ESI VoiceWorks 16 User manual

user’s guide
0221-1001
Rev. B

ii
About ESI
ESI (Estech Systems, Inc.) is a privately held corporation based in Plano, Texas, in the internationally
known “Telecom Corridor.” Founded in 1987, ESI designs and builds innovative telecommunications
products for businesses like yours.Because of their powerful combination of value and features, ESI
products are consistently recognized by industry publications and leaders. In fact, ESI also creates
telecommunications products for major companies to market under their well-known brand names.
Copyright © 1998–2000 ESI (Estech Systems, Inc.).
Visit ESI on the Web at http://www.esi-estech.com.

iii
Table of contents
Frequently used user/guest voice mail procedures .........................................................................A-1
Entering mailbox programming mode ..............................................................................................................................A-1
Retrieving your messages..................................................................................................................................................A-1
Retrieving your messages when you’re in the office..................................................................................................A-1
Retrieving your messages when you’re outside the office ........................................................................................A-2
Retrieving your messages when the system calls you with messages..................................................................A-2
Retrieving your messages when the system pages you...........................................................................................A-2
Message options available...........................................................................................................................................A-3
Leaving messages for other users....................................................................................................................................A-4
When you call another user’s extension......................................................................................................................A-4
Leaving a message directly in another user’s mailbox..............................................................................................A-4
Moving a message to another user.............................................................................................................................A-4
Changing your personal greeting......................................................................................................................................A-4
Examples........................................................................................................................................................................A-4
Setting a greeting...........................................................................................................................................................A-5
Undeleting messages.........................................................................................................................................................A-5
Working with user/guest mailboxes .....................................................................................................B-1
Programming menu outline................................................................................................................................................B-1
1 Select personal greeting...................................................................................................................................B-1
2 Password...........................................................................................................................................................B-1
4 External message notification..........................................................................................................................B-1
5 Message undelete............................................................................................................................................B-1
Entering mailbox programming mode...............................................................................................................................B-1
The first time you access your mailbox .......................................................................................................................B-1
1 Select personal greeting..................................................................................................................................................B-2
Sample greetings.................................................................................................................................................B-2
1 Record selected personal greeting...........................................................................................................................B-3
2 Delete selected personal greeting............................................................................................................................B-3
3 Hear current personal greeting.................................................................................................................................B-3
2 Mailbox password............................................................................................................................................................B-3
1 Enter new password...................................................................................................................................................B-3
2 Restore default password..........................................................................................................................................B-3
3 Hear current password ..............................................................................................................................................B-3
4 External message notification.........................................................................................................................................B-3
1 Delivery options..........................................................................................................................................................B-4
2 Phone delivery............................................................................................................................................................B-4
1 Phone delivery and delay.................................................................................................................................B-4
2 Delete phone number.......................................................................................................................................B-4
3 Hear current phone number ............................................................................................................................B-4
3 Pager notification........................................................................................................................................................B-5
1 Enter pager number..........................................................................................................................................B-5
2 Delete pager number........................................................................................................................................B-5
3 Hear current pager number.............................................................................................................................B-5
4 Urgent message activation........................................................................................................................................B-5
5 Message recycle bin........................................................................................................................................................B-5
Frequently used group voice mail procedures...................................................................................C-1
Entering group mailbox programming mode....................................................................................................................C-1
Leaving a message for a group/broadcast.......................................................................................................................C-1
Deleting a message from a group/broadcast mailbox.....................................................................................................C-1
Editing the group members list..........................................................................................................................................C-2
Changing a group mailbox’s personal greeting................................................................................................................C-2
Sample greetings.................................................................................................................................................C-2

