PCS Digital PCS Mail User manual

Analog or Digital
Voice Mail
PCS Mail ™

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TABLE OF CONTENT
INTRODUCTION........................................................................................................................................ 6
PCS DIGITAL DISCLAIMER ..................................................................................................................... 6
ELECTRIC-STATIC DISCHARGE................................................................................................................... 6
VOLTAGE DO’S AND DON’TS ..................................................................................................................... 6
SAFETY GUIDELINES .................................................................................................................................. 6
LIFE SUPPORT NOTICE................................................................................................................................7
FCC REGULATION...................................................................................................................................... 7
WARRANTY REPAIR................................................................................................................................ 8
LIMITED WARRANTY.................................................................................................................................. 8
EXCLUSIONS............................................................................................................................................... 8
WELCOME TO PCS MAIL ................................................................................................................... 9
SYSTEM CAPABILITIES ............................................................................................................................... 9
VOICE MESSAGING FUNCTIONS.................................................................................................................. 9
AUTOMATED ATTENDANT FUNCTIONS....................................................................................................... 9
ABOUT THIS MANUAL................................................................................................................................11
KEY CONVENTIONS...................................................................................................................................12
TOUCH TONE®PROGRAMMING.........................................................................................................13
PCS MAIL FEATURES.........................................................................................................................15
ANNOUNCEMENT ONLY MAILBOX.............................................................................................................15
ANSWERING MACHINE EMULATION..........................................................................................................15
AUTOMATIC DAY/NIGHT MODE................................................................................................................15
AUTOMATIC GAIN CONTROL.....................................................................................................................15
CANCEL PLAY OF MESSAGE ......................................................................................................................15
CUSTOM CALL ROUTING MENUS (FIVE)....................................................................................................15
CUSTOMIZED GREETINGS..........................................................................................................................15
DEFAULT TRANSFER TO OPERATOR ..........................................................................................................15
DIAL BY NAME DIRECTORY (FIRST OR LAST NAME).................................................................................15
DIRECT TRANSFER TO A VIRTUAL VOICE MAILBOX..................................................................................16
FAST FORWARD .5 SECONDS .....................................................................................................................16
FAX TONE DETECTION AND TRANSFER .....................................................................................................16
MESSAGE DELETE WITH CONFIRMATION ..................................................................................................16
MESSAGE FORWARDING WITH OR WITHOUT COMMENTS...........................................................................16
MESSAGE INFO ..........................................................................................................................................16
MESSAGE PAUSE AND RESTART ................................................................................................................16
MESSAGE REPLY .......................................................................................................................................16
MESSAGE RETRIEVE..................................................................................................................................16
MESSAGE REWIND .5 SECONDS.................................................................................................................16
MESSAGE SAVE.........................................................................................................................................16
MESSAGE WAITING LCD/LED OR STUTTER TONE ...................................................................................16
MULTIPLE CLASSES OF SERVICE (4)..........................................................................................................17
ONE TOUCH RECORD.................................................................................................................................17
OPERATOR BACKUP ..................................................................................................................................17
OUTBOUND NOTIFICATION TO PAGER .......................................................................................................17
OVERRIDE SYSTEM PROMPTS....................................................................................................................17
PASSWORD PROTECTION ...........................................................................................................................17
PC PROGRAMMING....................................................................................................................................17
PROGRAMMING FROM A TOUCH TONE®PHONE.........................................................................................17
SECURITY PASSWORDS..............................................................................................................................17

