AT&T 3 - Manual

About This Book Purpose and Audience This book explains how to install, program, use, and upgrade the PARTNERMAIL® Voice Messaging System. It also explains how to program thePARTNER® II or PARTNER Plus Communications System to work with the mailsystem. It is written primarily for the system administ...

How to Use This Book How to Use This Book As System Administrator of the mail system, you will be the primary user of thisbook. To gain a general understanding of the mail system’s functions andfeatures, and your responsibilities related to programming and system security,read Chapter 1. To record d...

Safety Labels Safety Labels Toll fraud security hazards are indicated by an exclamation point inside atriangle and the words Security Alert. Security Alert: Toll fraud is the unauthorized use of your telecommunications system by anunauthorized party, for example, persons other than your company’s em...

Related Documents Document No. Title PARTNER II Communications System Release 4.1 518-455-334 Programming and Use—English (North American) 518-455-340 User Instruction Cards (11/pk)—English (North American) 518-455-338 System Planner—English (North American) 518-455-334FRC Programming Quick Referenc...

Overview of System Servicesand Features 1 Contents Introduction PARTNER MAIL Services ■ Automated Attendant Service Interactions with the Communications System ■ Call Answer Service Interactions with the Communications System Voice Mail Service ■ System Administrator’s Responsibilities ■ System Secu...

PARTNER MAIL Services PARTNER MAIL Services The mail system provides three services: ■ ■ Automated Attendant Service answers calls on specified lines and routesthe calls to pre-defined destinations or destinations that callers selectfrom a menu of choices. Call Answer Service picks up unanswered cal...

PARTNER MAIL Services PARTNER MAIL System Monolingual/Bilingual Mode Voice Mail Service Automated Attendant Service Call Answer Service ■ ■ ■ ■ ■ ■ ■ ■ ■ Allows subscribers to: Send MessagesListen to MessagesReply to MessagesForward MessagesDelete MessagesRecord Personal GreetingAdminister a Persona...

PARTNER MAIL Services Automated Attendant Service Automated Attendant Service answers calls and plays a menu of options.Callers can press buttons to select options, thereby determining how their callswill be handled. ■ ■ ■ ■ ■ The Automated Attendant’s Main Menu can include options to: — Transfer th...

PARTNER MAIL Services Interactions with the Communications System Automated Attendant Service is used with the following communications system features: Group Call Distribution (#206) Setting 1 identifies the lines to be answered by Automated Attendant Service. ■ ■ ■ VMS Hunt Schedule (#507) specifi...

Immediate Call Handling Incoming Calls Control Unit PARTNER MAIL Receptionist answers on backs up the second ring PARTNER MAIL Delayed Call Handling Receptionist PARTNER MAIL Incoming Calls Control Unit answers incoming picks up unanswered calls calls after the fourth ring PARTNER MAIL Services Figu...

PARTNER MAIL Services ■ Case 3: The receptionist answers calls during the day; AutomatedAttendant Service answers calls at night. 1. Use Group Call Distribution (#206) Setting 1 to identify the lines to beanswered by Automated Attendant Service. 2. Set VMS Hunt Schedule (#507) to Night Only. 3. Set ...

PARTNER MAIL Services ■ A Transfer-Only mailbox allows transfer to an extension that does notneed message storage space, for example, the extension in aconference room. When a caller reaches a Transfer-Only mailbox, thecaller hears a greeting. The caller cannot leave a message, but cantransfer to an...

PARTNER MAIL Services Group Call Distribution (#206) Setting 3 and Line Coverage Extension(#208) differ from each other in the following ways: Group Call Distributio n Setting 3 Line Coverage Extension Calls normally Can send calls Can turn go to immediately to coverage on Mailboxes after mailboxes ...

System Administrator’s Responsibilities In addition, a subscriber with a Call Answer Service mailbox can: ■ ■ ■ Create and send messages. The subscriber can address a message to aspecific mailbox number, choose the mailbox from a list of subscribers,or specify a pre-designated group of subscribers. ...

System Administrator’s Responsibilities Hackers may pose as telephone company employees or employees of AT&T,Lucent Technologies, or your local authorized dealer. Hackers will go through a company’s trash to find directories, dialing instructions, and other informationthat will enable them to br...

System Administrator’s Responsibilities Security Policy and User Education As a safeguard against toll fraud, establish policies and educate all mail system users: All reports of trouble, requests to move extensions, or any other administrative details associated with the communications system or th...

System Administrator’s Responsibilities ■ ■ ■ ■ ■ ■ ■ — Callers claiming to be the “phone” company. Ask for a callback number. — Callers trying to obtain sensitive information or asking for assistance in placing outside or long-distance calls. Ask for a callback number. — Increases in internal reque...

System Administrator’s Responsibilities ■ Changing greetings, menus, and announcements to accommodate changes in personnel, your company’s operations and/or services. For programming instructions, see the appropriate feature in Chapter 5. Be sureto update the planning forms so that they accurately r...

Installation 2 Contents Introduction Preparing for Installation ■ Mail System Hardware ■ Communications System Hardware ■ Mail System Site Requirements Installing the Mail System ■ Mounting the System Unit ■ Connecting to the Communications System ■ Connecting to the Remote Maintenance Device 2-1 2-...