iv
Working with group/broadcast mailboxes ...........................................................................................D-1
Group mailboxes: an introduction................................................................................................................................D-1
The broadcast mailbox:an introduction......................................................................................................................D-2
Group/broadcast mailbox programming menu outline...................................................................................................D-2
1 Select personal greeting..................................................................................................................................D-2
2 Password...........................................................................................................................................................D-2
3 Edit the list of group members (not applicable for the broadcast mailbox).................................................D-2
Programming group/broadcast mailboxes.......................................................................................................................D-2
1 Select personal greeting.................................................................................................................................................D-2
Sample greetings.................................................................................................................................................D-3
1 Record selected personal greeting.......................................................................................................................... D-3
2 Delete selected personal greeting ...........................................................................................................................D-3
3 Hear current personal greeting.................................................................................................................................D-3
2 Mailbox password............................................................................................................................................................ D-4
1 Enter new password..................................................................................................................................................D-4
2 Restore default password.........................................................................................................................................D-4
3 Hear current password..............................................................................................................................................D-4
3 Edit the list of group members (
not
applicable for the broadcast mailbox).......................................................... D-4
1 Add mailbox................................................................................................................................................................D-4
2 Delete mailbox...........................................................................................................................................................D-4
3 Hear list.......................................................................................................................................................................D-4
Frequently used cascade voice mail procedures.....................................................................................E-1
Entering cascade paging mailbox programming mode...................................................................................................E-1
Retrieving messages ..........................................................................................................................................................E-1
Retrieving your messages when you’re in the office..................................................................................................E-1
Retrieving your messages when you’re outside the office.........................................................................................E-2
Editing pager numbers........................................................................................................................................................E-2
Changing the mailbox’s personal greetings......................................................................................................................E-3
Sample greetings..................................................................................................................................................E-3
Working with cascade paging mailboxes............................................................................................F-1
Cascade mailbox programming menu outline..................................................................................................................F-1
1 Select personal greeting...................................................................................................................................F-1
2 Password............................................................................................................................................................F-1
4 Pager notification...............................................................................................................................................F-1
5 Message recycle bin.........................................................................................................................................F-1
Entering cascade paging mailbox programming mode...................................................................................................F-1
1 Select personal greeting..................................................................................................................................................F-2
Sample greetings..................................................................................................................................................F-2
1 Record selected personal greeting...........................................................................................................................F-2
2 Delete selected personal greeting ............................................................................................................................F-2
3 Hear current personal greeting..................................................................................................................................F-2
2 Mailbox password.............................................................................................................................................................F-3
1 Enter new password...................................................................................................................................................F-3
2 Restore default password..........................................................................................................................................F-3
3 Hear current password...............................................................................................................................................F-3
4 Pager notification..............................................................................................................................................................F-3
1 Enter pager numbers.................................................................................................................................................F-3
2 Delete all pager numbers...........................................................................................................................................F-3
3 Hear current pager numbers.....................................................................................................................................F-3
5 Message recycle bin (undelete)......................................................................................................................................F-3
Frequently used Q&A mailbox procedures.........................................................................................G-1
Entering Q&A mailbox programming mode.....................................................................................................................G-1
Retrieving messages .........................................................................................................................................................G-1
Retrieving your messages when you’re in the office.................................................................................................G-1
Retrieving your messages when you’re outside the office........................................................................................G-2
Editing questions................................................................................................................................................................G-3

v
Working with Q&A mailboxes ................................................................................................................H-1
Q&A mailbox programming menu outline.........................................................................................................................H-1
1 Record question................................................................................................................................................H-1
2 Password...........................................................................................................................................................H-1
5 Message undelete............................................................................................................................................H-1
Programming Q&A mailboxes...........................................................................................................................................H-2
1 Record questions.............................................................................................................................................................H-2
1 Record question.........................................................................................................................................................H-2
2 Delete question...........................................................................................................................................................H-2
3 Hear current question ................................................................................................................................................H-2
2 Mailbox password............................................................................................................................................................H-3
1 Enter new password...................................................................................................................................................H-3
2 Restore default password..........................................................................................................................................H-3
3 Hear current password ..............................................................................................................................................H-3
5 Message recycle bin (undelete).....................................................................................................................................H-3
Working with informational mailboxes..................................................................................................I-1
Using the personal greeting (recording) ............................................................................................................................ I-1
Sample greetings.................................................................................................................................................. I-1
Entering informational mailbox programming mode......................................................................................................... I-1
Informational mailbox programming menu outline............................................................................................................ I-2
1 Select personal greeting.................................................................................................................................... I-2
2 Password ............................................................................................................................................................ I-2
1 Select personal greeting................................................................................................................................................... I-2
1 Record selected personal greeting............................................................................................................................ I-2
2 Delete selected personal greeting............................................................................................................................. I-2
3 Hear current personal greeting.................................................................................................................................. I-2
2 Mailbox password............................................................................................................................................................. I-3
1 Enter new password.................................................................................................................................................... I-3
2 Restore default password........................................................................................................................................... I-3
3 Hear current password ............................................................................................................................................... I-3
Definitions/Index

