Avaya PARTNER Phone User manual

PARTNER Messaging System
User’s Guide
518-100-701
Issue 3
May 2004

Copyright 2004, Avaya Inc.
All Rights Reserved
Notice
Every effort was made to ensure that the
information in this document was complete and
accurate at the time of printing. However,
information is subject to change.
Preventing Toll Fraud
“Toll fraud” is the unauthorized use of your
telecommunications system by an unauthorized
party (for example, a person who is not a
corporate employee, agent, subcontractor, or is
not working on your company's behalf). Be
aware that there may be a risk of toll fraud
associated with your system and that, if toll
fraud occurs, it can result in substantial
additional charges for your telecommunications
services.
Avaya Fraud Intervention
If you suspect that you are being victimized by
toll fraud and you need technical assistance or
support, in the United States and Canada, call
the Technical Service Center's Toll Fraud
Intervention Hotline at
1-800-643-2353.
How to Get Help
For additional support telephone numbers, go to
the Avaya Web site:
If you are:
•Within the United States, click Escalation
Lists, which includes escalation phone
numbers within the USA.
• Outside the United States, click Escalation
Lists then click Global Escalation List,
which includes phone numbers for the
regional Centers of Excellence.
Responsibility for Your Company’s
Telecommunications Security
The final responsibility for securing both this
system and its networked equipment rests with
you - Avaya’s customer system administrator,
your telecommunications peers, and your
managers. Base the fulfillment of your
responsibility on acquired knowledge and
resources from a variety of sources including
but not limited to:
• Installation documents
• System administration documents
• Security documents
• Hardware-/software-based security tools
• Shared information between you and your
peers
• Telecommunications security experts
To prevent intrusions to your
telecommunications equipment, you and your
peers should carefully program and configure:
• Your Avaya-provided telecommunications
systems and their interfaces
• Your Avaya-provided software
applications, as well as their underlying
hardware/software platforms and interfaces
• Any other equipment networked to your
Avaya products.
To order copies of this and other documents:
Call: Avaya Publications Center
Write:
Attention: Avaya Account Management
E-mail:
For the most current versions of documentation,

Contents
PARTNER Messaging System User’s Guide 3
Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Logging In From an On-Site Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Logging In From an Off-Site Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Hints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
Using Dial Code/Button Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Personalizing Your Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Recording Your Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Recording or Deleting a Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . .11
Activating a Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Changing Your Personal Operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Changing Your Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Choosing Call Answer Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Your Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
About Message Categories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Listening to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Responding to a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Sending a Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Using the Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
More Mailbox Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Changing Message Retrieval Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Listening to New Messages in Preview Mode . . . . . . . . . . . . . . . . . . . . . . .24
Listening to Last Heard Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Using Personal Group Lists . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Creating Personal Group Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Reviewing or Modifying Personal Group Lists . . . . . . . . . . . . . . . . . . . . . .26

4 PARTNER Messaging System User’s Guide
Contents
Using Outcalling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
About Outcalling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Turning Outcalling On or Off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Setting Your Outcalling Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Guidelines for Setting Outcalling Numbers . . . . . . . . . . . . . . . . . . . . . . . . 32
Reviewing Your Outcalling Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Setting Your Outcalling Cycles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Setting Your Outcalling Interval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Setting Your Outcalling Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Recording/Screening Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Using the Record-a-Call Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Using the Call Screening Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

PARTNER Messaging System User’s Guide 5
Getting Started
Logging In From an On-Site Location
Use this procedure to log in from a telephone that is connected to
your company’s communications system.
1Dial the PARTNER Messaging extension, 22, to access
the Voice Messaging system.
2Choose an option:
• If you are at your own extension, press 6.
• If you are at another telephone, enter your extension
number, then press 6.
3Enter your Password, then press 6.
The first time you log in, your Password is not set. Press 6for
Step 3, then follow the system prompts to enter your new
Password and record your name.
The system announces the number of new and old messages in
your mailbox.

Logging In From an Off-Site Location
6 PARTNER Messaging System User’s Guide
Getting Started
Logging In From an Off-Site Location
Use this procedure to log in from a telephone that is not
connected to your company’s communications system (for
example, from your home or cell phone).
1Call in on a line answered by PARTNER Messaging
Automated Attendant or Call Answer Service, and press ;
when you hear the menu or greeting. (See your System
Manager for the Call Answer Service number.)
2Enter your extension number, then press 6.
3Enter your Password, then press 6.
The first time you log in, your Password is not set. Press 6for
Step 3, then follow the system prompts to enter your new
Password and record your name.
The system announces the number of new and old messages in
your mailbox.

Options
PARTNER Messaging System User’s Guide 7
Getting Started
Options After you log in, choose an option.
Press... To...
Change your name or Personal Greeting.
Change your Personal Operator.
Change your Password.
Change Call Answer Mode.
Listen to messages.
Record and send messages.
Access more mailbox options (Release 6.0 or later):
Message retrieval order
New message preview
Last heard message
Program Personal Group Lists.
Program Outcalling (if Outcalling
permission is activated for your mailbox).