The exclamation point in an equilateral triangle is intended to alert the user to the presence of important operating and maintenance (servicing) instructions in the literature accompanying the product. IMPORTANT SAFETY INSTRUCTIONS When installing telephone equipment, always follow basic safety pre...

Installation 2 Introduction This chapter explains how to install the mail system hardware. It is intended for qualified installers only. W A R N I N G :Installation should be performed only by a qualified installer. Preparing for Installation Read this entire chapter before you begin the installatio...

Preparing for Installation ■ A sufficient number of touch-tone receivers on the communications system modules. Each 206 and 200 module has one touch-tone receiver; each 400 module has two. Touch-tone receivers are shared by the mail system and the communicationssystem. The mail system uses one each ...

Installing the Mail System Installing the Mail System Installation involves the following activities: ■ ■ ■ Mounting the system unit. Connecting the system unit to the communications system. Connecting the Remote Maintenance Device to the system unit. NOTE: The illustrations show a six-port system; ...

Installing the Mail System Connecting to the Communications System 1. Route the telephone cords through the slots on the bracket and connect them to the appropriate ports on the system unit as shown in Figure 2-3. Figure 2-3. Connecting Cords to the System Unit 2. Connect the other end of the cords ...

Installing the Mail System Connecting to the Remote Maintenance Device (Front View) (Back View) REMOTE MAINTENANCE DEVICE Mk III DC On/Off RS–232–C Telephone Power In Switch Port Line Port Figure 2-6. Remote Maintenance Device 1. 2. 3. 4. 5. 6. Use the modem cable provided to connect the RS-232-C po...

Contents General Mailbox Owner System Administrator’s Mailbox ■ Programming the Schedule System Date and Time Schedule Controller Business Schedule ■ Setting the Touch-Tone Gate ■ Recording System Greetings Recording Touch-Tone Gate Greetings Recording a Voice Mail Greeting ■ Programming the Automat...

Mail System InitialProgramming 3 Introduction This chapter provides programming procedures for the installer of the mailsystem. These procedures are required for correct operation of the system. Since certain features (for example, language selection) must be programmedbefore other features (such as...

Before You Begin 6. If additional PARTNER MAIL extensions are specified on Form B1, repeatSteps 4 and 5 for each one. 7. Repeat Steps 4 and 5 for each extension that does not have Voice Mailcoverage. 8. Continue with “Outgoing Call Restriction.” Outgoing Call Restriction Use this procedure to restri...

Logging In to System Administration 2. 3. 4. At the Extension: prompt, enter the extension number where the Remote Maintenance Device (VMS-RMD) is installed as specified on communications system Planning Form B1. Press [ Remove ] to remove all existing line assignments. Continue with “Automatic Exte...

Programming the Mail System Programming the Mail System All of the procedures in this chapter are shown in short form. For more detailedinstructions, see the appropriate section in Chapter 5, “Features.” Accessing the System Administration Menu All procedures in this chapter start from the System Ad...

Programming the Mail System Initial Programming Quick Reference From the System Go to Mail Administration Menu, Select... System Planning... 1 S y s t e m Parmeters [ 9 ] System Language Form A Primary Form A Secondary Form A [ 8 ] Maximum Digit Length Form A [ 1 ] Single or Multiple Automated Atten...

Programming the Mail System Programming System Parameters Following is a list of the factory settings for the system parameters covered in this section: Parameter Factory Setting System Language Monolingual, English Maximum Digit Length 2 Single or Multiple Automated Single Attendant Check mail syst...

Programming the Mail System System Language Use this procedure to specify whether the mail system operates in monolingualor bilingual mode, and to identify the system languages specified on mailsystem Planning Form A. For more information, see Language in Chapter 5. 1. 2. 3. 4. 5. 6. From the System...

Programming the Mail System Automated Attendant Line Assignments Figure 3-3 shows the options available from the Automated Attendant Menu. System Administration Menu 9 Automated Attendant 3 Automated Attendant Number Line Assignments 6 Review Assigned Lines AddLine Delete Line 1 2 ✳ D Figure 3-3. Au...

Programming the Mail System 6. 7.. 8. Repeat Step 5 until finished. Press [ ★ ] [ # ] to quit. If you need to assign lines for another Automated Attendant, press [ ★ ] [ 7 ]. Then repeat from Step 2. Programming Mailboxes Programming mailboxes includes creating mailboxes and assigning GroupMailbox O...

Programming the Mail System 10. Press one of the following: ■ [ ★ ] [ # ] to approve. Then go to Step 11. ■ [ 2 ] [ 3 ] to play back. Then repeat Step 10. ■ [ 2 ] [ 1 ] to re-record. Then repeat from Step 9. ■ [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete. 11. Repeat Steps 3 through 10 until finished. Assigni...

Programming the Mail System Specifying Fax Extensions and System Mailboxes The following system parameters are covered in this section: Parameter Factory Setting Fax Extension and Fax Message None ReceiverCall Answer Service Operator 10 General Mailbox Owner for each 10 Automated AttendantSystem Adm...

Programming the Mail System Call Answer Service Operator Use this procedure to identify the Call Answer Service Operator as specified on mail system Planning Form C. For more information, see Call Answer ServiceOperator in Chapter 5. 1. 2. 3. From the System Administration Menu, press [ 1 ] for Syst...

