Comdial DXP Digital Communications System User manual

R
Welcome to VVP
Comdial Small Office & VVP
Serial Integration For
DXP, DXP Plus, and FX Series
Featuring Visual Voice Mail
User’s Guide

This user’s guide applies to the following system and
telephone models:
System Model:
•DXP systems with software 11B and later
•DXP Plus systems with software 11B and later
•FX Series telephone systems with software
revision 12A and later
Telephone Models:
•Impact LCD
•DigiTech LCD
•Impression LCD
Voice Mail Models:
•Small Office & VVP 8.2
Contact your Comdial dealer for updates of this as
well as other Comdial publications.
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ANSI-RAB
Comdial strives to design the features in our communications 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 publication will not operate if some other feature is activated.
Comdial disclaims all liability relating to feature non-compatibility or
associated in any way with problems which may be encountered by
incompatible features. Notwithstanding anything contained in this
publication to the contrary, Comdial makes no representation herein as to
the compatibility of features.
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2/12/97

Table Of Contents
Introducing The Versatile Voice Processing
System Featuring Visual Voice Mail. . . . . 1
WhatIsVoiceProcessing?.............. 1
HowDoIUseVoiceMail?............. 1
UsingVoiceMailEtiquette............. 1
About Your Telephone. . . . . . . . . . . . . . . . . 1
Using The Visual Voice Mail (VVM)
Feature............................ 2
GettingStarted ............................. 3
UsingTheTutorial.................... 4
EnteringYourVoiceMailbox................. 5
Using Your Keypad To Enter Your Voice
Mailbox........................... 6
ListeningToYourMessages .................. 7
UsingYourKeypadToListenToYour
Messages ........................... 8
SendingMessages........................... 9
Using Your Keypad To Send Messages. . . . 10
ChangingYourOptions...................... 11
RecordingYourName....................... 12
Recording Your Greeting . . . . . . . . . . . . . . . 13
ChangingYourPassword............... 15
UsingCallTransfer.................... 16
UsingMessageNotification............. 17
Reviewing Messages For Future Delivery. . 18
UnderstandingOtherFeatures................ 19
Calling Your Mailbox From Another
Location........................... 19
SettingUpDistributionLists............ 20
Using The Call Screening Feature . . . . . . . . 20
UsingYourDirectory.................. 20
Understanding Your Mailbox Schedules . . . 20
UsingTheMessageWaitingLight........ 20
UsingTheRecordFeature.............. 21
ListeningToIncomingMessages......... 22
PersonalDirectory........................... 24
ImportantNumbers ......................... 25
MultipleGreetingsRecord.................... 25

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Introducing The Versatile Voice Processing
System Featuring Visual Voice Mail
Congratulations and thank you for using a Comdial voice mail 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 the Small Office / Versatile Voice Processing (VVP)
system with Visual Voice Mail (VVM) feature 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 in avoice mailbox24 hours perday, seven days perweek.
Messages you record in your own voice are accurate, detailed, and more
personal than a third party message.
How Do I Use Voice Mail?
You are assigned a voice mailbox. Your voice mailbox is similar to the
extension number for your telephone. To access your voice mailbox, you must
first dial up the voice mail system and enter your password if you wish to have
one. This is called logging on to your mailbox. Voice mail greets your callers
and records their messages.
Using Voice Mail Etiquette
It is important that you exercise good voice mail etiquette at all times. Voice
mail is intended to enhance productivity. When someone leaves a message in
yourvoicemailbox,itis yourresponsibility to replypromptly andcourteously.
If voice mail 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 mail system.
About Your Telephone
To get the maximum benefit from VVP, you will need a Comdial proprietary
phone with a two-line, 32-character liquid crystal display (LCD) and three
interactive buttons. When using an industry standard touch tone phone, or
calling in from another telephone system, you can still use VVP by listening
to the voice prompts and entering your selections from the telephone keypad.
The keypad selections are also included in this guide.
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Small Office & VVP User's Guide – 1

Using The Visual Voice Mail (VVM) Feature
You will quickly learn that as every voice menu or prompt plays, you will see
a different message on your telephone display. Most of these messages offer
you 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 will be as follows:
Press left button to hear
your message again
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, 3to save it and 4to delete the message. You will always
know which keypad button to press from the VVP 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
presentedon yourdisplay bypressing theapplicablebuttonson yourtelephone
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 asin the above example, you can press“8”torewindthemessage
five seconds, press “9” to fast forward the message five seconds, or press “0”
to pause the playback for approximately 30 seconds.
Rplay Save Del
Playing message
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Getting Started
The password you will use to log-on to your mailbox the first time will be the
same as your mailbox number which is your extension number. You can
record this number in the space provided at the end of this guide.
As soon as possible, you should personalize your mailbox by recording your
name, greeting, and a new password.
The first time you call voice mail 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 mail system, you may want
to turn the tutorial off. See Using The Tutorial in this guide.
NOTE: We strongly recommend that you use a password and that you
choose one known only by you to keep your messages private.
To personalize your mailbox,
1. Press VMAIL to call voice mail.
2. Enter your password when prompted.
3. Follow the system’s voice prompts for
entering your name, greeting, and new
password.
Write your greeting here (see examples on page 13):
Thu 25 8:25
Vmail OPTION
S
Press this interactive
button to call voice mail.
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Small Office & VVP User's Guide – 3