Hints
8 PARTNER Messaging System User’s Guide
Getting Started
Hints • To transfer to another extension at any time, press ;2,
then the extension number followed by 6.
• To transfer to another extension using the Directory, press
;2, then press ;2.
• To replay a Voice Messaging menu, press ;2.
• To go back to the previous Voice Messaging menu, press
;26.
• To return to the Voice Messaging Activity Menu, press
;2.
• To replay message header only, press 2.
• To change message status back to new, press ;2
(Release 6.0 or later).
• To return to previous message, press ;2 (Release 6.0 or
later).
• While a message is playing, you can:
•Press
to pause the playback and again to
resume playback.
•Press
to raise the volume or to lower it.
•Pressto rewind the message four seconds and
play, or to skip forward four seconds and play.
•Pressto increase speed or to decrease
(Release 6.0 or later).

Using Dial Code/Button Features
PARTNER Messaging System User’s Guide 9
Getting Started
Using Dial Code/Button Features
In some countries, the Voice Mailbox Transfer code is Feature 2
. Also, some systems allow you to use Voice Mailbox Transfer
from a standard phone by pressing 622, and then the
extension number. Check with your System Manager.
To... Press...
Call Voice Mail Service 2222 or
programmed Voice Mail Auto
Dial button.
Turn voice mail coverage on
and off Programmed VMS Cover
button. VMS Coverage is on
when the light is on.
Send calls to your mailbox
without ringing your extension
first
Programmed DND button to
turn it on (and VMS Cover
button if present). If no VMS
Cover button is programmed,
Automatic VMS must be on.
Transfer outside callers to
another user’s mailbox 22 or programmed
Voice Mailbox Transfer
(VMBox) button, then dial the
extension number.
Lock your telephone 22 or programmed
Station Lock button, then dial
the four-digit code. Reenter
the code.
Record an active call Programmed Record-a-Call
(RAC) button.
Listen to a caller leaving a
message in your voice
mailbox
Programmed Call Screening
button before the call is
answered by the PARTNER
Messaging System.
Intercom
Feature
Feature

Using Dial Code/Button Features
10 PARTNER Messaging System User’s Guide
Getting Started

PARTNER Messaging System User’s Guide 11
Personalizing Your Mailbox
Recording Your Name
1Log into Voice Messaging.
2Press to change your name recording or greeting.
3Press to change your name recording.
4Choose an option:
•Press
to listen to the current name.
•Press
to record your name.
5Record your name, then press .
6Choose an option:
•Press
;26 to approve your name.
•Press
2 to play back your name.
•Press
2 to re-record your name.
Recording or Deleting a Personal Greeting
You can have up to six different Personal Greetings.
HINT:
If the system is set for Bilingual Mode, you can record your
Personal Greeting(s) in both languages. Your greeting(s) should
tell the callers they can press ;2 to hear the Personal Greeting
in an alternate language.
1Log into Voice Messaging.
2Press to change your greeting.

Recording or Deleting a Personal Greeting
12 PARTNER Messaging System User’s Guide
Personalizing Your Mailbox
3Press to change your name recording.
The system announces the current setting(s).
4Enter the greeting number [1-6].
5Choose an option:
• If the system is set for Monolingual Mode, go to Step 6.
• If the system is set for Bilingual Mode, press to record
your greeting in the Primary Language, or press to
record your greeting in the Secondary Language. Then go
to Step 6.
6Choose an option:
•Press
to listen to your greeting.
•Press
to record your greeting.
•Press
;2 to delete your greeting.
7Record your greeting, then press .
8Choose an option:
•Press
;26 to approve your greeting. Go to Step 6 of
“Activating a Personal Greeting”.
•Press2 to play back your greeting.
•Press
2 to re-record your greeting.
•Press
;2 to delete the greeting just recorded.
9Do one of the following:
• If greeting is not already active, go to Step 6 of “Activating a
Personal Greeting”.
• If greeting is currently active, choose one of the following:
—Press
;26 to keep current activation setting.
—Pressto change, then go to Step 6 of “Activating a
Personal Greeting”.

Activating a Personal Greeting
PARTNER Messaging System User’s Guide 13
Personalizing Your Mailbox
Activating a Personal Greeting
You can record up to six Personal Greetings. Activate the
Personal Greeting you want a caller to hear. You can activate up
to two Personal Greetings. You can have one greeting for internal
calls and one greeting for external calls, or you can use the same
greeting for both internal and external calls.
1Log into Voice Messaging.
2Press to change your name or greeting.
3Press to change your greeting.
4Press to activate a greeting.
If a Personal Greeting is not active, the system greeting is
used.
5Choose an option:
• Enter the number of the greeting you want to activate.
•Press
to activate the system default greeting.
6Choose an option:
•Press
to use this greeting for all calls.
•Press
to use this greeting for internal calls only.
•Press
to use this greeting for external calls only.
•Press
;26 if finished.