vi
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User’s guide VoiceWorks16
Frequently used user/guest voice mail procedures • A-1
Frequently used user/guest
voice mail procedures
Entering mailbox programming mode
ý
1.ýDial the voice mail system’s extension number.‡When the system answers, you’ll hear the
main greeting of the automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter your mailbox number.
• Press the #key.
ý
6.ýThe system will ask for your password. Enter it, followed by the # key.
ý
7.ýThe system will announce the number of new and old messages, and then begin playing
them back.At any time, you may press 5to enter programming mode.Instructions will
prompt you to select your personal greeting, password, external message notification
programming or the Message Recycle Bin.
Retrieving your messages
Retrieving your messages when you’re in the office
ý
1.ýDial the extension number of the voice mail system.‡ When the system answers, you’ll hear
the main greeting of the automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter your mailbox number.
• Press the #key.
ý
3.ýThe system will ask for your password. Enter it, followed by the # key.
ý
4.ýThe system will announce the number of new and old messages and will start playback
of messages.You’ll first hear any urgent messages or the oldest new message.Playback
will continue until either all messages have played or you press the *key to end your call to
the system.
ý
5.ýSave or delete a message to listen to the next message.
Shortcut: Many telephone systems will allow a button on the telephone to be
programmed as a voice mail shortcut key. It should dial the voice mail
extension, pause until voice mail answers, then dial the *key followed by your
mailbox number.This will reduce the number of keystrokes required to retrieve
messages.Consult your system administrator if you need help.
‡You may have to call the system administrator to obtain this number.

VoiceWorks16 User’s guide
A-2 • Frequently used user/guest voice mail procedures
Retrieving your messages when you’re outside the office
ý
1.ýIf the operator or another user answers your call, have this person transfer you to the
voice mail extension.When the system answers, you’ll hear the main greeting of the
automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter your mailbox number.
• Press the #key.
ý
3.ýThe system will ask for your password. Enter it, followed by the #key.
ý
4.ýThe system will announce the number of new and old messages, then will start playback
of messages.You’ll hear first any urgent messages or the oldest new message.
Playback will continue until either all messages have played or you press the *key to end your
call to the system.
ý
5.ýSave or delete a message to listen to the next message.
Retrieving your messages when the system calls you
with messages
If external message notification is set up for your mailbox, the voice mail system will call you
when you receive new and/or urgent messages and play a prompt saying, “You have new
messages.Enter your password.”
To hear the message now:
ý
1.ýAnswer the phone and, after listening to the prompt, enter your password and then press
the #key.
Note: If you enter an incorrect password twice, the mailbox will hang up.
Note: Even if you’ve programmed your mailbox not to require a password, you must enter
0(zero) to hear your message(s).
ý
2.ýListen to your message(s) as you normally would.
To pass up on hearing the message now:
Enter the *key instead of the password.Your mailbox will not call you again until you get
another message.
Note: If you program your home number into this feature, you might want to share this
procedure with your family if you plan to leave the house for a while.
Retrieving your messages when the system pages you
You can set pager notification as your voice mail system’s sole notification method or in
conjunction with the phone delivery described above.The system will call and activate your
external pager whenever the first new/urgent message is left in your mailbox; and it will repeat
the page (at an interval programmed by the System Administrator) until you have retrieved all
new/urgent messages.The system will tell you which mailbox has the message. Access your
messages as described in previous items.

