Lucent Technologies PARTNER MAIL Quick start guide

Lucent Technologies
Bell Labs Innovations
PARTNER MAIL™
Voice Messaging System
Installation and Use
Lucent Technologies -
formerly the communications
systems and technology
AT&T units of AT&T
585-322-101
Issue 1

585-322-101
Issue 1
Intellectual property related to this product (including trademarks) and registered to AT&T
Corporation has been transferred to Lucent Technologies Incorporated.
Any references within this text to American Telephone and Telegraph Corporation or AT&T should
be interpreted as references to Lucent Technologies Incorporated. The exception is cross
references to books published prior to December 31, 1996, which retain their original AT&T titles.
Lucent Technologies – formed as a result of AT&T's planned restructuring - designs, builds, and
delivers a wide range of public and private networks, communication systems and software,
consumer and business telephone systems, and microelectronic components. The world-renowned
Bell Laboratories is the research and development arm for the company.

CAUTION:
Environmental and electrical conditions must meet the specifications as listed
on pages 20 and 21.
SAVE THESE INSTRUCTIONS

Important Safety Instructions
Always follow these basic safety precautions when using the system:
1.
2.
3.
4.
5.
6.
Read and understand all instructions.
Follow all warnings and instructions marked on the product.
Never spill liquid on the product or drop objects into the ventilation slots and
openings. Doing so may result in serious damage to the components.
Repair or service must be performed by a qualified repair person.
The product is provided with a three-wire grounding type plug. This is a
safety feature. DO NOT defeat the safety purpose of the grounding type plug.
DO NOT staple or otherwise attach the AC power supply cord to building
surfaces.
DO NOT use the product near water or in a wet or damp place (such as a wet
basement).
CAUTION:
DO NOT block or cover the ventilation slots and openings. They prevent the
product from overheating. DO NOT place the product in a separate enclosure
unless proper ventilation is provided.
Additional Safety Instructions
for Installation Personnel
1.
2.
3.
4.
5.
DO NOT install telephone wiring during a lightning storm.
DO NOT install telephone jacks in a wet location unless the jack is specifically
designed for wet locations.
Never touch uninsulated telephone wires or terminals, unless the telephone
line has been disconnected at the network interface.
Use caution when installing or modifying telephone lines.
The system carriers must be securely wall mounted.
CAUTION:
If any wiring from the extension jacks leaves the building premises, you must
install AT&T IROB protectors (see “Requirements for Out-of-Building
Extensions” on page 21).
CAUTION:
Use only AT&T - manufactured PARTNER modules in the PARTNER II
Communications System.

Contents
About This Guide
■How to Use this Guide viii
■
Conventions
x
■Related Guides xi
1 Introduction
1-1
■Responsibilities
1-2
■System Services and Features
1-4
2 Installation
2-1
■Preparing for Installation
2-2
■Installing the PARTNER MAIL Unit
2-4
■Add or Replace Voice-Processing Card
2-12
3
PARTNER II System Programming
■PARTNER II System Planning Forms
■Introduction to System Programming
■Initial System Programming
■Programming Automated Attendant
■Programming Call Answer Service
■Programming Night Service (#503)
■Telephone Button Programming
3-1
3-2
3-3
3-5
3-8
3-10
3-12
3-13
i

Contents
4
PARTNER MAIL - Initial Programming
■
■
■
■
■
■
■
■
■
Introduction to Programming
Before Programming
Programming System Parameters
Programming the Schedule
Program Automated Attendant Menus
Programming System Greetings
Modifying Mailboxes
Creating Group Lists
Assigning Line Ownership
4-1
4-2
4-5
4-7
4-14
4-17
4-25
4-28
4-31
4-33
5 Verifying System Operation 5-1
■Automated Attendant Service 5-2
■Call Answer Service 5-4
■Voice Mailbox Transfer 5-5
■Voice Mail Service 5-6
6
PARTNER MAIL Administration
■Guidelines for Administration
■Administration Menu Hierarchy
■Planning Forms
■Accessing the Main Menu
■Changing System Parameters
■Changing the Schedule
■Changing the Main Menus
■Changing Mailbox Assignments
■Changing Group Lists
■Changing Line Ownership
6-1
6-2
6-3
6-5
6-6
6-7
6-11
6-15
6-31
6-42
6-47
ii

