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Voice Mail User`s Manual

1. 5 14 Index Answering a Call Back from Voice Mail 3 3 Answering machine ServiCe eeeeeee 4 1 Answering message Extension answering Service 4 3 Trunk answering Service 4 14 Answering message checking 4 6 4 12 Answering message deleting 4 7 4 13 Answering message recording 4 6 4 12 Answering message switching 65 4 7 Automated attendant c cece ee teeter eee 4 3 Automatic call recording eeeeeeeeeeeeees 3 2 Automatic Call Recording 2 0 0ee 3 5 Automatic call recording for remote conference Set a dasa gee ieee Sade ee poea scan anne E 3 5 Automatically calling a trunk line after recording a MOSSAQGEC 0 ee ceee cece cece eee eerten eee seeeeee eens 2 17 Basic operation cceeeeeeeeeeeeeeeeeeeeeen eens 2 2 Broadcast Message seceeeeeeeeeeee tenes 2 8 Broadcast message checking 00 2 9 Broadcast message deleting 2 9 Broadcast message recording 06 2 8 Busy line attendant cc cecceeeeee eee erence eee 4 4 Call information setup 0 eeeeeeeeeeees 5 6 Call recording S rviCe ccceeeeeeeeees 1 2 3 1 NSIS dessert ve tectar ceadae men acenescaancnctetenteanss 3 2 Call Recording Service iare E E E 3 5 Calling a telephone using the extension an
2. of ISDN line is used you can record a message in the same manner When the extension you called is using the extension answering service Voice Mail will operate as shown below 2 Function to directly call an extension To enable this function a setting must be made during installation For details check with your system Note administrator Call an extension Example When the extension number of the other party is 100 press 100 The answering message is heard e When you can record a message Example We have no attendant available now please leave your message Two short beeps Record your message e When you cannot record a message Example We have no attendant available now Please call back again The service has been set to not record messages from the caller Call back later Hang up Your message has been recorded Listening to Messages from an Outside You can listen to the messages in your mailbox from a trunk line from your venue outside the office To enable this function your call must be transferred to an extension with the function to directly call an extension DIL DID NTT dial in or sub address dial in of ISDN line have your call answered and transferred to an extension with the automated attendant set up e You can listen to the messages only when the telephone with the messages recorded has the automated e While you are away use a telephone capable of generating DTMF dial A CAUTION attendance set
3. 6 2 Press Cai Wait for the other party to answers Hang up Calling Soon after Listening to the Message from a Trunk Line After accessing your mailbox from an outside telephone and listening to message while you are away from your office you can terminate Voice Mail service and make a call 1 Access your Mailbox from an outside telephone and listen to message while you are away from your office e Using the extension answering service Refer to Listening to Messages from an Outside P 4 9 in Using the Extension Answering Service P 4 3 e Using the trunk answering service Refer to Step 1 to 6 in Listening to Messages from an Outside P 4 14 in Using the Trunk Answering Service P 4 12 2 Press G 50 is the Service Code for extension calling 2 18 Recording a Message 3 Press the extension number you wish to call Press the extension number you wish to call while tone special dial tone different from usual one is heard 4 Wait for the other party to answers 5 Hang up end the call L If you wish to calling a trunk line soon after listening to a message from the trunk Press 51 in the above Step 2 Then perform the following operations Note 1 Press user ID 2 Press the number of the phone you wish to call 3 Wait for the other party to answers 4 End the call Making E mail Notification Automatically When a Message Is Recorded When a message is
4. Pat Sets the daily pattern for the automatic switching op terns eration mode when using the Trunk answering serv ice Weekly Night Service Sets the operation mode weekly schedule when using SA Switching the Trunk answering service Holiday Night Service Sets the operation mode schedule on a specific day SA Switching IN Conversation Recording Sets the call recording destination extension number Destination for Trunk line automatic call recording recording box specification and automatic call recording for outgoing call Programmable Function Key Sets the function keys for mailbox Voice Mail serv ice call recording service answering machine and answering message switch zZ Conversation Recording Sets the call recording destination extension number Destination for Extension automatic call recording recording box specification and automatic call recording for outgoing call Z Extension Department Sets Circular Routing to extension department group basic data setup group No of department group calling number to re ceive orders when message ordering service is used Extension group setup on a Sets department group numbers to virtual extension telephone numbers to which incoming calls are sorted when the message ordering service is used Incoming Ring Group for Selects Voice Mail when using the Trunk answering Normal Ring Trunk service DIL Assignment Sets the extension number to r
5. Step 6 it may take approximately 1 to 2 minutes before the voice guidance The message has been registered is heard This time differs depending on the number of destinations and the recorded time of the message Using the broadcast abbreviated number You can record a message to all the mailboxes registered to a broadcast abbreviated number maximum 100 mailboxes To enable the broadcast abbreviated number a setting must be made during installation For details check with l your system administrator CAUTION 2 Broadcast Abbreviated Number A broadcast abbreviated number is more than one person s mailbox number registered to one number Note 1 Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center uigance This is Voice Service Center The Mail Box number please 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 uigance Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 Guidance Service code please 5 Press D cuieance Please dial abbreviated number Recording a Message 6 After a beep was heard press the broadcast abbreviated number 0 to 9 and then uigance Please record your message Two short beeps 7 Record the message 8 When you finish recording press Q Guigance Th
6. directly the mailboxes to record a message tO eee cece eect cece eee eeeeeeeeeee 2 13 Using the broadcast abbreviated number 2 14 Remaining recording time warning indication 1 5 S Sending a message to another person after SOMN G ii ereman o ra eS 2 12 Transferring to more than one person s MADOX oreari eat ae an EE 2 12 Transferring to one person s mailbox 2 12 Service Option Code List eeee 2 2 Setting to use Voice Mail 0 e 5 3 Basic SCtUD 0 ceeeee cece ee eeee tenets teen eeeenes 5 3 Call information setup 6 c eeeeee 5 6 Live recording Setup cceeeeeeeeeeeee eee 5 6 Mail Dox SCtUD ceeeeee eee eeeeeeeeeeeeneenes 5 5 Message recording setup eeeeee 5 5 Other settingS cceeeeeeeeeeeeeee ees 5 11 Voice announcement Service Option 5 9 Voice Mail automated attendant data setup 5 7 Voice mail multiple address group setup 5 8 Voice prompt language assignment for each Mal DOK eria aea a L E E RE 5 8 Voice prompt language assignment for system based E 5 8 Setting up an automatic calling 2 15 Calling a trunk line eenen 2 15 Calling an extension senses senene 2 16 Skipping backward the re play of a message for a fixed tM 2 eee ee cece nenen nennen eeeeeeeeeeeeees 2 11 Skipping forward the re play of a message for a fixed tiIME 2 eee
7. recorded in the voice mailbox If 0 Not delete is set a request for recording after 500 messages is rejec ted Mail Box Setup lt PRG 40 02 gt Setting authority level IN Installation service SA System Administrator 1 Setting author Setting data ity lev Mailbox num Dial number and Adds and changes a mailbox ber maximum 8 digits Set the same number as the exten sion extension department group number Password Dial number x and Sets a password for a mailbox maximum 4 digits A mailbox can be used without this setting Message Recording Setup lt PRG 40 03 gt Setting authority level IN Installation service SA System Administrator 1 5 5 Upon Management Setting au thority oo 2s Recording time 1 to 10 minutes Sets the maximum recording time of IN answering service message recording possible the mailbox mit the answering message of the mail box or the fixed guidance Automatic an 0 Disable swering mes 1 Enable sage transmis sion for Busy line When you receive a second call while on another call sets whether to trans mit the answering message or not Guidance when 0 Fixed guidance When the answering service cannot re recording im 1 Answering message of cord messages sets whether to trans Live Recording Setup lt PRG 40 04 gt Setting authority level IN Installation service SA System Administrator 1 Setting au S
8. server Encryption set ewes Disable EnD this to 1 enable when the POP3 ting 1 Enable server requires encryption connection Account name Max 48 one byte charac Not set Sets the login account name for con IN ters nection to the POP3 server Password Max 48 one byte charac Not set Sets the login password for connection IN ters to the POP3 server Other Settings Next settings are set up as required for Voice Mail operation For details consult the sales agency Setting authority level IN Installation service SA System Administrator 1 10 1001 Date and Time Setup and Time Date and Time Setup Sets the date and time transmitted on guidance the date and time transmitted on Sets the date and time transmitted on guidance poor 07 Conversation Recording Re Sets the number of call recording used to secure con source ference resource for call recording 11 04 Virtual Extension number Sets virtual extension number to receive orders when setup message ordering service is used 11 07 Extension Department Sets an extension department group pilot number group pilot number setup when message ordering service is used 5 11 Upon Management 11 12 39 Voice Mail Center Access Sets the number to access the Voice Mail Center de fault 839 12 01 Night Mode function Setup Selects the switching method for system operation mode when using the Trunk answering service wn Z 12 02 Automatic Night Service
9. telephone and answer the call To enable the call recording service a setting must be made during installation x CAUTION 1 While receiving a trunk call or calling a trunk line When you are calling a trunk line proceed to Step 4 2 Lift the handset When your telephone has been set up to answer the call by just lifting the handset up proceed to Step 4 3 Press or the flashing trunk line key 4 Talk with the other party The call recording starts and the call recording key will rapidly flash in red 5 Press the mailbox number to save the recorded conversation to and then or press the mailbox key Using the Call Recording Service Trunk Call 6 Hang up The recorded conversation will be sent to the mailbox specified in Step 5 2 Changing the mailbox to save the recorded conversation to Before hanging up perform Step 5 again Note In case a beep is heard after Step 5 Because the number of recorded messages in the specified mailbox exceeds 500 therefore the destination mailbox is not confirmed Specify another mailbox To one mailbox up to 500 messages can be recorded If you wish to specify whether to record the call for each trunk line You can specify for each trunk line whether to record the call or not on telephones where you can record conversation In this case a setting must be made during installation For details consult the sales agency Manual Call Recording lt Manual C
10. the voice guidance 4 4 Extension Trunk answering service 1 3 Following the voice guidance to listen to IMOSSAGES 22 ee cece ee cece ee eeceee ee eeeeeeenereeenerenes 2 6 Functions to manage your mailbox 2 10 Installation environment ceeeeeee eee ees 1 5 Key lamp display 0 ceeeeeeeeeeeeeeeees 1 7 Listen to broadcast message 2 9 Listening to messages 2 6 Mailbox key 0 ceeceeeeeeeeeeeee ec eeeeeeeeeeee 2 6 VOICE QUIDANCE 2 eee ee cece ee eee een eee etnies 2 6 Listening to messages from an outside 4 9 4 14 Calling an extension directly 4 9 Calling the Voice Service Center 4 10 Live recording SCtup eeeeeeeeeeeeeneee eens 5 6 MalD OX isis metanina uhaten niai 2 1 5 2 Mailbox key 0 00 eeceeeeeceee eee ee eee eeeeeeeaeeneees 2 6 Mailbox key on the DSS console 1 8 Mailbox management sheet 0 5 14 Mailbox SCrViCe 0 cece eee eeeeeeeeeeeeeeeneeneen eens 1 2 Mail box SCtUD ceeeeeeeee eee eeneeeeeneenes 5 5 Mailbox type S ceeceeeeeceeeeeceeeneeeeenenenes 5 2 Maintenance and Changing the Equipment 5 2 Index 1 Making E mail Notification Automatically When a Message Is Recorded eceeeeeeeeeees 2 19 Making Voice Mail call you automatically when a message is recorde
