Xblue Networks Voice Mail User manual
Xplus100 Flash Voice Mail Mailbox Owner’s Guide Record of Revisions
ROR
Voice Mail User Guide
Flash Voice Mail Mailbox Owner’s Guide Table of Contents
Record of Revisions
Catalogue Number Release Date Supercedes Comments
InitialReleaseOctober,2007
Flash Voice Mail Mailbox Owner’s Guide Table of Contents
TOC
Table of Contents
1 INTRODUCTION..................................................................................................................................1-1
CAPABILITIES...........................................................................................................................................1-1
DOCUMENT OVERVIEW............................................................................................................................1-2
DOCUMENT CONVENTIONS ...................................................................................................................... 1-3
APPLICABLE DOCUMENTS........................................................................................................................1-3
2 LEARNING THE SYSTEM..................................................................................................................2-1
THE *KEY .............................................................................................................................................2-1
THE #KEY .............................................................................................................................................2-1
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................................................................................................................................. 4-3
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
Flash Voice Mail Mailbox Owner’s Guide LIST OF FIGURES
LOT
List of Tables
Table1.DocumentConventions............................................................................................1‐3
Flash Voice Mailbox User Guide 1-1
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TheXplus100VoiceFlashVoiceMailisapowerful,compactvoiceprocessingsystem
thatusesstate‐of‐the‐artDigitalSignalProcessinghardwareandsoftware,interfaced
withtheXplus100compactcommunicationsplatform.
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
Xplus100FlashVoiceMailInstallationManualforinstructionsontheprogramming
performedonaPC.
Capabilities
Thebasicsystemincludestheabilityto:
Sendmessagesintelephoneansweringandvoicemailmode.
Sendcopiesofmessages.
Sendmessagestomultipledestinations.
Obtainasummarycountofmessageswaitingforreview.
Delete,reply,save,orskipamessage.
Receivemessageinformationindicatingthedate,time,andsenderinformation,
ifavailable.
Changerecordedname,personalgreeting,andpassword.
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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.
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.
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Chapter5:MessageInformation‐thischapterdescribeshowtolistentomessage
informationsuchastimeanddateofdeliveryandsendingcopiestoothersinthe
voicemailsystem.
Chapter6:AdditionalOperations‐thischapterprovidesinstructionsonhowto
changeyourmailboxgreeting,reviewyourgreeting,deleteyourgreeting,record
yourname,andhowtorecord,reviewanddeleteatemporarygreeting.
Document Conventions
Thismanualusesseveralconventionstoconveyinformationmoreclearlytothe
reader.ItisrecommendedthattheconventionsshownbelowinTable1bereviewed
andunderstoodbeforecontinuing.
Table 1. Document
Conventions
Convention Purpose
NormalUsedforbodytextthroughoutthemanual.
Normal,italicUsedindescribingactualvoiceprompts.
Bold,italictypeUseformenuitems,formnamesoritems.
Normal,bold Usedtoindicatekeystrokes,filenames,device
names,etc.
PressMeanstopressaspecifickey.(e.g.pressESC
meanstopressandreleasetheEscapekeyonce.)
EnterMeanstotypethespecifiedinformationand
thenpressENTER(e.g.enterTEST.TXTmeans
typeTEST.TXTonthekeyboardandpress
ENTER.)
NOTEIndicatesaninformationalnoteassociatedwith
aprocedure,actionoritem.
KeystrokeKeys(i.e.1,9e)Indicatesakeystrokefromakeyboard.
Applicable Documents
Thefollowingdocumentsshouldbeavailable.
Xplus100FlashVoiceMailInstallationManual
Notes:
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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.AttheMain
Menu,press*todisconnect.
The #Key
Press#wheneveryouwanttocompleteastep,orsendamessage.
Press#twicetoskipamessage.
#canalsobeusedtodenotetheendofavariablelengthnumberlikeapassword.
Thiskeepsthesystemfromhavingtowaittodetermineifyouarefinishedentering
digits.
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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.
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Accessing Your Mailbox
CalltheVoiceMailsystembypressingyourdedicatedVoiceMailkeyonyourphone
ordialtheVoiceMailsystemhuntgroupnumber:453.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.
Notes:
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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.
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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.
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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.
1Reviewing→2→Messageissaved
Delete a Message
Ifthemessagedoesnotrequireaction,itshouldbedeleted.Deletingmessages
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keepsthemailboxclearandreducestheneedforsystemstoragecapacity.