Contents
■Changing Greetings
■Voice Mail Service
6-51
6-56
7
Troubleshooting 7-1
A
Appendix A: Factory Settings A-1
Glossary
G-1
Index IN-1
iii

Figures
1
Introduction 1-1
1-1.
Overview of PARTNER MAIL Services 1-5
1-2. PARTNER MAIL System as Immediate Call Handler 1-8
1-3. PARTNER MAIL System as Delayed Call Handler 1-9
2
Installation
2-1.
2-2.
2-3.
2-4.
2-5.
2-6.
2-7.
2-8.
2-9.
2-10.
2-11.
2-12.
2-13.
PARTNER MAIL Unit
Wall-Mounting the PARTNER MAIL Unit
Mounting the PARTNER MAIL Unit
Connect PARTNER MAIL to PARTNER System
PARTNER MAIL Unit - Rear Panel
PARTNER MAIL RMD Switch Settings
The PARTNER MAIL Remote Maintenance Device
Remove Unit from Wall-mount
Remove Screw from Unit
Voice Processing Card Switch Settings
Installing a Voice Card
Installing the Cover
Mounting the PARTNER MAIL Unit
2-1
2-4
2-5
2-6
2-8
2-9
2-10
2-11
2-13
2-14
2-15
2-16
2-17
2-18
4PARTNER MAIL - Initial Programming
4-1.
4-2.
4-3.
4-4.
4-5.
4-6.
4-7.
4-8.
PARTNER MAIL System Programming Menus
Programming PARTNER MAIL System Parameters
Programming the Schedule
Automated Attendant
System Greetings
Programming Mailboxes
Group Lists
Line Ownership
4-1
4-3
4-7
4-14
4-17
4-25
4-28
4-31
4-33
iv

Figures
6
PARTNER MAIL Administration
6-1.
6-2.
6-3.
6-4.
6-5.
6-6.
6-7.
6-8.
Administration Menu Hierarchy
System Parameters
Schedule
Changing the Automated Attendant Main Menus
Mailbox Administration Options
Changing Group Lists
Line Ownership
System Greetings
6-1
6-4
6-7
6-11
6-15
6-31
6-42
6-47
6-51
v

About This Guide
This guide provides instructions for installing, administering and maintaining the
PARTNER MAILTM Voice Messaging System on the PARTNER® II Release 3
Communications System. This guide is intended for technicians who install, maintain,
and repair communications systems and implementors who initially program the
system.
In addition to installation and administration instructions, this guide contains a table
of factory settings in Appendix A, a glossary of terms, an index, and three removable
pages located at the back of the guide. These pages provide the following:
■Instructions for using the General Mailbox, which you should give to the
System Operator or to whomever in your company is responsible for
maintaining the General Mailbox.
■A chart showing all of the PARTNER MAIL system functions that are
administered from the Administration Main Menu.
■A form for providing feedback on this guide, which you can fax or mail to
AT&T.
vii

About This Guide
How to Use this Guide
Refer to the following table for a list of Installation, Programming, and Administration
items, the tasks under each, and corresponding chapter number.
ITEM TASKS CHAPTER NUMBER
Installing the
Wall-Mount the Unit Chapter 2
PARTNER MAIL Connect the PARTNER MAIL
system
system to PARTNER II Release
3
Connect the RMD
Add Voice-Processing Card(s)
Programming
Initial Programming Chapter 3
PARTNER II for Program Automated Attendant
PARTNER MAIL
Service
Program Call Answer Service
Program Night Service Button
Program for the RMD
Program Telephone Buttons
Initial Programming Program System Parameters Chapter 4
of the PARTNER Program the Schedule
MAIL system Program Automated Attendant
Greetings
Program Automated Attendant
Menus
Program Mailboxes
Create Group Lists
Program Line Ownership
Performing Test Automated Attendant Chapter 5
Acceptance Tests Service
Test Call Answer Service
Test Voice Mail Service
Performing System Refer to “Administration Menu Chapter 6
Administration Items” in the next section.
Troubleshooting Identify and correct problems Chapter 7
with the PARTNER MAIL
system.
viii How to Use this Guide

