Plexus PVT-30D User manual

PVT-30D Telephone
User’s Guide
Version 2.0
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PVT-30D Telephone User’s Guide
Version 2.0
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d
PVT-30D Quick Start
How to
Answer a call
Place a Call on
Hold
Transfer a Call:
Supervised
Program New
Personal Speed
Dial Numbers
Transfer a Call:
Unsupervised
Transfer a Call to
Voice Mail
Lift handset or press SPKR
PVT-30D Keys
Key Function/Description
FLASH Sends an internal flash signal for accessing feature codes
REDIAL Redials the last externally called number
OVERRIDE
1. Overrides Programming mode
2. Overrides the DND of another user (with appropriate privileges)
3. Intrudes on a live call of another user (with appropriate privileges)
4. Allows users to intrude on your active call
CALL-BACK Calls back the last called number that received a busy signal
CALL WAIT Audible and visual indication of another call waiting
CALLER ID Displays caller information on the last few calls
SCREEN
1. Scrolls through stored Caller ID
2. Displays Caller ID and/or information about calls on hold
3. Displays the User ID and Line ID for calls in progress
CALL 1-3 Used for incoming calls where there is no assigned programmable key
MSG Indicates new messages when flashing red
DND/FWD 1. Places your phone on Do Not Disturb
2. Identifies when your extension is forwarded by flashing
CONF 1. Adds parties to conference calls
2. Allows you to “camp on” to busy extensions
VOL 
VOL 
Increases / decreases volume
1. Handset
2. Speakerphone
HOLD Places callers on system hold
RELEASE Terminates call
MUTE Disables the microphone on the handset and speakerphone
XFER Transfers calls
SPKR Activates / deactivates speakerphone
LED Indicators
LED Description
Solid Red Associated line or extension is in use
The extension is forwarded
Flashing Red Call on associated line or extension is on hold
Rapidly Flashing
Red Associated line or extension is ringing
Solid Green Currently connected to the assigned line or extension
Flashing Green Calls placed on Exclusive Hold from your phone (version 1.01 phones)
All calls placed on any kind of Hold from your phone (version 2.0 phones)
Rapidly Flashing
Green Receiving a call on the associated line
Solid Amber Associated Extension is in Do Not Disturb
System: Press HOLD on phone. Any user can retrieve this call.
Exclusive: Press the green call indicator and the LED will begin flashing.
green The call can be retrieved only by the user who put the call on hold.
1. Press XFER.
2. Dial extension (user ID) number.
3. Announce the call.
4. Hang up.
If the user is not available, press MSG key to send call to voice mail or
press the flashing line key associated with the call to retrieve the call.
1. Hold OVERRIDE button down for 3 seconds.
2. Press VOL to scroll to “Define Key.”
3. Press SPKR (all programmable lights will light red).
4. Press an unused programmable key.
5. Press VOL to scroll to “Speed Dial.”
6. Press 9+REDIAL + telephone number.
7. To continue, select another unused key or press OVERRIDE to exit.
1. Press XFER.
2. Dial extension (user ID) number.
3. Hang up.
1. Press XFER.
2. Dial extension (user ID) number.
3. Press MSG.
4. Hang up.
Predefined Programmable Keys (2.0 key telephones only)
Key Function/Description
HEADSET Toggles Headset Mode on / off: Red LED indicates Headset Mode on
PAGE ALL Pages all available key telephones
CALL REC Records current call to voice mail
ANS EMUL
Emulates answering machine:
LED on: Incoming voice mail messages will automatically play over the
speaker, press LED to retrieve call out of voice mail.
LED off: Incoming voice mail messages will cause LED to flash, press ANS.
EMUL to hear message being left, press ANS EMUL again to retrieve call
out of voice mail.
