PCS Suite 64 Voice Flash User manual
Suite64
Integrated
Communications
Exchange
PCSdigital
Advanced Features
CompetitivePricing
Proven Performance
PCSDigital:You CanHearUsNow!
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anyspecificagreementprotectingPCSDigital,LLC.(hereinreferredtoasthe
“Manufacturer”)rightsintheaforesaidinformation.Neitherthisdocumentnorthe
informationcontainedhereinmaybepublished,reproducedordisclosedtothird
parties,inwholeorinpart,withouttheexpress,prior,writtenpermissionofthe
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hereinforanypurposesotherthanthoseforwhichitwasdisclosedisstrictly
forbidden.
TheManufacturerreservestheright,withoutpriornoticeorliability,tomake
changesinequipmentdesignorspecifications.
InformationsuppliedbytheManufacturerisbelievedtobeaccurateandreliable.
However,noresponsibilityisassumedbytheManufacturerfortheusethereofnor
fortherightsofthirdpartieswhichmaybeaffectedinanywaybytheusethereof.
Anyrepresentation(s)inthisdocumentconcerningperformanceofthe
Manufacturerʹsproduct(s)areforinformationalpurposesonlyandarenot
warrantiesoffutureperformanceeitherexpressorimplied.TheManufacturerʹs
standardlimitedwarranty,statedinitssalescontractororderconfirmationform,is
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periodicallyupdatedandchangeswillbeincorporatedintosubsequenteditions.If
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subjecttochangewithoutpriornotice.
© Copyright by PCS Digital, LLC, 2005
All rights reserved worldwide.
All trademarks contained herein are the property of their respective holders.
Suite 64 Flash Voice Mail Mailbox Owner’s Guide Table of Contents
Record of Revisions
Catalogue Number Release Date Supercedes Comments
InitialReleaseJune,2005
Suite 64 Flash Voice Mail Mailbox Owner’s Guide Table of Contents
TOC
Table of Contents
1 INTRODUCTION .................................................................................................................................. 1-1
CAPABILITIES........................................................................................................................................... 1-2
DOCUMENT OVERVIEW............................................................................................................................ 1-3
DOCUMENT CONVENTIONS ...................................................................................................................... 1-4
APPLICABLE DOCUMENTS........................................................................................................................ 1-4
2 LEARNING THE SYSTEM.................................................................................................................. 2-1
THE *KEY ............................................................................................................................................. 2-1
THE #KEY ............................................................................................................................................. 2-2
INTERRUPTING THE PROMPTS -DIAL AHEAD FUNCTION.......................................................................... 2-2
HOW TO USE THIS GUIDE ......................................................................................................................... 2-2
3 GETTING STARTED............................................................................................................................ 3-1
ACCESSING YOUR MAILBOX.................................................................................................................... 3-1
DISCONNECTING FROM THE SYSTEM........................................................................................................ 3-1
4 BASIC OPERATIONS .......................................................................................................................... 4-1
REVIEWING YOUR MESSAGES.................................................................................................................. 4-1
PLAYBACK CONTROLS ............................................................................................................................. 4-2
OPTIONS WHILE REVIEWING .................................................................................................................... 4-2
SKIP A MESSAGE ...................................................................................................................................... 4-3
CANCEL PLAY OF MESSAGES ................................................................................................................... 4-3
REPLAY A MESSAGE ................................................................................................................................4-3
SAVE A MESSAGE .................................................................................................................................... 4-3
DELETE A MESSAGE................................................................................................................................. 4-4
REPLY TO A MESSAGE.............................................................................................................................. 4-4
SEND A CALL DIRECTLY TO VOICE MAIL ................................................................................................ 4-4
5 MESSAGE INFORMATION................................................................................................................ 5-1
SEND A COPY TO SOMEONE ELSE............................................................................................................. 5-1
SENDING A MESSAGE ............................................................................................................................... 5-2
To send a message: ............................................................................................................................. 5-2
6 ADDITIONAL OPERATIONS............................................................................................................. 6-1
CHANGING YOUR MAILBOX GREETING ................................................................................................... 6-1
WHAT IS A GOOD MAILBOX GREETING?.................................................................................................. 6-1
REVIEWING YOUR GREETING................................................................................................................... 6-2
DELETING YOUR GREETING..................................................................................................................... 6-2
RECORDING YOUR NAME......................................................................................................................... 6-3
TEMPORARY GREETING ........................................................................................................................... 6-3
REVIEW YOUR TEMPORARY GREETING ................................................................................................... 6-4
DELETE YOUR TEMPORARY GREETING.................................................................................................... 6-4
7 PASSWORDS ......................................................................................................................................... 7-1
OUTCALL NOTIFICATION ......................................................................................................................... 7-1
TURN OUTCALL ON/OFF .......................................................................................................................... 7-2
Suite 64 Flash Voice Mail Mailbox Owner’s Guide LIST OF FIGURES
LOT
List of Tables
Table1.DocumentConventions ............................................................................................ 1‐4
Suite 64 Flash Voice Mailbox User Guide 1-1
1 Introduction
1
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TheSuite64VoiceFlashVoiceMailisapowerful,compactvoiceprocessingsystem
thatusesstate‐of‐the‐artDigitalSignalProcessinghardwareandsoftware,interfaced
withtheSuite64compactcommunicationsplatform.