Programming the Mail System After initial programming is complete, the System Administrator should change the System Administrator’s Mailbox password and the System Administration Password. Instructions are provided at the end of this chapter. Programming the Schedule You must set the system date an...

Programming the Mail System 5. 6. Press [ 1 ] for Follow the Switch Mode or [ 2 ] for Follow the PARTNER MAIL Business Schedule. Multiple Automated Attendant only: If you need to change the setting for another Automated Attendant, press [ ★ ] [ # ] and repeat from Step 3. If you selected Follow the ...

Programming the Mail System 10. 11. 12. 13. If the System Administrator’s mailbox language is English or Spanish, press [ 1 ] for a.m. or [ 2 ] for p.m. If you need to program another day, press [ # ] for the next day or enter the number for the day as described in Step 5; then repeat Steps 6 throug...

Programming the Mail System Use this procedure to specify whether the Touch-Tone Gate for an Automated Attendant is On or Off as specified on mail system Planning Form E. For more information, see Touch-Tone Gate in Chapter 5. 1. From the System Administration Menu, press [ 3 ] for Automated Attenda...

Programming the Mail System System Administration Extension 9 System Greetings 7 Voice Mail Greeting 1 Touch-Tone Gate Greeting 3 Figure 3-7. System Greetings Administration Recording Touch-Tone Gate Greetings This procedure applies only if the Touch-Tone Gate is On. If the Touch-ToneGate is Off, sk...

Programming the Mail System ■ [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new greeting and use the previous greeting. If you need to record another greeting for this Automated Attendant, repeatfrom Step 4. Press [ ★ ] [ # ] to quit. Multiple Automated Attendant only: If you need to record greetings fora...

Programming the Mail System Programming the Automated Attendant Menus Following is a list of the factory settings for the Automated Attendant menu features covered in this section: Parameter Factory Setting Main Menu Prompt Main Menu Selector CodesDial 0/Timeout Action SubmenusAnnouncements See Appe...

Programming the Mail System Recording Announcements Use this procedure to record Announcements that callers hear when they selectthem from Automated Attendant menus. Announcements are specified on mailsystem Planning Form K. For more information, see Announcements(Automated Attendant) in Chapter 5. ...

Programming the Mail System 5. 6. 7. 8. 9. 10. 11. 1. 2. 3. Enter the Submenu Number + [ # ]. Enter a Selector Code. Enter the corresponding Action as follows: Selector Code Transfer: [ 1 ] + extension number + [ # ]. Play Submenu: [ 2 ] + Submenu number + [ # ]. Play Announcement: [ 3 ] + Announcem...

Programming the Mail System 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Press [ 1 ] for day; if you do not need to record a Day Menu, skip to Step 16. Press [ 6 ] to modify the menu. Enter a Selector Code. If prompted, press [ 9 ] to approve, or [ 6 ] to cancel and return to Step 5. Enter the correspon...

Programming the Mail System 15. 16. 17. 18. Press [ ★ ] [ # ] to program the Night Main Menu and continue with Step 16; otherwise, skip to Step 18. Press [ 2 ] for Night. Repeat Steps 4 through 14 for the Night Main Menu. Multiple Automated Attendant only: If you need to program Main Menus for anoth...

Programming the Mail System Enter the Mailbox No. + [ # ]. NOTE: If you make a mistake, press [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the entry. Then enter the mailbox you want. 4. 5. 6. 7. Repeat Step 4 until finished. Press [ ★ ] [ # ] to quit. If you need to create another Group List, repeat from Ste...

Programming the Mail System 1. 2. 3. 4. 5. 6. From the System Administration Menu, press [ 6 ] for Line Ownership. Press [ 4 ] to assign Line Ownership. Enter a Line No. + [ # ]. Enter the Line Owner’s Extension + [ # ]. Repeat Steps 3 and 4 until finished. Press [ ★ ] [ # ] to quit. Setting System ...

Programming the Mail System Minimum Password Length Security Alert: A minimum password length of at least six digits is stronglyrecommended. The shorter the minimum pass word length, the more vulnerable your system is to abuse by unauthorized persons. Choose thelargest acceptable minimum length in o...

After Initial Programming After Initial Programming When initial programming is completed, notify the System Administrator of the passwords you have assigned. Then work with the System Administrator tochange the passwords, using the following procedures. Security Alert: It is strongly recommended th...

Contents ■ ■ ■ ■ ■ ■ VMS Cover Rings (Communications System Release 4.0 or later) 4-9 Exiting Programming Mode 4-9 Telephone Button Programming 4-10 VMS Cover 4-10 Do Not Disturb 4-10 Voice Mailbox Transfer 4-11 Voice Mail Messages 4-11 After Initial Programming 4-12 4-ii Communications System Initi...

Communications System Initial Programming Introduction This chapter contains procedures for communications system features that must be programmed for proper operation of the mail system. This information assumes thatcommunications system forms have been completed and that you are familiar withcommu...

Entering Programming Mode Entering Programming Mode To enter programming mode, at extension 10 or 11, press [ Feature ] [ 0 ] [ 0 ] [ System Program ] [ System Program ]. Automated Attendant Service Check communications system Planning Form A, Page 1, Line Coverage, to see if any lines are checked f...