PVT-30D Telephone
& Voice Mail
Quick Start Guide
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Voice Mail Quick Start
How to
Change Mailbox Settings Menu
Record Your
Personal
Greeting
1. Press MSG key.
2. Enter your Password (if applicable, default is no password).
3. Press 3.
4. Press 8three times to skip to the parameter “to record mailbox greeting #1.”
5. Press 1to listen to current greeting.
6. Press 1to record a new greeting.
7. Press #when finished recording.
Check Your
Messages
Internally
1. Press MSG key.
2. Enter your password (if applicable).
3. Press 1to listen to your messages, while listening to your messages:
1 - Replays the message
2 - Saves the message
3 - Deletes current message
4 - Transfers the message
5 - Replies to message
6 - States the Date and Timestamp of the message
7 - Rewinds the message 3 seconds
8 - Pauses the message playback
9 - Fast forwards, 99 scans faster, 999 scans very fast, 9999 scans very
very fast, 99999 normal speed
0 - Repeats the Menu Commands
Check Your
Messages
Externally
This feature is only enabled if the Auto Attendant answers the system phone.
1. Call into the system.
2. Press *key after the Auto Attendant answers.
3. Enter your mail box number (extension number).
4. Enter your password (if applicable.)
5. Press 1to listen to your messages, while listening to your messages:
1 - Replays the message
2 - Saves the message
3 - Deletes current message
4 - Transfers the message
5 - Replies to message
6 - States the Date and Timestamp of the message
7 - Rewinds the message 3 seconds
8 - Pauses the message playback
9 - Fast forwards, 99 scans faster, 999 scans very fast, 9999 scans very
very fast, 99999 normal speed
0 - Repeats the Menu Commands
Change Your
Password
1. Press MSG button.
2. Enter your current password (if applicable).
3. Press 3to make changes to your mailbox settings.
4. Press 8once to skip to parameter “to change your password.”
5. Press 1to change your password.
6. Enter a new 4 digit password or *for NO password.
7. Press 1to accept new password.
Change Your
Mailbox Settings
1. Press MSG key.
2. Enter your Password (if applicable, default is no password).
3. Press 3.
4. Press 8the number of times indicated in the next chart to access menu
options listed.
Press 8 X
times to skip
to this option
Option Parameters
0
1
2
3
4
5
6
7
8
9
10
11
12
Language selection
English
Spanish
Korean
French
Portuguese
Enter new password or
press the *key for no password
Greeting #1 (default)
Greeting #2
Record greeting and press # when finished
Record greeting and press # when finished
Record your name and press # when finished
(this is the recording played by a directory in the
Auto Attendant)
On
Off (default)
1Allow messages to be left (default)
2Disallow messages to be left
Select group number to modify:
1Add user to group
2Hear list of users in group
3Remove all users from group
1Defined by the Auto Attendant (default)
2Blind transfer
3Screen caller
1Sends caller to mailbox
2Play custom intercept message
3Play default intercept message (default)
1Immediate
2If no answer
3Disabled (default)
Select the phone number to be used. Enter a
number from 1 - 4. This number will be from the
Call Forwarding and Remote Call Notification list.
Change Password
Select greeting to use
Record greeting #1
Record greeting #2
Record your name
Date and timestamp on / off
Set whether callers can
leave a message
Modify distribution group
settings
Select transfer type
Set busy options,
intercept message
Set options for Remote Call
Forwarding
Select the phone number for
Remote Call Forwarding
13
1Notify remote telephone of new messages
2Disabled (default)
Note: Remote Call Notification and Digital Pager
Notification may not both be active at the same
time
Set options for Remote Call
Notification
14
Select the phone number to be used. Enter a
number from 1 - 4. This number will be from the
Call Forwarding and Remote Call Notification list.
Select the phone number for
Remote Call Notification
Note: Requires a multi-
language enabled voice mail
system
Change Mailbox Settings Menu (cont.)
Press 8 X
times to skip
to this option
15
16
17
18
Set options for Digital Pager
Notification
1Notify digital pager of new messages
2Disabled (default)
Note: Remote Call Notification and Digital Pager
Notification may not both be active at the same time.
Call Forwarding and Remote Call Notification list
1-4. Four separate numbers may be entered to
be used with Call Forwarding and Remote Call
Notification. Only one number may be used at a
time.
Enter telephone number for digital pager
notification. To send a 2 second pause, dial *1.
