Comdial DXP Digital Communications System User manual

Comdial Voice Processing System
User Guide
Featuring Visual Voice Mail Operation
For use with Comdial DXP, DXP Plus, FX,
and DSUII Digital Communication Systems
GCA70-347.03 4/01
printed in U.S.A.

Comdial®is a registered trademark of Comdial Corporation
This book is for the following systems:
·DXP, DXP Plus, and FX Digital Communica-
tion Systems with software release 180, feature
set 16A and later,
·DSUII Systems with software revision 2A and
later.
·All Comdial Voice Processing Systems with
software revision 8.2 and later.
·All current production Impact proprietary LCD
speakerphones
Comdial® strives to design the features in our commu-
nications systems to be fully interactive with one
another. However, this is not always possible, as the
combinations of accessories and features are too varied
and extensive to insure total feature compatibility.
Accordingly, some features identified in this publica-
tion will not operate if some other feature is activated.

Table of Contents
Introducing The Voice Processing System .....................1
What Is Voice Processing?......................1
How Do I Use Voice Processing? ..................1
Using Voice Processing Etiquette ..................1
About Your Telephone ........................1
Using The Visual Voice Mail Feature ........................2
Getting Started ....................................3
Using The Tutorial ..........................4
Entering Your Voice Mailbox ............................5
Using Your Keypad To Enter Your Voice Mailbox .........6
Selecting Tasks From Your Main Menu ...................6
Listening To Your Messages .............................7
Using Your Keypad To Listen To Your Messages ..........8
Sending Messages ..................................9
Using Your Keypad To Send Messages ..............10
Changing Your Options ...............................11
Recording Your Name .......................12
Recording Your Greeting ......................13
Viewing Sample Greetings ............................14
Changing Your Password......................15
Using Call Transfer.........................16
Using Message Notification ....................17
Reviewing Messages For Future Delivery .............18
Comdial Voice Processing System User Guide iii
GCA70-347 Table of Contents

Understanding Other Features ...........................19
Calling Your Mailbox From Another Location...........19
Setting Up Distribution Lists ....................21
Using The Call Screening Feature .................21
Using Your Directory........................21
Understanding Your Mailbox Schedules ..............21
Using The Message Waiting Light .................21
Using The Record Feature .....................22
Listening To Incoming Messages..................23
iv Comdial Voice Processing System User Guide
Table of Contents GCA70-347

Introducing The Voice Processing System
Congratulations and thank you for using a Comdial voice processing system.
This is a powerful system that can greet your callers and record your messages.
Using the visual display and interactive buttons on your telephone along with the
voice prompts, you’ll find visual voice processing quick and easy to use.
What Is Voice Processing?
Voice processing increases your productivity and efficiency when using your
telephone system. Voice processing allows you to direct calls to your parties
without delays caused by the operator handling other calls. You can retrieve and
record messages 24 hours per day, seven days per week. Messages you record in
your own voice are accurate, detailed, and more personal than a third party
message.
How Do I Use Voice Processing?
You are assigned a voice mail box by the system installer. To access your voice
mail box, you must first dial up the voice processing system and enter your
password if you wish to have one. This is called logging on. Voice processing
greets your callers and records their messages.
Using Voice Processing Etiquette
It is important that you exercise good voice processing etiquette at all times.
voice processing is intended to enhance productivity. When someone leaves a
message in your voice mail box, it is your responsibility to reply promptly and
courteously. If voice processing is abused, the result can be frustrated callers and
unhappy users. To avoid any possible frustration, please be patient and courteous
to all callers until they become used to your new voice processing system.
About Your Telephone
To get the maximum benefit from voice processing, you will need a Comdial
proprietary telephone with a two-line, 32-character liquid crystal display (LCD)
and three interactive buttons. When using an industry standard touch tone
telephone, or calling in from another telephone system, you can still use voice
processing by listening to the voice prompts and entering your selections from
the telephone keypad. The keypad selections are also included in this guide.
Comdial Voice Processing System User Guide 1
GCA70-347 Introducing The Voice Processing System

