Your Options There are many voice mailbox options you can change such as your name or greeting. Many of these options you can change directly from the interactive buttons under your display, while others require you to press one of the buttons on your telephone keypad. These option changes and their associated displays are illustrated below.
Small Office & VVP User's Guide GCA70–347 Recording Your Name You need to record your name so the system can inform callers they are leaving a message or being transferred to the correct person. By recording your name, you will be included in the directory. 1. Log-on to your mailbox. The following display will appear: Main Menu Msgs Send Opts 2. Press Opts from the main menu and the options menu appears: Options menu Xfer Greet Exit 3. Press 1 on your telephone keypad while the options menu is active.
GCA70–347 Small Office & VVP User's Guide Recording Your Greeting You can record up to ten greetings for your mailbox if your mailbox class of service allows this feature. You may want to record at least two greetings. It is not necessary to record any greeting at all, but it is more personal if your callers hear a message from you in your voice. If you record more than one greeting, you can select which greeting will be played.
Small Office & VVP User's Guide GCA70–347 Sample Greeting 0 “Hello, this is Bob. I’m either on the phone or away from my desk. Please leave me a detailed message at the tone and I will return your call as soon as possible.” Sample Greeting 1 “Hello, this is Bob. Today is August 15 and I’ll be out of the office all day. Please leave me a detailed message at the tone and I’ll get back to you as soon as possible.” Greetings can be changed as often as you like.
GCA70–347 Small Office & VVP User's Guide Changing Your Password To change your password, log-on to your mailbox. The following menu will appear. Main Menu Msgs Send Opts Press Opts from the main menu to select the options menu. Options menu Xfer Greet Exit To enter a new password, press 3 on your telephone keypad while the options menu is active, and follow the voice prompts. NOTE: Always make your password at least four digits and select one known only to you.
Small Office & VVP User's Guide GCA70–347 Using Call Transfer When a call is received by Versatile Voice Processing, the call is either transferred to you at your desk and/or put in your mailbox if you are not available. If you are going to be away from your desk for an extended period, or do not wish to be disturbed, you can divert the calls from your desk to another phone or directly to your mailbox so Versatile Voice Processing can take a message.
GCA70–347 Small Office & VVP User's Guide Using Message Notification Message notification will call you at another telephone (at home or at the office) and inform you that you have messages in your mailbox. Your mailbox must be configured to provide this feature. It may be necessary to consult your dealer for advanced applications of this feature. 1. Log-on to your mailbox. Main Menu Msgs Send Opts 2. Press Opts from the main menu for the options menu. Options menu Xfer Greet Exit 3.
Small Office & VVP User's Guide GCA70–347 Reviewing Messages For Future Delivery You can record messages and save them for future delivery. Versatile Voice Processing will allow you to review these messages by using the review future delivery option. 1. Log-on to your mailbox. Main Menu Msgs Send Opts 2. Press Opts from the main menu for the options menu. Options menu Xfer Greet Exit 3.
GCA70–347 Small Office & VVP User's Guide Understanding Other Features This section contains descriptions of some of the other features of your Versatile Voice Processing voice mail system. Consult your system administrator or your dealer if you need additional information on any of these features. Your system may not have all of these features.
Small Office & VVP User's Guide GCA70–347 Setting Up Distribution Lists Your voice mail system can be set up with a list of mailboxes that can be included in certain messages. For instance, if you are a manager, you could create a list of all people that report to you so that you could send one message to everyone at once. You can create up to four, 10-member distribution lists.
GCA70–347 Small Office & VVP User's Guide Using The Record Feature The Record Feature enables you to record conversations and save them. (The record feature must be enabled by a technical on a per-mailbox basis.) Versatile Voice Processing allows you to listen to the recorded conversations by accessing your mailbox and listening to the conversations as you would a voice mail message. 1.
Small Office & VVP User's Guide GCA70–347 3. If you press the PAUSE softkey, recording will be paused and the system will display the words RECORDING PAUSED, RESUME, and STOP. Pressing RESUME will restart recording; pressing STOP will stop the recording. Record Paused... RESUME STOP Record Paused Display Listening To Incoming Messages The listen feature allows you to screen calls by listening to an incoming message and determining if the call needs your immediate attention.
GCA70–347 Small Office & VVP User's Guide 3. During the listening mode, the system will display the PICKUP and STOP options. Pressing the PICKUP softkey allows you to take the call and cancels the recording. The STOP option allows you to stop listening and continue recording the message.
Small Office & VVP User's Guide GCA70–347 Personal Directory Name 24 – Small Office & VVP User's Guide Mailbox Number
GCA70–347 Small Office & VVP User's Guide Important Numbers VVP’s Extension My mailbox # My password Number Record Multiple Greetings Here Small Office & VVP User's Guide – 25
NOTES
This manual has been developed by Comdial Corporation (the “Company”) and is intended for the use of its customers and service personnel. The information in this manual is subject to change without notice. While every effort has been made to eliminate errors, the Company disclaims liability for any difficulties arising from the interpretation of the information contained herein.
R Charlottesville, Virginia 22901-2829 World Wide Web: http://www.comdial.com/ Printed in U.S.A. GCA70–347.