To send a *, dial **. To send a #, dial *#.
1 - 9 attempts or
press 0 for unlimited attempts
5 attempts (default)
Enter the Remote Call
Forwarding and Remote Call
Notification phone numbers
Select greeting to use
Specify the number of times
that the system will attempt
to call a digital pager or
remote telephone number
19 1 - 99 minutes
15 minutes (default)
Specify the number of
minutes between tries for
Digital Pager Notification or
Remote Call Notification
ParametersOption
Commonly Used System Features
Feature Code Description
*22 + extension Places a hands-free call to the target extension
*23 Pages all available Key Telephones
*24 + User Group ID Pages all available Key Telephones in the target User Group
*27 Page answer (calls person who last paged)
*30 Logs User out of the system
*31 + User ID Logs User into the system
*32 + User Group ID Signs User out of the User Group
*33 + User Group ID Signs User into the User Group
*34 + User Group ID Places User in an unavailable state for calls to the User Group
*35 + User Group ID Places User back in an available state for calls to the User Group
*44 + extension Answers ringing calls at another User’s extension
*53 + extension Access a voice mailbox for a specific extension to leave a message
*62 + dn + # Forwards calls to an internal or external destination number (dn)
*66 + User ID Deactivates *67
*67 + User ID Forwards User’s calls (done at destination extension)
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Plexus, Plexus Key Telephone, PVT-30D is registered
product name used by BBS Access. All other copyrights and
trademarks used in this documentation are the properties
of their respective owners.
Disclaimer of Liability:
BBS Access provides features in its telephone systems that
are designed to enhance business productivity and in no
way endorse or encourage illegal recording or monitoring
of phone conversations. It is the sole responsibility of
each company, business, manager, and individual user
to verify and follow the applicable city, county, state, local,
and national laws with regard to using any recording or
monitoring feature of the Plexus telephone system. BBS
Access, its management, employees, and distribution
partners, claim no responsibility and accept no liability in
the individual operation of such features by any person,
user, business, company, or their respective employees.
All rights reserved. This manual may not, in whole or in part, be copied,
photocopied, reproduced, translated, or converted to any electronic or
machine-readable form with prior written consent of BBS Access Pte Ltd.
Part No. MANPVT30D000
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WELCOME
Introduction
Congratulations on the acquisition of your Plexus PVT-30D Telephone. Your Plexus
telephone is designed to serve all of your communications needs. Many features of
the Plexus Telephone System promote efficient and effective communication - so that
you can work smarter.
About this user’s guide
This guide provides instructions that will enable you to take advantage of the many
valuable features of the PVT-30D Telephone and the Plexus Telephone System,
Version 2.00 or higher.
This guide includes three chapters that will provide the information needed to use
your Plexus PVT-30D telephone. These chapters include:
•Chapter 1, “Getting Started,” which provides information on the steps to follow to
begin using your Plexus phone.
•Chapter 2, “Telephone Tour,” which provides a short tour of the phone itself. This
chapter covers the keys, buttons, tones and lights of your Plexus phone.
•Chapter 3, “Everyday Features,” which provides in-depth information on the most
commonly used features of the Plexus Telephone system.
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Terms Used in This Guide
In this guide, the following definitions apply:
User and User ID replace the traditional terminology of extension and extension
number. A user is any person or device (e.g., fax, modem, credit card scanner) that
places or receives calls on the system. Each user is assigned a unique User ID that is
used for system identification. Users can log in or sign in to the system with their User
ID at any available phone. When a user logs or signs in, the Plexus system knows
where the user is located and directs calls and messages accordingly. The advantage
of this design is that users are not tied to any particular phone or extension.
 Note: The Plexus system is usually configured such that users have a “home”
phone to which they are logged in automatically when the system powers up. This
option enables the Plexus system operate like a conventional phone system.
User Group identifies a number of users who work in the same area (e.g., Operator,
Sales, Purchasing, Accounting). Each User Group is assigned a unique User Group
ID, which is used for system identification. A receptionist, operator, or auto-attendant
transfers calls to a User Group with the intention of reaching any available user in
that group.