Using The Tutorial
Versatile Voice Processing has a tutorial to help you personalize your mailbox
when you first get it, and to learn some of the many and varied operations of
thevoicemailsystem.Whenenabled,the tutorial willplayautomaticallyevery
time you log-on to your mailbox. You can press ✻any 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
thetutorialfromplaying thenexttimeyoulog-onto yourmailbox.You
are informed about any new messages, if present, and the main menu
will appear following the tutorial.
Tutorial menu
Yes No Exit
Main Menu
Msgs Send Opts
Welcome to VVP
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EnteringYourVoiceMailbox
Before you can perform any task on your voice mail system, you must enter
your mailbox, or log-on to your mailbox. After logging on, you will then be
able to listen to messages left in your mailbox, send messages to other
subscriber’s mailboxes, and change any of your mailbox options, such as your
name or greeting. You can auto log-on by pressing the left button under your
display. Two auto log-on examples follow:
Press (see note 1)VMAIL
Note 1: VMAIL 5 MSG is replaced by the new message count indicator when new
messages are in your mailbox (example, means five new messages
are in your mailbox).
Enter your password
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
Welcome to VVP
Main menu
Msgs Send Opts
Tutorial menu
Yes No Exit
Display 1
Display 2
Display 3
Display 4
Display 5
Press (see note 1)5 MSG
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).
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Small Office & VVP User's Guide – 5

UsingYourKeypadToEnterYourVoiceMailbox
Normally, you will auto log-on when entering your mailbox as described on
the facing page. However, you can enter your mailbox from your telephone
keypad as follows:
1. PressINTERCOManddialtheextensionnumberforvoicemail.Your
system administrator can provide you with this number.
2. If you are using a password, dial this numberwhen prompted by VVP.
3. You will hear a welcome message and VVP will inform you of the
number of new messages and saved messages in your mailbox. You
will then hear voice prompts to help you complete various tasks from
your main menu.
The first time you call voice mail 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
touse apassword. Youcan delete orchangeany oftheseitems asoften
as you like. After you become familiar with theoperation of your voice
mail system, you may want to turn the tutorial off. See Using The
Tutorial in this guide.
Selecting Tasks From Your Main Menu
•To listen to your messages, press 1. This is for listening to new and
saved (old) messages.
•To send a message, press 2. This allows you to send a message to
another subscriber’s mailbox in the VVP system. You can choose
immediate or future delivery options.
•To change your mailbox options, press 3. Options are—
- 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 messages, press 9.
•To exit the main menu, press #.
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ListeningToYourMessages
Once you have logged-on to your mailbox, you can listen to any messages left
there by your callers. The following chart illustrates the relationship between
the displays you will see when playing your messages. However, when new
messages are pending, and your tutorial is turned off, VVP goes immediately
to display 3 (Playing message) and starts playing your first new message.
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 message
Rplay
Save
Del
Press for
Message menu
Msgs
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Using Your Keypad To Listen To Your Messages
When you log-in to your mailbox, the system will play new messages
immediately after you enter your password. (Ifyou do not wish to listento new
messages immediately after logging in, press #.)You can listen to saved
messages by entering the message menu.
To listen to saved messages—
•To enter the message menu, press 1.
From the message menu—
•To hear saved (old) messages, press 2.
•To return to the main menu, press #.
When you listen to either new or saved messages, you have the following
options after the message has played:
•To replay the entire message, press 1.
•To save this message, skip over it, and begin playing the next message,
press 2.
•To save this message as a new message, press 3. 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 Messages (old), and save it as new.
•For time and date that this message was received, press 65.
•To forward a copy of this message to another mailbox on VVP, press 61.
•To send a reply to the message you just listened to, providing the message
was sent from another subscriber on VVP via their mailbox, press 62.
•To transfer this call to the person who sent this message, press 63.
•To tag one or more documents that you want sent to a fax machine at the
end of your call, press 7.Requires the Faxmail option.
•To get tagged faxmail documents when using Fax-Back on the same call,
press 9.Requires the Faxmail option.
While the message is playing—
•To rewind 5 seconds, press 8.
•To fast forward 5 seconds, press 9.
•To pause the playback for approximately 30 seconds, press 0.
Restart the message any time during the pause by pressing 0again.
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Sending Messages
You can send messages to the mailboxes of other VVP subscribers from your
voice mailbox.
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 to send message
Press to re-record message
Press to cancel sending the
message
Send
Rcrd
Cncl
Then, dial mailbox number of
intended receiver. VVP 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 delivery
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
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UsingYourKeypadToSendMessages
You can send a message to another subscriber’s mailbox by pressing 2from
the main menu. VVP will ask you to enter the mailbox number of the person
you want to receive the message; or to press ✻ifyouwanttousethe
dial-by-name directory. Press 1to confirm your mailbox selection. Record the
mailbox numbers that you call frequently on the personal directory page
provided in the back of this guide.
After recording the message, press # for more options as follows:
•To send this message, press 1. You will hear voice prompts for
delivery options (press 1for normal, press 2for urgent, press ✻for
future delivery).
•To replay this message, press 2.
•To re-record this message from the beginning, press 3.
•To cancel this message, press 4.
•To receive notification when your party has received this message,
press 5.
•To send this message to several mailboxes without re-recording it,
press 6.
•To add a fax document to the message being sent, press 7.Requires
the Faxmail option.
•To resume recording where you left off, press 8. This allows you to
listen to what you have recorded, then add to the message.
•To play the last 5 seconds of the message press 9. This allows you to
continue recording.
•To send the message so that it arrives at a future time and date,
press ✻. This feature allows you to record the message now, but
have Versatile Voice Processing deliver it at your specified date and
time in the future.
Small Office & VVP User's Guide GCA70–347
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ChangingYourOptions
There are many voice mailbox options you can change such as your name or
greeting. Many of these options you can change directly from the interactive
buttons underyour display, while othersrequire you to pressone ofthebuttons
on your telephone keypad. These option changes and their associated displays
are illustrated below.
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 message
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 10-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
∗
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SmallOffice&VVPUser'sGuide–11