11. to another person s your own mailbox to pass on information or to take notes by voice Recording a message directly to another person s mailbox You can directly record a message to another person s mailbox Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center This is Voice Service Center The Mail Box number please 3 Press the mailbox number of the person s mailbox and then Example If the mailbox number of the person s mailbox is 107 Press 107 sud Please record your message and two beep 4 Record a message 5 Hang up This completes the recording of a message to another person s mailbox Record message for more than one person in a single procedure lt Broadcast Message gt You can record messages for more than one person A large lamp flash it on a Digital Key Telephone A Destinations of the Broadcast Messages telephones on which parties can listen are set during the installation For details consult the sales agency CAUTION Recording Checking Deleting the Broadcast Message Recording a Message Lift the handset 2 Press 22 is the Service Code for Record Play Erase the VRS Broadcast Message default 3 Press 7 is the number to record Record a message Hang up 2 8 Recording a Message This completes the recording of a Broadcast Message A large lamp of a Digital Key Telephone that enables you to listen
12. 0 5 Record the answering message from the handset 6 Hang up This completes the recording of an answering message a When putting the handset down please put it down quietly If you put it down harshly unpleasant disconnecting sound will be recorded at the end of the answering message CAUTION Checking The registered answering message can be re played and checked Using the Trunk Answering Service 5 6 Lift the handset Press GD 20 is the Service Code for editing the VRS message default Press 5 is the number to listen to a message Press the VRS message number 001 to 200 The registered answering message is re played Hang up This completes the checking of an answering message Deleting The registered answering message can be deleted and checked 1 2 5 6 Lift the handset Pres 0 20 is the Service Code for editing the VRS message default Press 3 3 is the number to listen to a message Press the VRS message number 001 to 200 The specified answering message is deleted Hang up This completes the deleting of an answering message Specify a Answering Message lt Specifying the answer message number of trunk answering service gt You can specify a number 000 to 100 of the answering message transmitted when using the trunk answering service 1 Press Gan 2 Press G 3 36 is the Service Code for Change the guidance m
13. CAUTION Changing the Re Play Order of Messages When you are listening to messages inside your mailbox you can select whether to listen to the latest recorded message first or listen to the oldest one first 1 Lift the handset 2 Press 8 OO 839 is the Service Code default of Voice Service Center uigance This is Voice Service Center The Mail Box number please 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 Guigance Password please If you have not set a password to your mailbox proceed to Step 5 Recording a Message 4 Input the password and then press Example If your password is 1234 press 1234 uigance Service code please 5 Press one of the following service codes e To re play from the oldest recorded message first press 63 e To re play from the latest recorded message first press 64 Guigance Setting has been completed Service Code please 6 Hang up This completes the changing of the message re play order Skipping Forward the Re Play of a Message for a Fixed time You can skip re play of a message forward for a fixed time 1 While re playing a message 2 Press _ skip key The re playing will skip forward for about 8 seconds If the remaining message is shorter than 8 seconds the message re play will end In order to apply this function to a telephone where no back skip key is set While message is being re pl
14. Ending the service Broadcasting a message E Erasing all messages ia Continuous message re play Answering message No 1 Play Low Record 32H Erase 37H Answering message No 2 Play 35H Record EJ Erase EJ Answering message No 3 Play 36H Record Sai so Erase Calling an extension after listening to the message from the trunk DISA function after listening to the message from the trunk Transfer via Dial in conversion table 52H ode O 2 7 31 32 37 35 33 38 36 34 39 50 51 52 2 3 Basic Operation Optional Function in a Service Option Code Incoming call notice setting Message re play in registration order setting Message re play in latest first order setting Password setting Message registration control setting Ending service Automated attendant setting 62H Calling an extension Calling a trunk line Canceling setting Ending the service 61 62 63 64 65 6 E a a Setting a Password You can set a four digit password to a mailbox to use it as your own mailbox i re 7 Lift the handset Press 8 G 9 839 is the Service Code default of Voice Service Center Guigance This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 Guidance Service code please Press G uigance Password please Press t
15. IN Installation service SA System Administrator 1 Setting au Setting data thority level Voice Prompt 0 Japanese Sets the VM language for System Base IN Language 1 English Voice Prompt Language Assignment for each Mail Box lt PRG 40 08 gt Setting authority level IN Installation service SA System Administrator 1 Setting Setting data Overview me thority level Voice Prompt 0 Japanese Sets the VM language for each Mail IN Language 1 English Box Voice Mail Multiple Address Group Setup lt PRG 40 09 gt Setting authority level IN Installation service SA System Administrator 1 5 8 Upon Management Setting au thority level Setting data Mailbox number Dial number and Specifies the mailbox number set in specification to Maximum 8 digits PRG 40 02 broadcast group number Voice Announcement Service Option lt PRG 40 10 gt Setting authority level IN Installation service SA System Administrator 1 Setting au thority level Setting data General Mes 0 Not set Sets VRS message number used for sage Setup 1 100 VRS message VRS Broadcast Message number Set VRS Mes 0 No message Sets VRS message transmitted when sage for Private 1 100 VRS message a calling number is not notified and the Call Refuse number call reception is refused 101 Fixed guidance Fixed guidance This service is sus pended Please hang up Set VRS Mes 0 No message Sets VRS m
16. NEC Voice Mail User s Manual IMPORTANT NOTICE IMPORTANT NOTICE 1 Copying or reproducing a part of or the whole of this publication is prohibited 2 The information on this publication may change without prior notice 3 The information on this publication has been produced with thorough examination however if any suspected fact or mistakes or missing descriptions are observed please contact us 2013 2015 NEC Corporation This publication cannot be copied or modified without permission from NEC Corporation INTRODUCTION INTRODUCTION Thank you for introducing our product Voice Mail With Voice Mail you can record a call to listen to it later and let other people hear the recorded conversation Moreover Voice Mail acts an answering machine to answer the calls received while you are away There are following two types of products in Voice Mail Recordable time varies from product to product For details check with your system administrator Short time Voice Mail Comes with a system control unit Long time Voice Mail 120 hours An option IP5D SD B1 The symbols used in this manual 2 This symbol represents tips to solve small problems that you may come across Even if you operate Voice Mail exactly as described in this manual there may be differences in the reaction Note of Voice Mail depending on the settings of the main system or Voice Mail In such cases the tips given after this symbol may gui
17. Press the Exit key The monitoring status is changed to the standby status but recording is continued When another call is received the automated attendant monitoring is activated While you are talking on the phone the monitor function does not work but the answering service message recording is set CAUTION Canceling 1 Press the automated attendant key that slowly flashes in red and check that 7 s the key turns off This completes the cancellation of the extension answering service set e When the automated attendant monitoring to the same extension number is set on multiple telephones the last telephone setting is enabled e Ona telephone without the automated attendant key setup the automated attendant monitoring cannot be A CAUTION Recording Checking Deleting the Answering Message Three answering messages can be recorded for each mailbox When the automated attendant feature is set to use the extension answering service the recording of the caller s message starts after one of these answering messages is transmitted If no answering message is registered the default message is transmitted For the procedure to switch the answering message refer to Switching the Answering Message P 4 7 This section explains the procedures with the operation for answering message No 1 as an example Using the Extension Answering Service Service codes for answering messages No 2 and No 3 A Refer
18. This completes the setting for automatic calling to a trunk line Calling an extension 1 Follow Steps 1 to 5 of Calling a trunk line such as a mobile phone or a PHS 2 Press 1 QE Please dial extension number 3 Press the extension number to call and then Example If the extension number is 100 press 100 cuigance Dialed extension number is read out please dial 0 then to accept 4 After a beep was heard press 0 Guidance Setting has been completed Service code please 5 Hang up This completes the setting for automatic calling to an extension When you receive a call from Voice Mail If a new message is recorded in your mailbox the specified telephone extension trunk line is called When you receive the call perform the following operations 1 This function can be used only when a password is set for your mailbox Make sure you have set a password Setting is required in the installation stage to use this function For details check with your system administrator CAUTION 1 You receive a call from the Voice Service Center 2 16 Recording a Message 2 Lift the handset Guigance This is Voice Service Center The mail box number into which the message was registered newly can be heard Password please 3 After a beep was heard input the password and then press Example If your password is 1234 press 1234 Guigance The number and time of a message which
19. age 3 Input the mailbox number to copy the message to and then Example If the mailbox number to copy the message to is 120 press 120 Guidone Please dial 0 then to accept 4 Press Guigance Option code please 5 Hang up This completes the transferring of a message to one person s mailbox 2 In case a voice guidance This mailbox cannot record is heard after Step 3 The number of messages recorded in that mailbox exceeds 500 Note The maximum number of messages that can be recorded to a mailbox is 500 In case a voice guidance The message cannot record is heard after Step 4 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox the broadcast message recording will fail Transferring a mail to more than one person s mailbox You can transfer a message in your mailbox to more than one person s mailbox at one time maximum 100 mailboxes To enable the broadcast abbreviated number a setting must be made during installation For details check with your system administrator CAUTION 2 Broadcast abbreviated number A broadcast abbreviated number is more than one person s mailbox number registered to one number Note 1 The re playing of the message ends uigance Option code please Recording a Message Press 2 OQA Guidance Pl
20. age on a Single Line Telephone In the case of Single Line Telephone with a message waiting lamp when it receives Broadcast Message the lamp blinks You can listen to the message by performing the same operations as on a Digital Key Telephone Functions to Manage Your Mailbox The mailbox has various functions in addition to listening and recording of messages e Changing the re play order of messages e Skipping forward the re play of a message for a fixed time e Skipping backward the re play of a message for a fixed time e Stopping a message re play and re starting e Sending a message to another person after listening e Recording the same message to more than one mailbox e Making Voice Mail call you automatically when a message is recorded e Automatically calling a trunk line after recording a message Deleting all the messages in your mailbox e Calling the other party s number while message is being re played e Calling soon after listening to the message from a trunk line 2 To display the lamp in the DSS key It is possible to use it as a mailbox key by allocating the DSS key calling an extension status display by Note Setting Function Keys When you receive a message in your mailbox you are notified in blink red For details consult the sales agency The Voice Mail control keys can only be used when they are set up For procedure to set up a control key refer to Registering Voice Mail Control Keys P 1 8