Office Manager is the person within your organization that manages the Plexus system.
System Administrator is the authorized Plexus technician that configures your
Plexus system.
Conventions Used in This Guide
In this guide you will see the following conventions:
 Notes: which provide key information on the topic or step being discussed.
Tips: which provide a key recommendation.
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1 Getting Started
Gathering Information 1
Setting Up Your Key Phone 3
Setting Up Voice Mail 5
Using the Mailbox Menu 6
Changing Mailbox Settings 6
Setting User Parameters 6
Receiving and Sending Messages 8
Placing Calls 10
Placing Calls on Hold 13
Transferring Calls 14
Summary 16
2 Telephone Tour
Plexus Key Telephone 17
Feature Keys 19
Display 20
Dial Pad 21
Programmable Keys 21
Call Keys 21
Lights 21
Tones 23
3 Everyday Features
CONFIGURATION
- Programming Mode 26
• Use Headset 27
• Ring Types 28
• Ringer Volume Control 29
• Page Tone 30
• Call Notify 30
CONTENTS
CONTENTS
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3 Everyday Features
CONFIGURATION
- Programming Mode
• Define Key 30
• Speed Dial 31
• ID Preference 32
• LCD Display Contrast 32
• Set Up Console 32
• Caller ID Format 33
• Setup PABX 34
TELEPHONE FEATURES
- Call Back 35
- Caller ID 36
• Viewing Stored Caller ID information 36
• Deleting Stored Caller ID information 36
• Caller ID Redial 37
- Call Notify 37
- Call Park 38
- Call Pickup 39
• Automatic Call Pickup 39
• User-Specified Call Pickup 40
• Group Specific 40
- Call Screen/Busy Inquiry 40
- Call Waiting 40
• Notification 41
• Accepting a Waiting Call 41
• Rejecting a Waiting Call 41
- Conference 41
• Establishing a Conference Call 41
• Releasing Selected Parties 42
- Do Not Disturb (DND) 42
- Flash 43
- Hands-Free Calling 43
- Hold 44
• Consult Hold 44
• System Hold 44
• Exclusive Hold 44
• Recall 45
CONTENTS
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3 Everyday Features
- Paging 45
• Internal-ALL Users 45
• Internal-User Group 46
• External 46
• ALL-Points 47
• Answer Page 47
• Page Block 47
- Redial 48
- Speed Dial 48
• System Speed Dial 48
• Personal Speed Dial 48
- Transfer 49
• Supervised Transfer 49
• Unsupervised Transfer 50
VOICE MAIL FEATURES
- Using Voice Mail Options 51
• Copy and Transfer 52
• Activate Date and Time Stamp 53
• Fast Forward 53
- Change Mailbox Settings Menu 54
- Select Language 54
- Change Password 54
- Select Greeting 55
• Record Greeting #1 55
• Record Greeting #2 55
• Record Your Name 56
- Call Record 56
- Answering Machine Emulation-Live Call Screen 56
• Passive Mode 57
• Active Mode 57
CONTENTS
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1
Chapter 1
Getting Started
This chapter presents step-by-step information to help you set up your
Plexus PVT-30D telephone and voice mail. The voice mail features are
available only if your Plexus system is equipped with the Plexus Voice
Mail feature.
You should read this entire chapter in its order and complete every step
to enable you to perform the basic telephone-related tasks. For detailed
information, refer to the chapters that follow or to the Plexus Quick
Start card at the beginning of this guide. When you finish this chapter,
it’s a good idea to tear out the Plexus Quick Start card for an immediate
reference.
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2
Gathering Information
The first thing you need to do with your Plexus phone is to identify your office manager and
obtain the following information:
• Your User ID and password for logging in
 Note: Your user ID is what is referred to as an extension number with other systems.
Throughout this book, the User ID and extension number are called User ID.