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SKIP TO NEXT MESSAGE ...........................................................................................................................17
TRANSFER OPTION FROM MAIL BOX.........................................................................................................17
QUICK REFERENCE CARDPCS MAIL FIRST TIME MAILBOX OWNER SETUP.................19
PCS MAIL FIRST TIME MAILBOX OWNER SETUP.....................................................................20
PCS MAIL CONFIGURATION ..................................................................................................................21
SHIPPING CONTENTS .................................................................................................................................21
CONNECTING THE VOICEMAIL WITH THE TELEPHONE SYSTEM.........................................22
EXPANSION CARD (8907-06)..................................................................................................................24
INSTALLATION:..........................................................................................................................................24
PROGRAMMING PCS MAIL INTEGRATION WITH A SYSTEM24...........................................25
STEP 1–ASSIGN VOICE MAIL PORT..........................................................................................................25
STEP 2–ASSIGN VOICE MAIL HUNT GROUP AND RING ASSIGNMENT ......................................................26
STEP 3–RINGING......................................................................................................................................27
STEP 4–VOICE MAIL INTEGRATION .........................................................................................................28
PROGRAMMING A VOICEMAIL BUTTON........................................................................................29
PROGRAMMING A VOICE MAIL BUTTON................................................................................................29
THE VOICE MAIL BUTTON (f64)IS USED TO:..................................................................................29
Message Waiting Indication.................................................................................................................29
Access a Voice Mailbox .......................................................................................................................29
Transfer a caller to a Voice Mailbox...................................................................................................29
Answering Machine Emulation............................................................................................................29
PROGRAMMING A STATION TO CALL FORWARD TO VOICE MAIL ..............................................................30
Programming a flex button for Call Forward Busy No Answer ..........................................................30
CONNECTING THE PCS MAIL VIA HYPER TERMINAL............................................................31
Hyper Terminal Setup..........................................................................................................................31
Hyper Terminal Setup..........................................................................................................................32
SYSTEM INITIALIZATION.....................................................................................................................38
SELECTING PBX INTEGRATION.........................................................................................................39
ANALOG PCS MAIL™PBX INTEGRATION SCREEN 1.................................................................................40
PBX INTEGRATION SCREEN 2...................................................................................................................41
FAX TONE DETECTION ..............................................................................................................................41
ACTIVATING ONLY TWO PORTS: ................................................................................................................41
OPEN & CLOSED SCHEDULE ...............................................................................................................43
OPEN &CLOSED SCHEDULE SCREEN2 ......................................................................................................43
THE STANDARD DEFAULT IS MON –FRI 9:00 AM TO 5:00 PM..................................................................44
NUMBERING PLAN – CCR MENU ROUTING....................................................................................44
NUMBERING PLAN – CCR MENU ROUTING....................................................................................45
NAVIGATING CCR MENUS........................................................................................................................45
Menus and Sub Menus.........................................................................................................................45
SYSTEM NUMBERING PLAN.................................................................................................................48
FIRST DIGIT PERMISSION...........................................................................................................................48
Automated Attendant Extension...........................................................................................................48

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Extensions............................................................................................................................................48
Greeting...............................................................................................................................................49
CCR Number........................................................................................................................................49
CCR Menu Greetings...........................................................................................................................50
AUTO ATTENDANT CONFIGURATION..............................................................................................51
AUTO ATTENDANT -FIELD BY FIELD DESCRIPTION ..................................................................................51
Operator Ext........................................................................................................................................51
Hunt .....................................................................................................................................................51
VMS......................................................................................................................................................51
Day Mode.............................................................................................................................................51
Night Mode ..........................................................................................................................................52
Temp Grt On........................................................................................................................................52
Temporary Greeting.............................................................................................................................52
No Answer Greeting.............................................................................................................................52
Auto Attendant Start.............................................................................................................................52
MAILBOX ASSIGNMENT........................................................................................................................53
Mailbox................................................................................................................................................53
Access Code.........................................................................................................................................54
Extension Number................................................................................................................................54
Class Of Service...................................................................................................................................54
Outcall Notification with Message Retrieval.......................................................................................54
Dial Out ...............................................................................................................................................55
Beeper No ............................................................................................................................................55
MSG IND .............................................................................................................................................55
Name & Name Mode............................................................................................................................55
Direct Xfr:............................................................................................................................................56
ADDING A MAILBOX FROM THE MAIN MENU............................................................................................57
DELETING A MAILBOX FROM THE PROGRAMMING MENU: ........................................................................57
CLASS OF SERVICE.................................................................................................................................58
Service Class Index number.................................................................................................................58
Save Period in Days.............................................................................................................................58
Length Of Msg in Minutes....................................................................................................................58
Number of Messages............................................................................................................................58
RECORDING TIME LEFT.......................................................................................................................59
Real Time Back-up...............................................................................................................................59
MAILBOX MESSAGE QUEUE................................................................................................................61
REAL TIME CLOCK.................................................................................................................................62
Version Number:..................................................................................................................................63
Set System Password: ..........................................................................................................................63
SYSTEM VOICE PROMPTS....................................................................................................................64
APPENDIX A ..............................................................................................................................................65
DESCRIPTION:............................................................................................................................................65
SETUP:.......................................................................................................................................................65
PROGRAMMING: ........................................................................................................................................66
Operation note:....................................................................................................................................66
Operation note:....................................................................................................................................66
PERSONAL OPTIONS FLOW CHART:............................................................................................................67

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Operation:............................................................................................................................................67
INDEX..........................................................................................................................................................69
Copyright statement: PCS digital, PCS Digital, PCS Mail, System24, System48 and Suite16 are all registered trademarks
of PCS digital. Touch Tone®is a registered trademark of AT&T
Revision Table:
Date: Revision General Description
1/2005 Rev2 Issue – Preliminary Reformat and editing of the existing PCS mail™ manual
1/2005 Rev2 Issue A Add Announcement only mailboxes