Using The Visual Voice Mail Feature
You will quickly learn that as every voice menu or prompt plays, you see a
different message on your telephone display. Most of these messages offer a
choice of three different options. You select the option you want by simply
pressing the interactive button adjacent to the desired item on your display. For
example, suppose you are playing a message you received from another party.
Your display is as follows:
As an example, assume that part of the way through the message you were
distracted by some noise in the office and you want to hear the message again. In
this example, you need only to press the interactive button under Rplay (for
replay) on your display and the message will start playing again from the
beginning. After hearing your message, you can then save it or delete it by
pressing Save or Del as appropriate.
In the above example, you could achieve the same results by pressing 1to replay
the message, 2to save it and 4to delete the message. You will always know
which keypad button to press from the voice prompts.
Because many of the menus have more than three options, only the most popular
options are displayed. You can select menu options that are not presented on your
display by pressing the applicable buttons on your telephone keypad. You will
soon learn which ones they are from looking through this manual and listening to
the various voice menus. For example, when listening to a message as in the
above example, you can press “8” to rewind the message five seconds, press “9”
to fast forward the message five seconds, or press “0” to pause the playback.
2 Comdial Voice Processing System User Guide
Using The Visual Voice Mail Feature GCA70-347
Rplay Save Del
Playing message
Press left button to
hear your message
again.

Getting Started
The password you will use to log into your mailbox the first time will be the
same as your mailbox number, which, in most cases, is your extension number. If
you wish, record this number on the line below:
As soon as possible, you should personalize your mailbox by recording your
name, greeting, and a new password. You can write your password on the
following line if you wish.
The first time you call voice processing and enter your password, you will hear a
welcome greeting followed by the tutorial. The tutorial prompts you to enter your
name, greeting, and a new password, if you choose to use a password. You can
delete or change any of these items as often as you like. After you become
familiar with the operation of your voice processing system, you may want to
turn the tutorial off. See Using The Tutorial on page 4.
NOTE: Advisors strongly recommend that you use a password, and choose one
known only by you to keep your messages private.
To personalize your mailbox,
1. Press VMAIL to call voice processing.
2. Enter your password when prompted.
3. Follow the system’s voice prompts for
entering your name, greeting, and new
password. You can write your greeting
on the lines provided below if you wish.
Also, refer to the title Recording your Greeting on page 13 for
recording details if needed.
Comdial Voice Processing System User Guide 3
GCA70-347 Getting Started
Thu 25 8:25
VMAIL OPTIONS
Press this interactive
button to call voice mail

Using The Tutorial
Voice processing systems have a tutorial to help you personalize your mailbox,
and to learn some of the many and varied operations of the voice processing
system. When enabled, the tutorial plays automatically every time you log into
your voice mailbox. You can press # to skip the tutorial or press Sany time
while the tutorial is playing to turn it off. You can re-enable the tutorial by
selecting the options menu from the main menu and then pressing 9from the
options menu.
1. Log-on to your mailbox and get the welcome greeting.
2. The tutorial starts to play automatically following the welcome
greeting. While the tutorial is playing, you will be prompted to
enter your name, greeting, and a new password.
3. Press Exit to stop the tutorial while it is playing. This will not
prevent the tutorial from playing the next time you log-on to your
mailbox. You are informed about any new messages, if present,
and the main menu will appear following the tutorial.
4 Comdial Voice Processing System User Guide
Getting Started GCA70-347
Tutorial menu
Yes No Exit
Main Menu
Msgs Send Opts
Welcome to VVP

Entering Your Voice Mailbox
Before you can perform any task on your voice processing system, you must
enter, or log into, to your voice mailbox. After logging in, you can listen to
messages left in your mailbox, send messages to other subscriber’s voice
mailboxes, and change any of your voice processing options, such as your name
or greeting. You can automatically log into the system by pressing the left button
under your display. Two such examples follow:
Comdial Voice Processing System User Guide 5
GCA70-347 Entering Your Voice Mailbox
Press (see note 1)VMAIL
Note 1: VMAIL
5MSG
is replaced by the new message count indicator when new
messages are in your mailbox (example, means five new messages
are in
y
our mailbox
)
.
Enteryourpassword
Hear welcome message
Hear tutorial
(only if option is
turned on)
Select the following from
the Main Menu:
- Listening to messages
- Sending messages
- Changing mailbox options
Display 5
VMAIL OPTIONS
Thu 25 8:25
Enter your
password
WelcometoVVP
Main menu
Msgs Send Opts
Tutorial menu
Yes No Exit
Display 1
Display 2
Display 3
Display 4
Display 5
Press (see note 1)5MSG
5 MSG OPTIONS
Thu 25 8:25
Enter your
password
Display 1
Display 2
Enter your password and
immediately hear first new
message (no additional
button presses required.)
See note 2.
No New Messages in Mailbox
and Tutorial Turned On
New Messages in Mailbox
and Tutorial Turned Off
Note 2: Displays 3, 4, and 5
appear the same as they do
in the example on the left
when the tutorial is turned on.
The tutorial plays the first time
you log on to help you person-
alize your mailbox. You can
choose to leave it on or turn it
off (see page 21).