21. all Recording gt No matter if you are calling or receiving you can record a call to a trunk line whenever you want to 1 During a call to from a trunk line 2 Press call recording key The call recording starts and the call recording key will rapidly flash in red The operations hereafter are the same as in Step 5 and 6 of Automatic Call Recording 2 Placing a call on hold while recording If you press the Hold key while talking both the call and the call recording are stopped at the same time If you answer the call again with the telephone you put the call on hold with the call and the call recording will restart If you answer the call with another telephone the call recording will be continued on the telephone or it will end depending on the setting during installation For details check with your system administrator Note Possible operations during call recording The following operations are possible For details refer to the section describing each function e Canceling the recorded conversation refer to Deleting the Recorded Conversation P 3 6 e Canceling the recorded conversation and re recording refer to Deleting the Recorded Conversation and Starting a New Recording P 3 6 In case another extension is called and a conference call is held Conference calls cannot be recorded therefore the recording will end For operations after hanging up refer to In case the destination to save the re
22. allation Check the following items with the system administrator before using this service e Whether the trunk line is a line that can record calls automatically on calling receiving refer to Automatic Call Recording P 3 2 e Whether your telephone can manually record a call refer to Manual Call Recording P 3 3 keys refer to Registering Voice Mail Control Keys P 1 8 If the lamp of call recording key does not flash all the Voice Mail lines are in use and it is in a state where CAUTION it cannot record calls Wait for a while and try pressing the call recording key again If such a state happens too often consult your system administrator e To save the recorded conversation make sure you input the mailbox number while recording Depending on the line settings there may be cases where the number cannot be input after the other party ends the call Moreover please note that depending on the Voice Mail setting the recorded conversation may be deleted e This function can only be used when Voice Mail control keys have been set up For procedure to set up the Automatic Call Recording lt Trunk line automatic call recording gt You can automatically record the calls received to a line with the trunk line automatic call recording feature set up on lifting up the handset and answering the call Moreover you can make a call from the line with feature and start recording the call when the other party picks up the
23. anadeansdeadeabnavancuentodsd 1 7 Registering Voice Mail Control KeyS wi c 22ccci ccasccceceas bese ccukeeenctas snes cata eeaccuau sees cduheesscdauesencctheesscueeeaes 1 8 USING THE TE es diseiic cecasneesanadnanadtcedeusivansannanininndeanensehteebanmananssdepspaniens 2 1 Basi Operation serrera aee riene EE oaeeo arhe EEEa aeaaea 2 2 Operation FIOW cccccccc cece cece cence cee ee cee eee ee cates cate eee ee cece ee cece cease saeeesaaeesaaeesaeeeesaeessaeeeseeeesaeeees 2 2 Service Option Code List ccccccccccneece eee eeeeee ce ttrt cece terte ae eeeeaeesaeeeeaeeeeeeeesaeeeeaeeeseeeesaeeeseeeesaeees 2 2 seting a PASSWOMG asiera ri iiia ENE EEEE E AAEE EEEE dedeananadadewhd AAA 2 4 Listening to Messages Left for YOU sazcccccsecccceccettcncomnesinennacmennnnccsnconesuadeasdenceanynenenonnenananen 2 6 Pressing the Mailbox Key to Listen To Messages sseesseessrreserreessrrrreerrtesarnrraenntisaratnaaantnaannanaan 2 6 Following the Voice Guidance to Listen To MESSAQES ccceeeeeeene tree eet eeee neta tees tena eeeeeaaeeeeeeaaeeeeees 2 6 Recording MCSS ACG cirerer eaa tasted a A A Eai 2 8 Recording a message directly to another person s MailboX sssssssssssrreessrrsssrrrrssrrrrssrrressreresns 2 8 Record message for more than one person in a single procedure sss sssssrrssrrrsrrrsrrrsrresrresrresrr 2 8 Functions to Manage Your Maill0X ceceeceee eect eee ee nner reenter eee ttnt tu
24. annot Note listen to the messages 4 15 Using the Message Ordering Service Using the Message Ordering Service When you need to record piles of messages such as orders from customers you can receive them in more than one mailbox Several people in charge of receiving orders can respond to them in a short time because ordering messages are approximately evenly sorted into each mailbox e To enable the Message Ordering Service a setting must be made during installation For details check with e This service is available only when NTT dial in is used as an extension department group number your sales agent CAUTION Operations of Message Ordering Service In the message ordering service messages are recorded in mailboxes to receive orders according to the following procedures 1 A customer call from an outside A call placed to the NTT dial in number is received by the extension department group calling number and then stored into an extension number a virtual extension of the same extension department group on first come first served basis 2 The answering message is heard Example Hello so and so company Your order is being received 3 The order content is recorded in each mailbox to receive orders Example of operation of message ordering service Voice Mail Mailbox A to sine 000088 receive orders Extension f Orders received De B 7 Mailbox B to partment Recording orders on te
25. arac ters E mail address Max 48 one byte charac ters Setting au thority level Sets whether to disable or enable the SMTP setup for email notification IN IN IN Set this to 1 enable when the SMTP IN server requests encryption connection Sets whether SMTP authentication is IN required Set POP3 when login to the receiving server before sending a mail IN IN IN is requested Sets the account name for logon to the SMTP server when 1 With authenti cation is set in PRG47 18 Authentica tion Method Sets the password for logon to the SMTP server when 1 With authenti cation is set in PRG47 18 Authentica tion Method Sets the mail address for the SMTP server to handle emails sent from the system Upon Management Setting au Setting data thority level From mail ad Max 48 one byte charac Not set Sets the mail address to be displayed dress ters next to From in the mail header If no mail address is set the PRG47 18 E mail address setting is used as From mail address POP3 Setup lt PRG 47 19 gt Setting authority level IN Installation service SA System Administrator 1 Setting au Setting data g thority level Server name Max 48 one byte charac Not set Sets the POP3 server name or IP ad ters dress for e mail notification POP3 port POP3 port 0 to 01065535 110 Sets the Sets the port number of POPS server number of Sets the port number of POPS server
26. ayed press 6 an Option Code to skipping a message backward Note Skipping Backward the Re Play of a Message for a Fixed time You can skip back re playing message for a fixed time 1 While re playing a message 2 Press back skip key The re playing will skip backward for about 8 seconds If the already re played message is shorter than 8 seconds the message re play will start again from the beginning In order to apply this function to a telephone where no back skip key is set While message is being re played press 6 an Option Code to skipping a message backward Note Stopping a Message Re Play and Re Starting You can stop a message re play at a fixed point and continue the re play from that point 1 While replaying a message 2 Press 4 The message re play will stop 3 Press 4 The message re play will start again from the stop point 2 11 Recording a Message Sending a Message to another Person after Listening To let another person hear a message in your mailbox you can transfer it There are two ways to transfer a message e Transferring to one person s mailbox e Transferring to more than one person s mailbox Transferring a message to one person s mailbox You can transfer a message in your mailbox to one person s mailbox 1 The re playing of the message ends uigance Option code please 2 Press uigance Please dial the box number to copy the mess
27. be recorded in Step 2 After the answering message the call is disconnected by Voice Mail Note Listening to Messages from an Outside You can listen to the messages recorded in the Trunk answering record box from an outside e To enable this function a setting must be made during installation For details check with the system e To enable this function a password must be set for the Trunk answering record box a administrator CAUTION 1 Call from an outside Call from a telephone capable of generating DTMF dial 4 14 Using the Trunk Answering Service Answering message is heard Example Today s office hours have ended Please leave a message Two short beeps Input the password of the Trunk answering record box and then Example If the answering mailbox password is 1234 press 1234 Guigance Service code please Press 1 The messages are re played Guigance The number and time of a message which were recorded can be heard The messages are re played Messages are re played from the latest one default setting lt When you finish listening to one message gt Guidance Option code please Input the option code Refer to the Service Option Code List P 2 2 If you are not using the optional function proceed to Step 7 Hang up L In case a beep was heard after pressing in Step 3 The input password was wrong Input the correct password If the password is wrong you c
28. ce For details refer to Listening to Messages Left for You P 2 6 Then do not specify your own mailbox but specify the mailbox number dedicated to Trunk answering box This section explains the registration of answering messages operation of the Trunk answering service and the procedure to check the message from your venue outside the office For the answering message transmitted when using the Trunk answering service VRS message numbers 001 to 100 are used To enable the Trunk answering service a setting must be made during installation For details check with your system administrator CAUTION Recording Checking and Deleting an Answering Message lt Editing VRS Messages gt For the answering message transmitted when using the Trunk answering service VRS messages are used in the following functions must be 200 or less Answering message of the Trunk answering service Incoming call waiting message Automated attendant message e To use the VRS message number 101 to 200 installing the VOIPDB 32 unit and adding the VOIPDB 32 channel license are required For details consult the sales agency e You can record a maximum of 200 types of VRS messages However the total number of messages used CAUTION Recording 1 Lift the handset 2 Press 20 is the Service Code for editing the VRS message default 3 Press 7 is the number to record 4 Press the VRS message number 001 to 20
29. ce Mail Multiple Address Group Setup 0ccccececceeeeeneeee eee ce eeee ae eeeeeeeecaeeeeaeeeeseeeeaeeeeeaeeesseeeeas 5 8 Voice Announcement Service Option cccceecceeeece eects eeee ee eeceeeeaeeeeeeeeesaeeeeaaeeeseeeeseeeeeaeeesaeeesaes 5 9 Voice Mail E mail Notification Setup cccccccececc cece eee eee cece eee caeeee ae eeeseeeeaeeeeeaeeesaeeesseeeeeeeeeaaeeees 5 9 SMTP SQtupsciectucsnthitscaccatehadedlacsadledscentnashedcadech a reia nad ddadhedtdesad dad aa AGA 5 10 POPI SGU Dies cchses icetake leet crass he auhe catvbaagsace dade ev eeiu aad E das saneuedd neve edea gieu aeee cae yeina cqgeceeusavugend eneedeangnneenes 5 11 Other Se MING S secsi Bed cgi dade dees EEEE EE sed en pedi Mena agian Messed ee 5 11 Mailbox Management Sheet 0 c c 22 0 ecceeceeeeeeseeenenetenesnenseesenessceccncaaassssosesseenne 5 14 MOON aeaaea S E eae Index 1 GETTING STARTED What You Can Do with Voice Mail 1 2 CAU ONS a a AE E a E E eae tanene anne tenia erae etter 1 5 Using Voice MailiEfficientlyanncseentetseencereeeeccerre neeeree es 1 6 Functions of Voice Mail Control KeyS cceeeee 1 7 1 1 What You Can Do with Voice Mail What You Can Do with Voice Mail This section explains how you can use Voice Mail Record and send your own voice or listen to a received message lt Mailbox service gt A Voice Mail user can have his her own mailbox With a mailbox you can send voi