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Introduction
PCS digital
Disclaimer
This manual contains current information about the PCS mail as written during
the month of January 2004, its content is subject to change without notice. Every
effort has been made to ensure the accuracy of any information provided.
Electric-Static Discharge
All electronic components are susceptible to Electro-static discharge and the
PCS mail is no exception. If necessary to handle Printed Circuit Boards (PCB)
be sure to pick them up by the edges; never touching any of the electronic
components. It is imperative to store any PCB in an anti-static bag when they it
is not installed in a system. Additionally, to ensure the longevity of the
components always use an anti-static wrist strap or grounding strap while
installing the equipment. Any damage cause by Electro-static discharge or
mishandling will void the warranty provided by PCS digital
Voltage Do’s and Don’ts
Be sure to check the local electrical codes for the proper installation of telephony
equipment and electronic components. Follow the safety guidelines provided by
the UL document 1459, issue 2, which is the safety specification for all telephone
equipment installations. Also, it is important to check the electrical outlet that will
be used for the equipment, for proper wiring and voltage levels. For example,
the neutral to ground voltage is critical for sustaining electronic components and
keeping them at their optimal operational levels and ensuring their longevity.
Typically an AC voltage reading of less than .05 VAC between your neutral to
ground is acceptable. Anything higher or having a constant deviation will result
in electronic component damage.
Safety Guidelines
When installing telephone equipment, the basic safety precautions should be met
in order to minimize the risk of fire and or electrical shock.
Read and understand all instructions in this manual and safety
documentation.
Do not use or install equipment where it is prone to water hazard or other
liquids.
Read and understand all labels on product prior to installation.
Install equipment on a dry flat fire retardant Plywood and never install on a
shelf or desktop.

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Life Support Notice
Since this product is not sold with a built in battery back-up or UPS
(Un-interruptible Power Supply), it is not the intent that this unit be installed in a
life support environment.
FCC Regulation
The analog voicemail has been tested by an independent lab and found to
comply with the limits for a Class A digital device, pursuant to part 15 of the FCC
Rules as reproduced below.
These limits are designed to provide reasonable protection against harmful
interference when the equipment is operated in a commercial environment. The
equipment generates uses and can radiate radio frequency energy and, if not
installed and used in accordance with the instruction manual, may cause harmful
interference to radio communications. Operation of this equipment in a residential
area is likely to cause harmful interference in which case the user will be required
to correct the interference at their expense. FCC ruling states that the owner of
the system to be installed gives the local telephone company sufficient advance
notice of the intention to use privately owned telephone equipment. The owner
must also furnish information as to the identification of the particular lines to be
connected to the system and the affected telephone numbers. FCC registration
information on the model number, FCC-assigned registration number and ringer
equivalence information must also be furnished. The ringer equivalence (REN) is
used to determine how many devices can be connected to a telephone line. In
most areas, the sum of REN of all devices on one line should not exceed five. If
too many devices are attached, they may not ring properly. Should there be any
questions that the customer provided equipment causes harm to the telephone
network, the local operation company is required to notify the customer of an
impending temporary interruption of service. The customer must be given the
opportunity to correct the existing problem, if possible. The telephone company
must also advise customers of their rights for filing complaints before the FCC.
The telephone company may make changes in its technical operations and
procedures. If such changes affect the compatibility or use of the system, the
telephone company is required to give adequate notice of the changes. Under no
circumstances is the equipment to be altered or modified without written approval
of the manufacturer. Failure to gain permission for any modification will void the
warranty.

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Warranty Repair
If you have trouble with the PCS mail Voice Mail System, please contact PCS
digital technical support at (480)-222-1159 for repair, return authorization or
warranty information.
Limited Warranty
PCS digital provides original purchases with a limited warranty against defects
in material and workmanship on this product for three (3) years from date of
purchase. This limited warranty is extended only to original purchasers.
THIS WARRANTY SPECIFICALLY EXCLUDES THE IMPLIED WARRANTIES
OF MERCHANTABILITY AND FITNESS FOR ANY PARTICULAR PURPOSE.
THIS LIMITED WARRANTY IS IN LIEU OF AND EXCLUDES ANY CLAIMS BY
THE PURCHASER FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES.
Exclusions
This warranty does not apply to defects or malfunctions caused by abuse,
accident, modification, negligence or any other damage not resulting from
defects in the original materials or workmanship or for reasons beyond the
control of PCS digital .
Some states do not allow for the exclusion of consequential or incidental
damages, in which case the foregoing exclusions may not apply to you. This
warranty gives you specific legal rights that vary from state to state.

