Electra Elite VMP User Guide - Issue 5
Contents
1. C hecking Messages Quick Key 4 Call your mailbox for new messages when yo receive a Voice Mail message indication Dial 1 for YES when asked You have ___ new messages Would you like to hear them Messages marked Urgent are played first Messages from outside callers are played in the order received Messages from other EliteMail VMP users are sorted by sender At the tone you may record a reply otherwise dial 2 The day and time recorded is announced at the end of each message Dial 0 or use the softkeys while listening to a message to return a call using the caller ID information Dial 0 to end the call and return to your message box NOTE 1 Softkeys must be enabled to receive caller ID information in the display NOTE 2 If a message received is from another user s box caller information ts played at the beginning of the message and can only be used to reply to the caller the call return function does not take place While listening to a message you can Dial to skip the message and save it as new Dial to repeat the entire message c Dial 1 to advance to the end of the message Ca Dial 2 to redirect and or archive save the message Dial 5 to change playback volume Dial 7 to repeat the previous 3 seconds of the message Dial 8 to pause message playback Dial 8 again to resume message playback e Dial 9 to advance 3 seconds within the message Dial O to hear t2. FLECTRA nang Main Menu Check New Messages Leave Messages Review Old Messages Change Setup Options INV Io Io le Setup Options Greetings Groups Transfer amp Delivery Personal Options Int Im Io PS Current Menu Return to Main Menu 3 Step Back to Previous Menu Function Codes Record Pause Re Record Erase End Urgent Page Address Live Monitor Greetings Hear Current Greeting Switch Greetings Edit Standard Greeting Edit Alternate Greeting K Im o je Groups Create a Group Edit Your Groups List Your Groups Delete a Group K IO o Ie Yes No Transfer amp Delivery Change Call Transfer Message Delivery Io e Personal Options Change Security Code Re Record Name Re Spell Name Directory Listing On Off IX O or PE Main Menu Check New Messages Leave Messages Review Old Messages Change Setup Options Keypad Shortcuts Switch personal greetings TAL Change your security code Change call transter options Turn call transfer off Edit Groups Add Members Delete Members List Members Change Group name Change Transfer Change Phone Numbers Call Screening On Off Call Holding On Off ID Io l Change Options to Je Message Delivery Work Phone On Off Home Phone On Off Mobile Phone On Off Spare Phone On Off IN Im Io le aan Change Delivery Change Phone Number Change Schedule Urgent Only On Off I
3. 3 to 10 digits via your telephone dialpad Ci Dial to complete code entry Cdi Re enter your security code as prompted for confirmation Opening Your Mailbox Ca Dial 1 to confirm your personalized settings and open your mailbox for use otherwise dial 2 NOTE Your personalized settings can be changed at any time through Setup options Voice Mail Message Indication Whenever there are new messages in your mailbox an indication will be provided at your telephone Multiline Display Telephone Display VM and number of new messages Multiline Telephone Large LED Slow flashing red Single Line Telephone MW Lamp Steady red You may also instruct EliteMail VMP to call you at your home or pager Advance Dialing At any time you can dial ahead by entering a series of responses even before hearing the entire question to advance directly to the desired section of your voice mailbox quickly Disconnecting From Voice Mail When you have completed your voice mail session dial to immediately disconnect the EliteMail VMP system or simply hang up As an alternative you will be given the option to return to your mailbox access Setup Options or exit voice mail and dial an extension if desired after accessing various EliteMail VMP operations Quick Transfer Feature The NEC EliteMail VMP systems simplify message taking by allowing you to transfer a call directly to a user s voice mailbox where they will hear the p
4. softkeys to listen to messages manage live record ses sions screen your calls and change your setup options Respond to system questions by dial ing 1 for yes or 2 for no After you have logged in to the voice messaging system you can use SOFTKEY To Do NEW Check new messages OLD Check old messages LVMSG Leave a message for another subscriber MORE See additional options if applicable SETUP Access your setup options QUIT Exit softkey mode Calling Your Voice Mailbox Use this simple procedure every time you wish to access your Voice Mailbox Lift handset OR press Speaker Dial EliteMail VMP wait for answer NOTE The EliteMail VMP extension number may be assigned to a One Touch key or Feature Access key When calling from your telephone Dial your Security Code if prompted When calling from another telephone Dial 2 to start the main greeting If using softkeys dial 2 Dial your Personal ID typically 9 your extension number Dial your Security Code if prompted When calling from outside Dial your Personal ID typically 9 your extension number Dial your Security Code if prompted Respond to each question by dialing 1 for YES and 2 for NO OR use Quick Keys to step ahead to a specific topic Quick Keys Save time by advancing directly to a specific topic Dial to check new messages to leave messages to review messages to change your setup options a 5 6 7