Allvoiceprocessingusesdigitalvoiceprocessingchipsfortheutmostinvoiceclarity
andreliability.
Thiscompact,high‐performance,solid‐statevoiceprocessingsystemhasbeen
designedtoprovidetoday’sbusinesswithafeature‐richsystemenablingsmall
companiestoprojecttheimageofamuchlargercompany.Sincealargemajorityof
alltelephonetransactionsrequireonlyone‐waycommunications,thevoicemail
functioncontributestostreamliningbusinesscommunications.
Thepurposeofthismanualistoprovideinstructionsforprogrammingusingthe
SystemAdministrator’sMailbox.
Programmingisperformedthrougheitheraseriesofeasy‐to‐followmenusaccessed
fromHyperTerminalonaPCorbytheSystemAdministrator’sMailbox.Refertothe
Suite64FlashVoiceMailInstallationManualforinstructionsontheprogramming
performedonaPC.
1-2 Suite 64 Flash Voice Mailbox User Guide
Introduction
1
Capabilities
Thebasicsystemincludestheabilityto:
Sendmessagesintelephoneansweringandvoicemailmode.
Sendcopiesofmessages.
Sendmessagestomultipledestinations.
Obtainasummarycountofmessageswaitingforreview.
Delete,reply,save,orskipamessage.
Receivemessageinformationindicatingthedate,time,andsenderinformation,if
available.
Changerecordedname,personalgreeting,andpassword.
Inaddition,thesystemprovides:
Playbackcontrolswhensendingorreviewingmessages.
Atemporarygreeting.
Inordertosimplifymessagestorage,twoqueuesareused.Thenewmessagequeue
storesallmessageswhichhavenotbeenreviewedbythesubscriber.Thesaved
messagequeueisusedtostorealreadyreviewedmessagesforfutureaction.
Asmessagesarerecorded,theyneedtobestoredinsuchawaythattheycanbe
retrievedefficiently.Thesystemstoresmessagesinmailboxes.
Users,orsubscribers,areassignedmailboxnumbersfor
theirprivateuse.Eachmailboxisprotectedbyauser‐definedpassword.Thus,
subscribersaretheonlyoneswhocanretrievemessagesleftintheirmailboxes.
Morethanonepersoncanusethesystematthesametime.Eachportallowsone
useraccesstothesystem.Aportisapathtothesystem.Forexample,uptoeight
userscouldberecordingorreviewingmessagesatthesametimewithaneight‐port
system.Sincenotalluserswouldbeaccessingthesystematthesametime,many
userscanbesupported.Usercommandsarejustonedigitlong.Theydonothaveto
bememorizedsincethesystemisconstantlypromptingusersaboutwhattodo.
ByusingaTouchTone®phone,youcanreceiveorsendmessagesfromanylocation
throughyourvoicemailbox.Ifyouarebusyinyourofficeorawayonabusiness
trip,customers,vendors,orotheremployeescanleaveyoudetailedmessagesin
yourvoicemailbox.Sincethemailboxispassword‐protected,thesemessagesare
completelyconfidential.
Suite 64 Flash Voice Mailbox User Guide 1-3
1 Introduction
Document Overview
Thisdocumentisisarrangedinthefollowingsections:
Chapter1:Introduction‐thischapterdescribestheoverallcapabilitiesofthesystem
includingSystemCapabilities,BasicOperation,andanoverviewofthisdocument.
Chapter2:LearningtheSystem–thischapterprovidesdescriptionsoftheuseofthe
*key,the#key,interruptingpromptsandhowtousethisguide.