• Your voice mailbox number, if your Plexus system is equipped with the Voice Mail feature
• Your voice mail password, which has a four-character maximum (the default is no password)
• The digit used to access an outside line - also known as the trunk access digit (usually 9 or 0)
• The digit used to reach the operator- also known as the operator access digit (usually 0 or 9)
 Note: In most other countries, the trunk access digit is typically 0 and the operator
access digit is 9. While in the U.S., the trunk access digit is 9 and the operator access
digit is 0.
• The digit used to access features on the PVT-30D Telephone - also known as the feature
access digit
• The voice mail feature access digit
Optional Information
• All alias user ID(s) assigned to you
 Note: An alias allows you to have several personas for receiving different types of calls.
• Your user group (e.g., sales, technical support) and user group ID
 Note: A user group ID is the unique ID that identifies a number of users who work
in the same area and are assigned to a group. Sales is an example of a group.
• Any other user groups to which you have access and the IDs
• Information about keys (preprogrammed or defined by your office manager) for speed
dial, monitoring, or direct access
• List of system-wide speed dial numbers and codes
• Account codes to access long distance service and/or outside lines
• A list of any call restrictions that may apply to you
Chapter 1 Getting Started
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3
Chapter 1 Getting Started
Setting Up Your Key Phone
This section presents step-by-step information to help you set up your Plexus PVT-30D
telephone and perform basic telephone-related tasks.
To confirm you are using a Plexus PVT-30D Telephone with software, Version 2.00 or higher:
1Unplug and re-plug your phone cord in the back of the phone.
- or -
2Press *99
The display will temporarily indicate the software version.
Adjusting Phone Settings
You can adjust the Plexus Telephone settings to accommodate your individual preferences.
Adjustments can include volume, ring type, and display.
Volume
There are three independent volume parameters: ring, handset, and speaker. Each volume
parameter has eight levels. Handset and speaker volume are adjusted during use and ring
volume is adjusted through programming mode or when the phone is ringing.
Ring
To enter programming mode and adjust ring volume:
1Press and hold down the OVERRIDE button for 3 seconds.
2Locate the “Ringer Volume” prompt by pressing either the VOL▼or VOL▲key.
3Select the desired volume by pressing either CONF to decrease the volume or XFER
to increase the volume. 0 is the lowest level and 7 is the highest.
4Press OVERRIDE to store your changes and exit programming mode.
Handset
To adjust the handset volume:
1Pick up the handset and listen to the dial tone.
2Press the VOLTor VOLSkey to select the desired volume level.
Remember, you can adjust the handset volume at any time, even during use.
Speaker
You’ll use the speaker during a hands-free or speakerphone conversation. You may want to
reduce the volume in a typical business environment. To adjust the speaker volume:
1Press the SPKR button and listen to the dial tone.
2Press the VOLTor VOLSkey to select the desired volume setting.
Speaker volume, like handset volume, can be adjusted at any time.
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4
Ring Types
Your Plexus Telephone provides several different Ring Types. These distinctive rings enable
you to differentiate between internal calls and external calls, and between calls ringing at
your station and calls ringing at other nearby stations. Ring type selection is done through
programming mode.
You can choose one ring type for your internal calls and a different ring type for your external
calls. (You may want to coordinate with colleagues that share office space to ensure that you
have selected different ring types.)
To enter programming mode and select ring types:
1Press and hold down the OVERRIDE button for 3 seconds.
2Locate the “Int. Ring Type” or “Ext. Ring Type” prompt by pressing either the
VOLTor VOLSkey.
3Select the desired ring by pressing either CONF or XFER. There are sixteen different
types, 0 through 15.
4Press OVERRIDE to store your changes and exit programming mode.
Display
You can adjust the contrast of the display to compensate for different lighting conditions and
viewing angles. The contrast setting, like ringer volume, is adjusted through programming
mode.
To enter programming mode and adjust the display contrast:
1Press and hold down the OVERRIDE button for 3 seconds.
2Locate the “LCD Contrast” prompt by pressing either the VOL▼or VOL▲key.
3Select the desired contrast by pressing either CONF to increase the contrast or XFER
to decrease the contrast. 0 is the highest setting and 8 is the lowest.
4Press OVERRIDE to store your changes and exit programming mode.