1Reviewing→3→Delete→#→ConfirmDeletionRequest
Onceamessagehasbeendeleted,itcannotberetrieved.
Reply to a Message
Ausercanreplytoamessagesentfromanothersubscriber’smailboxbydialingone
key.Therefore,subscribersshouldentertheirownmailboxtorecordamessage
beforesendingsothatrecipientsmayconvenientlyreply.
1→4Reply→RecordReply#→MessageAcceptable#→Tosendthe
reply#
Send a Call Directly to Voice Mail
Ausercansendacalldirectlytoanothermailboxasfollows:
Transfer→VoiceMailButton→
Dialextensionor
DSSKey →Hang Up
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Sometimesasubscriberwantstoknowdetailsaboutamessagesuchaswhosentit
andthetimeanddateitwasdelivered.ThisinformationiscalledMessage
Information.Themessageinformationcanbeheardatanytimewhilelisteningtothe
messagebypressing5.
1Review →5→Listen to Message Information
Thetimeanddatestamponanewmessagealwaysrelatestomessagedelivery.
Onceamessageissaved,thetimeanddatestampreferstothefirsttimeitwas
saved.Thistimeanddatestampallowsthesubscribertoknowhowmuchlonger
themessagecanstayinthemailboxbeforeitisautomaticallydeleted.Reviewinga
messageandre‐savingitdoesnotchangethetimeanddatestamporwhenthe
systemautomaticallydeletesthemessage.
Send a Copy to Someone Else
Youmaywishtosendacopyofamessagetoanothersubscriber.Inthissituation,
youmayrecordintroductoryremarksandsendtheremarksplusacopyofthe
messagetoanothersubscriberorjustsendthemessage.Copiescanbesenttooneor
moresubscribers.
Youcansendcopiesofmessagesthatarereceivedineitherthevoicemailmodeor
telephoneansweringmode.
1Listen to →6→1Send With →Record →Enter the
To Comments Comments #Destination #
Message 2Send Without
Comments →En
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Destination #
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Sending a Message
2Record
Message
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#
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→Message
Acceptable #
Review Message
→Enter
Destination
Mailbox
→Send the
Message #
2Re-record Message *Cancel
3Append 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.
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Changing Your Mailbox Greeting
Yourmailboxgreetingisplayedtooutsidecallerswhoenterasystemmailboxinthe
telephoneansweringmode.Thisgreetingenablesyoutogivecallersinformation
aboutyourscheduleandtoencouragecallerstoleavedetailedmessages.Tochange
yourmailboxgreeting,temporarygreetingorrecordedname,simplyenterpersonal
optionsfromthemailboxmenubypressing3andselect1forGreetings.
Thesystemadministratorcanlimitthelengthofagreeting.
Ifamailboxgreetinghasnotyetbeenrecorded,thesystemusesthemailboxnumber
asthegreeting:i.e.“Mailbox101”
What is a Good Mailbox Greeting?
Agoodmailboxgreetingencouragescallerstoleavedetailedmessages(notjust
nameandphonenumber)andprovidesadditionalinformationthatmightbe
needed.Itshouldpresentthekindofprofessionalimagethatisappropriateforyour
particularorganization.Youmaywishtoincludeaninstructiontodial0toreach
anoperator.Forexample,ʺHello,thisisJerrySmith.IamsorryIamnotabletoreceive
yourcall,butifyouleaveadetailedmessagealongwithyournameandnumber,Iwillbe
preparedtohelpyouwhenIcallyouback.Ifyoumusttalktosomeoneimmediately,please
presszeroandsomeonewillhelpyou.ʺ
Tochangeyourmailboxgreeting:
1. Press3attheMainMenuforPersonalOptions.
2. Press1forGreetings.
3. Press2forRecord.
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4. Press2forMailboxGreeting.
5. Recordyourgreeting,andthenpress#.
Reviewing Your Greeting
YoumayusePersonalOptionstoreviewyourrecordedgreeting.
Toreviewyourmailboxgreeting:
1. Press3attheMainMenuforPersonalOptions.
2. Press1forGreetings.
3. Press1forReview.
4. Press2forMailboxGreeting.
Deleting Your Greeting
Thestandardsystemgreeting(recordedname)maybechosenatanytimeby
deletingyourrecordedgreetingwithoutrecordinganewone.
Todeleteyourmailboxgreeting:
1. Press3attheMainMenuforPersonalOptions.
2. Press1forGreetings.
3. Press3forDelete.
4. Press2forMailboxGreeting.
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