Using Your Keypad To Enter Your Voice Mailbox
Normally, you will automatically log into the system when you enter your voice
mailbox as described on the facing page. However, you can enter your voice
mailbox from your telephone keypad as follows:
1. Press INTERCOM and dial the extension number for voice
processing. Your system administrator can provide you with this
number. Write it here for reference if you wish:_____________.
2. When the system answers, press #and enter your voice mailbox
number.
3. If you are using a password, dial this number when you hear the
voice prompt to do so.
4. You will hear a welcome message and then hear of the number of
new messages and saved messages in your voice mailbox. You
will then hear voice prompts to help you complete various tasks
from your main menu.
NOTE: Remember, the first time you call the voice processing system and enter your
password, you will hear a welcome greeting followed by the tutorial. See
page 4 for details.
Selecting Tasks From Your Main Menu
·To listen to your new or saved messages, press 1.
·To send a message to another subscriber’s voice mailbox, press 2. You
can choose immediate or future delivery options.
·To change your voice mailbox options, press 3.
- Record your name.
- Record your greeting.
- Change your password
- Change the call transfer feature.
- Change the message notification feature.
- Change the Tracker pager feature.
·To begin immediate playback of new voice messages, press 9.
·To exit the main menu, press #.
6 Comdial Voice Processing System User Guide
Entering Your Voice Mailbox GCA70-347

Listening To Your Messages
Once you have logged into your voice mailbox, you can listen to any messages
placed there by your callers. The following chart illustrates the relationship
between the displays you see when playing your messages. However, when new
messages are pending, and your tutorial is turned off, the voice processing system
goes immediately to display 3 (Playing message) and starts playing your first
new message.
Comdial Voice Processing System User Guide 7
GCA70-347 Listening To Your Messages
Press Msgs
Msgs Send Opts
Main menu
Playing message
Message options
Rplay Save Del
Display
1
Display 2
Display 3
Display 4
New Old Exit
Old or new
Rplay Save Del
Display 1
Press or
to listen to messages
New Old
Press to hear message again
Press to save message and hear
next message
Press to delete message
Rplay
Save
Del
Press to hear message again
Press to save message and hear
next message
Press to delete messa
g
e
Rplay
Save
Del
Press for
Message menu
Msgs

Using Your Keypad To Listen To Your Messages
When you log into your voice mailbox, the system plays new messages immedi-
ately after you enter your password. (If you do not wish to listen to new
messages, press #immediately after logging in.)You can listen to saved messages
by entering the message menu.
To listen to saved messages,
·Press 1to enter the message menu.
·Press 2to hear saved (old) voice messages.
After the message has played, the following options are available:
·Press 1to replay the entire message.
·Press 2to save this message, skip over it, and begin playing the next
message.
·Press 3to save this message as a new message. Use this feature when you
want to save a message as new that you have asked the system to delete.
The system provides enough time to do this before it actually deletes the
message after your delete request. (See next option.)
·Delete this message and select the next message. You can retrieve a
deleted message if you have not hung up. To un-delete the message, go
back to the Main Menu, select Listen to Saved Voice Messages (old), and
save it as new.
·Press 65 for the time and date that this message was received.
·Press 61 to forward a copy of this message to another voice mailbox.
·Press 62 to send a reply to the message you just listened to, providing the
message was sent from another voice mailbox subscriber on your voice
processing system.
·Press 63 to transfer this call to the person who sent this message.
·Press 7 to tag one or more documents that you want sent to a fax machine
at the end of your call (to do this action requires the Faxmail option).
·Press 9to get tagged faxmail documents when using Fax-Back on the
same call (this action also requires the Faxmail option).
While the message is playing, the following options are available,
·Press 8to rewind 5 seconds.
·Press 9to fast forward 5 seconds.
·Press 0to pause the playback. Press ) again to restart the message.
8 Comdial Voice Processing System User Guide
Listening To Your Messages GCA70-347