Recording Your Name
You need torecord yournameso the systemcaninform callers they areleaving
a message or being transferred to the correct person. By recording your name,
you will be included in the directory.
1. Log-on to your mailbox. The following display will appear:
2. Press Opts from the main menu and the options menu appears:
3. Press1on yourtelephonekeypad whiletheoptions menuisactive.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. 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 message.
Press 2to re-record the message.
Press 3to delete the message.
Press #to exit to the options menu.
Main Menu
Msgs Send Opts
Options menu
Xfer Greet Exit
Name options
Play Rcrd Exit
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Recording Your Greeting
You can record up to ten greetings for your mailbox if your mailbox class of
service allows this feature. You may want to record at least two greetings. It
is not necessary to record any greeting at all, but it is more personal if your
callers hear a message from you in your voice. If you record more than one
greeting, you can select which greeting will be played. If you want to play a
different greeting, simply select which one:0 through 9.
1. Torecordyour greeting,log-on toyourmailbox.Thefollowing display
will appear:
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:
*To replay the greeting, press 1(or Play).
*To re-record the greeting, press 2.
*To delete the greeting, press 3.
*To choose a new greeting, press 5(or Swap).
To return to the options menu, press #(or Exit).
*Theseoperationswill promptyoutoenteryour greeting number(0–9)
if your mailbox has been configured to allow multiple greetings.
Youmaylistentoyourrecordedgreetingandre-recorditasmanytimes
as you like until you are satisfied.
Main Menu
Msgs Send Opts
Greeting options
Play Swap Exit
Options menu
Xfer Greet Exit
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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.”
Greetings can be changed as often as you like. Replacing a greeting with
another, (that is, greeting 0 with greeting 1) is an example of the system’s
flexibility. The greetings can be changed from your phone at work or from any
touch tone phone anywhere. 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 26 for future reference.
NOTE: Remember, if you record a greeting to your satisfaction, don’t
record over it unless you want to change it. Also, your mailbox
must be configured through class of service programming to
allow use of multiple greetings.
You can also record you greeting by using the voice prompts and your
telephone keypad as follows:
Press 1to replay the message.
Press 2to re-record the message.
Press 3to delete the message.
Press 5to choose a new greeting.
Press #to return to the options menu.
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Changing Your Password
To change your password, log-on to your mailbox. The following menu will
appear.
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: Always make your password at least four digits and select one
known only to you.
Main Menu
Msgs Send Opts
Options menu
Xfer Greet Exit
GCA70–347 Small Office & VVP User's Guide
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Using Call Transfer
When a call is received by Versatile Voice Processing, the call is either
transferred to you at your desk and/or put in your mailbox if you are not
available. If you are going to be away from your desk for an extended period,
ordonotwishtobedisturbed,youcandivertthecallsfromyourdesktoanother
phone or directly to your mailbox so Versatile Voice Processing can take a
message. To block calls to your extension, press Xfer from the options menu,
then press OnOff.TheOnOff button toggles call blocking on and off. When
this feature is off, calls are automatically transferred to your mailbox. To send
your calls to another extension, or phone number, press Chng from the
message delivery options menu and enter the new number when prompted by
the voice menu. Consult your system administrator if you need additional
information on this feature.
1. Log-on to your 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 OnOff to turn the
feature on or off. 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 ✻to turn the feature on or off.
Press #when you are satisfied with your choice.
Main Menu
Msgs Send Opts
Options menu
Xfer Greet Exit
Options
hng OnOff Exit
C
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