Automated Attendant Service Fax Machine Extensions To assign Fax Machine Extensions specified on communications system PlanningForm B1: 1. 2. 3. 4. Press [ # ] [ 6 ] [ 0 ] [ 1 ]. At the Extension: prompt, enter the extension to which the fax machine is connected. Press [ Next Data ] until the displa...

Automated Attendant Service Night Service Check communications system Planning Form C for extension 10. If a Night Servicebutton is specified, follow the procedure below. To program Night Service on a button with lights at extension 10 as specified onForm C: 1. 2. 3. 1. 2. Press [ # ] [ 5 ] [ 0 ] [ ...

Automated Attendant Service Disallowed Phone Numbers If Outcalling is permitted, a Disallowed Phone Number List (#404) can be created torestrict calls. Creating a Disallowed List Check communications system Planning Form D to see if a Disallowed Phone Number List is needed for Outcalling. If so, con...

Automated Attendant Service Allowed Phone Numbers If Outcalling is permitted, an Allowed Phone Number List (#407) can be created to identify numbers to which Outcalling is allowed. NOTE: If the PARTNER MAIL extensions were restricted to Inside Only using Outgoing Call Restriction (#401), Outcalling ...

Call Answer Service Call Answer Service Before you begin, locate communications system Planning Forms A and B2. Line Coverage Check communications system Planning Form A, Page 1, Line Coverage, VMS-Mail: ■ If check marks appear for any lines in this column, use the procedure in “VMS Line Cover,” bel...

Call Answer Service Repeat Steps 4 and 5 for each VMS-Mail line for which an extension number is written in the VMS-Mail column. Automatic VMS Cover Check communications system Planning Form B2 to see if Automatic VMS Cover isassigned to any extensions. If it is, follow the procedure below. If not, ...

Telephone Button Programming Telephone Button Programming Before you begin, locate communications system Planning Form C. Be sure you havea version of the form for each subscriber’s phone. Use this section to program buttons on subscribers’ phones, including thereceptionist’s phone. This section use...

After Initial Programming After Initial Programming When initial programming for the mail system and communications system is complete, you should perform the verification tests in Chapter 6. 4-12 Communications System Initial Programming

Understanding the MailSystem Features Contents Administering Features Logging In to Voice Mail Logging In to System Administration Announcements (Automated Attendant) Announcement Options Announcements and Bulletin Boards Applications Recording an Announcement Playing an Existing Announcement Deleti...

Contents Business Schedule and Temporarily Closed ■ Weekly Business Schedule ■ Temporarily Closed ■ Playing the Business Schedule ■ Creating or Changing the Weekly Business Schedule ■ Programming a Temporary Closing Call Answer Service Operator ■ Changing the Call Answer Service Operator Extension D...

Administering Features Logging In to Voice Mail To log in to voice mail: Press [ Intercom ] [ 7 ] [ 7 ] [ 7 ]. The Voice Mail greeting plays. The system prompts you to enter the extension and [ # ]. Enter the number of the mailbox you want to access, followed by [ # ]. The password prompt plays. Ent...

Announcements (Automated Attendant) Announcements (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 4 ] Announcements [ 2 ] Play Announcement [ 7 ] Record Announcement [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete Announcement Programmable by System Administrator Caller Opt...

Announcements (Automated Attendant) Applications Announcements can provide callers with frequently requested information. For example, an Announcement could describe quarterly profits for your corporation for stockholders: “Zippy Electronics has posted a $1.1 million profit for the third quarter.Thi...

Announcements (Automated Attendant) Programming Recording an Announcement Before recording an Announcement, complete mail system Planning Form K. Include in the Announcement the information about how to access options ([ ★ ] [ 4 ], [ ★ ] [ 7 ], [ ★ ] [ # ], [ 0 ], [ ★ ] [ T ] ([ ★ ] [ 8 ]), and [ ★ ...

Announcements (Automated Attendant) Playing an Existing Announcement Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail ActivityMenu. Step 2 Press [ 9 ] for System Administration. Prompt to enter the System Admin...

Announcements (Automated Attendant) Deleting an Announcement When you delete an Announcement, all Selector Codes that refer to theAnnouncement are automatically removed from all Main Menu and Submenudefinitions. You must remember to update mail system Planning Forms I and J, andthen re-record any Ma...

Automated Attendant Service Automated Attendant Service At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 2 ] Night Menu [ 3 ] Submenus [ 4 ] Announcements [ 5 ] Touch-Tone Gate [ 6 ] Line Assignments (Multiple Automated Attendant Operation only) Programmable by Syste...

Automated Attendant Service Related Mail System Features ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ ■ Announcements (Automated Attendant) can be included as options onAutomated Attendant Main Menus and Submenus. A Bulletin Board mailbox can provide an informational message that callers can hear when they access the Au...

Broadcast Message Broadcast Message At a Glance Voice Mail Activity Menu [ 1 ] Record message Used by System Administrator Parameters Message Length Up to two minutes Description Unlike most mail system features, Broadcast Message is accessed from the VoiceMail Activity Menu, even though you, the Sy...

Bulletin Board Bulletin Board At a Glance Bulletin Board Activity Menu [ 3 ] Bulletin Board Message [ 1 ] Record message [ 0 ] Listen to message [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete message [ 4 ] Dial 0 Destination [ 0 ] Transfer to Call Answer Service Operator [ 1 ] Transfer to Automated Attendant Menu...