5. system programming To simplify message taking outside callers can be transferred directly into an EliteMail VMP user s mailbox where they will hear the personal greeting and be prompted to leave a message With an outside call in progress Press Transfer Dial EliteMail VMP wait for answer Dial the mailbox number of the user the call is to be transferred to amp Dial 2 Replace handset immediately or hangup Leaving Messages Quick Key 5 Send messages to other EliteMail VMP users directly from your mailbox Dial 1 for YES when asked Would you like to leave any messages Dial the first 3 letters of the name of the person or the group you want to send a message to OR dial and the mailbox number Dial 1 to confirm otherwise dial 2 Record your message at the beep Dial to end recording otherwise dial to re record Dial 1 for YES for Special Delivery options otherwise dial 2 NOTE Dial to switch between choosing by mailbox number or by name Special Delivery Options When you leave a message you can mark it for special delivery There are four special delivery options available Urgent Heard first before regular messages Private Cannot be redirected Return Receipt EliteMail VMP tells you when the person has heard this message Future Delivery The message is sent at the time and day you specify You can mark a message for more than one special delivery option
6. D Jour le Turn call transfer on Change phone number for call transfer 76414 Turn call screening options on off 7641 Turn call holdin options on off Add a Message group Edit a Message group List your Message groups Change your record name Table of Contents Pages 2 3 General Information Pages 4 5 Getting Started Pages 6 amp 7 Call Forward Settings Calling Your Voice Mailbox Pages 8 amp 9 Checking Messages Leaving Messages Pages 10 amp 11 Reviewing Messages Pages 12 13 Changing Your Setup Options Pages 14 3 15 Changing Your Setup Options Continued Pages 16 17 Quick Transfer To Voice Mail Transferring A Call Directly To A Voice Mailbox Live Record Pages 18 Live Monitoring Programming Live Record Function Keys Character Entry Codes And Quick Reference Guide General Information Introduction Welcome to EliteMail VMP digital voice mail this guide describes the system s features and details the steps you need to take to make EliteMail VMP a working partner in your day to day business Throughout this guide you will find numerous tips and shortcuts designed to help you get the most from EliteMail VMP Typical system operation is presented here Be sure to consult with your EliteMail VMP System Manager for any special features or functions that may apply to your particular application Automated Attendant The Automated Attendant serves as a receptionist a
7. You can also change or add to the special delivery settings of a message you ve already sent Reviewing Messages Quick Key 6 Messages you ve already listened to old messages can be reviewed for a short while typically until midnight be redirected to another mailbox or archived for a longer time Review Dial 1 for YES when prompted You have messages to review Would you like to check them Listen to old messages followed by day and time recorded Redirect Copy To Another Mailbox Dial 2 while listening to a new or old message Dial 1 for YES to Redirect the message being reviewed Dial the mailbox or group to receive the redirected message For more details see Leaving Messages Dial 1 to confirm your entry Dial 1 for YES if you want to record an introduction otherwise dial 2 Record your introduction when prompted Dial to end recording Dial 1 for YES to set Special Delivery options otherwise dial 2 Dial 1 for YES to redirect the message onto an additional mailbox otherwise dial 2 NOTE You can redirect the same message as many times as you wish Archive Save Dial 1 for YES to Archive the new or old message being reviewed NOTE Once you listen to an old or archived message you must archive it again to keep it from being deleted immediately Live Record Live Record allows you to record a conversation with an outside caller and direct it to your own or an
8. access group edit list and delete options Dial the first 3 letters or digits of the group s name or number Cz Dial 1 to change group name or number otherwise dial 2 Using the handset record a group name Cz Dial to end recording Cdi Dial 1 to change group name otherwise dial 2 Dial 1 to create an open group or dial 2 for a private group Add members to the group by dialing name or extension number Dial 1 to confirm and add member to group Ca Dial after all members are added ce Dial 1 to record a message for this group now otherwise dial 2 to continue group maintenance options Would you like to change your Transfer and Delivery Options Dial 1 for YES to change your Transfer or Delivery Options Call Transfer Setting Dial 1 to change your Call Transfer setting otherwise dial 2 to advance to Message Delivery Options Dial 1 to turn Call Transfer on and leave it on otherwise dial 2 to advance to Message Delivery Options Listen to the phone number your calls are currently being transferred to Dial 1 and enter a new phone number up to 9 digits otherwise dial 2 to leave the current setting NOTE 1 If Call Transfer to your work phone is OFF calls are sent directly to your voice mailbox When Call Transfer to your work phone is ON calls are first directed to your extension Electra Elite Call Forward settings will then apply NOTE 2 For Call Screening and Call Holding features to ope
