ESI VoiceWorks 16 User manual

VoiceWorks16 User’s pocket guide
VoiceWorks16 will provide you with accurate and timely messages.
Others will become more comfortable leaving messages for you if
you promptly retrieve and respond to them.Carefully read this
guide, as well as the
VoiceWorks
16
user’s guide your administra-
tor or installer will provide;then program your mailbox.Enjoy your
new voice mail system!
Note:You must record a greeting to activate your mailbox.
How to retrieve your messages
1. Call extension ___________ (your voice mail administrator
will supply this information).
2. Enter your mailbox number: *___________ #
(your mailbox number will equal your extension, unless other-
wise indicated by the administrator).
3. When prompted, enter your password:________#
(Initially, your default password will be the same as the mail-
box number — be sure to change it!)
Note:If you’ve changed your password to
“0,” the system
won’t prompt you for a password.
VoiceWorks will announce the number of new and old messages
and then start playback of messages, beginning with the oldest
new message and continuing until it has played all messages.
After each, the system will prompt you for what to do next.
(Once you’ve learned these prompts, you can respond at any
time during the message or the prompt.)
Pause — Pauses playback of a message either for one
minute or until you press 1again, whichever is sooner.
Hear time/date — Pauses the message, says when the
message was recorded, then resumes playback.
Reply — Lets you reply to the message (if it’s from a user
logged onto the system).Begin recording your reply at the
tone.Press 1to stop.VoiceWorks16 will return you to the
original message.
Back up — During playback, rewinds a message for about
six seconds every time you press this.If you press it after
playback, it returns you to the beginning of the message.
Access user mailbox programming — Gives you access
to programming your mailbox (see right column) .
Move — Moves a copy of the message to another user’s
mailbox. If you wish to add an introduction, press 1when
prompted, VoiceWorks will respond with the mailbox greet-
ing and record tone.When you’ve finished your recording,
press 1to stop; or, to move a copy of the message without
an introduction, press 6when prompted.
Delete — Removes the message from the mailbox
(but
see also Message recycle bin [undelete], right column)
.
Main greeting — Returns you to the main greeting so you
can dial another extension (such as when you’re off-site).
Save — Saves the message.(It will be played as an old
message the next time you retrieve your messages.)
Operator — Transfers you to the operator immediately.
Leave a message in another mailbox — When prompted,
enter the user's mailbox number.
To disconnect — Always use before hanging-up (if pressed
during playback of a message, the message will be saved).
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User mailbox programming
1Select personal greeting —Your mailbox can store three greetings.
Select greeting number 1, 2 or 3, and then …
1 Record selected personal greeting — Begin recording at the tone,
press 1to stop.
2 Delete personal greeting — When prompted, press 2again to con-
firm deletion.
Note: If you delete all greetings, this turns off the mailbox until you
record at least one new greeting.
3 Hear current personal greeting.
2Password
1 Enter new password — Enter 2–8 digits; then press #.
2 Restore default password — When prompted, press 2again to con-
firm deletion of the current password.The system’s default
password is the same as the mailbox number.
3 Hear current password.
4External paging notification — Optional feature.
1 Delivery options — Select either Phone or pager only, Phone then
pager, Pager and phone together or None .
2 Phone delivery —
1 Enter phone number and delay — Enter the phone number
VoiceWorks16 should call to deliver messages.Do not include
any line access codes ( e.g., “9”).Enter time delay before the
system should begin calling.
2 Delete phone number — Turns off phone delivery.
3 Hear current phone number.
3 Pager notification —
1 Enter pager number — Enter the pager numberVoiceWorks16
should call to notify of messages.Do not include line access
codes ( e.g., “9”).
2 Delete pager number — Turns pager delivery off.
3 Hear current pager number.
4 Urgent message notification —You may wish forVoiceWorks16 to
contact you only when urgent messages arrive.(In your greeting, be
sure to tell callers to press 2to mark a message as urgent.)
5Message recycle bin (undelete) — (Your mailbox stores the last 10
messages you deleted.)The most recently deleted message plays first.
8 Restore message to your mailbox as an “old message.”
9 Hear the next message in the message recycle bin.
VoiceWorks16
Dial: ________________
*______________ #
________________ #
VoiceWorks16 extension
Mailbox number
Password
Date/time
Operator
Pause Reply
Rewind Move
Delete Save
Hang up Other
m’boxes
Message retrieval options
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4
7
2
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8
0#
3
6
9
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Personal
greeting
Message
notification
Password
Message
undelete
Name MB# Name MB#
Back to
previous
menu
Mailbox programming
Important mailboxes
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Leaving messages
To leave a message in a user’s mailbox, call VoiceWorks16’s extension.