Bulletin Board If the mail system has multiple Automated Attendants, and the Dial 0 Destination is anAutomated Attendant Main Menu, the mailbox owner must specify which AutomatedAttendant’s Main Menu should be played. Other Bulletin Board Options Besides the Dial 0 Destination, callers have three ot...

Bulletin Board Or a Bulletin Board message could list the homework assignments for a class at aschool. In this case, the Dial 0 Destination might be the Automated Attendant MainMenu. For example: “The homework assignment for March 15th is to read pages 61 through 84in your Geography textbook and to ...

Bulletin Board ■ ■ ■ ■ You create Bulletin Board mailboxes (see Mailbox). After you create a BulletinBoard mailbox, it can be assigned to a user, who accesses and maintains itusing the Bulletin Board Activity Menu. If you delete a Bulletin Board mailbox that was assigned as a Selector CodeTransfer d...

Bulletin Board Recording or Deleting a Bulletin Board Message Include in the Bulletin Board message information about how to access options [ ★ ] [ 4 ], [ ★ ] [ T ] ([ ★ ] [ 8 ]), [ ★ ] [ 1 ], and [ 0 ] if callers can use them. Action You Hear... Step 1 Log in to Voice Mail using the Bulletin Bullet...

Bulletin Board Setting a Dial 0 Destination Action You Hear... Step 1 Log in to Voice Mail using the Bulletin Bulletin Board Activity Menu. Board mailbox number and password. Step 2 Press [ 4 ] to change the Dial 0 The current Dial 0 Destination, then the Destination. Dial 0 Destination Menu. Step 3...

Business Schedule and Temporarily Closed Business Schedule and Temporarily Closed At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule [ 0 ] Play the schedule [ 2 ] Weekly Business Schedule or schedule a Temporary Closing [ 1 ] Open [ 2 ] Closed [ 3 ] Temporarily ...

Business Schedule and Temporarily Closed Action You Hear... Step 3 Enter System Administration Security message, then System Password + [ # ]. Administration Menu. Step 4 Press [ 2 ] for Schedule. Schedule Administration Menu. Step 5 Press [ 2 ] for Automated Attendant (Multiple Automated Attendant)...

Business Schedule and Temporarily Closed Action You Hear... Step 13 If System Administrator’s mailbox Prompt to choose a day. language is English or Spanish, choose Return to Step 8. an option. [ 1 ] for a.m. [ 2 ] for p.m. Programming a Temporary Closing To program a Temporary Closing for today or ...

Call Answer Service Operator Related Mail System Features Call Answer Service Operator can be used for the following: ■ Dial 0 Destination for Bulletin Board mailboxes. ■ Dial 0/Timeout Action for Main Menus (Automated Attendant). ■ Dial 0 Destination for Call Answer Service or Transfer-Only mailbox...

Directory Directory At a Glance Caller Options [ ★ ] [ A ] ([ ★ ] [ 2 ]) Used by Internal or external callers Description Callers and mail system subscribers can use the Directory to reach a subscriber whose extension they do not know. In addition, subscribers can use the directory to address messag...

Directory Procedure Using the Directory to Reach a Subscriber Action You Hear... Step 1 From an Automated Attendant Menu or Prompt to enter the first four letters of the Submenu: person’s name. Go to Step 3. Press [ ★ ] [ A ] ([ ★ ] [ 2 ]) to use the Directory. From Voice Mail Service, Call Answer P...

Fax Extension and Fax Message Receiver Fax Extension and Fax Message Receiver At a Glance System Administration Menu [ 1 ] System Parameters [ 4 ] Fax Extension and Fax Message Receiver [ 1 ] Fax Extension [ 2 ] Fax Message Receiver Programmable by System Administrator Factory Setting Fax Extension ...

Fax Extension and Fax Message Receiver Action You Hear... Step 9 Choose an option: Enter Fax Message Receiver + [ # ]. Confirmation of the Fax MessageReceiver extension.Procedure is complete. Enter [ ★ ] [ # ] to quit without making Procedure is complete. changes. Deleting a Fax Extension or Fax Mes...

General Mailbox General Mailbox At a Glance System Administration Menu [ 1 ] System Parameters [ 6 ] General Mailbox Owner Programmable by System Administrator Factory Settings General Mailbox Owner Extension 10 (All Automated Attendants)General Mailbox AA1 9991 General Mailbox AA2 9992 General Mail...

General Mailbox Considerations and Constraints If the General Mailbox Owner also has a personal mailbox, or is the owner of any other mailboxes (for example, a Group Mailbox), the message light on the Owner’stelephone remains lit if there are any new messages in any of the mailboxes. The Owner must ...

Greetings (Personal) When callers reach a Call Answer Service mailbox, they hear the mailbox’s PersonalGreeting followed by a beep tone. For example: “This is Pat Smith. I am out of theoffice this morning. Please leave a message after the tone, and I will return your callthis afternoon. If you need ...

Greetings (Personal) Activating a Personal Greeting Action You Hear... Step 1 Log in to Voice Mail using your Name, number of new messages and extension number and password. old messages, then Voice Mail ActivityMenu. Step 2 Press [ 3 ] to administer your name or Prompt to administer your greeting o...

