Nortel Meridian Mail User manual

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Welcometo
MeridianMailVoiceMessaging
Meridian Mail Voice Messaging from Nortel Networks is an advanced
business messaging system that offers convenience and efficiency for
managing your incoming and outgoing messages.
Meridian Mail Voice Messaging stores all of your voice messages in your
personal mailbox. Here are some of the many features you can use to send
and receive messages:
♦Forward and reply to messages.
♦Compose, edit, and send messages.
♦Create personalized distribution lists for sending messages.
♦Add message options such as urgent, private, and timed delivery.
♦Dial and address by name or by number.
♦Receive remote notification of incoming messages.
Some features are options. Your system administrator can tell you if these
features are available to you.

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Contents
Understanding Meridian Mail Voice Messaging
Working with Meridian Mail Voice Messaging.................................................... 1
Meridian Mail Voice Messaging at a glance....................................................... 2
Using standard commands............................................................................... 4
Mailbox setup
Logging in to your mailbox................................................................................ 5
Changing your password.................................................................................. 6
Recording greetings......................................................................................... 7
Recording your name....................................................................................... 8
Assigning a custom operator............................................................................ 8
Playing your messages
Playing your messages.................................................................................... 9
Responding to messages
Calling the sender...........................................................................................10
Replying to the sender ....................................................................................10
Replying to the sender and all recipients..........................................................10
Forwarding a message....................................................................................11
Sending messages
Composing a message....................................................................................12
Addressing a message....................................................................................13
Addressing by name.......................................................................................14
Checking and editing your message................................................................14
Adding message options.................................................................................15
Distribution lists ..............................................................................................16
Express Messaging.........................................................................................17
Thru-Dialing....................................................................................................17
Remote Notification
Remote Notification.........................................................................................18
Call Answering
When you are the caller ..................................................................................21
Your Meridian Mail Voice Messaging numbers........................................................22

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WorkingwithMeridianMailVoiceMessaging
How to use this guide
This guide explains how to use Meridian Mail Voice Messaging. Familiarize yourself with
the most frequently used procedures such as logging in, playing your messages, and
recording your greetings. Then explore the many convenient features available for voice
messaging. If you want to use a feature described in this guide but you cannot activate it,
check with your system administrator.
Meridian Mail Voice Messaging terms
While you are working with Meridian Mail Voice Messaging you will use these basic terms.
Access numbers
You log in to your mailbox by dialing an access number. Your system administrator gives
you the Meridian Mail Voice Messaging access number and any other numbers you need
to access features and services. Keep a handy record of these numbers on page 22.
Mailbox
Your electronic mailbox stores your messages, your recorded greetings, your distribution
lists, and other personal settings. You can log in to your mailbox at any time to play your
messages and use all of the available Meridian Mail Voice Messaging features and
services. Your system administrator will assign you a mailbox number, which is usually
your extension number.
Password
Your personal password provides security for your mailbox and its contents. All of your
interaction with Meridian Mail Voice Messaging is confidential; no one else can access
your mailbox.
How to get help
Meridian Mail Voice Messaging provides several types of help for the novice and the
experienced user.
Voice prompts
Meridian Mail Voice Messaging guides you with voice prompts at each step. The prompts
tell you what to do next, or what options are available, so you don’t have to remember
every step. You can interrupt a prompt by pressing the key for the next step.
Context-sensitive help
You can press *for Help at any time while you are logged in to your mailbox. You will hear
the options that are available for your next step.
Printed help
In addition to this user guide, an At a Glance card is available. Keep it near your telephone
or take it with you when you travel.
System administrator
Ask your system administrator about available features and access numbers.

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MeridianMailVoiceMessagingataglance

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MeridianMailVoiceMessagingataglance

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Usingstandardcommands
In Meridian Mail Voice Messaging, many keypad commands are common to all features.
For example, Play is always 2, Record is always 5, and Help is always *. If you learn
these standard commands you can use all the Meridian Mail Voice Messaging features
without memorizing every step.
When you are playing your messages, recording greetings, and recording messages,
use these commands:
Play
Skip back Skip forward
Go to previous message
or return to messages Go to next message
Record
Delete/Restore
Help
Stop playback
or recording
Cancel menu selection
End data entry
or addressing