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Welcome to PCS mail
The PCS mail is a compact, digital voice processing system. PCS mail has
been designed to provide today’s business with a feature-rich system enabling
even the smallest company to project the image of a much larger company.
Over-all productivity of the company will increase because messages can be:
easily recorded, replied to, or forwarded to the appropriate extensions when
necessary.
System Capabilities
The PCS mail provides a single company with the following two important
business services:
Voice Messaging Functions
All Mailbox users have access to these Mailbox features:
oDelete, reply, save, or skip a message.
oSend copies of messages.
oSend messages to multiple destinations
oReceive message information indicating the date, time, and sender
information.
oModify recorded personal greeting, name, and password.
oPlayback controls when sending or reviewing messages.
oRecord a temporary greeting.
Automated Attendant Functions
PCS mail provides five (5) Custom Call Routing Menus (CCRM). A CCR
provides the caller with a customized welcome greeting and a menu of up to
thirteen (13) options. These options, known as key actions, correspond with the
callers’ telephone key pad and consist of 0– 9, *, #and timeout. Time out is
used for callers with pulse or rotary dialing or whenever no action is taken by the
caller, generally they are transferred to the attendant.
Other features offered by Custom Call Routing Menus are:
oDial an extension number to reach someone.
oPress a digit to leave a message in a particular Mailbox, i.e. to
collect names and addresses of interested parties for a brochure
Mailing.
oPlay a specific announcement, such as detailed directions to the
Company
oPresents callers with options to select submenus for different
departments. There are five CCR Menus available, which may be
interconnected as required.
oDial-by-name directory function to locate users by First or Last
name.
oAutomatic transfer of incoming FAX calls to a local fax extension.

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About this manual
This manual is intended to establish a guideline for the most common
types of PCS digital and PCS mail installations.
There are two (2) common customer scenario’s:
The customer that insists that calls be answered by a human first, then
transferred to the appropriate party or extension.
The customer that has realized the value in having an auto attendant answers
the calls and transfer to the appropriate party or extension.
PCS
KSU
CO Line
PCS MAIL
Station 11
PCS
KSU
CO Line
A
ttendant
Station 11

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Key Conventions
Conventions used throughout this manual are as follows;
Notes and Critical items will be marked with:
Keyboard entries will be marked with: Brackets i.e. < Enter > Use the <Enter>
key to go from one programming field to another. Do not use the “TAB” key as it
may not always work correctly.
Mouse actions will be marked with Brackets:
{LMB} = Left Mouse Button
{RMB} = Right Mouse Button
Entries required from the TT or Touch Tone®will be marked with brackets:
[ 1] [ 6]
[ 2] [ 7]
[ 3] [ 8]
[ 4] [ 9]
[ 5] [ 0]
[ *] [ #]

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Touch Tone®Programming
Programming Hyper Terminal Mode vs Touch Tone® Mode
PCS mail Features Hyper
Terminal DTMF Access
Common Features
Set Class of Service Options X
Set Date & Time X X
View Free Sectors (See Message Storage) X
Program Invalid Digits X
Set Open & Closed Schedules X X
Set System Password X
Mailbox Administration
Change Access Codes X X
Add a Mailbox X X
Delete a Mailbox X X
Announcement only Mailboxes X
Record A Mail Greeting X
Reset Message Wait Indicators X X
Notifications
Activate X X
Edit Phone Number X X
Enter New Phone Number X X
Numbering Plan
Assign digits to CCRM X
Change Operating Modes
Day Mode X X
Night Mode X X
Automatic Mode X X
PBX Integration
Set PBX Integration Type X X
Change PBX Integration Parameter X
System Prompts
Record Prompts X
Review Prompts X
Select System Greeting per Port
Day Mode X X
Night Mode X X
Temporary X X
CCR Menu Greetings
Review Greetings X
Record Greetings X
Delete Greetings X
Software Version X
System Initialization X

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Notes:

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PCS mail Features
Announcement only Mailbox
Callers can access Mailboxes to listen to pre-recorded data such as product
information, hours of operation or directions to your location- at their
convenience. These mailboxes will play the greeting then terminate the call.
Announcement only Mailboxes can be used to build a multi-level menu response
system.
Answering Machine Emulation
Users can listen, in real time, to a caller as they are leaving a Voice Mail
message in their mailbox. Additionally, the user can pick up their handset or
pressing the speaker phone button and talk to the party.
Automatic Day/Night Mode
At a specified time, the Voice Mail system can automatically switch from Day to
Night operation. This allows companies to customize their day and night
greetings, as well as their Custom Call Routing Menu options.
Automatic Gain Control
Automatically increases the volume when someone is speaking quietly and drops
the volume when someone is speaking loud.
Cancel Play of Message
Allows the user to stop a new message from playing while keeping it as a new
message and in the order in which it was received.
Custom Call Routing Menus (Five)
Custom Call Routing (CCR) Menus are used to process callers, once they are
answered by the Voice Mail system. Each CCR can have up to thirteen menu
options and a customized welcome greeting, which generally describes the
company’s message and the different menu options. To further customize the
system each port can be programmed to use the same or different CCR menus.
Customized Greetings
There are ten programmable greetings that can be assigned to one or more
CCR, which provides callers with information and/or instructions after the system
has answered the call.
Default Transfer to Operator
If a caller does not press a digit while after the Voice Mail answers, the call will
be automatically transferred to the operator.
Dial by Name Directory (First or Last Name)
A caller can “Spell” (enter the first letter) a subscriber’s first or last name if they
do not know the extension of the intended party.

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Direct Transfer to a Virtual Voice Mailbox
The Voice Mail Administrator may set a virtual Mailbox to transfer callers directly
to the Mailbox.
Fast Forward .5 Seconds
While listening to a message, you can fast forward the message by .5 seconds to
speed up the message playback.
Fax Tone Detection and Transfer
If a call is received on a port and fax tones are heard, the incoming call will be
transferred to the programmed Fax Extension.
Message Delete with Confirmation
You can delete a new or saved message with confirmation of deletion at anytime.
Message Forwarding with or without Comments
You can forward a message to another subscriber’s Mailbox with or without
comments.
Message Info
Plays the date and time the message was sent to you.
Message Pause and Restart
While you are listening to a message, you can pause and restart the message at
anytime.
Message Reply
You can reply to a message sent from another subscriber’s Mailbox.
Message Retrieve
You can retrieve your voice Mail messages on site or off site.
Message Rewind .5 Seconds
While listening to a message, you can rewind .5 seconds of the message at
anytime.
Message Save
You can save played messages in your Mailbox for future playback.
Message Waiting LCD/LED or Stutter Tone
The system automatically lights your phones “message waiting” lamp or activates
a “stutter tone” depending on the PBX feature configuration when a new
message is left in the Mailbox.

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Multiple Classes of Service (4)
The system administrator can grant or restrict access to the Mailbox features of
the maximum message length, number of allowed messages, and the number of
days that a user may save messages.
One Touch Record
While on a telephone conversation, the user can press a preprogrammed button
on their telephone and record the conversation directly in their Voice Mailbox for
future use or playback.
Operator Backup
Callers can dial “0” at any time to reach the system operator.
Outbound Notification to Pager
The system notifies you of waiting messages by calling any pager number you
specify. The Mailbox user can change this number from a remote location.
Override System Prompts
Experienced users can execute commands at any time by pressing the digits,
without having to wait for the system prompts to finish playing.
Password Protection
Access to the System Administrator and all individual Mailboxes are protected
with user-programmable passwords.
PC Programming
Terminal programming is done using a laptop or desktop Personal Computer.
No special software is required. Any DOS or Windows communications package
that supports ANSI terminal emulation will work properly. Use the provided “Null
Modem” serial cable to connect the PCS mail to the PC.
Programming from a Touch Tone®Phone
Many features are accessible from a Touch Tone® telephone via the System
Administrator with password protection.
Security Passwords
The Terminal and Touch Tone® Administration areas and individual mailboxes
can only be accessed after a valid password is entered.
Skip To Next Message
Users can to skip to the next new or saved message without listening to the
complete message.
Transfer Option from Mail Box
A Mailbox user may set their Mailbox to transfer callers directly to their Mailbox or
to the programmed extension number.

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Notes:

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Quick Reference Card

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PCS mail First Time Mailbox Owner Setup
1. Press [f] button
2. Press 6 4 on dial pad
3. Enter temporary password (0000)
4. Press 3(Mailbox Options)
5. Press 1(Greetings)
6. Press 2(Record Greetings)
7. Press 1(Record Name)
8. Press #(After Saying Your First and Last Name)
9. Press 2(Record Greetings)
10.Press 2(Record the Greeting “This is Joe, please leave a message”)
11.Press #(After Recording Mailbox Greeting)
12.Press * (Mailbox Options)
13.Press 2 (Password)
14.Enter new password (0000 – 9999)
Note: DO NOT USE A SPEAKERPHONE when changing the mailbox
password because
the system repeats the new password.