Greetings (System) Greetings (System) At a Glance System Administration Menu [ 7 ] System Greetings [ 1 ] Voice Mail Greeting [ 3 ] Automated Attendant Touch-Tone Gate Greeting [ 1 ] Day Greeting [ 2 ] Night Greeting Programmable by System Administrator Factory Settings Voice Mail Greeting (English)...

Greetings (System) Automated Attendant Touch-Tone Gate Greeting The Touch-Tone Gate Greeting is heard by any caller who reaches an Automated Attendant that has the Touch-Tone Gate turned On. There is a Day Touch-Tone Gate Greeting and a Night Touch-Tone Gate Greeting. The primary purpose of the Touc...

Greetings (System) Main Menu, Primary LanguageFor sales, press [ 1 ]. For customer service, press [ 2 ]. If you know the extension of the person you are calling, press [ 8 ]. For a directory of employees listed by last name, press [ ★ ] [ A ]. To reach the operator, press [ 0 ]. Main Menu, Secondary...

Greetings (System) Related Mail System Features ■ ■ ■ ■ ■ ■ ■ Programming A Touch-Tone Gate Greeting is used only if the Touch-Tone Gate is On. The Day Touch-Tone Gate Greeting plays when the mail system is in Day mode, and the Night Touch-Tone Gate Greeting plays when the mail system isin Night mod...

Greetings (System) Action You Hear... Step 8 Choose an option: [ 2 ] [ 3 ] to play back the greeting. New greeting. Repeat Step 8. [ 2 ] [ 1 ] to re-record the greeting. A tone to record the greeting. Return to Step 7. [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the new “Deleted,” then the Voice Mail Greeti...

Group Lists Group Lists At a Glance System Administration Menu [ 5 ] Group Lists [ 2 ] Scan Group Lists [ 4 ] Create a Group List [ 6 ] Modify or review a Group List [ 1 ] Add entry [ ★ [] D ] ([ ★ ] [ 3 ]) Delete entry [ # ] Next entry [ ★ ] [ 1 ] Go to beginning of list [ ★ ] [ D ] ([ ★ ] [ 3 ]) D...

Group Lists Programming Creating Group Lists Before creating a Group List, complete mail system Planning Form L. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail ActivityMenu. Step 2 Press [ 9 ] for System Admi...

Group Lists Action You Hear... Step 5 Press [ 2 ] for Scan Group Lists. Information about the first Group List. Step 6 Choose an option: [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the list. Prompt to confirm deletion. Go to Step 7. [ # ] to scan the next list. Information about the next Group List.Repeat S...

Group Lists Action You Hear... Step 7 Choose an option: [ ★ ] [ D ] ([ ★ ] [ 3 ]) to delete the entry “Deleted,” then the next entry. played. Repeat Step 7. [ # ] to review the next Group List entry. Next entry. Repeat Step 7. When there are no more entries in the list, thesystem says so, then plays...

Group Lists Action You Hear... Step 7 Choose an option: To address the message to anotherGroup List, press [ ★ ] [ 5 ]. To address the message to anindividual mailbox, enter the mailboxnumber + [ # ]. To address the message using theDirectory, press [ ★ ] [ A ] ([ ★ ] [ 2 ]) and follow the prompts. ...

Group Mailbox Owner Group Mailbox Owner At a Glance System Administration Menu [ 4 ] Mailboxes [ 7 ] Assign a Group Mailbox Owner Programmable by System Administrator Mail System Planning Form B Description You can create mailboxes of any type (Call Answer Service, Bulletin Board,Automated Attendant...

Group Mailbox Owner If the Group Mailbox Owner also has a personal mailbox, or is responsible for anyother mailboxes (for example, a General Mailbox), the message light on the owner’stelephone remains On if there are any new messages in any of the mailboxes. Theowner must remember to check all mailb...

Language Language At a Glance System Administration Menu [ 1 ] System Parameters [ 9 ] System Language [ 1 ] Monolingual mode [ 1 ] English [ 2 ] French [ 3 ] Spanish [ 2 ] Bilingual mode [ 1 ] English [ 2 ] French [ 3 ] Spanish Programmable by System Administrator Caller Option Change Language (bil...

Language Considerations and Constraints If you change from bilingual to monolingual mode, the mail system retains allgreeting, menu, and Announcement recordings for bilingual mode. If you laterchoose to return to bilingual mode for the same languages, you can use the oldrecordings regardless of whic...

Language Changing the Language Mode or the Language Before changing the mode or the language, update mail system Planning Form A. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail ActivityMenu. Step 2 Press [ 9 ...

Line Assignments Line Assignments At a Glance System Administration Menu [ 3 ] Automated Attendant [ 6 ] Line Assignments [ 1 ] Review line assignments [ 2 ] Add line [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete line Programmable by System Administrator Factory Setting Line Assignment All lines assigned to AA 1...

Line Assignments Related Communications System Features ■ ■ Line Assignments should be used only for lines that are assigned Automated Attendant Service using Group Call Distribution (#206) Setting 1—Assigned. Do not use Line Assignments with Group Call Distribution (#206) Setting 3, or with Line Co...

Line Assignments Action You Hear... Step 3 Enter System Administration Security message, then System Password + [ # ]. Administration Menu. Step 4 Press [ 3 ] for Automated Attendant. Prompt to enter the Automated Attendant number. Step 5 Enter Automated Attendant Number Automated Attendant Service ...