Chapter3:GettingStarted–thischapterprovidesinstructionsonhowtoaccess
mailboxesanddisconnectingfromthesystem.
Chapter4:BasicOperations–thischapterprovidesinstructionsonhowtoreview
messagesandoptionsafterreviewing,playbackoptions,skippingmessages,
replayingmessages,savinganddeletingmessagesandreplyingtomessages.
Chapter5:MessageInformation‐thischapterdescribeshowtolistentomessage
informationsuchastimeanddateofdeliveryandsendingcopiestoothersinthe
voicemailsystem.
Chapter6:AdditionalOperations‐thischapterprovidesinstructionsonhowto
changeyourmailboxgreeting,reviewyourgreeting,deleteyourgreeting,record
yourname,andhowtorecord,reviewanddeleteatemporarygreeting.
1-4 Suite 64 Flash Voice Mailbox User Guide
Introduction
1
Document Conventions
Thismanualusesseveralconventionstoconveyinformationmoreclearlytothe
reader.ItisrecommendedthattheconventionsshownbelowinTable1bereviewed
andunderstoodbeforecontinuing.
Table 1. Document
Conventions
Convention Purpose
NormalUsedforbodytextthroughoutthemanual.
Normal,italicUsedindescribingactualvoiceprompts.
Bold,italictypeUseformenuitems,formnamesoritems.
Normal,boldUsedtoindicatekeystrokes,filenames,devicenames,
etc.
PressMeanstopressaspecifickey.(e.g.pressESCmeans
topressandreleasetheEscapekeyonce.)
EnterMeanstotypethespecifiedinformationandthen
pressENTER(e.g.enterTEST.TXTmeanstype
TEST.TXTonthekeyboardandpressENTER.)
NOTEIndicatesaninformationalnoteassociatedwitha
procedure,actionoritem.
KeystrokeKeys(i.e.1,9e)Indicatesakeystrokefromakeyboard.
Applicable Documents
Thefollowingdocumentsshouldbeavailable.
Suite64FlashVoiceMailInstallationManual
Suite 64 Flash Voice Mailbox User Guide 2-1
2 LearningtheSystem
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Thebestwaytolearnhowtousethesystemistoexperiment.Noactionsthatyou
takecandamagethesystem.Itisrecommendedthatyoulearntheoperationofthe
systembysendingmessagestoyourself.Accessthepersonaloptionsandchange
them.Changesarenotpermanentexceptwhendeletingamessage.
Thesystemisprogrammedtorespondwhenanyofthetwelvetelephonekeysare
pressed.Ifnokeyispressedinresponsetoaprompt.Thesystemrepeatsthecaller’s
options.Ifthereisstillnoresponse,thesystemautomaticallytransfersacallernot
withinthevoicemailsystemtoanattendantorpolitelydisconnectsthecall.
Thesystemcountsthenumberoferrors(incorrectkeypresses)thatacallermakes.If
thecountexceedsacertainnumber(usually3)thecallerispolitelydisconnected.
Thesystemdoesthistoallowasmanycallersonthesystemaspossible.
The *Key
Press*wheneveryouwanttocancelwhatyouaredoing.
Pressing*allowsyoutoskippersonalgreetingsandintroductoryprompts.Itgets
youdirectlytotherecordingtone.
Whilelisteningtoaprompt,press*toʺbackupʺtothepreviousmenu.Atthe
MainMenu,press*todisconnect.
2-2 Suite 64 Flash Voice Mailbox User Guide
LearningtheSystem
2
The #Key
Press#wheneveryouwanttocompleteastep,orsendamessage.
Press#twicetoskipamessage.
#canalsobeusedtodenotetheendofavariablelengthnumberlikeapassword.
Thiskeepsthesystemfromhavingtowaittodetermineifyouarefinishedentering
digits.
Interrupting the Prompts - Dial Ahead Function
Youcaninterruptmostpromptsifyouknowwhatyouwanttodo.Youcaneven
enterseveralcommandsatonce.
How to Use this Guide
Thisguidegivesyoueasy‐to‐followinstructionsonhowtogetthemostfromthe
featuresofthesystem.Itisdividedintoseveralsections.Tostartusingthesystem
quickly,readthroughChapter3‐GettingStartedandChapter4‐BasicOperation.
Afteryouhavepracticedusingthesystemforashortwhile,readtheremainderof
thisguidetolearntheotherfeaturesandcapabilitiesofthesystem.