9. al groups Set or change message delivery options Set live monitor options Return to the previous menu level Create or change the current greeting Message Delivery Options Dial 1 for YES or 2 for NO to set Message Delivery to your work phone home phone mobile ST or spare phone Enter and confirm the telephone number Enter and Confirm the message Delivery Schedule time and days Work Phone From To On UMTWHEFS Home Phone From To On UMTWHFEFS Mobile From To On UMTWHFEFS Spare Phone From To On UMTWHFES NOTE 1 Message Delivery schedules may overlap NOTE 2 It is not necessary to dial a trunk access code i e 9 when entering an outside telephone number NOTE 3 When a ST number is programmed the Live Record Urgent Page feature will override your Mobile Message delivery Schedule and turn delivery to your mobile on or off Would you like to change your Personal Options Dial 1 for YES to set your Security Code Dial a new Security Code of 3 to 10 digits Dial to complete code entry Re enter your security code as prompted for confirmation Dial to complete code entry Dial 1 for YES to change your Name Dial 1 for YES or 2 for NO to change your Recorded Name Spelled Name or Directory Listing Status Enter and confirm new information Using Softkeys If you have a ST Multiline Display Telephone set with softkeys you can use your telephone s LCD display and the corresponding
10. e message 4 seconds and resume playing Stop message playback and prompt to redirect the message to another subscriber Stop message playback and reply to the sending subscriber Stop message playback and save message as a new message Play the next message if one exists or return to the Main Menu Return to the Main Menu While reviewing an old message you can use SOFTKEY CID CALL END ARCH DEL REW MORE PAUSE FFWD REDIR REPLY NEXT BACK To Do Toggle between the caller s name and number Return the call End the returned call and go back to your message box Archive the message Delete the message Repeat the previous 4 seconds of the message See additional options if applicable Pause message playback press again to resume playback Advance the message 4 seconds and resume playing Stop message playback and prompt to redirect the message to another subscriber Stop message playback and reply to the sending subscriber Stop message playback and save message as a new message Play the next message if one exists or return to the Main Menu Return to the Main Menu When accessing your setup options you can use SOFTKEY CID GREET PERS TRF MORE GRPS DELIV LM BACK CURR To Do Change the Caller ID display to either name or number Create or change personal greetings Set or change personal options Set or change transfer options See additional options if applicable Create or change person
11. ersonal greeting and be prompted to leave a message Live Record Feature The Live Record feature is used to record a conversation in progress and then direct it to your own or another user s mailbox Live Monitoring Live Monitoring allows you to hear a message through the speaker of your phone as the message is being left by an outside caller Caller ID Call Return While listening to a message you can hear the telephone or extension number of a caller by dialing 0 You can also view a caller s name or number on the LCD panel of a Dterm telephone When you listen to a message that includes numeric caller ID you can choose to return the call Call Forward Settings Call Forward Busy No Answer CF B NA The most frequent method of utilizing voice mail is to have calls forwarded to your mailbox when you are busy on another call or are away from your phone To forward your telephone Set Cancel Lift handset hear ICM dial tone Lift handset hear ICM dial tone Dial the Call Forward Busy No Dial the Call Forward Busy No Answer set code 43 Answer cancel code 44 Dial EliteMail VMP Replace handset Replace handset NOTE 4 CF B NA key may be assigned in system programming to set cancel this feature A lit LED may indicate that CF B NA 1s set When setting Call Forward Busy No Answer a destination station must be entered Call Forward All Calls CFA When you plan on being away from your phone for a
12. he telephone or extension number of the caller NOTE 1 NEW messages are those you haven t yet heard ANEW message will not be deleted until you ve had the opportunity to listen to it NOTE 2 Messages are OLD once you press O for caller ID information or hear them through to the recorded day and time OLD messages are typically deleted at midnight of the day received unless they have been archived NOTE 3 While listening to a message the CID softkey toggles the LCD between the caller s name and number if both are provided Changing Your Setup Options Quick Key 7 You may personalize your mailbox to accommodate your current schedule or plans by changing your Setup Options Dial 1 for YES when asked Would you like to access Setup Options Follow prompts to change the desired Setup Option Would you like to change your Greeting Cz Dial 1 for YES to change your Greetings Listen to the playback of your current outside greeting ce Dial 1 for YES to switch between standard and alternate greetings otherwise dial 2 a Dial 1 for YES to record a new greeting otherwise dial 2 Using the handset begin recording at the beep Dial to end recording and review greeting Ci Dial 1 to re record otherwise dial 2 Repeat the internal greeting Would you like to change your Groups Ci Dial 1 for YES to change your Groups Dial 1 for YES when asked to create a new group otherwise dial 2 to