Line Ownership Line Ownership At a Glance System Administration Menu [ 6 ] Line Ownership [ 2 ] Scan Line Ownership [ ★ ] [ D ] ([ ★ ] [ 3 ]) Deallocate Line Ownership [ 4 ] Assign Line Ownership [ 6 ] Modify Line Ownership Programmable by System Administrator Factory Settings None Mail System Plann...

Line Ownership Considerations and Constraints If you do not use line Ownership to asign owners to lines for which Group Call Distribution (#206) Setting 3—VMS Line Cover was used to assign Voice Mailcoverage, all calls on those lines will be directed to the General Mailbox forAutomated Attendant 1. ...

Line Ownership Action You Hear... Step 6 Enter a Iine number + [ # ]. If the line number has an owner: The line owner’s name (or the mailbox number if no name is recorded).Repeat Step 6 to assign ownership for another line. (To change the Iine owner, see “Modifying Line Ownership.”) If no owner is a...

Line Ownership Deallocating Line Ownership Before deallocating Line Ownership, update mail system Planning Form M. After LineOwnership is deallocated, the mail system prompts callers who call in on this line toleave a message in the General Mailbox. Action You Hear... Step 1 Log in to the mail syste...

Mailbox Mailbox At a Glance System Administration Menu [ 4 ] Mailboxes [ 2 ] Play a mailbox configuration [ 4 ] Create a mailbox [ ★ ] [ D ] ([ ★ ] [ 3 ]) Delete a mailbox [ 6 ] Modify a mailbox [ 1 ] Modify name [ 2 ] Modify Class of Service [ 3 ] Initialize password [ 4 ] Change language (bilingua...

Mailbox Description The System Administrator’s Mailbox and the General mailboxes are factory-set. You, the System Administrator, must create all other mailboxes. Security Alert: For security reasons, the mail system will not transfer a call to any destination that does not have a mailbox. Therefore,...

Mailbox Table 5-1. Class of Service Table Mailbox Message Greeting Transfer Mailbox Outcalling COS Storage Length Length Permitted * Type Permission 1 2 34 5 6 15 16 17 **18 19 20 21 22 23 10 min 60 min 10 min 60 min 60 min 60 min 0 min 0 min 0 min 60 min 0 min 0 min 0 min 0 min 0 min 5 min 10 min 2...

Mailbox Message Length Messages can be stored only in Call Answer Service mailboxes. The maximum length of an individual message that can be recorded by a caller is 5, 10, or 30 minutes,depending upon the mailbox’s Class of Service. Greeting Length For Call Answer Service and Transfer-Only mailboxes...

Mailbox Mailboxes of any type (Call Answer Service, Automated Attendant, Bulletin Board, orTransfer-Only) can be created for Calling Groups (71, 72, 73, 74) and Hunt Groups(771, 772, 773, 774, 775, 776). Then, if the group is busy when a caller tries totransfer from the mail system to the group, the...

Mailbox Mailbox Name If the mail system is to offer a Directory of subscribers, you should specify a nameas you create each Call Answer Service and Transfer-Only mailbox. Use consistently either the first four letters of the first name or the first four letters of the last name. Youcan enter a name ...

Mailbox Considerations and Constraints ■ ■ ■ ■ ■ For security reasons, the mail system will not transfer a call to any destinationthat does not have a mailbox. Therefore, you must create a mailbox for every extension, Hunt Group, and Calling Group that callers need to reach from themail system. Ther...

Mailbox ■ For Release 4.0 and later communications system only, users with Automatic VMS Cover (#310) assigned or with VMS Cover turned On can activate Do NotDisturb to Send All Calls immediately to their mailbox. ■ Users can program [ Intercom ] [ 7 ] [ 7 ] [ 7 ] on an Auto Dial button for one-touc...

Mailbox Creating Mailboxes Before creating a mailbox, udate mail system Planning Form B. IMPORTANT: You must follow this procedure to the end (until you hear “Approved”), or the mailbox will not be created. Security Alert: Before you create a mailbox with Outcalling privileges, it is stronglyrecomme...

Mailbox Deleting a Mailbox Before deleting a mailbox, update mail system Planning Form B. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old messages, Voice Mail ActivityMenu. Step 2 Press [ 9 ] for System Administration. Prompt to e...

Mailbox Changing the Class of Service Before changing a Class of Service, update mail system Planning Form B. IMPORTANT: You can only change a Class of Service to that of a mailbox of the same type.If you need to change to a different mailbox type, delete the mailbox andcreate it again with the new ...

Mailbox Action You Hear... Step 7 Press [ 3 ] to initialize the password. Confirmation that the password has been initialized, then the MailboxModification Menu.Procedure is complete. Changing the Mailbox Language (Bilingual Mode Only) Before changing the mailbox language, update mail system Plannin...

Main Menus (Automated Attendant) Main Menus (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 1 ] Day Menu [ 2 ] Play menu [ 6 ] Modify menu [ 2 ] Night Menu [ 2 ] Play menu [ 6 ] Modify menu Programmable by System Administrator Factory Settings Day Dial 0/Time...