Sending Messages
You can send voice messages from your voice mailbox to the voice mailboxes of
other voice processing subscribers.
Comdial Voice Processing System User Guide 9
GCA70-347 Sending Messages
Main menu
Send options
Display 1
Display 3
Display 5
Display 6
Yes No Exit
Directory menu
Send Rcrd Cncl
Display 1
Press to select name
Press to hear next name
Yes
No
Press tosendmessage
Press to re-record message
Press to cancel sending the
message
Send
Rcrd
Cncl
Then, dial mailbox number of
intended receiver. VP system
plays recorded name for entered
mailbox number and asks for
confirmation.
Send options
Urgnt Futur Norm
Press for urgent delivery
Press for future delivery
Press for immediate deliver
y
Urgnt
Futur
Norm
Msgs Send Opts
Display 4
Press#tostop
Recording
Record your message
Display 2
Yes No
Press Send
Dial for dial-by-name
directory.
...or...
Display 1
Press to confirm nameYesPress to confirm name
Press to return to main menu
Yes
No

Using Your Keypad To Send Messages
To send a message to another subscriber’s voice mailbox,
·Press 2from the main menu. The voice processing system will ask you to
enter the voice mailbox number of the person you want to receive the
message.
—or—
·Press Sif you want to use the dial-by-name directory.
·Press 1to confirm your mailbox selection.
NOTE: You may record the mailbox numbers that you call frequently on the personal
directory chart on page 24.
After recording the message, the following options are available:
·Press # for the options.
·Press 1to send the message. You will hear voice prompts for delivery
options (press 1for normal, press 2for urgent, press Sfor future deliv-
ery).
·Press 2to replay this message.
·Press 3to re-record this message from the beginning.
·Press 4to cancel this message.
·Press 5to receive notification when your party has received this message.
·Press 6to send this message to several mailboxes without re-recording the
message.
·Press 7 to add a FAX document to the message being sent (this action
requires the Faxmail option.).
·Press 8to resume recording where you left off. This action allows you to
listen to what you have recorded, then add to the message.
·Press 9to play the last 5 seconds of the message. This action allows you
to continue recording.
·Press Sto send the message so that it arrives at a future time and date.
This feature allows you to record the message now, but have the voice
processing system deliver it at your specified date and time in the future.
10 Comdial Voice Processing System User Guide
Sending Messages GCA70-347

Changing Your Options
There are many voice processing options you can change such as your name or
greeting. You can change many of these options directly from the interactive
buttons under your display, while others require you to press one of the buttons
on your telephone keypad. These option changes and their associated displays are
illustrated below.
Comdial Voice Processing System User Guide 11
GCA70-347 Changing Your Options
Main menu
Display 1
Display 2
Xfer Greet Exit
Options menu
Display 1
Press Opts
Msgs Send Opts
Name options
Display 3 Display 4
Display 6
Play Rcrd Exit
Greeting options
Play Swap Exit
instructions
Listen for
Display 5
Options
Chng OnOff Exit
Display 7
Schedule menu
Play Next Exit
Display 2
Display 2
Press to hear name
Press to re-record name
Play
Rcrd
Display 2
Display 2
Press to hear greeting
Press to select another
greeting
Play
Swap
Press to hear message scheduled for future delivery
Press to hear next messa
g
e
Play
Next
Press to change call
transfer number
Press to turn call transfer
feature on or off (when off, all
calls go to your mailbox)l
Chng
OnOff
Display 7
Press to record name ( )
Press or to record greeting ( )
Press to record password ( )
Press or to change call transfer ( )
Press for message notification ( )
Press for pager feature ( )
Press for future delivery ( )
Press to change personal distribution lists (you can create up to
four 20-member distribution lists)( )
Press to retrieve a message sent to another mailbox ( )
Display 3
Display 4
Display 5
Display 6
Display 6
Display 5
Display 7
Display 5
Display 2
Greet
Xfer
1
2
3
4
5
6
7
8
3
*

Recording Your Name
You need to record your name so the system can inform callers they are leaving a
message or being transferred to the correct person. By recording your name, you
are included in the directory.
1. Log into your voice mailbox. The following display appears:
2. Press Opts from the main menu and the options menu appears:
3. Press 1on your telephone keypad while the options menu is
active. The following menu appears:
4. Press Rcrd to record your name. You may listen to your
recording (press Play) as many times as you like until you are
satisfied with the results.
5. Press Exit to return to the options menu.
You can achieve the same results by using the voice prompts and your telephone
keypad as follows:
·Press 1to replay the name.
·Press 2to re-record the message.
·Press 3to delete the message.
·Press #to exit to the options menu.
12 Comdial Voice Processing System User Guide
Changing Your Options GCA70-347
Main Menu
Msgs Send Opts
Options menu
Xfer Greet Exit
Name options
Play Rcrd Exit