About This Guide
Administration Menu Items
Refer to the following table for a list of Administration Menu items, and the tasks
under each. All Administration menu items are documented in Chapter 6.
MENU ITEM
TASKS
1. System Parameters Program Fax Extension
Program System Operator Extension
Program General Mailbox Owner
Assign System Administrator’s
Extension
Program Fax Message Receiver
2. Schedule Parameters Change the System Date and Time
Temporary Schedule Changes
3. Automated Attendant Program Selector Code Actions
Create Submenus
Create Announcements
Change Main Menus
Record prompts
4. Mailboxes Create, change, and delete
5. Group Lists Scan, delete and modify
6. Line Ownership Review, assign, modify and delete
7. System Greetings Change Automated Attendant Greetings
Change Voice Mail Greeting
How to Use this Guide ix

About This Guide
Conventions
The following conventions are used throughout this guide:
EXTENSION means press the buttons on the dialpad for the appropriate extension.
[ #] means press the pound button. The pound button is frequently used as a
termination character, enabling the system to detect the end of an extension or
password you have entered.
PASSWORD means press the buttons on the dialpad for the appropriate password.
MAlLBOX means press the buttons on the dialpad to dial the Mailbox number of a
subscriber. Usually the Mailbox number is a subscriber’s extension.
[ ✱] means press the star button on the dialpad.
The prompts or responses played by the system are shown in this manner:
Record at the tone.
✔ means that the programmable setting to the left of the ✔ is the factory setting.
x Conventions

About This Guide
Related Guides
The following guides are available to help you set up, use, and maintain the
PARTNER MAIL system when it is installed with the PARTNER® II Release 3
Communications System.
YOU can order additional copies of the related system guides listed in the following
table from the AT&T Customer Information Center. Phone numbers are listed on the
inside front cover.
Portions of the documentation may be available in French and Spanish. For more
information, contact your AT&T authorized representative.
Guide Title Order Number
PARTNER MAIL system
Installation and Use 585-322-101
Planning Guide and Forms 585-322-501
User’s Quick Reference
585-322-701
PARTNER II Release 3 Communications System
Programming and Use
518-455-311
System Planner
518-455-315
Quick Reference for Use with MLS-Series Telephones
518-455-306
Installation 518-455-313
Related Guides
xi

Introduction 1
The PARTNER MAIL Voice Messaging System is a single unit that adds the
capabilities of Automated Attendant service, Call Answer Service, and Voice Mail
Service to the PARTNER II Release 3 Communications System.
The PARTNER MAIL system automates call handling by answering calls and
presenting the caller with a menu of options so that the call can be routed directly to
the desired extension. The PARTNER MAIL system routes calls and fax
transmissions, answers calls, provides after-hours service and allows subscribers to
send and receive messages.
The PARTNER MAIL system is available in two configurations: single voice
processing card (2-port) and two voice processing cards (4-port).
A Remote Maintenance Device (RMD) is included to provide AT&T Service
personnel remote access to the PARTNER MAIL system.
1-1

Introduction
Responsibilities
Take a moment to identify the personnel resonsible for planning, installing,
programming, and maintaining the PARTNER MAIL system. With the exception of
the Implementor / Technician, the all of the remaining functions could be performed
by a single person.
System Planner
The system planner works closely with the PARTNER II System Manager to
coordinate the programming. (In many companies, the System Administrator for the
PARTNER MAIL system and the System Manager for the PARTNER System are the
same person.) The two systems must function as an integrated unit.
Implementor / Technician
The implementor or technician installs the PARTNER MAIL system and performs the
initial programming. An implementor or technician must also program the initial
settings for the PARTNER System to integrate it with the PARTNER MAIL system.
The implementor needs the completed planning forms to program the systems.
System Administrator
The PARTNER MAIL System Administrator maintains the PARTNER MAIL system
by modifying mailboxes, changing menus and greetings, and reporting any system
problems. The System Administrator should provide a copy of the procedure titled
Forwarding General Mailbox Messages to the General Mailbox Owner. This
procedure is included at the back of this guide.
General Mailbox Owner
Messages that are not directed to a subscriber's mailbox may be stored in the
General Mailbox. The General Mailbox Owner forwards messages from the General
Mailbox to the intended subscriber’s mailbox. The System Administrator should
provide a copy of the procedure titled Forwarding General Mailbox Messages to the
General Mailbox Owner. This procedure is included at the back of this guide.
1-2 Responsibilities