User’s guide VoiceWorks16
Frequently used user/guest voice mail procedures • A-3
Message options available
These options are available during message playback.
Key Function Description
1Pause Pauses either for one minute or until you press 1again.
2Hear time/date Pauses the message and plays the time/date when it
was left, then resumes playback.
3Reply To reply to the originator of a message (if from a user in
the system). Record your reply at the tone, then press 1
to stop.You will be returned to your mailbox and the
original message.
4Backup
(rewind) Each time you press this during message playback, the
message backs up (partially rewinds) four seconds.
If you press it after the playback has finished, this
returns you to the beginning of the message.
5Access user
programming Access certain user-programmable features.
6Move Moves a copy of the message to another user’s
mailbox.You have the option to move it with or without
an introductory message.After finishing the operation,
the system returns you to the original message in
your mailbox.
7Delete Deletes the message from the mailbox.(The
message
recycle bin
will save your 10 most recent deletions.)
8Main greeting Goes to the auto attendant’s main greeting.
9Save Saves the message (it’ll now be one of
the “old messages” that play when you retrieve
your messages).
Note: See also *, below.
0Operator Transfers you to the operator.
#To other mailbox Leaves a message in another user’s mailbox.
*To disconnect Always press the *key before hanging-up (if you
press *during playback of a message, the message
will be saved).
Note: See also 9, above.

VoiceWorks16 User’s guide
A-4 • Frequently used user/guest voice mail procedures
Leaving messages for other users
When you call another user’s extension
If you call another station that is busy or does not answer, you will be transferred to the user’s
voice mailbox.You can skip the personal greeting by pressing 1and go directly to the record
tone (or “beep”).Press 1again or hang up when you’re finished.
Leaving a message directly in another user’s mailbox
To go directly to another user’s mailbox without ringing that extension:
ý
1.ýDial the extension of the voice mail system.
ý
2.ýAfter the automated attendant answers, dial the # key and then enter the user’s
mailbox/extension number.
ý
3.ýThe users personal greeting will begin playing; you may press 1to skip the greeting.
ý
4.ýBegin speaking after the tone.Press 1again or hang up when you’re finished.
Moving a message to another user
You can move a copy of a message left in your mailbox to another user's mailbox.
ý
1.ýEither during or just after message playback, press 6.
ý
2.ýYou will be prompted to do one of the following:
• Press 1to record an optional introduction to be played before the copied message plays;
or
• Press 6again to move the message without an introduction.
If you press 6, ignore step 3.
ý
3.ýWhen you’re finished recording the introduction, either press 1again or hang up.
The original message will remain in your mailbox and will play again after the copy is moved.
You may press 7to delete, or 9to save the message.(The moved copy will remain in the other
user's mailbox, regardless, until that user deletes it.)
Changing your personal greeting
Your mailbox can store up to three different personal greetings simultaneously.You can use
each to tell callers a different reason why you are not at the phone at that time (see the
examples, below). By having three different greetings, you have less need to re-record a
greeting every time your accessability changes.
Examples
Greeting 1: Hi, this is [name] at [company].I’m away from my desk or on the phone right
now;so please either dial zero to reach our operator, or leave me your name,
number and message at the tone and I’ll get back to you as soon as I can.
Greeting 2: Hi, this is [name] at [company].I’m outside of the office.You may dial 122 for my
assistant. If you prefer, you may leave me a voice message at the tone — I’ll be
checking in regularly — or, if it’s important, dial 2now to leave me an urgent
message that will page me automatically.
Greeting 3: Hi, this is [name] at [company].It’s after normal business hours here, so please
leave a message at the tone and I'll respond on the next business day.

User’s guide VoiceWorks16
Frequently used user/guest voice mail procedures • A-5
Setting a greeting
These instructions explain both how to set which greeting should play and how to record (or
re-record) a greeting.
ý
1.ýPress 5during message playback.
ý
2.ýEnter the greeting number (1, 2 or 3) that you wish to play to callers or the greeting number
you wish to re-record.
ý
3.ýYour mailbox will begin playback of the greeting, if you’ve recorded one.
ý
4.ýAt any time, you may press the #key to confirm your selection, or press 1to record the
greeting or re-record the selected greeting which was just played.
ý
5.ýPress 1when finished recording.
Undeleting messages
Your last 10 deleted messages will be stored in a message recycle bin to allow you to
recover them, just in case you may have deleted any by mistake.
To gain access to the message recycle bin:
ý
1.ýPress 5during message playback.
ý
2.ýSelect option 5to enter the message recycle bin.The last 10 deleted messages will begin
playing back in“LIFO”(last-in, first-out) order.‡
ý
3.ýPress 9to advance through deleted messages.
ý
4.ýWhen you hear the message you wish to un-delete, press 8.This will restore the message to
your mailbox as an old message.
‡When the bin has reached its capacity of 10 deleted messages that you haven’t restored as described
in step 4 of this procedure, your
next deletion — therefore, the 11th one —will permanently delete the
first one, based on how long ago you deleted it.This is called “FIFO” (first-in, first-out) order.