30. ce messages or listen to received messages Moreover if you want another person to hear a message you have received you can forward the message to that person s mailbox When you receive a new message in your mailbox you are notified in the following ways Digital Key Telephone The large lamp message lamp will flash If you have set up a key to access your mailbox that key will also flash e DSS console If you have set up a key to access your mailbox that key will flash in red Digital Cordless Telephone The message lamp will flash If you have set up a key to access your mailbox that key will also flash e Single Line Telephone with a message waiting lamp The message waiting lamp will flash e Display board The message display lamp will flash in red 2 What is a mailbox A mailbox is like a post office box that is used to exchange voice letters This mailbox not only lets you Note receive messages from others but also lets you save recorded conversations and listen to them later Record a Call lt Call recording service gt Taking notes while talking on the phone is sometimes inconvenient because you cannot concentrate on the call or there are just too many things to write down etc Using Voice Mail you can record an entire call and then pass on the information correctly There are two ways to record a call What You Can Do with Voice Mail e Trunk line Automatic Call Recording When a call is received from a t
31. cify the mailbox number and hang up the recorded conversation will be deleted CAUTION 2 When a destination unknown box is set up on installation Voice Mail will not call back automatically but will save the recorded conversation to the box For details Note check with your system administrator Using the Call Recording Service Remote Conference Using the Call Recording Service Remote Conference Remote Conference is a conference call function which a participant can operate and start Participant can join the conference call by dialing a representative number through extension or trunk line and entering password 4 digit fixed without being invited to the conference Call Recording Service is also available for the Remote Conference Changing setting for each remote conference group You can set if recording starts automatically or manually for each group for example when you use a group which is set for automatic call recording recording starts automatically all the time etc For details consult the sales agency Note Automatic Call Recording for Remote Conference lt Automatic call recording for remote conference gt Call recording for remote conference starts automatically when you join the conference if automatic call recording for remote conference setting is enabled and a message box is set for call recording Call recording starts from when you join the conference and it ends when remote conference call i
32. corded conversation was not specified below In case the destination to save the recorded conversation was not specified One of the following will occur For details check with your system administrator The telephone which was recording or the telephone which you answer the call with will be called back automatically by Voice Mail refer to Answering a Call Back from Voice Mail P 3 3 The recorded conversation will be saved in the destination unknown box The recorded conversation will be deleted Answering a Call Back from Voice Mail You can set up Voice Mail during installation so that Voice Mail will call you back if you do not specify the destination to save the recorded conversation during the call and put the handset back After answering the call back perform the following operations 3 3 Using the Call Recording Service Trunk Call 1 Receiving call from the Voice Service Center 2 Lift the handset uigance This is Voice Service Center The Mail Box number please for saving the present contents of recording 3 Press the mailbox number to save the recorded conversation to and then Example If the mailbox number to save the message to is 107 press 107 cuigance The message has been saved 4 Hang up This completes the saving of the recorded conversation to the specified mailbox e If you do not answer the call back the recorded conversation will be deleted e If you do not spe
33. d 0cceceeeeeeeeeeeeees 2 15 Calling a trunk line enaena 2 15 Calling an extension 0 eeeeees 2 16 When you receive a call from Voice Mail 2 16 Manual call recording 066 1 3 3 3 3 5 Manual Call Recording for Remote Conference oN pauie de sae Gp vane E ETE 3 5 Message lamp large lamp of the Digital Key Telephone display 2 2 e ceeeeeeeeeeeeeees 1 8 Message ordering ServiCe ceeeeeeeee 4 16 Operations of message ordering service 4 16 What each person in charge does 4 16 Message recording Setup eeeeeeeeeeee 5 5 N Not recording the caller s message 4 8 O Other settingS 0ccceeeeeeeeeeeeeeeeeeeeeeees 5 11 P Password Changing 2 22 ce cceeeeeeeeeeceeeeeeeeeeeeeees 2 5 Deleting sinnene eiee 2 5 Setting 2 2 2 cccceccee cece ce eeceeeceeeeeeeeeeesees 2 4 Placing a call on hold while recording 3 3 POP3 Setup 2 cceceeeeeeceeeceeeceeeseeeaees 5 11 PIVa Cyornis snio ee SE oe 1 5 R R cord a Call a isscalctcaciectieseatatacactlieedncntingenn 1 2 Record message for more than one person ina Single ProCeCUre eceeeeeeeeeeeeeneeeeeneenes 2 8 Recording 2 0 ceceeceeeeeeeeeeeeeeeeeeeeeees 4 6 4 12 Recording a M SSAGE e cece eeeeeeeeee eee eeee 2 8 Recording the same message to more than one MADOX sia enoaan 2 13 Specifying
34. d channel Voice Mail specification Timestamp 0 No timestamp When re playing the messages sets specification 1 Timestamp whether to read out the recorded date and time by voice guidance or not Call recording 0 Do not continue When the call is recorded sets whether operation when 1 Continue to continue recording after holding and transferred transferring the call or not Upon Management Setting Setting data Overview oat thority level Automated at 0 Disable Sets whether to automatically set au IN tendant 1 Enable tomated attendant for mailboxes with out an actual telephone or not Maintenance 0000 to 2359 0000 Sets the time to perform maintenance time setting 0000 is no setting on the SD Memory Card on CCPU unit Automatic 0 to 180 Day Sets elapsed days till mails are auto Erase Mail matically erased at the time set by PRG 40 01 05 If 0 is set no mails will be erased automatically Escape from 0 Disable Sets whether to allow the following VMDB VM 1 Enable service codes to be entered or not while Attendant when Voice Mail responds when the Message automated attendant or the trunk an swering is operated e 50 switching to DID calling e 51 switching to DISA calling e 52 transfer via dial in conversion table Department 0 Disable group call when 1 Enable the automated attendant is ac tivate Sets whether to regard the telephone where automated attendant via Voice Mail is s
35. de you Moreover hints to different ways of using Voice Mail are described after this symbol If you do not follow these cautions you may not be able to operate Voice Mail well or the procedures will not proceed as desired Please be sure to follow these cautions CAUTION This symbol represents the matters that we want you be careful of J Guidance This symbol represents the contents of the voice guidance from Voice Mail Voice Service Center that you will hear from the handset You will operate Voice Mail according to this guidance Depending on the settings the actual guidance may differ from the guidance described on this manual CONTENTS CONTENTS IMPORIAN T NOTICE icecat i CAUNO esii ocd hee dan TEE E ch seca ccc shed gan bade aah ch ga Shae dene led ee aah edn i INTRODUCTION Sierraren neee e E E a ERER EEE Aae EE EEE AEAEE aE EEA ii CON LEN Secrete peppe e errs nnn irene reine cw errr errr iit er te rrr erent iii GETTING STARTED sismos annann Aaa pes nnn Nisan rdia 1 1 What You Can Do with Voice Mail cis ce tccssceceves seuss sendadsasadentihortessncscedoceds essarsiccnosanaee 1 2 MN OM eee a EE A E E EEA EE 1 5 Using Voice Mail Efficiently nnneeeeeeeeeeeeeeeeeeesssssssrennerrrrnrrrrrrrrrresssssssssrtertterernrennnn 1 6 Using Voice Mall Control KeySeicssccassesecdcaisandecssbardedaivancenatesvead viaraeddivanadse a IEEE 1 6 Functions of Voice Mail Control Key encanaceninieretericerarecausds onapenndtiedat
36. ded conversation record and re recording After deleting all messages Off Pe Delete 69 2 Canceling call recording and delet ing Arriving noti 3 Notification is sent to notification fication destination of the mailbox where re corded conversation is stored Auto mated attendant setting is not re quired Answering Setting the automated or busy line When the automated attend Steady red Machine attendant ant is set light f When the busy line attendant Red flash is set Q Skipping a message forward and re playing 1 Skipping a message backward and re playing Answering Switching the answering message Answering message No 1 Off Machine An i Answering message No 2 Steady red swering l light message Switch Answering message No 3 Steady red flash 1 7 Functions of Voice Mail Control Keys Note When there is more than one new message in the mailbox checking even one of them will cause the lamp display to change to steady red light Registering Voice Mail Control Keys This section describes the procedure for allocating Voice Mail functions to the following keys e Function keys of a Digital Key Telephone e Function keys of a Digital Cordless Telephone e Keys of a DSS console Before attempting to allocate a function to a function key always place the handset on hook A CAUTION Registering a function key 1 Press eae 2 Preso 917 is the Service Code default for fu
37. details check with your system administrator CAUTION Specifying directly the mailboxes to record a message to 1 Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center uigance This is Voice Service Center The Mail Box number please 3 Press and the mailbox number to record a message to Repeat Step 3 according to the destinations to record the message to Example If the destination mailbox numbers are 250 251 and 252 press 250 251 252 Maximum of 20 mailboxes can be specified 4 Press uigance Please record your message Two short beeps 5 Record the message Recording a Message 6 When you finish recording press Q Guidance The message has been registered 7 Hang up This completes the recording of a message to more than one mailbox In case a voice guidance The record feature is not available at the moment is heard after Step 4 The number of messages recorded in that mailbox exceeds 500 Note The maximum number of messages that can be recorded to a mailbox is 500 In case a voice guidance The message cannot record is heard after Step 6 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox that message recording will fail In case you transfer a message to a large number of people After
38. e automated attendant is not set Guidance Do you wish to set automated attendant When the automated attendant is set Guidance Do you wish to cancel automated attendant Guidance Please dial 0 then to accept 6 Press Q e When setting uigance Automated attendant has been set e When canceling Guigance Automated attendant has been canceled uigance Service code please 7 Hang up This completes the setting or canceling of the extension answering service 4 4 Using the Extension Answering Service On a telephone without the automated attendant key set up the busy line attendant feature cannot be set l CAUTION When Using the Automated Attendant Monitoring You can listen to the answering status and the caller s message through the speaker when Voice Mail answers a call 1 A setting must be made during installation For details consult the sales agency A CAUTION Setting 1 Press the a automated attendant key three times The automated attendant key will slowly flash in red This completes the setting of the extension answering service For all calls received by the specified extension number you can listen to the caller s voice through the speaker on the telephone during call recording 2 Answering the call during monitoring Lift the handset and answer the call The message recorded before you answer the call is cancelled Note Canceling the monitoring operation during monitoring