Recording Your Greeting
You can record up to ten greetings for your voice mailbox if your installer has
arranged the system for you to do so. It is not necessary to record any greeting at
all; however, it is more personal if your callers hear a message from you in your
voice. If you record more than one greeting, choose which greeting will be
played by selecting 0through 9. You may listen to your recorded greeting and
re-record it as many times as you like until you are satisfied.
1. To record your greeting, log into your mailbox. The following
display appears:
2. Press Opts from the main menu and the options menu appears:
3. To record your greeting, press Greet from the options menu. The
following menu appears with Play and Swap choices.
Follow the instructions in the voice menu, and enter your choices
as follows:
·Press 1(or Play) to replay the greeting.
·Press 2to re-record the greeting.
·Press 3to delete the greeting.
·Press 5(or Swap) to choose a new greeting.
·press #(or Exit) to return to the options menu.
These operations prompt you to enter your greeting number (0–9) if your voice
mailbox is configured to allow multiple greetings.
Comdial Voice Processing System User Guide 13
GCA70-347 Changing Your Options
Main Menu
Msgs Send Opts
Greeting options
Play Swap Exit
Options menu
Xfer Greet Exit

Viewing Sample Greetings
Sample Greeting 0:Hello, this is Bob. I’m either on the phone or away from my
desk. Please leave me a detailed message at the tone and I will return your call
as soon as possible.
Sample Greeting 1:Hello, this is Bob. Today is August 15 and I’ll be out of the
office all day. Please leave me a detailed message at the tone and I’ll get back to
you as soon as possible.
You can change greetings as often as you like. You can change the greetings from
your telephone at work or from any touch tone telephone no matter where it is
located. This means that you could change your greetings while out of town, or at
home. Record your numbered greetings in the space provided on page 24 for
future reference.
NOTE: Remember, if you record a greeting to your satisfaction, do not record over it
unless you want to change it. Also, the installer must configure your voice
mailbox through class of service programming to allow the use of multiple
greetings.
You can also record your greeting by using the voice prompts and your telephone
keypad as follows:
·Press 1to replay the name.
·Press 2to re-record the message.
·Press 3to delete the message.
·Press 5to choose a new greeting.
·Press #to return to the options menu.
14 Comdial Voice Processing System User Guide
Changing Your Options GCA70-347

Changing Your Password
To change your password, log into your voice mailbox. The following menu
appears.
Press Opts from the main menu to select the options menu.
To enter a new password, press 3on your telephone keypad while the options
menu is active, and follow the voice prompts.
NOTE: For privacy, always select a password known only to you.
Comdial Voice Processing System User Guide 15
GCA70-347 Changing Your Options
Main Menu
Msgs Send Opts
Options menu
Xfer Greet Exit

Using Call Transfer
When the voice processing system receives a call, the system either transfers the
call to your telephone or puts the call in your voice mailbox if you are not
available. If you are going to be away from your telephone for an extended
period, or do not wish to be disturbed, you can divert the calls from your
telephone to another telephone or directly to your voice mailbox so that the voice
processing system can take a message.
To block calls to your extension,
·Press Xfer from the options menu, then press OnOff. The OnOff button
toggles call blocking on and off. When this feature is off, the system auto-
matically transfers calls to your voice mailbox.
To send your calls to another extension, or telephone number,
·Press Chng from the message delivery options menu and enter the new
number when prompted by the voice menu. Consult your system adminis-
trator if you need additional information on this feature.
1. Log into your voice mailbox.
2. Press Opts from the main menu for the
options menu.
3. Press Xfer for the message delivery
options menu.
4. Press Chng to change your call transfer
number or press OnOff to turn the
feature on or off.
5. Press Exit to return to the Options menu.
You can achieve the same results by using the voice prompts and your telephone
keypad as follows:
·Press 1to change your call transfer number.
·Press Sto turn the feature on or off.
·Press #when you are satisfied with your choice.
16 Comdial Voice Processing System User Guide
Changing Your Options GCA70-347
Main Menu
Msgs Send Opts
Options menu
Xfer Greet Exit
Options
hng OnOff Exit
C