You’ll hear the company's main greeting.Press #and then enter the user’s
mailbox number.This will send you directly to the user's personal greeting.
Hint: When leaving a message, pressing 1during the personal greeting
will skip directly to the record “beep.”
If you leave a message for others after having entered your own mailbox,
then they will be able to use the reply feature.
Personal greetings
Your mailbox stores up to three personal greetings, and works only when
at least one personal greeting has been recorded.Therefore, please be
sure to record at least one personal greeting, in your own voice, indicating
your availability to return calls.Based on your situation, select which greeting
VoiceWorks16 should play. Here are examples of how you could use the
three greetings differently:
#1: “Hi, this is Bill.I’m away from my disk or on the phone, so please leave
me your name, phone number and a detailed message at the tone and
I’ll get back to you as soon as I can.Thanks!”
#2: “Hi, this is Bill.I’m out of the office. To reach my assistant, dial 122. Or
leave me a message at the tone — I’ll check in regularly — or dial 2now
to leave an urgent message which will page me immediately. Thanks!”
#3: “Hi, this is Bill.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.Thanks!”
As you can see, you may also wish to prompt your callers to dial certain
codes that give them other options:
0 Reach the operator
1 Skip directly to the record tone (“beep”)
2 Mark this message as “urgent”
8 Go to the main greeting*
[xxx] Reach [that extension]
VoiceWorks16 plays your selected greeting to all callers until you either
select a different greeting or re-record the current selection.To change any
personal greeting, just record over the previously recorded one.
Deleting all personal greetings will turn off your mailbox.
Transferring callers to a mailbox
To transfer a caller to a user's mailbox, use the supervised transfer method
required by your phone system (usually, placing the caller on hold and dialing
VoiceWorks16’s extension).WhenVoiceWorks16 answers, press #, then enter
the user’s mailbox number. Hang up immediately. This connects the caller
toVoiceWorks16 , who hears the user’s greeting and can proceed accordingly.
Group mailboxes
A group mailbox allows its owner to broadcast a “master” message to all
members of the group. Recording a master message in the group mailbox
instantly copies the message into the mailbox of each group member
A member can delete or save only his/her copy of a group message.
(Saving the copy keeps it in the member's mailbox as a “new message.”)
The master message remains in the group mailbox until all members
have deleted their copies from their mailboxes.If the owner deletes the
master message from the group mailbox, this automatically deletes all
remaining copies from the members’mailboxes.
The administrator assigns a group mailbox to its owner, who then enters a
list of members’ mailbox numbers.The owner may give the group’s mailbox
number and password to others to allow them, also, to record master messages.
Note: If you set “0" as the mailbox’s password, this eliminates the pass-
word requirement.
To program a group mailbox or delete its messages, one must enter as a
user — *[mailbox number] #. One may leave messages in a group mail-
box by entering as a caller — # [mailbox number] # — with the password.
Off-premises notification
If external message notification is set up for your mailbox, VoiceWorks16
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, enter your password and then press #.Or, to pass up
on hearing the message now, enter *instead of the password.
External pager notification
If so programmed at installation, the system can call and activate your
external pager whenever someone leaves a new message in your mailbox.
Entering or deleting the phone number to be called to activate your pager
turns this feature on or off, respectively.VoiceWorks16 will call your pager
when your first new message is left and will repeat the page (at the time
interval programmed at installation) until you retrieve all new messages.
Cascade paging mailboxes
These special mailboxes allow the owner to have additional external
pagers set to be paged when earlier pages have not been answered.The
owner can program up to three paging numbers, each up to 16 digits in
length, to be paged whenever the mailbox receives a new message.The
system will page the first paging number (for the number of times pro-
grammed), and then add the second paging number (for the number of
times programmed) and then add the third paging number — and will con-
tinue to page all three pagers until someone finally retrieves the message.
Operational notes
If a caller hangs up prior to being connected via VoiceWorks16, you may
have a call transferred to you or to your mailbox when in fact the caller is
no longer there.You may hear (orVoiceWorks16 may record) silence, a “fast
busy”tone or other similar tone.This is a result of limitations of the tele-
phone company, not of either your telephone system or VoiceWorks16 .
Shortcuts
During playback of messages:
Press To go
To the main greeting
To the operator
Directly to your personal greeting’s record “beep”
To another mailbox to leave a message
To move a message without an introduction
To disconnect
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VoiceWorks16 User’s pocket guide page 2 of 2
VoiceWorks16
User’s pocket guide
0221-1002 REV. B
*If your company is using theVoiceWorks16 auto attendant.