39. e message has been registered Service code please 9 Hang up This completes the recording of a message to all the mailboxes registered to a broadcast abbreviated number In case a voice guidance The record feature is not available at the moment is heard after Step 6 The number of messages recorded in that mailbox exceeds 500 Note The maximum number of messages that can be recorded to a mailbox is 500 In case a voice guidance The message cannot record is heard after Step 8 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox that message recording will fail In case you transfer a message to a large number of people After Step 8 it may take approximately 1 to 2 minutes before the voice guidance The message has been registered is heard This time differs depending on the number of destinations and the recorded time of the message Making Voice Mail Call You Automatically When a Message is Recorded You can automatically set up to make Voice Mail call your mobile phone PHS or an extension when a new message is recorded to your mailbox You should set which telephone to be called in advance automated attendant monitoring is set for the own mailbox To use this function for busy line attendant and automated attendant monitoring settings are required in the installati
40. e table to use for outgoing calls to the trunk lines If you set 0 Voice Mail will be unable to call so the incoming call notification function will not work Calling interval 1 to 30 minutes 10 Sets the calling interval when calling an extension extension Calling interval 1 to 30 minutes 10 Sets the calling interval when calling a Trunk trunk line 3 Sets the maximum number of times to call an extension Maximum call 1 to 100 times ing count extension Sets the maximum number of times to call an outside Maximum call 1 to 100 times ing count Trunk Sets the caller number when a call is IN made using the ISDN line Voice Mail Automated Attendant Data Setup lt PRG 40 06 gt Setting authority level IN Installation service SA System Administrator 1 5 7 Upon Management Setting au thority level Setting data Operation mode 0 Answering and record Sets whether to record messages from ing the caller or not 1 Not used Transmission 0 to 100 Sets the guidance to transmit when guidance num Voice Mail answers calls ber If you set 0 the fixed guidance will be transmitted Registration 0 No setting Sets the message box number to use mailbox number 1 to 960 as the Trunk answering box When this setting is not set up mes sages from the caller cannot be recor ded Voice Prompt Language Assignment for System based lt PRG 40 07 gt Setting authority level
41. ease dial abbreviated number 3 Press the broadcast abbreviated number 0 to 9 and then uisance Please dial 0 then to accept 4 Press Guidance Option code please 5 Hang up This completes the transferring of a message to more than one person s mailbox In case a voice guidance The record feature is not available at the moment is heard after Step 3 The number of messages recorded in that mailbox exceeds 500 Note The maximum number of messages that can be recorded to a mailbox is 500 In case a voice guidance The message cannot record is heard after Step 4 The total time of all messages recorded in Voice Mail exceeds the maximum recording time When the Voice Mail recording time is heard out while copying a message or broadcasting a message to more than one mailbox that message recording will fail In case you transfer a message to a large number of people After Step 4 it may take approximately 1 to 2 minutes before the voice guidance Option code please is heard This time differs depending on the number of destinations and the recorded time of the message Recording the Same Message to More Than One Mailbox You can record the same message at one time to more than one mailbox There are two ways to record Specifying directly the mailboxes to record a message to Using the broadcast abbreviated number To enable the broadcast abbreviated number a setting must be made during installation For
42. eceive calls when us ing the Extension answering service Second IRG Setup for unan Selects Voice Mail when using the Trunk answering swered DIL IRG service Z Z Z zZ NTT dial in Basic data Setup Sets an extension number department group calling number to be received in Sub address receive mode when the Extension answering service Message or dering service is used Dial in Conversion Table Da Selects Voice Mail for No 1 transfer destination As ta Setup signment and No 2 transfer destination Assignment Dial In Transferred Destina Selects Voice Mail tion Setup zZ 22 07 5 12 Upon Management 25 01 DID DISA Line Basic Data Basic setting when using DID DISA when using the Setup Extension answering service 25 03 DID DISA Transfer Ring Selects Voice Mail Group at Wrong Dialing 25 04 DID DISA Transfer Ring Selects Voice Mail Group at No answer Busy DSS console key Assign Sets the function keys for mailbox Voice Mail serv ment ice call recording service answering message switch 90 11 DNS Primary Secondary Sets the IP address of the DNS server when SMTP IN Address POP3 server is set with name answering machine and 5 13 Mailbox Management Sheet Mailbox Management S Voice Service Center heet Extension Default 839 Calling Number Box number Trunk line Password Box number Password
43. eee ee cece cece ce eee eects eeeeeeeees 2 11 SMTP Setup 0 cceceeeeeeeceeeeeeeseeeeeees 5 10 Specify a answering messag 2 4 13 Specifying directly the mailboxes to record a MESSAGE tO 2 eee cee ee iringna rin 2 13 Specifying the answer message number of trunk ANSWETING SEMVICE 6 eee eeir ee eneren nenen 4 13 Stopping a message re play and re starting 2 11 To the System Administrators cc00ee 5 1 Transfer To more than one person s mailbox 2 12 To one person s mailDOX 0 2e 2 12 Trunk answering record DOX 0seeeeeee eee 5 3 Trunk answering ServiCe 28 1 3 4 12 Trunk line automatic call recording 1 3 3 2 Use as an answering machine 06 1 3 USING scene eeis cencs tana AORERE 3 1 Using the broadcast abbreviated number 2 14 Voice announcement Service Option 5 9 Voice Mail Basic Set ariii inanan en aae 5 3 Control KeYS ccceceeeeeeeeeeeees 1 6 1 7 1 8 Specification ccceeeeeeeeeeeeeeeeeees 5 2 Telephones which are compatible with Voice Mall siccsg tas face tanmacete E O 1 5 Voice Mail control keyS eeeeeeeeeeeneee ee 1 6 FUNCIONS esiaren ee eee eeeeceeeeeneeeeenes 1 7 Registration sencers 1 8 Index 2 Index Voice Mail E mail Notification Setup 5 9 Voice mail multiple address group se
44. ervice Option Code List P 2 2 4 7 Using the Extension Answering Service Press _ answering message switch key Each time you press the answering message switch key the answering message and the lamp display of the key switches as shown in the following Answering message Answering message Answering message switch key switch key switch key E gt Co gt C zjx When the answering message When the answering message When the answering message No 1 is set No 2 is set No 3 is set Lamp extinguishes Lamp steady red light Lamp flashing red light t 2 When the Busy line attendant feature is set Voice Mail can be set up at installation to transmit answering message No 3 for calls received while Note you are on another call For details consult the sales agency Moreover if this setting is used only the answering messages No 1 and No 2 can be used for normal answering operation When the selected answering message has not been registered The answering message No 1 is transmitted If the answering message No 1 has not been registered either the default message is transmitted Setting to Not Record the Caller s Message When you are away from your desk or absent you can set Voice Mail to only transmit the answering message calls received to the extension and not record the caller s message 7 2 Lift the handset Press 8 G 839 is the Service Code default of Voice Service Cen
45. essage number on Voice Mail Auto Attendant default Attendant Guidance Line No 001 400 Press the trunk line number Attendant Guidance Mode 1 8 4 13 Using the Trunk Answering Service 4 Press the number of the time zone you wish to transmit the answering message You can select the time zone from 1 to 8 Attendant Guidance Guidance 000 100 5 Press the VRS message number 000 to 100 Setting tone is herad When 000 is pressed the fixed guidance is selected Completed 6 Press sox This completes specification of an answering message number Calling a trunk line Which Is Using the Trunk Answering Service When you call a trunk line which is using the Trunk answering service it will operate as described below 1 A customer call from an outside 2 The answering message is heard When the caller can record a message Example Today s office hours have ended Please leave a message Two short beeps The customer will record a message e When the caller cannot record a message Example Today s office hours have ended Please call back tomorrow 3 The customer hangs up The mailbox key of the Trunk answering record box with the recorded message will flash in red and the large lamp message lamp will flash in green To not allow message recording in Step 2 a setting must be made during installation Ls CAUTION In case messages cannot
46. essage transmitted when sage for Caller 1 100 VRS message a Calling number is notified and the call ID Refuse number reception is refused 101 Fixed guidance Fixed guidance This service is sus pended Please hang up Voice Mail E mail Notification Setup lt PRG 40 13 gt Setting authority level IN Installation service SA System Administrator 1 Setting au Setting data thority level E mail Notifica 0 Disable Sets whether to enable or disable e tion Setting 1 Enable mail notification E mail Address Max 48 one byte charac Not set Sets the mail address to which e mail SA ters notification is sent 5 9 Upon Management Setting data Attaching Audio 0 Not attach SMTP Setup lt PRG 47 18 gt Setting au thority level Overview Sets whether to attach an audio file to e mail An audio file is attached only when the file size is less than 1 MB for message of 2 minutes or less No file of 1 MB or more is attached Setting authority level IN Installation service SA System Administrator 1 Ee SMTP setup 0 Disable 1 Enable Server name Max 48 one byte charac Not set Sets the SMTP server name or IP ad ters dress SMTP Port 0 to 65535 Sets the port number of the SMTP Ka server Encryption set 0 Disable ting 1 Enable Authentication 0 Without authentication method 1 With authentication 2 POP3 Max 48 one byte charac ters Password Max 48 one byte ch
47. et as a destination of depart ment group call or not Be sure to set it to enable when you use the message ordering service Automated at 0 Receiving only tendant setup 1 Receiving busy nonanswering 2 Receiving busy nonanswering automa ted attendant monitoring Sets the operation when the automa ted attendant key 70 is pressed down in PRG 15 07 7 Display caller ID 0 Disable 1 Sets whether to display the caller num IN while recording ber or not when the message is recor message play ded via automated attendant an an ing swering machine call recording serv ice at receiving a call and the caller number is notified If you press a calling key while the caller number is displayed you can make a call to the displayed number IN a 5 4 Upon Management Setting Setting data Overview Su g thority Automated at 0 Receiving only Sets operation for arriving notification tendant opera 1 Receiving when the automated attendant is active tion mode e When 0 Receiving only is selec ted arriving notification is made only when Receiving transfer set is set for automated attendant setup When 1 Receiving is selected ar riving notification is made regard less of the automated attendant set up Automatic dele 0 Not delete Sets whether to delete the oldest mes tion of voice 1 Delete sage automatically forcibly at the time mail message of recording after 500 messages have been
48. etting data Overview thority Processing 0 Register in the destina Sets the operation if the message des when the desti tion unknown box tination is unknown at the end of call nation unspeci 1 Call back operation recording fied Destination un 0 to 960 Sets the box number to keep the des known mes tination unknown messages sage box Live Recording 0 Display Sets whether to display a recording Display 1 Non display condition is displayed or not on the dis play of a Digital Key Telephone during call recording Recall destina 0 Starting extension of In the call back function of the call re tion when desti the conversation record cording at the time of destination un nation is no ing known sets the destination of the call found 1 Last extension of the back either to the extension that starts conversation recording call recording or that used at the last call recording Call Information Setup lt PRG 40 05 gt Setting authority level IN Installation service SA System Administrator 1 5 6 Upon Management Setting au thority level Setting data Maximum num 0 to 32 ber of simulta neous Calls Trunk Group 0 to 100 No ISDN Calling Dial number and number setting Maximum 16 digits Sets the maximum number of lines Voice Mail port can call at one time If you set 0 Voice Mail will be unable to call so the incoming call notification function will not work Sets the rout