Using Do Not Disturb (DND)
DND allows a user to prevent all internal and external calls from ringing at their station.
Paging announcements are also disabled.
To use DND, you simply press the DND/FWD button.
• A red LED lights to indicate DND is active.
• The red LED shuts off to indicate DND is deactivated.
Chapter 1 Getting Started
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5
Setting Up Voice Mail
The initial step to set up your voice mail initiates a call to the voice mail system and connects
you to your voice mailbox. If set up and configured properly, the system announces the number
of new and saved messages and then prompts you for your password, if required.
 Note: This section is applicable only if your Plexus system has Voice Mail capability.
From Your Telephone
To access your voice mailbox from your Plexus Telephone:
1Press the MSG key.
2Enter your password.
 Note: There is no default password for your mailbox. If your voice mailbox requires
a password, please check with the office manager.
From Another Extension
To check your messages from another user’s PVT-30D telephone:
1Press the MSG key.
Once in the voice mail system:
2Press * + User ID.
3Enter your password.
From a Remote Site
1 Dial your office main phone number, the phone number of voice mail, or into the Auto
Attendant.
 Note: This feature is enabled only if the Plexus Voice Mail Auto Attendant answers
incoming calls. Please check with the office manager to obtain this number. If the Voice
Mail Auto Attendant is not activated, ask the operator to transfer you to Voice Mail.
2 Press * + User ID.
3Enter your password.
Chapter 1 Getting Started
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6
Using the Mailbox Menu
Once you log into your voice mailbox, you have the following menu options. (You can
referrence these also on your Plexus Quick Start card.)
Main Menu Option Key Description
Listen to your messages 1Plays message menu with more options
Send a message to 2Allows you to send a message to another
another mailbox mailbox
Make changes to your 3Allows you to modify your mailbox settings
mailbox settings
Restore deleted messages 6Restores the last eight messages deleted from
your mailbox
Exit the voice mail system #Exits the voice mail system
Hear this menu again 0Repeats menu options
Log into another mailbox * Logs you into another mailbox
Changing Mailbox Settings
Your voice mailbox can do more than just store and play messages. It offers flexibility that
allows you to customize the way your voice mailbox operates. You can change the options
in your mailbox by accessing a modification menu, through which you can specify twenty
mailbox parameters. (You also can reference these on the Plexus Quick Start card.)
1Press the MSG key.
2Enter your password.
3Press 3.
 Note: Once in the change mailbox settings menu, to skip to the next parameter,
press 8. To go back to the previous parameter, press 9. To exit this menu, press #.
Setting User Parameters
Recording a Personal Greeting
The Plexus system allows you to invoke two separate greetings and to switch between the two
based on your needs. If a greeting is not recorded, a default system message is played in its
place. Greeting #1 is the active greeting by default.
Chapter 1 Getting Started
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7
To select and record greetings #1 and #2:
1Access your voice mailbox.
2Press 3to enter the modification menu.
3Press 8two times to skip to the parameter Select Greeting.
4Press 1to select a greeting option.
5Press 1to use greeting #1 or press 2to use greeting #2.
6Press 1to listen to greeting #1.
7Press 1 to record a new greeting or press any key to return to the main menu.
8Press #after recording your greeting.
9Press 1 to listen to greeting #2.
10 Press 1 to record greeting #2.
11 Press #after recording your greeting #2.
12 Press #to return to the main menu or hang up to exit.
Recording Your Name
This parameter allows you to record your name. Your name recording is used in the company
directory on the automated attendant.
1Access your voice mailbox.
2Press 3to enter the modification menu.
3Press 8five times to skip to parameter Record Your Name.
4Press 1to listen to the current name.
5Press 1to record your name or press # to exit the menu.
6Press #after recording your name.
7Press #to return to the main menu or hang up to exit.
Changing Your Password
This parameter allows you to change your password at your discretion. To change your voice
mailbox password:
1Access your voice mailbox.
2Press 3to enter the modification menu.
3Press 8once to skip to the “Change Your Password” parameter.
4Press 1. The voice mail system will prompt you to change the password.