Introduction
System Operator
The System Operator is the receptionist or system user who is primarily responsible
for answering calls. Typically, this person is also the General Mailbox Owner.
Fax Message Receiver
The Fax Message Receiver is the person to notify whenever a fax is received at a
fax extension.
Responsibilities 1-3

Introduction
System Services and Features
Figure 1-1 provides an overview of the sevices offered by the PARTNER MAIL
system. Read the following descriptions of the Automated Attendant service, Call
Answer Service, Voice Mail Service and their related features; then keep in mind the
type of service and features your company needs.
1-4 System Services and Features

Introduction
PARTNER MAIL
Voice Messaging System
Auto Attendant Service Voice Mail Service Call Answer Service
Prompts caller to make a Allows subscribers to:
choice from a menu of Send Messages
options, then routes the call Listen to Messages
to selected destination. Forward Messages
Delete Messages
Reply to Messages
■
■
■
■
■
■
■Select personal operator
Record Personal Greeting
Always Day Only Night Only
Extension
Coverage
Line
Coverage
Voice Mailbox
Transfer
PARTNER
System always
routes calls to
Automated
Attendant
Service
PARTNER
System routes
calls to Auto-
mated Atten-
dant Service
when night
service is
inactive.
PARTNER
System routes
calls to Auto-
mated Atten-
dant Service
when night
service is
active.
Immediate
Call Handling Delayed Call Handling
Coverage ON/OFF
Outcalling
Automated Attendant The Receptionist
answers all external answers external calls
calls immediately. The immediately. Over-
Receptionist answers flow calls go to the
overflow calls. Automated Attendant
after a delay.
FAX Call Handling
Recognizes an incoming FAX
message and routes it to the FAX
extension or hunt group.
Prompts the caller to leave
a message or transfer to
another extension when the
called party does not
answer.
PARTNER
System
Manager
assigns
Automatic
VMS cover to
an extension.
Assign VMS
line cover for
a Iine and
associate a
mailbox with
that line.
System users
press a
button to
transfer calls
to a voice
mailbox with-
out ringing an
extension.
Subscribers turn VMS
cover on and off at
their extension.
Notifies subscribers at
remote telephones or
beepers that a new
message is in their
mailbox.
Figure 1-1. Overview of PARTNER MAIL Services
System Services and Features 1-5

Introduction
■
Automated Attendant Service
The Automated Attendant service consists of a greeting and a multi-level menu,
which provides callers with a number of options that enable them to reach an
extension, a group of extensions, or obtain information, by pressing a single digit or
by dialing an extension number.
This service provides several benefits to callers and your company. The Automated
Attendant service:
■
■
■
Efficiently routes calls to the correct party.
Prompts the caller to leave a message or try another extension if the called
party does not answer or the phone is busy.
Enables the caller to access the dial-by-name directory if they do not know the
extension that they need.
Plays announcements of frequently requested information (such as directions
or business hours) as menu options, thereby freeing an employee’s time for
other tasks.
Receives and transfers fax calls to a designated extension(s).
■
The PARTNER MAIL Automated Attendant service is useful for many businesses,
such as banks, insurance agencies, post offices, and stores. A bank could, for
example, use Automated Attendant service to allow its customers to select
information from a multi-level menu. This information could include current mortgage
interest rates or the current interest rates on money market funds. The Automated
Attendant service also allows callers to wait to speak to a customer representative.
The menu frees the bank employees to handle customer transactions while the
Automated Attendant service provides general information. In a business like this,
the PARTNER MAIL System Administrator would program the Automated Attendant
service to allow callers to stay on the line or enter an extension to reach a banker.
Selection Considerations
When planning PARTNER MAIL Automated Attendant service you must decide:
■Which outside lines (if any) are answered by the Automated Attendant service.
■When you want the PARTNER System to route calls to the PARTNER MAIL
system — Always, Day Only, or Night Only. This is called the VMS Hunt
Schedule.
1-6 System Services and Features