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Loggingintoyourmailbox
You need a Meridian Mail Voice Messaging access number, a mailbox number, and a
password to log in to your mailbox.
To log in for the first time
Your system administrator will give you a temporary password that you change the first
time you log in.
1Decide on a new password. See page 6 for help with choosing passwords.
2Follow the login steps below, using your temporary password.
3When you are asked to enter a new password, follow the prompts. See page 6 for
instructions on changing your password.
To log in
You can log in to your mailbox from any touchtone phone. When logging in from your own
phone, you may be able to press a message key instead of dialing the access number.
1Dial the Meridian Mail Voice Messaging access number, or press the message key on
your phone.
2Enter your mailbox number, then press #. If you are at your own phone, just press #.
3Enter your password, then press #.
You are now in your mailbox and can use all the message list commands.
To log in using Autologin
Autologin is an option that is available at some mailboxes. Ask your system administrator
if Autologin is available.
To disconnect
When you have finished your Meridian Mail Voice Messaging session, press 83 to
disconnect, or simply hang up.

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Changingyourpassword
When you log in for the first time, you should change your password from the one you
were first assigned. After that, you can change your password as often as required.
Your system administrator sets the minimum length for a password.
To change your password
1While logged in to your mailbox, press 84.
2Enter your new password, then press #.
You may see dashes instead of numbers if you have a display phone.
3Enter your new password again, then press #.
4Enter your old password, then press #.
If your password expires, follow the steps for changing a password.
If you forget your password, your system administrator can assign you a temporary
password. Log in with the temporary password, then change it immediately.
Choosing a secure password
Meridian Mail Voice Messaging prevents you from using some passwords if they are too
short or too simple, or if you have used the same one recently. Also, Meridian Mail Voice
Messaging requires that you change your password on a regular schedule set by your
system administrator.
Keep your mailbox secure by choosing passwords that are not easily discovered. Decide
on a system for choosing passwords that is easy for you to remember but hard for anyone
else to guess. For example, you can create a unique and easy to remember password by
combining letters and numbers on your telephone keypad.

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Recordinggreetings
You can record external, internal, and temporary greetings. Callers from outside your
organization hear your external greeting, callers within your organization hear your internal
greeting. If you don’t record an internal greeting, all callers hear your external greeting.
You can record a temporary greeting to tell your callers that you are away from the office.
All callers hear your temporary greeting if you record one. Tell your callers the times or
dates of your absence, and if you will retrieve your messages while you are away.
Keep your greetings brief and informative, and speak clearly. Check each greeting by
playing it after you record it. Call your number from an external phone to check if your
organization has a system greeting that plays to external callers before your greeting.
To record your greeting
1While logged in to your mailbox, press 82.
2Press 1for external greeting, 2for internal greeting, or 3for temporary greeting.
3Press 5to record. Wait for the tone, then record your greeting.
4Press #to end the recording.
To play, delete, or rerecord your greeting
While at your greeting, you can play, delete, or rerecord it.
4To play your greeting, press 2.
4To delete your greeting, press 76.
4To rerecord your greeting, add to the end of it, or rerecord part of it, press 5at the
point in the greeting where you want to start. Record a new greeting, then press #.
The new recording erases the old one from the place where you start to rerecord.
To set the expiry date for your temporary greeting
You can set an expiry month, day, and time for your temporary greeting. When the
temporary greeting expires, your callers will hear your external or internal greeting.
1While at your temporary greeting, press 9to set the expiry date.
2Enter the month, day, and time, pressing #after each entry.
4For the current month or day, just press #.
4For a time setting of 9:00, press 900#. For a.m., press 1; for p.m., press 2.
Or, for the standard expiry time of one minute after midnight on the date you
specified, press #for time.
4For no expiry, press ###.
If you do not set an expiry date, or if you press # for month, day, and time, your
temporary greeting will remain in effect until you delete it.
To return to your messages
When you have finished recording your greetings, press 4.