49. eys are set up For the procedure to set up these keys refer to Registering Voice Mail Control Keys P 1 8 These operations cannot be done when you are recording a remote conference call CAUTION Deleting the Recorded Conversation lt Delete key gt The recorded conversation up to pressing the delete key will be deleted After pressing the delete key you can continue the call 1 During call recording 2 Press delete key This completes the deleting of the recorded conversation Deleting the Recorded Conversation and Starting a New Recording lt Delete Start new recording key gt The recorded conversation up to pressing the delete start new recording key will be deleted and a new recording will start After pressing the delete restart recording key you can continue the call 1 During call recording 2 Press delete start new recording key This completes the deleting of the recorded conversation and starting of a new recording For the operations hereafter refer to Step 5 and 6 of Automatic Call Recording P 3 2 3 6 USING THE ANSWERING MACHINE SERVICE Using Voice Mail as an Answering Machine 4 2 Using the Extension Answering Service 4 3 Using the Trunk Answering Service 4 12 Using the Message Ordering Service 0 008 4 16 4 1 Using Voice Mail as an Answering Machine Using Voice Mail as an Answering Machine Vo
50. g call to individual extension My own mailbox EY 5 Extension Mail Box Z 5 2 Upon Management e Trunk Answering Record Box Box for Voice Mail to act as an answering machine for calls received by the specified trunk line number at nighttime or on holidays This box is used for nighttime and holidays J w Incoming call to etal NL ll Na a trunk line machine AK 4 SEs S Trunk Answering Record Box g_ e Destination Unknown Box A box to keep the recorded conversations if the saving destination is unknown For whom is this left for Call recording ends OO Q Setting to Use Voice Mail Voice Mail has the following four types of services so that it can be used to suit the company s different operations e Mailbox service e Call recording service e Extension answering service e Trunk answering service The services above can be used alone or in combination However the mailbox service is the basic service of Voice Mail so this service is a prerequisite to the other services To use each service a setting during installation or setting by the system administrator is required For details consult with the sales agency and set up as required Voice Mail Basic Setup lt PRG 40 01 gt Setting authority level IN Installation service SA System Administrator 1 Setting au Setting data Tony level Voice Mail dedi O to 16 Sets the number of port dedicated to cate
51. g the optional function proceed to Step 6 6 Hang up Following the Voice Guidance to Listen To Messages When you are using a Single Line Telephone a Digital Key Telephone Digital Cordless Telephone without the mailbox key set up to listen to messages follow the procedures below 1 Lift the handset 2 Press GOO 839 is the Service Code default of Voice Service Center gaid This is Voice Service Center The Mail Box number please 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 msd Password please If you have not set a password to your mailbox proceed to Step 5 2 6 Listening to Messages Left for You Input the password and then press Example If your password is 1234 press 1234 uigance Service code please Press 7 Guigance The number and time of a message which were recorded can be heard Messages are re played Messages are re played from the latest one default lt When you finish listening to one message gt Guigance Option code please Input the option code Refer to the Service Option Code List P 2 2 If you are not using the optional function proceed to Step 8 Hang up L When there is no message A voice guidance There are no messages Service code please will be heard If you want to end Note the operation Hang up to finish 2 7 Recording a Message Recording a Message You can record a message
52. ges gabbosinecatesuneas 5 2 Voice Mail Specification 1 cccccceeceeeeee eee ee cece cece eeea ee caeee aa eeseaaeeaaeeeeeeeesaaeeeaeeesseeesaeeeeeeeeseeessaes 5 2 Maintenance and Changing the Equipment c cece cece ntee reer ae ee rete aa ee rete aaieeeeeaaeeeeeeaaeeeesaaeeees 5 2 MamDOX VY DCS ceire na R andes eat stenceuatieecentandeced vende erat pteaeehatane caves da ccanpteheemn eden enna ae 5 2 Setting to Use Voice Mail cect eter ree rr nent e eee aa eee ee ade AAAA ARREA EKNE AARAA A 5 3 Voice Mall Basic S tupscaicdsncsiwtcidenaddindeasedsdaahadeadadsaadadacha tdadaessadadessndeddeasandeuay se ddedeaeddaueysagdeawaba teaver sn 5 3 Mail BOX Setup zsinor aeania nia i aa a a deddaanaedaatanaenarantdeeds 5 5 Message Recording SelUP essri cass cece iie trn caus beac int E n aaah EEN EERE tied cash EEEE EA RREN EAEE ENERE 5 5 Live Recording S6tUp 2 1i 5 256 besa ieet cis boe ceded eee ead E NEREAREN ENEE AEEA EENE AEE 5 6 Call Information Setups ii sscceicetecsk nani riie daadh cca biane ened sai cc dedeas age a Goatdeas AA AE E RAEO N EREDE 5 6 Voice Mail Automated Attendant Data Setup 0ccccccceceeeeeeeee cece ee ae cess ee eecaeeeeaeeeeeaeeeseeeeaaeeeseeeeaaes 5 7 Voice Prompt Language Assignment for System based cccceeceeeeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeeees 5 8 Voice Prompt Language Assignment for each Mail BOX cc ceeeeeeeceeeeeeeeeeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaeees 5 8 Voi
53. he four digit password to register and then Example If you want to register a password 1234 press 1234 cuigance 1234 input password will be read out Please dial 0 then if yes or dial 1 then if no 9999 is not able to register as a password Press 0 uigance Your Password has been registered Service code please Hang up This completes the setting of the password 2 4 Basic Operation 2 5 Listening to Messages Left for You Listening to Messages Left for You There are two ways to listen to messages in your mailbox e Pressing the mailbox key to listen to messages e Following the voice guidance to listen to messages Pressing the Mailbox Key to Listen To Messages If you set up a mailbox key you can listen to messages easily For procedure to set up a mailbox key refer to Registering Voice Mail Control Keys P 1 8 Lift the handset 2 Press the mailbox key Gis Password please If you have not set a password for your mailbox proceed to Step 4 3 Input the password and then press Example If your password is 1234 press 1234 The number and time of a message which were recorded can be heard 4 Messages are re played Messages are re played from the latest one default lt When you finish listening to one message gt Option code please 5 Input the option code Refer to the Service Option Code List P 2 2 If you are not usin
54. ice Mail act as an answering machine for extension calls received while you are absent or on another call or calls received at nighttime or on holidays to a specified telephone number line There are two ways to use the answering machine function Extension Answering Service Trunk Answering Service Message Ordering Service This service can be used by telephones with automated attendant feature set up Calls directly received by an extension from an extension trunk line are answered by Voice Mail Calls received by a specified telephone number line at nighttime or on holidays are answered by Voice Mail To enable this service a setting must be made during installation Also you can use the following service by using the answering service Voice Mail can receive piles of messages such as orders from your customers Several people in charge of receiving orders can respond to orders and inquiries 4 2 Using the Extension Answering Service Using the Extension Answering Service With the extension answering service Voice Mail will answer the calls received by an extension while absent and records the caller s message etc automated attendant The procedure to check the recorded message is the same as in the mailbox service For details refer to Listening to Messages Left for You P 2 6 This section explains the required setting for the extension answering service registration of the answering mes
55. ice Service Center a setting must be made during installation For details check with your system administrator CAUTION 1 Call from your venue outside the office Call a telephone number that directly calls the Voice Service Center or have your call transferred uigance This is Voice Service Center The Mail Box number please 2 Press the mailbox number with the messages to listen to and then Example If your mailbox number is 100 press 100 uigance Password please If you have not set a password to your mailbox proceed to Step 4 3 Input the password and then press Example If your password is 1234 press 1234 Gui ance Service code please 4 Press 7 Guigance The number and time of a message which were recorded can be heard 5 Messages are re played The messages are re played from the latest one default setting lt When you finish listening to one message gt uisance Option code please 4 10 Using the Extension Answering Service Input the option code Refer to the Service Option Code List P 2 2 When you do not use the option function proceed to Step 7 Hang up end the call 4 11 Using the Trunk Answering Service Using the Trunk Answering Service Voice Mail acts as an answering machine to answer calls received by a specified Trunk line at nighttime or on holidays The procedure to check the saved messages is the same as in the mailbox servi
56. ions Installation environment Do not place your telephone where there is a lot of noise especially near a large scale air conditioner or a compressor Voice Mail may malfunction because of the noise Telephones which are compatible with Voice Mail Voice Mail is compatible with Digital Key Telephones Digital Cordless telephones or Single Line Telephones capable of generating DTMF PB dial If you intend to access the Voice Mail from outside the office check whether the telephone can generate DTMF PB dial Privacy Before recording a call always ask for the other party s permission first Remaining recording time warning indication When the remaining recordable time of mailbox falls to 10 or less or 3 or less the following warning is given to the indicator of the telephone CONV REC gt BOX 200 Display alternately 52 VMB HD REMAINS 10 or 52 VMB HD REMAINS 3 If the above shown warning is given listen to the message recorded in the mailbox and then delete it If you keep using it without deleting any message you may run out the remaining recordable time and fail to record your important conversation 1 5 Using Voice Mail Efficiently Using Voice Mail Efficiently Using Voice Mail Control Keys We recommend setting up Voice Mail control keys on your Digital Key Telephone DSS console or Digital Cordless Telephone to allow you to use Voice Mail efficiently Se
57. lephones calling number receive orders NTT dial in Mailbox C to receive orders Sort order on first come first served basis Receives calls in the order of A gt B gt CHA Extension Department Group What Each Person in Charge Does Settings and operations each person in charge makes performs to use message ordering service are as follows Using the Message Ordering Service System Administrator e Request for Installation setting to the sales agency To perform message ordering service request the sales agent to make the following settings during installation Setting department calling number and virtual extension number Example Extension department calling number 500 extension department group No 2 virtual extension number 501 to 503 Setting extension department group Example virtual extension numbers 501 to 503 extension department group No 2 Setting to interface NTT dial in number with extension department calling number Creating a message box to receive orders with the same number as the virtual extension number Department group call when the automated attendant is activate set to Enable Setting mailbox to receive orders Set it so that names received order No 1 or something and the answering message to receive orders will be recorded in each mailbox to receive orders Also set the extension answering service automated attendant People in Charge of Receivi
58. nction key setting general function level KEY PROGRAM 3 Press the function key to allocate the function to KEY PROGRAM KEY 16 LINE PORT NO 016 4 Press the function code number Refer to Functions of Voice Mail Control Keys P 1 7 for details on the function key numbers Example When 690 function code of the call recording key is pressed KEY PROGRAM KEY 16 CONVERSATION RECORD 5 Press sor This completes the registration of the Voice Mail control key 1 8 Functions of Voice Mail Control Keys Checking the Registration 1 Press CHECK 2 Press the function key The function registered to the pressed function key is displayed on the screen CHECK LINE KEY 16 CONVERSATION RECORD Exit 3 Press The screen returns to the original display 1 9 USING THE MAILBOX eye tJ oyt O ofe1 921 16 A naaaadcicneennncencraancenppadsencraascracraaddeneesapecscrian 2 2 Listening to Messages Left for YOU ceeeeeeeeeeeeees 2 6 Recording a MIESSEC Ec 00ndsco 00nnccossonnsa v0naaaodvendsaoeansaed 2 8 2 1 Basic Operation Basic Operation Operation Flow The basic operation flow when using the mailbox service is as follows 1 2 Lift the handset Press 8 O 9 839 is the Service Code default of Voice Service Center Guidance This is Voice Service Center The Mail Box number please Press you