Suite 64 Flash Voice Mailbox User Guide 3-1
3 GettingStarted
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Accessing Your Mailbox
CalltheVoiceMailsystembypressingyourdedicatedVoiceMailkeyonyourphone
ordialtheVoiceMailsystemhuntgroupnumber:253.Thehuntgroupnumberisa
numberassignedbyyouradministratorinsystemconfigurationsothatuserscan
dialdirectlyintothevoicemailsystemandaccessthefeatures.Youwill
automaticallyberoutedtoyourownmailbox.
Toaccessyourvoicemailboxfromanotherextensionorfromoutsidetheoffice,call
theofficenumber,whenyouhearthesystemgreeting,press#plusyourmailbox
number.Youwillbesentdirectlytoyourvoicemailbox.
Whenprompted,enteryourpassword.Thesystemwillthentellyouhowmanynew
andhowmanysavedmessagesyouhaveinyourmailbox.ThemailboxMainMenu
isthenplayed.
Disconnecting from the System
Whenyouhavefinishedusingthesystem,press*untilthesystemsays,ʺHanging
upnow.Goodbye.ʺ
Ifafterpressing1youattempttodisconnectwhiletherearenewmessagesinyour
mailbox,thesystemplaysamessage,“Themailboxisnotempty.ʺYouarethen
returnedtothemailboxMainMenu.Press1ifyouwishtolistentothenew
message.Press**tohangup.
Suite 64 Flash Voice Mailbox User Guide 4-1
4 BasicOperations
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Reviewing Your Messages
Messagesinyourmailboxcomefromtwoplaces:othersubscribersornon‐
subscriberswhowillleavevoicemessageswhileyouareonthetelephoneor
unavailable.Messagesarepresentedtoyouinthefollowingorder:newmessages,
skippedmessages,andsavedmessages.
Afterthelastnewmessagehasbeenpresentedtoyou,thesystemsearchesthe
mailboxtoseeifthereareanyremainingnewmessagestobereviewed.In
particular,ifnewmessagesarriveduringmessagereview,theyarepresentedinthe
sameorderasbeforebutareconsideredʺskipped”.
Toreviewthemessagesinyourmailbox:
Atthemainmenu,press1.Thesystemplaysyourmessages.Aftereachmessageis
reviewed,thesystemaskswhatyouwanttodowiththemessage.Theavailable
optionsare:
1 Replay Repeatstheentiremessage.
2 Save Keepsthemessageinyourmailboxforfuturereference.
3 Delete Allowsyoutodiscardthemessageandalsorequiresthat
youconfirmthedeletionbypressingthe#key.
4 Reply Allowsyoutorecordareplytoamessagesentfromanother
subscriber’smailboxwithasinglekeystroke
5 Message
Information Playsthetimeanddatethatthemessagewassent,and
wherethemessageoriginatedfrom.
6 Send a Copy Allowsyoutoforwardacopyofthemessagetoanother
subscriber.Whenyousendacopy,youhavetheoptionto
sendthecopywithorwithoutintroductorycomments.
4-2 Suite 64 Flash Voice Mailbox User Guide
BasicOperations
4
Youmaycancelmessagereviewatanytimebypressing*.Anymessagenot
completelyreviewedandeithersavedordeletedremainsinthenewmessagequeue.
Ifasubscriberforgetstopress*tocancelreviewandjusthangsup,allpartially
reviewedandunheardmessagesalsoremaininthenewmessagequeue.
Playback Controls
Asyoubecomemoreexperienced,youwillwanttocontroltheplaybackofthe
messagesyou’vereceived.Thesystemplaybackcontrolsaredesignedtoprovide
youwithexactlythatflexibility.Forexample,withplaybackcontrols,youcanscan
throughalongmessagetofindaphonenumberwithoutreviewingtheentire
message.Afterdialing1toreviewamessage,youcanpress:
1 Rewindtothebeginningofthemessage.
7 Rewind5seconds.
8 Pauseandrestartthemessage.
9 FastForward5seconds.
# Skiptothenextmessage.
Options while Reviewing
Inadditiontotheplaybackcontrols,youcanpressanyofthereviewingoptionkeys
whilethemessageisplaying.Forexample,youdonʹthavetoreviewtheentire
messagebeforedecidingyouwantmessageinformationortodeletethemessageetc.
2 Savethemessageinyourmailboxforfuturereference.
3 Deletethemessageandconfirmdeletionbypressing#.
4 Replytothemessage.
5 Messageinformation.
6 Sendacopy.
Suite 64 Flash Voice Mailbox User Guide 4-3
4 BasicOperations
Skip a Message
Youmayskiptothenextmessagewhilelisteningtoanymessagebypressing#.