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Recordingyourname
Your personal verification is used in your greetings and addressed messages, and in
Express Messaging, Name Dialing, and Remote Notification announcements. Keep your
personal verification as brief as possible, and speak clearly.
To record a personal verification
1While logged in to your mailbox, press 89.
You hear your current personal verification if there is one.
2Press 5to record. Wait for the tone, then record your name.
3Press #to end the recording.
To play, delete, or rerecord your personal verification
You can play, delete, or rerecord your personal verification the same way as your
greetings. See Recording greetings, page 7. If you delete your personal verification, your
callers hear just your mailbox number or your name spelled one letter at a time.
To return to your messages
When you have finished recording your personal verification, press 4.
Assigningacustomoperator
You can offer your callers the option of leaving a message or speaking to one of your
assistants or colleagues. In your greeting, tell callers to press zero if they wish to speak to
this person in your absence. The custom operator number is the number of the person
your callers reach when they press zero.
Ask your system administrator if you can change this number.
To review and assign your custom operator number
1While logged in to your mailbox, press 80 for mailbox options, then press 1to review
the custom operator number.
A prompt tells you the current custom operator number.
2Enter the new custom operator number, then press #.

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Playingyourmessages
Meridian Mail Voice Messaging lets you know when you have new messages. Your phone
may have a message waiting light, or you may hear a special dial tone when you pick up
the handset.
When you log in to your mailbox, your mailbox summary tells you the number of new
messages in your message list and if any of them are urgent. The summary also tells you
if any recorded messages are unsent.
Each message header tells you the sender’s name, and the date and time of the message.
To play your messages
After logging in to your mailbox, you hear the mailbox summary, then the header for your
first new message. (If Autoplay is enabled, your messages play automatically.)
1While you are in your message list, you can go to any message and play it.
4To play the current message, press 2.
4To go to the next message, press 6; to go to the previous message, press 4.
4To go to a specific message, press 86, enter the message number, then press #.
4To start over at the first message from the end of your message list, press 6.
2When you have played your messages, press 83 to disconnect, or hang up. Or, you
can remain logged in to use other messaging features.
To review and respond to your messages
While you are playing a message, you can use these message commands:
4To skip back five seconds in the message, press 1; to skip forward five seconds in
the message, press 3.
4To increase the message speed, press 23; to decrease it, press 21. You can
increase the speed up to three times, and decrease it to normal.
4To increase the message volume, press 26; to decrease the volume, press 24. You
can increase the volume up to three times, and decrease it to normal.
4To pause, press #; to continue, press 2.
Before, during, or after playing a message, you can use these message commands:
4To hear sender, recipient, date, and time details, press 72 for message envelope.
4To delete the message and move to the next message, press 76. To restore the
deleted message (before disconnecting), return to the message and press 76.
4To respond to the message, see Calling the sender, Replying to the sender,
Replying to the sender and all recipients, and Forwarding a message, pages 10-11.
4Press 7* for Help on message commands.
Message storage
Empty your mailbox by deleting messages as often as possible. Your messages may be
automatically deleted on a schedule set by your administrator.

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Callingthesender
You can place a call to the sender of a message if the number is known to Meridian Mail
Voice Messaging.
To call the sender
1After listening to a message or while it is playing, press 9to call the sender.
2Speak to the sender or leave a message.
3When you have finished your call, hang up.
You may be able to return to your messages without hanging up and logging in again.
Replyingtothesender
You can record a reply to the sender of a message if the number is known to Meridian
Mail Voice Messaging.
To record a reply to the sender
1After listening to a message or while it is playing, press 71 to reply to the sender.
Your reply is addressed automatically. You do not have to enter a name or number.
2Press 5to record your reply. Wait for the tone, then begin recording.
3Press #to end recording your reply.
4To review your message, see Checking and editing your message, page 14.
4To add options, see Adding message options, page 15.
4Press 79 to send the message.
Replyingtothesenderandallrecipients
You can record a reply to the sender and all the recipients of a message, if their numbers
are known to Meridian Mail Voice Messaging.
To record a reply to the sender and all recipients of a message
1After listening to a message or while it is playing, press 74 to reply to the sender and
all recipients of the message.
Your reply is addressed automatically. You do not have to enter names or numbers.
4To play the list of recipients to whom your reply will be sent, press 72.
2Press 5to record your reply. Wait for the tone, then begin recording.
3Press #to end recording your reply.
4To review your message, see Checking and editing your message, page 14.
4To add options, see Adding message options, page 15.
4Press 79 to send the message.