59. ng Orders Listen to the orders recorded in the mailboxes to receive orders and respond to them After listening to orders delete those which don t need to be saved 4 17 TO THE SYSTEM ADMINISTRATORS Upon Management Upon Management This section describes the necessary information for the system administrators upon managing Voice Mail Voice Mail Specification Refer to the following table for the number of mailboxes that can be set inside the system number of recordings and total recording time pte tS recifcation O O IP5D CCPU A1 Installed function Maximum number of messages 500 messages 1 box Maximum recording time Maximum recording time Short time Voice Mail 4 hours Long time Voice Mail 120 hours option IP5D SD B1 Maximum number of telephones in simul CCPU only 8 taneous connection CCPU M Port License or above 16 The maximum possible number of simultaneous usage varies based on the number of port license Maintenance and Changing the Equipment Maintenance Contract Voice Mail is a precision instrument Please consult with the sales agency and agree on a maintenance contract Mailbox Types There are the following three types of mailboxes e Mailbox A mailbox that corresponds to an extension number including the virtual extension or an Extension Department group number which is allocated to each user This mailbox is also used when using the extension answering service Incomin
60. on stage For details of this function CAUTION contact the dealer For settings for the extension answering service refer to Setting and Canceling the Extension Answering Service P 4 3 This function is available when extension answering service automated attendant busy line attendant and A Setting up an automatic calling Calling a trunk line such as a mobile phone or a PHS 1 Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center Guigance This is Voice Service Center The Mail Box number please 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 5 Recording a Message 4 Input the password and then press Example If your password is 1234 press 1234 cuigance Service code please 5 Press 6 1 Guigance Currently the notification of received message has not been set up A voice guidance will explain the settings 6 Press Guidance Please dial outside call number 7 After a beep was heard press the telephone number to call and then Example If the number to call is 03 1234 5678 press 0312345678 Guigance Dialed telephone number is read out Please dial 0 then to accept 8 After a beep was heard press 0 uigance Setting has been completed Service code please 9 Hang up
61. r mailbox number and then When accessing the mailbox that you have been operating on you can just press to proceed to Step 4 Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 5 Input the password and then press Example If your password is 1234 press 1234 Guidance Service code please Press the corresponding dial keys of the service function to use If the service function has optional functions follow the instruction of the voice guidance and press the corresponding dial keys For details refer to the Service Option Code List P 2 2 Press OQ Hang up Service Option Code List To use the various services provided by Voice Mail the operation codes must be input There are two types of operation codes e Service code Following the voice guidance a number to select the service e Option code A number to select optional settings or operations of a service 2 2 Basic Operation The service code option code types are as follows Optional Function in a Service Option Code Help guidance Listening to messages 1 Repeating the message Pause restarting the message playback Erasing the message and play ing the next message Saving the message and playing the next message Copying the message Skipping a message forward Skipping a message backward Broadcasting the message re played
62. recorded in the own mailbox e mail notification can be made automatically Set the receiving party in advance transmission e Even if English is set in the mailbox e mails are sent in Japanese CAUTION e To use this function connection to the e mail server through the Internet and an e mail address for Example of e mail notification SER A AK 2 Aspire UX VoiceMail i 0 RNAS A WA yy 7 A BOX 100 K k YY MM DD HH MM 03123456878 101 When the length of recorded message is less than 2 minutes file size 1 MB it can be attached to an e mail in the WAV file format and sent Attaching recorded message to e mail is set in the installation stage If a message exceeds 2 minutes when the setting for attaching recorded message to e mail is set to Attach a message PFT 7 4 LILIAN HATTA Ae ILA WAST EtA CLE Audio file was not attached because it exceeded the allowable size for attaching is described at the end of the e mail USING THE CALL RECORDING SERVICE Using the Call Recording Service Trunk Call 3 2 Using the Call Recording Service Remote Conference SERS ee ek anes inte eee ans nh E ra cera eee 3 5 Possible Operations during Call Recording 0 3 6 3 1 Using the Call Recording Service Trunk Call Using the Call Recording Service Trunk Call To enable the call recording service a setting must be made during inst
63. runk line recording starts automatically when you lift the handset and answer to the call Moreover when you make a call to a trunk line the recording starts automatically when the other party picks up their phone To enable this automatic call recording feature a setting must be made during installation Automatic recording is started e Manual Call Recording To start recording a conversation while making a call to a trunk line press the key that has been set up as the call recording key This function can be used to record only the important parts of a call Alright I understand I ll pass your message on to the person in charge Manual recording is started WS Se 18 Use as an Answering Machine lt Extension Trunk answering service gt e Extension Answering Service When you are away from your desk or absent Voice Mail acts as an answering machine to handle calls from extensions Hello you ve reached Tanaka s answering service Currently I am away from the office Hello s n Mr Tanaka Trunk Answering Service If you set up a day of the week or time of the day during which you cannot answer calls Voice Mail will act as an answering machine to answer a trunk call received by the specified telephone number s y Today s N Ar office hours A have already ended f 3 4 7 If you have a message What You Can Do with Voice Mail Caut
64. s finished A CAUTION Manual Call Recording for Remote Conference lt Manual Call Recording for Remote Conference gt Call recording for remote conference can be started manually when a participant presses the conference recording key during remote conference call is finished or participant who started recording presses the conference recording key e Remote conference cannot be recorded when resource for remote conference is not enough CAUTION Conference recording button of the other participants in the same conference will also light in red when another participant is performing a recording operation e Call recording starts from when you press the conference recording key and when remote conference call a 1 During a remote conference call to from an extension trunk line 2 Press _ conference recording key Conference recording key will light in red Call recording is displayed only when conference recording key can be pressed 3 Hang up Recorded conversation will be sent to the message box which is specified beforehand Possible Operations during Call Recording Possible Operations during Call Recording If you set up the following Voice Mail control keys you can use them during call recording e Delete key Delete the Conversation Recording e Delete Start new recording key Delete the recorded conversation and start the conversation Recording This section describes the operations when these k
65. sage and the procedure to check the recorded message from your venue outside the office S i refer to Registering Voice Mail Control Keys P 1 8 e If the extension answering service is set tone extension dial tone different from the ordinary one is heard when you lift the handset A e The Voice Mail control keys can be used only when they are set up in advance For the procedure to set up CAUTION Automated Attendant Key Setup Depending on the setting of the automated attendant key the Extension Answering mode that can be operated is changed Automated attendant Cancel Automated attendant Busy line attendant monitoring off steady red light rapid red flash slow red flash CI CI gt gt LJ JIN ZIN Automated attendant mode t Busy line attendant mode default Automated attendant monitoring mode The setup of the automated attendant key must be made during installation For details consult the sales agency By the setup of the automated attendant key the number of button presses during operation changes CAUTION Setting and Canceling the Extension Answering Service There are following two ways to set cancel the extension answering service e When automated attendant key is set e When using the Voice Guidance When Automated Attendant key is set Setting 1 Press automated attendant key The automated attendant key will light in red This completes the setting of the ex
66. ssage transmission m i Note We have no attendant available now please leave your message When the caller cannot record a message after the answering message transmission We have no attendant available now please call back again Checking f Follow Steps 1 to 4 in Recording Guidance Service code please Using the Extension Answering Service 2 Press 3 e When an answering message has been registered The message will be re played e When no answering message has been registered uigance There are no messages Service code please 3 Hang up This completes the checking of the recorded answering message Deleting 1 Follow Steps 1 to 4 in Recording Guidance Service code please 2 Presso uisance Do you wish to erase announcement message Please dial 0 then to accept 3 Press Guidance Message has been erased Service code please 4 Hang up This completes the deletion of the answering message 2 If the recorded answering message is deleted Default answering message will be used Note Switching the Answering Message If you set up a key to switch the answering message you can switch the answering message according to the purpose of use For procedure to set up a key refer to Registering Voice Mail Control Keys P 1 8 For procedure to record check delete an answering message refer to Recording Checking Deleting the Answering Message P 4 5 and S
67. ssages in your mailbox 1 After this operation all the messages both before and after listening are deleted Please make sure that the messages can be deleted CAUTION 1 Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center Guigance This is Voice Service Center The Mail Box number please 2 17 Recording a Message 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 uigance Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 Guidance Service code please 5 Press 7 Guigance Do you wish to erase all messages Please dial 0 then to accept 6 Press Q Guidance All message has been erased Service code please 7 Hang up This completes the deletion of all messages Calling the Other Party s Number While Message is Being Re played If an indicator displays an incoming number when a message is re played you can make a call to the number just by pressing the calling key This setting must be made during installation to use the function to display an incoming call number For details check with your system administrator CAUTION 1 Re play the message The indicator displays an incoming call number For how to re play a message refer to Listening to Messages Left for You P 2
68. swering SEN CO saiae aenea eaan 4 9 Calling a trunk line using the trunk answering SEN CO nienean a a Eis 4 14 Calling a trunk line such as a mobile phone or a PHS eeen e a 2 15 Calling an extension seneese neneeese neern 2 16 Calling an extension directly 008 4 9 Calling soon after listening to the message from a TRUNK NING ihonui enipe 2 18 Calling the other party s number while message is being re played cee ceeeeeeeeeeeeeeeeee tenes 2 18 Calling the Voice Service Center 4 10 Cautions ennerien e a eee eae 1 5 Changing the re play order of messages 2 10 Delete key cece ceeeeeceee nee en ener erenenerener 3 6 Delete Start new recording key 05 3 6 Deleting all the messages in your mailbox 2 17 Deleting the recorded conversation 3 6 Deleting the recorded conversation and starting a new FECOICING 00 ee eee eee eee eeeeeeeeeeeeneeneeneenes 3 6 Destination unknown DOX ceeeeeeeeeeeee eee 5 3 Directly recording message to other person s malbo ce 2 8 Editing VRS Messages 2 s eeeeeeeees 4 12 Extension answering Service 5 1 3 4 3 Extension answering service setting and canceling J yaei ban a a a E E AEE 4 3 When automated attendant key is set 4 3 When Using the Automated Attendant Monitoring ceeeeeeeceeeeeeeeeeeaeeeeeneeees 4 5 When using