Cancel Play of Messages
Youmaycancelmessagereviewbypressing*.Anymessagenotcompletely
reviewedremainsinthenewmessagequeue.Ifasubscriberforgetstopress*to
cancelreviewandjusthangsup,allpartiallyreviewedmessagesalsoremaininthe
newmessagequeue.
Replay a Message
Attheendofamessage(whenthesystempromptswiththeʺAfterReviewingʺmenu)
youcanreplaythatmessageinitsentirety.
1Reviewing EndofMessage 1 MessageReplays
Save a Message
Ifthemessageneedstobeactedonlater,itmaybesaved.Savedmessagesarekept
inaseparatequeue.Theywillbeplayedafternewmessages.
1Reviewing2 Messageissaved
4-4 Suite 64 Flash Voice Mailbox User Guide
BasicOperations
4
Delete a Message
Ifthemessagedoesnotrequireaction,itshouldbedeleted.Deletingmessageskeeps
themailboxclearandreducestheneedforsystemstoragecapacity.
1Reviewing3 Delete#ConfirmDeletionRequest
Onceamessagehasbeendeleted,itcannotberetrieved.
Reply to a Message
Ausercanreplytoamessagesentfromanothersubscriber’smailboxbydialingone
key.Therefore,subscribersshouldentertheirownmailboxtorecordamessage
beforesendingsothatrecipientsmayconvenientlyreply.
1 4ReplyRecordReply# MessageAcceptable# Tosendthe
reply#
Send a Call Directly to Voice Mail
Ausercansendacalldirectlytoanothermailboxasfollows:
t b
VoiceMailButton
Dialextensionor
DSSKey
Hang Up
t
Suite 64 Flash Voice Mailbox User Guide 5-1
5 MessageInformation
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Sometimesasubscriberwantstoknowdetailsaboutamessagesuchaswhosentit
andthetimeanddateitwasdelivered.ThisinformationiscalledMessage
Information.Themessageinformationcanbeheardatanytimewhilelisteningtothe
messagebypressing5.
1Review 5Listen to Message Information
Thetimeanddatestamponanewmessagealwaysrelatestomessagedelivery.
Onceamessageissaved,thetimeanddatestampreferstothefirsttimeitwas
saved.Thistimeanddatestampallowsthesubscribertoknowhowmuchlonger
themessagecanstayinthemailboxbeforeitisautomaticallydeleted.Reviewinga
messageandre‐savingitdoesnotchangethetimeanddatestamporwhenthe
systemautomaticallydeletesthemessage.
Send a Copy to Someone Else
Youmaywishtosendacopyofamessagetoanothersubscriber.Inthissituation,
youmayrecordintroductoryremarksandsendtheremarksplusacopyofthe
messagetoanothersubscriberorjustsendthemessage.Copiescanbesenttoone
ormoresubscribers.
Youcansendcopiesofmessagesthatarereceivedineitherthevoicemailmodeor
telephoneansweringmode.
1Listen to 6 1Send With Record Enter the
To Comments Comments #Destination #
Message 2Send Without
Comments
Enter the
Destination #
5-2 Suite 64 Flash Voice Mailbox User Guide
MessageInformation
5
Sending a Message
2Record
Message
#
1
Message
Acceptable #
Review Message
Enter
Destination
Mailbox
Send the
Message #
2 Re-record Message *Cancel
3 Append to Message
* Cancel Message
To send a message:
1. Press2attheMainMenutoSendaMessage.Thesystempromptsyoutobegin
recordingyourmessage.
2. Recordthemessage.
3. Press#toendthemessage.Thesystempromptsyoutosendthemessageifitis
acceptableaftergivingyouachanceto:
1 Listentothemessageyouhavejustrecorded.
2 Tore‐recordthemessage.
3 Appendtotherecording.
* Deletethemessageandbeginagain.
4. Whenthemessageisacceptable,press#.
5. Enterthedestination.Thedestinationisthemailboxnumberofthepersonwho
istoreceivethemessage.Messagesmaybesenttoanyoftheseindividuallyorin
combinationwithotherdestinations.Onceyouenterthemailboxnumber,the
systemplaysbackthenameofthepersonwhosemailboxyouhaveselected.If
youhaveselectedthewrongdestination,pressthe*keyandenteranew
destinationnumber.
6. Press*iftherearenomoredestinations,orcontinuefromstep5.
Table of contents