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Forwardingamessage
You can forward a message to another mailbox, to a distribution list, or to a telephone
number. You can also record an introduction to the original message. You cannot forward
a message marked Private.
To forward a message
1After listening to a message or while it is playing, press 73 to forward the message.
2Enter the number to which you want to forward the message, then press #. Repeat
this step for each additional number to which you want to forward the message.
4For details on addressing your message, see Addressing a message, page 13, and
Addressing by name, page 14.
4If you need to cancel an address, see To cancel an address entry, page 12.
3When you have finished entering addresses, press #again to end the list.
4Press 5 if you want to record an introduction. Wait for the tone, then begin recording.
5Press #to end recording your introduction.
4To review your message, see Checking and editing your message, page 14.
4To add options, see Adding message options, page 15.
6Press 79 to send the message.

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Composingamessage
To compose a message, you first address it, then record your message, then send it. You
can address a message to one or more people or distribution lists. Before you send a
message you can edit it and add message options.
To address, record, and send a message
You address a message to one or more recipients before you start recording. An address
is typically a mailbox number or a distribution list number. You may also be able to
address messages to other numbers. See Addressing a message, page 13. You can also
address a message by spelling a person’s name. See Addressing by name, page 14.
1While logged in to your mailbox, press 75.
2Enter the first address, then press #.
Continue to enter addresses followed by #.
4See Addressing a message, page 13, and Addressing by name, page 14.
4If you need to cancel an address, see To cancel an address entry, below.
3When you have finished entering addresses, press #again to end the list.
4Press 5to record your message. Wait for the tone, then start recording.
5Press #to end the recording.
4To review your message, see Checking and editing your message, page 14.
4To add options, see Adding message options, page 15.
6Press 79 to send the message.
To cancel an address entry
You can cancel an address you entered while you are at step 2 above. After you have
pressed the final # at the end of the list, you cannot cancel any entries. If you cancel a
distribution list number, the entire distribution list is deleted from your address list.
1Press 0# to cancel the last address you entered in the list.
2Repeat this step for each address you want to cancel, erasing entries one at a time
from the end of the list.
3Return to step 3 above.

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Addressingamessage
You can address your messages to local mailboxes and distribution lists. You may also be
able to address messages to mailboxes at other sites (networks), to other voice mail
systems (open networks), and to recipients at telephones with no voice mail. For the
required prefixes, press *for Help when addressing, or ask your system administrator.
Keep a record of these prefixes on page 22.
When Meridian Mail Voice Messaging prompts you for a mailbox number, enter the
appropriate prefix if required, then the number. When you have entered all the required
addresses, return to step 3 in To address, record, and send a message on page 12.
To address a message to a local mailbox
Enter the mailbox number, then press #.
To address a message to a distribution list
Enter the distribution list number, then press #.
To address a message to a mailbox at another network site
Enter the network prefix followed by the mailbox number, then press #.
To address a message to an open network mailbox
Enter the open network prefix followed by the system access phone number (using the
same prefixes you would use for a local or long distance call from your phone), then
press #. Enter the mailbox number, then press #.
To address a message to a telephone
You can address and send a recorded message to a telephone.
Enter the prefix if required, followed by the recipient’s telephone number, then press #.
When you send a message to a person at a telephone number, Meridian Mail Voice
Messaging calls the person’s telephone and states that there is a message from you. The
system may tell the recipient which key to press to hear the message, or the message
may play automatically. The recipient can respond by recording a reply.

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Addressingbyname
You can enter an address by spelling a person’s name on your telephone keypad instead
of entering a number. Name Addressing can be used for addressing a message, for
creating a distribution list, for Express Messaging, and for Thru-Dialing.
To address by name
1When Meridian Mail Voice Messaging prompts you for a mailbox number, enter the
Name Addressing prefix.
4If you don’t know the prefix, press *.
2Spell the last name, then the first name.
4For Q, press 7; for Z, press 9. For example, to reach Quinn, Bob, dial 78466262.
4If you don’t know the complete name, enter the first few letters, then press #. Select
from the list of possible matches for the name.
You can stop spelling the name as soon as the system announces a match. You do
not have to press #. The message is automatically addressed with the mailbox
number for this name.
3If the name is part of a list of addresses, continue to enter addresses. When you are
finished, press #to end the list.
Checkingandeditingyourmessage
After you have recorded your message, you can review it before sending it. To play or
change the message, use any of these standard commands:
4To play the message, press 2.
4To skip back five seconds in the message, press 1; to skip forward five seconds in
the message, press 3.
4To pause, press #; to continue, press 2.
4To play the message envelope, including the list of recipients, press 72.
4To delete the message and move to the next message, press 76. To restore the
deleted message (before disconnecting), return to the message and press 76 to
restore it.
4To rerecord the message, add to the end of it, or rerecord part of it, press 5at
the point in the message where you want to start. Record the new message, and
end by pressing #.
The new recording erases the old one from the place where you started to
rerecord.