VoiceWorks16 User’s guide
A-6 • Frequently used user/guest voice mail procedures
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User’s guide VoiceWorks16
Working with user/guest mailboxes • B-1
Working with user/guest mailboxes
Important: Initially, your mailbox has no personal greeting recorded.Your mailbox is not
active —
i. e., it cannot record messages from callers — until you have recorded
at least one personal greeting for it (see page B-2).
Programming menu outline
The list below outlines the programming menu you’ll hear in
user/guest mailbox
programming mode.
Until you become familiar with the options, please listen carefully to the
instructional voice prompts.(You don’t have to listen to the entire instruction before making
your selection.) In the next few pages, we explain these options and how to set them.
1 Select personal greeting
1 Record personal greeting
2 Delete personal greeting
3 Hear current personal greeting
2 Password
1 Enter new password
2 Restore default password
3 Hear current password
4 External message notification
1 Delivery options
2 Phone delivery
3 Pager notification
4 Urgent message
5 Message undelete
Entering mailbox programming mode
The first time you access your mailbox
ý
1.ýDial the voice mail system’s extension number.‡When the system answers, you’ll hear the
main greeting of the automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter your mailbox number.
• Press the #key.
ý
3.ýThe system will ask for your password. Enter it, followed by the # key.
ý
4.ýThe system will announce the number of new and old messages, and then begin playing
them back.At any time, you may press 5to enter programming mode.Instructions will
prompt you to select your personal greeting, password, external message notification
programming or message recycle bin.
‡You may have to call the system administrator to obtain this number.

VoiceWorks16 User’s guide
B-2 • Working with user/guest mailboxes
1 Select personal greeting
Your mailbox is capable of storing up to three different personal greetings simultaneously, in
your own voice. Each greeting can give your callers the status of your availability. Selecting a
greeting from among the three minimizes the need to re-record the greeting when your
availability changes.
Important: Initially, your mailbox has no personal greeting recorded.Your mailbox is not
active —
i. e., it cannot record messages from callers — until you have recorded
at least one personal greeting for it.
Select the desired greeting Number —
1, 2, or 3 — followed by the #key.The current
recording for that greeting will be played followed by instructional prompts to re-record, delete,
hear again, or you may select the current greeting to be played to callers by pressing the #key.
The mailbox will continue to play this greeting to all callers until you select another greeting or
re-record the current greeting number.
Following is a list of options that you may wish to include in your personal greetings:
Option Instruction
0To reach the operator
1To skip directly to the record tone (or “beep”)
2To mark this message as an
urgent message
8To the main greeting (if auto attendant is used)
[xxx] To reach [another user’s extension]
Sample greetings
Greeting 1:
Hi, this is [name] at [company].I’m away from my desk or on the phone,
so please either dial zero to reach an operator, or leave me your name,
telephone number and a detailed message at the tone and I’ll get back to you as
soon as I can.Thanks!
Greeting 2: Hi, this is [name] at [company].I’m out of the office.To reach my assistant,
dial 122. Or you can leave me a message at the tone — I’ll be checking in
regularly — or dial 2now to leave me an urgent message which will page me
immediately.Thanks!
Greeting 3: Hi, this is [name] at [company].You've reached my desk after normal business
hours, so please leave me your name, telephone number and a detailed
message at the tone, and I’ll respond to it the next business day.
Note: It’s easy to change VoiceWorks16 personal greetings, as you’ll see, so a greeting such
as the third example could be readily adapted as a message for use on weekends and
during company holidays.