69. tension Answering ServiCe 2 2 cccccccccccteeceeeseeeeeeeecceceeecnanseseeeseeenenees 4 3 Automated Attendant Key Setup ic i cccccnciaenieedeedwestaeccavctdes KAE AEA NEN ANANA ENEA KANERAKAN 4 3 Setting and Canceling the Extension Answering ServiCe 0 ccccceeeeeeneeeeeee ee eeeeeeaaeeeeeeaaeeeeeeaaeeeees 4 3 Using the Trunk Answering S IviC s 0ceccceceecnetsenenedeneneneeteesceectecenceenceeneseeeseeneeenny 4 12 Recording Checking and Deleting an Answering MeSSaG6 0 cceceeeeeeeeneeeee eee eeeeeeaaeeeeeeaaeeeeeeaa 4 12 Specify a Answering MeSSage c cccceeeeneceeeeeaecceeeeeeceeeeeaceeeeeneccaeeeeescaaeeeeedaaeesedeeaeesecceeeeeessuaeees 4 13 Calling a trunk line Which Is Using the Trunk Answering ServiCe 0 0c ceecceeeeeeeeneeeeeeaaeeeeeeaaeeeees 4 14 Listening to Messages from an OUtSICE eee cette eee terre reer erent eee eres sean eeeeeeaaeeeeenaa 4 14 Using the Message Ordering Service 2 22 ccccccnsceeeeeeeeeeeeeeecncneccneneeeeeenenenseee 4 16 Operations of Message Ordering ServiCe ccc cece ete e eens eee eeee eed eeee sean eeeeeaeeeeeeeaaeeeeeeaa 4 16 What Each Person in Charge DOCS i ieiciiecsdcceaneeeceechaauhdentt cuccentaueacaahiaucuachaduuennti seeeaaeaeceeabadunenatasedees 4 16 TO THE SYSTEM ADMINISTRATOR cccesseseeeeeeeeeeeeeneeeeseeeaaenseeeeesseeaes 5 1 Upon Managements babcmteacactenduceerses Gabtendeadetet aaa ntnsthcnasceetin
70. tension answering service Voice Mail will answer all the calls received by the specified extension Using the Extension Answering Service When you also want Voice Mail to answer calls received while on another call Busy line attendant Press the automated attendant key on steady red light The key will flash in red and busy line attendant Note is set Canceling 1 Press the _ automated attendant key on steady red light Then check that the key turns off Depending on the setup of the automated attendant key the number of button presses during operation varies For details refer to Automated Attendant Key Setup P 4 3 This completes the cancellation of the extension answering service When Using the Voice Guidance When you set or cancel the extension answering service on the telephone without automated attendant key setup perform the operations according to the Voice Guidance Setting and Canceling 1 Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center Guigance This is Voice Service Center The Mail Box number please 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 cuigance Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 uigance Service code please 5 Press 6 When th
71. ter Guidance This is Voice Service Center The Mail Box number please Press your mailbox number and then Example If your mailbox number is 100 press 100 Guisance Password please If you have not set a password to your mailbox proceed to Step 5 Input the password and then press Example If your password is 1234 press 1234 Guigance Service code please Press OOO When the message recording is not restricted cuieance Do you wish to restrict message recording Please dial 0 then to accept When the message recording is restricted Guidance Do you wish to cancel the restriction of message recording Please dial 0 then to accept Press 0 When setting the message recording restriction cuigance Restriction of message recording has been set Service code please Hang up Using the Extension Answering Service This completes the setting to not record the caller s message 2 When you set up to not record the caller s message Your mailbox key lamp will change to slow red flashing If you have not registered the answering message Note the default message We have no attendant available now please call back again Calling a Telephone Using the Extension Answering Service When you call an extension with the automated attendance feature which allows message recording you can record a message When a function to directly call an extension DIL DID NTT dial in or sub address dial in
72. to Service Option Code List P 2 2 When the busy line attendant feature is set baat Voice Mail can be set up at installation to transmit answering message No 3 for calls received while you are on another call For details consult the sales agency Moreover if this setting is used only the answering messages No 1 and No 2 can be used for normal answering operation Recording 1 Lift the handset 2 Press 8 G 839 is the Service Code default of Voice Service Center Guigance This is Voice Service Center The Mail Box number please 3 Press your mailbox number and then Example If your mailbox number is 100 press 100 Guidance Password please If you have not set a password to your mailbox proceed to Step 5 4 Input the password and then press Example If your password is 1234 press 1234 uigance Service code please 5 Press 3 uigance Please record your message Two short beeps 6 Record the answering message from the handset 7 After finishing the recording press 9 Guidance The announcement message has been recorded Service code please 8 Hang up This completes the registration of the answering message sound will be recorded at the end of the answering message When putting the handset down please put it down quietly If you put it down harshly unpleasant disconnecting CAUTION 2 Default answering message e When the caller can record a message after the answering me
73. to Broadcast Message turns green and flash Checking a Message ii rd 4 5 Lift the handset Press 22 is the Service Code for Record Play Erase the VRS Broadcast Message default Press 5 is the number to re play The messages are re played Hang up This completes the checking of a Broadcast Message Deleting a Message 1 2 4 Lift the handset Pres QD 22 is the Service Code for Record Play Erase the VRS Broadcast Message default Press 3 3 is the number to erase a message Hang up This completes the deletion of Broadcast Message A large lamp of a Digital Key Telephone goes off Listen to Broadcast Message You can listen to Broadcast Message on a Digital Key Telephone of which large lamp turns green and blinks 1 2 5 Lift the handset Press 9O O 21 is the Service Code for re play VRS Broadcast Message default Message is re played A large lamp of the Digital Key Telephone via which you listened to the message goes off Hang up This completes listen to Broadcast Message 2 9 Recording a Message If you wish to listen to a Broadcast Message on a Digital Cordless Telephone In the case of a Digital Cordless Telephone when it receives Broadcast Message a receiving message Note charge lamp slow red blinking You can listen to the message by performing the same operations as on a Digital Key Telephone If you wish to listen to the mess
74. ttar rtt an untu Anun ntan Enne annn nn annn enae 2 10 USING THE CALL RECORDING SERVICE eseseseeeeeeeeeeeeeeeeeeeeeeeeeeees 3 1 Using the Call Recording Service Trunk Call cccccesesseeceeeeeeeeeeeeeeeeeeeseeenneeeeees 3 2 Automatic Call Recording aceri ana entina EnEn EREEREER EEREN ETEA ERE EEEE 3 2 Manual Call ROCORGING ss carike niian ENEA ANEA ENEE EAEAN NENEA N EEEE bes ETEA 3 3 Answering a Call Back from Voice Mail aaeeeeeeseeeeerreeeersessrneeseanennerneraannssannntraannanaannttaannnaaaaneeaannaa 3 3 Using the Call Recording Service Remote Conference ccccccccceceeeeeeeeeeeeeneeees 3 5 Automatic Call Recording for Remote Conference cccceeceee eee ee sees ee eeee ee eeeeeeeeeeeeeaeeeeeeaaeeeeeeaaees 3 5 Manual Call Recording for Remote Conference 0 cccceeeeeeeneeeee tenet eee aa eeeeeeaaeeeeeeaaeeeeeeaaeeeeeeaaeees 3 5 Possible Operations during Call RECOrdING ccccccecceeeeeeeeeeeeeeeeeeeteteeeeeeeeeaaaaaaaaeeeeees 3 6 Deleting the Recorded Conversation 0 cccicee i eer i lr i nr ee eree ee eeeeeeaaeneeeeaa 3 6 Deleting the Recorded Conversation and Starting a New Recording ceeceeeeeeeeeeeeeeeeeeeeaeeeeeaeees 3 6 USING THE ANSWERING MACHINE SERVICE eseseeeeeeeeeeeeeeeeeeees 4 1 Using Voice Mail as an Answering M Chine cccccccceeeeeeeeeeeeeeeeeeteteeeeeeeennaaaaaaaeeeeees 4 2 CONTENTS Using the Ex
75. tting up a 24 key Digital Key Telephone and DSS console You can allocate the required function to any function keys As mailbox keys you cannot only allocate your own box but also allocate multiple box keys If you set up a specific box key for someone who calls you often record you can specify the mailbox to which the calls will be saved by just pressing that key Large lamp Message lamp L Volume control keys You can adjust the handset speaker volume Functions of Voice Mail Control Keys Functions of Voice Mail Control Keys The following describes the types and functions of Voice Mail control keys Register the required keys such as the call recording key and the mailbox key on your telephone For details refer to Registering Voice Mail Control Keys P 1 8 Func tion Code No Key name Key Lamp Display Call Record 69 0 Starting and ending the manual call Recording destination not Rapid red recording specified flash Recording after destination Steady red is specified light Mailbox 67 e Specifying the saving destination When a new message is Rapid red Mailbox mailbox for the recorded content saved flash No e Checking the saved message g g After checking a message Rapid flash Note When message registration Slow red control is set flash Delete Re 69 Deleting a recor
76. tup 5 8 Voice prompt language assignment for each mail OX EE ihev deadedansdele E TE 5 8 Voice prompt language assignment for system DASCG iicsdess hecdice kae a adnate E i 5 8 WwW What is a mailbOXx eeeeeeee eee eeee ees 1 2 What you can do with Voice Mail 1 2 Index 3 MEMO MEMO Aspire UX Voice Mail User s Manual August 2015 Issue 3 NEC Corporation 2013 2015 NEC Corporation A50 034246 003
77. up e To enable this function a password must be set up to your mailbox Calling an Extension Directly 7 Call from your venue outside the office Call an extension with the automated attendant set up from a telephone capable of generating DTMF PB dial or have your call transferred Answering message is heard Example We have no attendant available now Please leave your message Two short beeps Using the Extension Answering Service 3 Input the password and then Example If the password set to the mailbox is 1111 press 1111 uigance Service code please 4 Press 7 Guidance The number and time of a message which were recorded can be heard 5 Messages are re played The messages are re played from the latest one default setting lt When you finish listening to one message gt Guidance Option code please 6 Input the option code Refer to the Service Option Code List P 2 2 When you do not use the option function proceed to Step 7 7 Hang up end the call 2 In case a beep was heard after pressing in Step 3 The input password was wrong Input the correct password If the password is wrong you cannot Note listen to the messages Calling the Voice Service Center By calling a telephone number directly connected to the Voice Service Center or having the person who answered your call transfer your call you can use this feature To enable direct call to the Vo
78. were recorded can be heard 4 The messages are re played lt When you finish listening to one message gt cuigance Option code please 5 Input one of the following option codes e Repeat the re playing of the message press 1 e Delete the message and play the next press 7 Save the message and play the next press 9 6 Hang up Automatically Calling a Trunk Line After Recording a Message After receiving a call for an absent person and recording conversation with the other party you can call a trunk line such as a mobile phone PHS of the other party This calling is available even if automated attendant isn t set to the mailbox where the conversation is recorded e Incoming call notice given to trunk lines should be set to a mailbox of the recording destination For how to 4 make this setting refer to Making Voice Mail Call You Automatically When a Message is Recorded P 2 15 e You need to allocate call recording calling keys to a telephone according to Setting Function Keys For details check with your system administrator CAUTION 1 During call recording For how to record a call refer to Using the Call Recording Service Trunk Call P 3 2 2 After pressing the number of the mailbox where you wish to store the recorded conversation press or press Mailbox key Press call recording calling key Hang up Deleting All the Messages in Your Mailbox You can delete all the me

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