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Addingmessageoptions
When you create a message you can indicate that you want it handled in a special way.
The message options are Standard, Urgent, Economy, Private, Acknowledgment, and
Timed Delivery. Messages are sent Standard unless you choose another option. A
message cannot be tagged both Urgent and Economy. Before sending the message, you
can check the options by pressing 72 to play the message envelope.
To add an Urgent option
When you send a message marked Urgent, the recipient is notified in the mailbox
summary and the message header that the message is urgent.
Before or after recording a message, press 70 then 1 to add the Urgent option.
4To cancel an Urgent option for a message, press 70 then 2 for Standard.
To add an Economy option
The Economy option can be used for messages sent to other networks. Your organization
sends Economy messages at a lower overnight rate.
Before or after recording a message, press 70 then 3 to add the Economy option.
4To cancel an Economy option for a message, press 70 then 2 for Standard.
To add a Private option
When you send a message marked Private, recipients in your organization cannot forward
it or attach it to another message. Be aware that recipients in other organizations may not
be told your message is Private, and they may be able to forward it.
Before or after recording a message, press 70 then 4 to add the Private option.
4To cancel a Private option for a message, press 70 then 4 again.
To request an acknowledgment to your message
When you send a message marked Acknowledgment, Meridian Mail Voice Messaging
automatically deposits a separate acknowledgment message in your mailbox after each
recipient has read your message. Some other networks may only acknowledge that your
message has been received by the system, not read by the recipients.
Before or after recording a message, press 70 then 5 for Acknowledgment.
4To cancel an Acknowledgment request for a message, press 70 then 5 again.
To set a specific time for delivering a message
You can compose a message to be delivered to the recipients at a future date and time.
1Before or after recording a message, press 70 then 6 for Timed Delivery.
2Enter the month, day, and time, pressing #after each entry.
4For the current month or day, just press #.
4For a time setting of 9:00, press 900#. For a.m., press 1; for p.m., press 2.
For delivery one minute after midnight on the date you specified, press #for time.
4To cancel Timed Delivery for a message, press 70 then 6 again.

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Distributionlists
A distribution list saves you time when you send messages to the same group of
addresses. You can create up to 9 personal distribution lists. Each personal distribution
list can contain up to 99 entries. You can also use shared distribution lists supplied by
your system administrator.
To create a personal distribution list
A personal distribution list can contain all of the same types of addresses to which you can
send a composed message, except other personal distribution lists. An entry can be a
mailbox number, shared distribution list number, network mailbox, open network mailbox,
or telephone number. See Addressing a message, page 13. You can also add an entry by
spelling a person’s name. See Addressing by name, page 14.
1While logged in to your mailbox, press 85.
4To play a summary of all your lists, press *.
2Enter a number from 1to 9, then press #.
3Press 5to start entering addresses into the list.
4Enter the first address, then press #,in the same way you address a message.
5Continue to enter addresses, pressing #after each one.
4To cancel the last number you entered in the list, press 0#.
6When the list is complete, press #.
7When you are finished, press 4to return to your messages.
To play, edit, or delete a personal distribution list
After you create a personal distribution list, you can play it to hear all the addresses, add
to it, delete it, and search for addresses in the list.
1While logged in to your mailbox, press 85.
2Enter the distribution list number, then press #. If you don’t remember the number,
press *to hear a summary of your personal distribution lists.
4To play the contents of the list, press 2.
4To add addresses to the list, press 5. Enter each address, then press #. When the
list is complete, press #.
4To delete the entire list, press 76. You can restore the list by pressing 76
immediately after deleting it.
4To search for an address in the list so you can add it or delete it, press 6. Enter the
address, then press #. Meridian Mail Voice Messaging tells you if the address is in
the list. If the address is not in the list, you can add it by pressing 5. If the address
is in the list, you can delete it by pressing 76.
3When you are finished, press 4to return to your messages.