Changing Your Personal Operator
14 PARTNER Messaging System User’s Guide
Personalizing Your Mailbox
Changing Your Personal Operator
Your Personal Operator is the person you want to handle your
calls when the caller needs immediate assistance and you are
not available. In your greeting, be sure to mention that callers can
press to reach your Personal Operator or the System
Operator.
1Log into Voice Messaging.
2Press to change your Personal Operator.
3Choose an option:
• Enter your Personal Operator's extension, then press 6.
•Press
;2 to delete your Personal Operator.
•Press
;26 if finished.
Changing Your Password
1Log into Voice Messaging.
2Press to change your Password.
3Enter the new Password, then press 6.
4Re-enter the new Password, then press 6.

Choosing Call Answer Mode
PARTNER Messaging System User’s Guide 15
Personalizing Your Mailbox
Choosing Call Answer Mode
Call Answer Mode determines whether or not the system allows
callers to leave a message after listening to your Personal
Greeting. When your mailbox is in Record Mode, callers can
leave a message; when it is in Answer-Only Mode, they cannot.
Auto-Copy Mode (Release 6.0 or later) allows you to designate
that a copy of all messages left in your mailbox also be left in
another mailbox. The caller leaving the message is not aware of
this unless you explain it in your Personal Greeting. Private
messages are not copied to the other mailbox.
1Log into Voice Messaging.
2Press to change Call Answer Mode.
3Choose an option:
•Press
for Record Mode.
•Press
for Answer-Only Mode.
•Press
for Auto-Copy Mode. Then do one of the following:
— Enter destination extension, then press 6.
— If mailbox is already in Auto-Copy Mode, do one of the
following:
•Press
6to keep current destination.
• To change current destination, enter new destination
extension, then press 6.
The Call Answer Mode of the destination mailbox must be set to
Record Mode in order for Auto-Copy to work.

Choosing Call Answer Mode
16 PARTNER Messaging System User’s Guide
Personalizing Your Mailbox

PARTNER Messaging System User’s Guide 17
Your Messages
About Message Categories
You can assign Priority, Private, and/or Return Receipt
categories to messages you send. New Priority messages are
heard first when listening to new messages. Private messages
cannot be forwarded. Return Receipt messages notify you when
the message is listened to by the recipient. You can assign one,
two, or all three categories to a message. In Release 6.0 or later,
you can receive an Auto-Copy message, which is sent to you by
an originating mailbox that has designated your mailbox as an
Auto-Copy destination. The message header indicates the
mailbox where the message originated and that the message is
an Auto-Copy.
Listening to Messages
1Log into Voice Messaging.
2Press to get messages.
The system plays the message header.
3Choose an option:
•Press
to listen to the message body.
•Press
6to skip the message. (The message will remain as
“new” until you listen to the body.)
•Press;2 to delete the message.

Listening to Messages
18 PARTNER Messaging System User’s Guide
Your Messages
HINTS:
While the message plays, you can choose additional options:
•Pressto pause and again to resume.
•Press
to rewind four seconds and play.
•Press
to skip forward four seconds and play.
•Press
to increase volume or to decrease volume.
•Press
to increase speed or to decrease. Change in
speed lasts for current Voice Messaging connection
(Release 6.0 or later).
4While or after the message plays, choose an option:
•Press
6to save (skip) the message.
•Press
to replay the message.
•Press
2 to replay the header only.
•Press
;2 to change the message status back to new,
then press 6to go to the next message. The next time you
log in for messages, you will hear this as a new message
(Release 6.0 or later).
•Press
;2 to return to the previous message. Repeatedly
press ;2 to backup to the desired message (Release 6.0
or later).
•Pressto respond to the message (see next section).

Responding to a Message
PARTNER Messaging System User’s Guide 19
Your Messages
Responding to a Message
1After the recorded message plays, press to respond to the
recorded message.
2Choose an option:
•Press
to reply to the sender. (In order to reply, the sender
must have a mailbox in the system.)
•Pressto forward the recorded message.
•Press
to return the call to an internal sender.
3Record your message, then press again.
4Choose an option:
•Press
;26 to approve. (If replaying, skip to Step 7.)
•Press
2 to play back your comments.
•Press
2 to re-record your comments.
•Press
;2 to cancel replying or forwarding.
5If forwarding, do one of the following:
• Enter the extension of an individual, then press 6.
•Press
;2 and a Group List number, then 6. Use
Personal Group Lists 1-10 or System Group Lists 50-59.
•Press;2 to use the Directory. (See “Using the
Directory”.)
•Press
;2 to delete the last entry.
Repeat Step 5 to address the message to others.
6Press ;26 when finished addressing.

Sending a Message
20 PARTNER Messaging System User’s Guide
Your Messages
7Choose an option:
•Press
to make this a Private message.
•Press
to make this a Priority message.
•Press
to request a Return Receipt.
•Press
to cancel the previously selected category.
•Press
6to send the recorded message.
After you assign a category to a message, the system gives
you the options to assign the other two categories.
8Return to Step 4 of “Listening to Messages”.
Sending a Message
1Log into Voice Messaging.
2Press to record a message.
3Record your message.
4Press when finished recording.
5Choose an option:
•Press
;26 to approve the recorded message. (Go to
Step 6.)
•Press2 to play back the recorded message.
•Press
2 to re-record the message. (Go to Step 3.)
•Press
;2 to delete the recorded message and return to
the Voice Messaging Activity Menu.
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