User’s guide VoiceWorks16
Working with user/guest mailboxes • B-3
1 Record selected personal greeting
You may change the personal greetings as often as necessary, by recording over a previously
recorded personal greeting.The system will prompt you to “Begin recording at the tone.Press
1to stop.”The new personal greeting automatically replaces the previous greeting.Once you
have established personal greetings that are unlikely to change, you can simply select the
appropriate greeting without needing to re-record.
2 Delete selected personal greeting
When prompted, press 2again to confirm deletion.
Warning: If you delete all of your personal greetings, this will turn off your mailbox until at
least one greeting has been recorded.
3 Hear current personal greeting
This plays the current personal greeting that your callers hear.
2 Mailbox password
At first, your mailbox uses a default password that matches the extension number.For
example, if your mailbox is
112 , your default password will be 112#.
Warning: We encourage you to change your password as soon as possible. A secure
password is the only means of preventing unauthorized use of a mailbox.The
password may be up to eight digits (It may not start with “0”).
Please change your password immediately. Passwords may be up to eight digits, for
maximum security.If it is utterly safe, you can enter 0(zero) as a password will eliminate the
need to enter a password.You will be prompted to select from the following.
1 Enter new password
Follow the prompts you hear. Enter the new password, followed by the #key.The system will
say the password back to you for verification.
2 Restore default password
This deletes the current password, reinstating the default password.
3 Hear current password
The system says the password back to you for verification.
4 External message notification
You can set the voice mail system to deliver messages to an off-premises phone, and/or to
page you when it receives a message into your mailbox.You can set the
phone number
(cellular phone, home number, etc.), a pager number and a delay time .The delay time is how
long the system should wait before attempting to deliver the message/page.You can further
set the system to deliver only
urgent messages ; however, whether this function is available to
you depends upon your telephone system.

VoiceWorks16 User’s guide
B-4 • Working with user/guest mailboxes
The System Administrator, too, can program your mailbox for these parameters:
•ýNumber to be called or paged
•ýDelay time
•ýNumber of pager/phone attempts
•ýInterval between attempts (in increments of 10 minutes)
•ý“Quiet period” which suspends message delivery for late nights or privacy.
1 Delivery options
If you have programmed both an off-premises delivery number and a pager number, the
system will prompt you to choose one of the following delivery options:
•ýPhone only
•ýPager only
•ýPhone, then pager
•ýPhone and pager at the same time
•ýNo off-premises delivery
2 Phone delivery
1 Phone delivery and delay
Enter the phone number (24 digits maximum) the voice mail system should call, followed by
the # key.
You don’t need to include the code, such as a “9,” to access an outside line; the
installer has already made that setting within the voice mail system for all outside calls.
Immediately after the caller leaves you a message, the voice mail system will light up the
message-waiting lamp on your telephone.‡Unless a delay time is set, the system will
immediately begin calling your off-premises telephone number and/or dial your pager number.
(A delay will give you time to retrieve the message, should you be away from your desk, before
the voice mail system begins calling you.Enter the delay time in one-minute increments.)
Note: While in programming mode, entering or deleting the number to be called activates or
deactivates, respectively, this feature. Alternatively, you may also turn off this feature
without deleting the number by simply selecting “No notification” in delivery options.
2 Delete phone number
When prompted, press 2again to confirm deletion.The system will not attempt delivery until a
new number is entered.
3 Hear current phone number
The system says the currently set phone number back to you for verification.
‡There are certain phone systems on which the voice mail system doesn’t light this lamp.If you have
questions about this, consult your System Administrator.

User’s guide VoiceWorks16
Working with user/guest mailboxes • B-5
3 Pager notification
1 Enter pager number
Enter the phone number for your pager followed by the #key (24 digits maximum).
You don’t
need to include the code, such as a “9,” to access an outside line.
Note: While in programming mode, entering or deleting the number to be paged activates or
deactivates, respectively, this feature. Alternatively, you may also turn off this feature
without deleting the number by simply selecting “No notification” in delivery options.
2 Delete pager number
When prompted, press 2again to confirm deletion.
The system will not page you until you’ve
entered a new pager number.
3 Hear current pager number
The system says the currently set pager number back to you for verification.
4 Urgent message activation
You can have all new messages delivered or choose to have only urgent messages delivered.
If you have turned on urgent message capability, your personal greeting must include
instructions for the caller to press 2to mark the message as urgent.In addition, messages
marked urgent will be played ahead of other new messages during message pick up.
5 Message recycle bin
The system will store each mailbox’s 10 most recently deleted messages stored in a Message
Recycle Bin.This allows you to recover messages that may have been deleted in error.
ý
1.ýThe system will play, first, the most recently deleted message.Press 9to move to the next
message.
ý
2.ýTo restore the message to your mailbox as an old message, press 8.

