ROR Voice Mail User Guide Xplus100 Flash Voice Mail Mailbox Owner’s Guide Record of Revisions
Record of Revisions Catalogue Number Initial Release Release Date Supercedes Comments October, 2007 Flash Voice Mail Mailbox Owner’s Guide Table of Contents
Table of Contents 1 INTRODUCTION .................................................................................................................................. 1-1 CAPABILITIES ........................................................................................................................................... 1-1 DOCUMENT OVERVIEW ............................................................................................................................ 1-2 DOCUMENT CONVENTIONS ...................
List of Tables LOT Table 1. Document Conventions ............................................................................................
1 Introduction The Xplus100 Voice Flash Voice Mail is a powerful, compact voice processing system that uses state‐of‐the‐art Digital Signal Processing hardware and software, interfaced with the Xplus100 compact communications platform. All voice processing uses digital voice processing chips for the utmost in voice clarity and reliability.
In addition, the system provides: Playback controls when sending or reviewing messages. A temporary greeting. In order to simplify message storage, two queues are used. The new message queue stores all messages which have not been reviewed by the subscriber. The saved message queue is used to store already reviewed messages for future action. As messages are recorded, they need to be stored in such a way that they can be retrieved efficiently. The system stores messages in mailboxes.
Chapter 5: Message Information ‐ this chapter describes how to listen to message information such as time and date of delivery and sending copies to others in the voicemail system. Chapter 6: Additional Operations ‐ this chapter provides instructions on how to change your mailbox greeting, review your greeting, delete your greeting, record your name, and how to record, review and delete a temporary greeting.
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2 Learning the System The best way to learn how to use the system is to experiment. No actions that you take can damage the system. It is recommended that you learn the operation of the system by sending messages to yourself. Access the personal options and change them. Changes are not permanent except when deleting a message. The system is programmed to respond when any of the twelve telephone keys are pressed. If no key is pressed in response to a prompt. The system repeats the caller’s options.
Interrupting the Prompts - Dial Ahead Function You can interrupt most prompts if you know what you want to do. You can even enter several commands at once. How to Use this Guide 2 This guide gives you 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 Chapter 3‐Getting Started and Chapter 4‐Basic Operation.
3 Getting Started Accessing Your Mailbox Call the Voice Mail system by pressing your dedicated Voice Mail key on your phone or dial the Voice Mail system hunt group number: 453. The hunt group number is a number assigned by your administrator in system configuration so that users can dial directly into the voicemail system and access the features. You will automatically be routed to your own mailbox.
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4 Basic Operations Reviewing Your Messages Messages in your mailbox come from two places: other subscribers or non‐ subscribers who will leave voice messages while you are on the telephone or unavailable. Messages are presented to you in the following order: new messages, skipped messages, and saved messages. After the last new message has been presented to you, the system searches the mailbox to see if there are any remaining new messages to be reviewed.
You may cancel message review at any time by pressing *. Any message not completely reviewed and either saved or deleted remains in the new message queue. If a subscriber forgets to press * to cancel review and just hangs up, all partially reviewed and unheard messages also remain in the new message queue. Playback Controls As you become more experienced, you will want to control the playback of the messages you’ve received.
Skip a Message You may skip to the next message while listening to any message by pressing #. Cancel Play of Messages You may cancel message review by pressing *. Any message not completely reviewed remains in the new message queue. If a subscriber forgets to press * to cancel review and just hangs up, all partially reviewed messages also remain in the new message queue.
keeps the mailbox clear and reduces the need for system storage capacity. 1 Reviewing → 3 → Delete → # → Confirm Deletion Request Once a message has been deleted, it cannot be retrieved. Reply to a Message A user can reply to a message sent from another subscriber’s mailbox by dialing one key. Therefore, subscribers should enter their own mailbox to record a message before sending so that recipients may conveniently reply.
5 Message Information Sometimes a subscriber wants to know details about a message such as who sent it and the time and date it was delivered. This information is called Message Information. The message information can be heard at any time while listening to the message by pressing 5. 1 Review → 5 → Listen to Message Information The time and date stamp on a new message always relates to message delivery. Once a message is saved, the time and date stamp refers to the first time it was saved.
Sending a Message 2 Record → # Message 1 2 3 * → Message Acceptable # Review Message Re-record Message Append to Message Cancel Message → Enter Destination Mailbox * Cancel → Send the Message # To send a message: 1. Press 2 at the Main Menu to Send a Message. The system prompts you to begin recording your message. 2. Record the message. 3. Press # to end the message.
6 Additional Operations Changing Your Mailbox 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 your schedule and to encourage callers to leave detailed messages. To change your mailbox greeting, temporary greeting or recorded name, simply enter personal options from the mailbox menu by pressing 3 and select 1 for Greetings.
4. Press 2 for Mailbox Greeting. 5. Record your greeting, and then press # . Reviewing Your Greeting You may use Personal Options to review your recorded greeting. To review your mailbox greeting: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greetings. 3. Press 1 for Review. 4. Press 2 for Mailbox Greeting. Deleting Your Greeting The standard system greeting (recorded name) may be chosen at any time by deleting your recorded greeting without recording a new one.
Recording Your Name You should record your name the first time you use your mailbox. The recording of the name will be used: (1) to verify destinations, or (2) as part of a system‐generated personal greeting. You may change the way your name is recorded at any time. To record your name: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greeting. 3. Press 2 for Record. 4. Press 1 for Name. 5. Record your name, and then press #.
Review Your Temporary Greeting To review your temporary greeting: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greetings, and then press 1 for Review. 3. Press 3 for Temporary Greeting. Delete Your Temporary Greeting To delete your temporary greeting: 1. Press 3 at the Main Menu for Personal Options. 2. Press 1 for Greeting, and then press 3 for Delete. 6 3. Press 3 for Temporary Greeting.
7 Passwords There is one password that is associated with each subscriber mailbox. Each password is four digits long. Zero should not be used as the first digit. A temporary password is given to each subscriber and is used to enter the system for the very first time. It should not be used again. Your password should represent numbers that are easy for you to remember yet not easily guessed by other people.
Turn Outcall On/Off Once the outcall schedules have been programmed, outcall notification can be turned on and off whenever desired. Outcall On/Off is a toggle. If outcall notification is on, this procedure turns it off. If outcall notification is off, this procedure turns it on. To Turn Outdial ON or OFF: 1. Press 3 from the Main Menu for Personal Options. 7 2. Press 3for Outcall Notification, and then press 1.