13. ion the portion of the message that was recorded before you connected is saved as a voice message in your mailbox Feature Access Keys One Touch Keys Press Feature Press Feature Press Redial Press Redial Press Feature Access key to be programmed Press One Touch key to be programmed amp Dial 2 Dial 2 Dial Function Code see next page Dial Function Code see next page Press Feature Press Feature NOTE Refer to the Electra Elite Multiline Telephone User Guide for additional information on programming Feature Access keys and One Touch keys EliteMail VMP Info Name Extension Number Personal ID To reach EliteMail VMP From Inside dial From Outside dial System Manager Extension Number To simplify recording write down your Greeting here Sample Hz this is I m away from my phone now but I check my mailbox regularly Leave me a message and wll return your call as soon as possible Thanks Remember Dial 1 for YES 2 for NO Issue 5 03 05 6555 N State Hwy 161 Irving Texas 75039 750178 0
14. message delivery to your spare phone Change the phone number for message delivery Change your message delivery schedule Change urgent message delivery To screen your calls you can use SOFTKEY ACCEPT REJECT To Do Accept the incoming call Transfer the call to your voice mail box To record a conversation you can use SOFTKEY PAUSE END REREC MORE ERASE URGPG To Do Pause recording Press again to resume recording Stop recording and save the file Stop the recording delete the file and begin a new recording See additional options if applicable Stop the recording and delete the file Turn pager message delivery on or off To manage a live monitoring session you can use SOFTKEY START CANCEL OFF ON AUTO MAN To Do Begin live monitoring Stop live monitoring and continue to record the message Disable live monitoring Enable live monitoring Set enabled live monitoring to automatic mode Set enabled live monitoring to manual mode While listening to a new message you can use SOFTKEY CID CALL END ARCH DEL REW MORE PAUSE FFWD REDIR REPLY NEXT BACK To Do Toggle between the caller s name and number Return the call End the returned call and go back to your message box Archive the message Delete the message Repeat the previous 4 seconds of the message See additional options if applicable Pause message playback press again to resume playback Advance th
15. n extended period of time you can have all of your calls routed directly to your mailbox To forward your telephone Set Cancel Press Feature Do not lift handset Press Speaker Do not lift handset Dial the Call Forward All set Dial the Call Forward All cancel code 60 code 42 Dial EliteMail VMP Press Speaker Press Feature NOTE 4 CFA DND key may be assigned in system programming to set cancel this feature A lit LED may be indicate that Call Forward All Do Not Disturb is set When setting Call Forward All a destination station must be entered SWITCH STD INT ALT CODE SPELL DIR RCNAME ON OFF CHG SCRN HLDING CREATE EDIT LIST DEL WORK HOME PAGER SPARE PH SCHD URG Switch from the standard greeting to the alternate greeting or from the alternate greeting to the standard greeting Change your standard greeting Change your internal greeting Change your alternate greeting Change your security code Change the spelling of your name for the directory Turn directory status on or off Change your recorded name Turn call transfer or call delivery on or off Change your transfer phone number Turn call screening on or off Turn call holding on or off Create a message group Change a message group List message group Delete a message group Change message delivery to your work phone Change message delivery to your home phone Change message delivery to your pager Change
16. nswering and routing incoming calls automatically Callers hear an opening greeting for your company that gives them instructions and options If a caller does not know the extension number the Automatic Directory can route the call by the person s name When your extension is busy or you are not available to answer the call EliteMail VMP can connect the caller to your voice mailbox automatically Voice Mail Access The EliteMail VMP system can be accessed 24 hours a day from any touchtone telephone in or out of your office Your System Manager has assigned a Personal ID number to you You will need this number when calling the EliteMail VMP from any phone but your own The Conversation The NEC EliteMail VMP system is based upon a conversation about your voice mailbox Each time you enter your mailbox you will be asked a series of questions relating to these topics Checking messages Leaving messages Reviewing redirecting messages Answer questions with a simple reply by dialing 1 for YES or 2 for NO In addition by dialing Quick Key numbers you may advance directly to a specific topic Setup Options Once your mailbox has been opened you may change various options such as your Greetings Message Groups Transfer and Message Delivery Options and Personal Options Getting Started When you call the EliteMail VMP system for the first time you will be asked to personalize your mailbox Doing this will open your mailb