VoiceWorks16 User’s guide
B-6 • Working with user/guest mailboxes
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User’s guide VoiceWorks16
Frequently used group mailbox procedures • C-1
Frequently used group voice mail procedures
Entering group mailbox programming mode
To access the group mailbox:
ý
1.ýDial the voice mail system’s extension number.‡When the system answers, you’ll hear the
main greeting of the automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter the group mailbox’s number.
• Press the #key.
ý
3.ýThe system will ask for the group mailbox’s password.Enter it, followed by the #key.
ý
4.ýYour mailbox will then announce the number of new and old messages and begin the
playback.At any time, you may press 5to enter programming mode.Instructions will prompt
you to select
Personal greeting, Password or Edit the list of members.
Leaving a message for a group/broadcast
ý
1.ýDial the voice mail system’s extension number.‡When the system answers, you’ll hear the
main greeting of the automated attendant.
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2.ýIdentify yourself to the system:
• Press the *key.
• Enter the mailbox’s number.
• Press the #key.
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3.ýThe system will ask for the mailbox’s password.Enter it, followed by the #key.
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4.ýLeave the message after the tone.Each group members (or, if it’s a broadcast, all users on the
voice mail system) will have a copy of the message in his/her individual mailbox.
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5.ýVoiceWorks16 will notify each group member, in the manner in which the person’s individual
mailbox is programmed, of the presence of the message.
Deleting a message from a group/broadcast mailbox
Warning: Deleting a message from a group mailbox automatically deletes all remaining
copies of that message in all group members’mailboxes.
Warning: There is no message recycle bin (undeletion capability) for either the master
message or for each group member’s copy of the message. Once a copy is deleted
from a group member’s mailbox, the member can’t restore it; and, once the master
message is deleted, it’s gone.
ý
1.ýDial the voice mail system’s extension number.‡When the system answers, you’ll hear the
main greeting of the automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter the mailbox’s number.
• Press the #key.
‡You may have to call the system administrator to obtain this number.

VoiceWorks16 User’s guide
C-2 • Frequently used group mailbox procedures
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3.ýThe system will ask for the mailbox’s password.Enter it, followed by the #key.
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4.ýYou’ll hear any previously recorded group messages that have not yet been deleted by all
members of the group.Delete by pressing 7.
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5.ýExit by dialing the * key.
Editing the group members list
Group mailboxes may have members added or deleted from the list. Keep the member list in
mind when your company hires new employees, and when employees leave the company.The
broadcast mailbox does not allow the member list to be modified; it includes all mailboxes in
which a personal greeting is recorded.
ý
1.ýDial the voice mail system’s extension number.‡When the system answers, you’ll hear the
main greeting of the automated attendant.
ý
2.ýIdentify yourself to the system:
• Press the *key.
• Enter the mailbox’s number.
• Press the #key.
ý
3.ýThe system will ask for the mailbox’s password.Enter it, followed by the #key.
ý
4.ýThe mailbox will then announce the number of new and old messages and begin the playback.
At any time, you may press 5to enter programming mode.
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5.ýSelect option 3,
Edit the list of group members.
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6.ýThen select to add a mailbox, delete a mailbox or hear the entire member list.
Changing a group mailbox’s personal greeting
Each group mailbox can store up to three different personal greetings simultaneously, in your
own voice.Each greeting can give your callers the status of the group’s availability. Selecting a
greeting from among the three minimizes the need to re-record the greeting when your
availability changes.
Sample greetings
Greeting 1:
Hi, this is the Sales Department at [company].We’re all on the phone right now,
so please either dial zero to reach an operator, or leave us your name,
telephone number and a detailed message at the tone and we’ll get back to you
as soon as we can.Thanks!
Greeting 2: Hi, this is the Sales Department at [company].We’re all on the phone right now.
To reach Customer Service, dial 110. Or you can leave us a message at the
tone — we check the box regularly — or dial 2now to leave us an urgent
message.Thanks!
Greeting 3: Hi, this is the Sales Department at [company].You've reached our offices after
normal business hours, so please leave us your name, telephone number and a
detailed message at the tone, and we’ll respond to it the next business day.
Note: It’s easy to change VoiceWorks16 personal greetings, as you’ll see, so a greeting such
as the third example could be readily adapted as a message for use on weekends and
during company holidays.
‡You may have to call the system administrator to obtain this number.