5Enter a new 4-digit password or press * for no password.
6Press 1to accept.
7Press #to return to the main menu or hang up to exit.
Chapter 1 Getting Started
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8
Receiving and Sending Messages
Message Waiting Indication
When a new message is received in your voice mailbox, the system notifies you. The MSG
key turns red and flashes slowly and Message Waiting appears on the LCD.
When you begin to listen to the last new message in your voice mailbox, the red MSG
indicator stops flashing.
Listening to Messages
This menu option provides basic message management. Messages are retrieved in a daily first-
in, first-out (FIFO) order where you’ll hear the first messages first, starting with today’s. You
can listen to, save, copy, transfer, reply to, and delete messages through this menu option.
1Access your voice mailbox.
2Press 1. The voice mail system will play your first message. After playing each
message, the voice mail system will prompt you to do any of the following:
 Note: These menu options may be used during playback (e.g. pressing 2 in the
middle of a message skips to the next message.)
Press 1 Play the message again
Press 2 Save this message and play the next one.
Press 3 Erase this message and play the next one
Press 4 Copy or transfer the message.
Press 5 Send a reply to the message.
Press 6 State the date/time and replay the message.
Press 7 Back up 3 seconds when playing a message.
Press 8 Pause when playing a message. Press 8 again to restart.
Press 9 Play the message faster. Pressing 9 toggles through five playback speeds.
Press 0 Hear the menu again.
Press # Go to the main menu.
Press * Exit voice mail. Prompts for a new voice mailbox number.
For more details on using these options, refer to the Plexus Quick Start card or to Chapter 3
of this guide.
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Leaving a Message
The Plexus system offers multiple ways to leave a message for another user.
From the voice mail main menu, select the option to Send Message to Another Mailbox or
group. This option allows the recipient to easily reply to the message and you to select a
message characteristic, such as Private, Ordinary etc.
1Access your voice mailbox.
2From the main mailbox menu, press 2.
3Enter the mailbox or distribution group number of the intended recipient(s).
 Note: Distribution group numbers inside your regular mailbox are single digits and
must be followed by a # sign.
4Record your message.
5Hang up to end the call or press #to select a message characteristic, as explained
below.
Characteristic Key Description
Private Message 1Prevents message sent to a mailbox from being
copied to another mailbox
Certified Message 2Provides a “return receipt.” When the recipient
listens to the message, you receive a new message
stating the date and time when the message was
reviewed.
Both Private and Certified 3Retains characteristics of both a Certified and a
Private Message
Ordinary Message 4Flags messages that are neither private nor
certified as ordinary messages.
Delete message and record 5Allows you to delete the message you just
a new one recorded and record a new message.
Delete recorded message Any Allows you to delete your recorded message and
and return to main menu Other return to the main menu.
Digit
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You also can leave a message for another user by dialing their User ID. (This option does not
allow the user to reply.)
1Pick up the handset or press SPKR.
2Enter *53 + User ID.
3Follow the voice mail prompts to leave the message.
Transferring Calls to a Mailbox
To transfer a caller directly to an unavailable user’s voice mailbox:
1With the caller on line, press the XFER key.
2Enter the User’s ID + MSG.
3Hang up.
Restoring Messages
This menu option restores the last eight messages deleted from your mailbox, regardless of
the age of the messages. The deleted messages are managed on a Last In-First Out basis,
meaning that if you delete nine consecutive messages, the first message deleted will no longer
be recoverable.
To restore a message:
1Access voice mailbox.
2From the main mailbox menu, press 6.
Exiting Voice Mail
To exit voice mail when you are finished reviewing messages, press the #key or hang up.
Placing Calls
Placing calls on the Plexus Telephone is similar to placing calls on other phone systems. With
the Plexus Telephone:
• Calls can be placed using either the handset or the speakerphone.
• If you are placing an external call, you need to access an outside line.
 Note: With some features enabled (e.g. Least Cost Routing and some digital trunks),
the system waits a few seconds to verify that dialing is complete. To avoid waiting the
additional few seconds, press the # key after you dial your number.
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