17. other user s mailbox With an outside call in progress Press Record to begin recording the conversation A tone burst may be provided and the Record key will light red to indicate that recording is in progress Display telephones will indicate recording functions Dial the mailbox number to which the recording should be addressed Replace handset to terminate the call The recording will be sent to the appropriate mailbox NOTE 1 The mailbox number may be dialed at any time during the conversation before the recording party releases the call If a mailbox number 1s not entered the recording will be sent to your mailbox NOTE 2 If Automatic Recording is assigned the recording begins immediately upon answering an outside call NOTE 3 If a mailbox number has not been entered and if Automatic Callback is assigned EliteMail VMP will call you back to ask you if you want to delete the call address it add an introduction or send tt NOTE 4 To send a Live Recording to multiple mailboxes first send the recording to your own mailbox and then redirect it accordingly Live Record Options The following Live Record function keys may be programmed PRESS Pause To stop recording Press Pause again to resume recording Re Record To erase the Live Recording and automatically begin re recording enter a new mailbox number Erase To erase the Live Recording without interrupting ST conversation Press Record and dial a mailbox numbe
18. ox and make it ready to use E E Your Mailbox Lift handset Dial EliteMail VMP Dial your Personal ID if necessary typically 9 your extension number Follow your prompts to accomplish the following steps Dial 1 for YES or 2 for NO to confirm each entry Record Your Name Record your first and last name Dial to end recording and review your name recording Dial 1 to re record otherwise dial 2 Spell Your Name If requested spell the first 3 letters of your last name by dialing the corresponding numbers on your telephone dialpad Choose Your Directory Listing Status e Dial 1 for YES or 2 for NO to chose whether or not you wish to be listed in the EliteMail VMP directory It is recommended that you choose to be listed as the directory lets outside callers reach you by your last name if they do not know your extension number Record Your Outside And Internal Greetings Ca Dial 1 for YES if you want to record different greetings for outside and internal callers otherwise dial 2 At the prompt record an appropriate greeting to callers who reach your mailbox Use the handset to record your name and a brief descriptive message Ci Dial to end recording and review your greeting e Dial 1 to re record otherwise dial 2 Set Your Security Code Ca Dial 1 for YES if you wish to enter a Security Code to safeguard your mailbox from unauthorized access otherwise dial 2 Ci Enter a Security Code of
19. r to begin recording again End To terminate the recording and continue the conversation Address To delete address or record an introduction prior to ending a Live Recording session Erase Toggles Message Delivery on off After entering a mailbox number a in the display will indicate that the Page Message Delivery option is currently on NOTE Once you listen to an old or archived message you must archive it again to keep it from being deleted immediately Live Monitoring Live monitoring allows you to hear a message through the speaker of your phone as the message is being left by an outside caller Only one call is monitored at a time and live monitoring is available only when your phone is idle New outside calls received during a live monitoring session are sent to your voice mailbox Enable Live Monitor Press Live Monitor Feature Access key Dial station number password Same as station lockout password code Once Live Monitor is set the corresponding LED lights red Dial 7 to transfer call to the called party s mailbox Replace handset immediately NOTE By default password is set at 0000000000 10 zeros Live Monitor A Conversation A live monitoring session starts as an outside caller begins leaving a message for you To be connected to the caller anytime during the live monitoring session pick up the handset or press Speaker When you connect to the caller during a live monitoring sess
20. rate Call Transfer must be turned on and these features must be assigned Call Screening Dial 1 to turn on Call Screening or dial 2 to turn it off NOTE When you answer your phone and Call Screening is turn on you will hear a beep and announcement Call from caller s name Dial 1 to take the call or 2 to transfer the caller to your mailbox Call Holding Dial 1 to turn on Call Holding or dial 2 to turn it off NOTE If Call Holding is turned on and your line is busy a caller is prompted to hold or leave a message The system will tell the caller how many calls are already holding Quick T ransfer To Voice Mail When transferring a call to a user who is away from their phone bust or declines a Voice Announcement the Quick Transfer to Voice Mail feature simplifies and speeds message taking You can easily redirect the call to the EliteMail VMP user s mailbox where they will hear the personal greeting and be prompted to leave a message With an outside call in progress Press Transfer Dial station number or press programmed DSS Determine called party is unavailable Dial 7 to transfer call to the called party s mailbox Replace handset immediately or hangup VMail Answers With a recall in progress Press Line key Press Feature and dial 86 Replace handset immediately or hangup VMail Answers NOTE Your Quick Transfer Access Codes may differ from the above based on
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