Main Menus (Automated Attendant) Menu Prompt If the system is in monolingual mode, each Main Menu has a prompt (up to twominutes long). If the system is in bilingual mode, each Main Menu has a prompt (upto two minutes long) recorded in the primary language and a prompt (up to two minutes long) in th...

Main Menus (Automated Attendant) Both the Day and the Night Main Menus must be programmed, even if they areidentical. RECOMMENDATION: Although you can create up to 99 menus with up to nine options on eachmenu, it is recommended that you limit the number of menu levels to three andthe number of optio...

Main Menus (Automated Attendant) Action You Hear... Step 4 Press [ 3 ] for Automated Attendant. (Multiple Automated Attendant) Prompt to enter the Automated Attendant Number. (Single Automated Attendant) Automated Attendant Administration Menu. Go to Step 6. Step 5 (Multiple Automated Attendant only...

Main Menus (Automated Attendant) Modifying a Day or Night Main Menu The following procedure can be used to: ■ ■ ■ ■ Add, change, or delete Selector Codes. Change Selector Code Actions. Change the Dial 0/Timeout Action. Record a Main Menu prompt. Before you modify a Main Menu, update mail system Plan...

Open or Closed for Today Open or Closed for Today At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule Menu [ 3 ] Open or Closed for Today [ 1 ] Open for Today [ 2 ] Close for Today [ 1 ] Regular Night Greeting [ 2 ] Temporary Closure Greeting [ 3 ] Resume Regular...

Open or Closed for Today Close for Today When you change an Automated Attendant to Close for Today, callers hear theAutomated Attendant’s Night Main Menu. If the Touch-Tone Gate is On, you have to choose one of the following options: ■ ■ ■ Use the Night Touch-Tone Gate Greeting. Use the default Temp...

Open or Closed for Today Default Temporary Closure Greetings Touch-Tone Gate Off—Monolingual EnglishWelcome to PARTNER MAIL.Our business is temporarily closed. FrenchPARTNER MAIL vous souhaite la bienvenue.Nos bureaux sont temporairement fermés. SpanishBienvenido a PARTNER MAILNuestra empresa está c...

Open or Closed for Today French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue.Nos bureaux sont temporairement fermés. Welcome to PARTNER MAIL. Our business is temporarily closed. Spanish Primary/English SecondaryBienvenido a PARTNER MAIL.Nuestra empresa está cerrada temporalmente...

Open or Closed for Today Related Mail System Features ■ ■ ■ ■ Programming If you want to program a closing in advance, you can use the Temporarily Closed option of the Business Schedule and Temporarily Closed. You may want to listen to the Main Menus prompts and the Touch-Tone Gate Greeting. See Mai...

Open or Closed for Today Resuming the Regular Schedule To override Open for Today, Close for Today, or the Temporarily Closed option of theBusiness Schedule, use the following procedure: Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator....

Outcalling Outcalling At a Glance Voice Mail Activity Menu [ 6 ] Outcalling Main Menu [ 1 ] On/Off [ 2 ] Review Outcalling List [ 3 ] Listen to Instructions [ 4 ] Outcalling List [ 5 ] Outcalling Schedule [ 6 ] Minimum Time between Outcalls [ 7 ] Number of Outcalling Cycles Programmable by Owners of...

Outcalling If the designated Outcalling number is a telephone number or voice pager, the mailsystem dials the Outcalling number when the subscriber gets a new message,announces the mailbox name, identifies the call as coming from the mail system, anddelivers the following message: “You have a new me...

Outcalling Use the following examples as a guide. Example 1: For a standard telephone number, 1 800 555-2020. 1. 2. Enter [ 9 ] [ ★ ] [ 1 ][ 8 ][ 0 ][ 0 ][ 5 ][ 5 ][ 5 ][ 2 ][ 0 ][ 2 ][ 0 ] Enter [ ★ ] [ # ] to signal the end of the number. Explanation: The [ 9 ] accesses an outside line. The [ ★ ] ...

Outcalling Outcalling Cycles This is the maximum number of times the mail system will call all the numbers in the Outcalling list for a new message (factory setting: 3 cycles, range: 1–9). If the subscriber does not log in or cancel Outcalling for that message within the programmed number of cycles,...

Outcalling Procedures Turning Outcalling On/Off Action You Hear... Step 1 Log in to Voice Mail (the mailbox must Name, number of new messages and have Outcalling privileges). old messages, Voice Mail ActivityMenu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu. Step 3 Press [ 1 ] to turn Ou...

Outcalling Setting Up the Outcalling Schedule Action You Hear... Step 1 Log in to Voice Mail (the mailbox must Name, number of new messages and have Outcalling privileges). old messages, Voice Mail ActivityMenu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu. Step 3 Enter [ 5 ] for Outcalli...

Outcalling Action You Hear... Step 7 Choose an option: Enter ending time in hhmm format where: hh =hour (01–12) or (00–23),mm =minute (00–59). If System Administrator's mailboxlanguage is English or Spanish, use12-hour format (0100–1259). (12-hour format entered) Prompt to select [ 1 ] for a.m. or [...

Outcalling Setting the Number of Outcalling Cycles Action You Hear... Step 1 Log in to Voice Mail (the mailbox must Name, number of new messages and have Outcalling privileges). old messages, Voice Mail Activity Menu. Step 2 Press [ 6 ] for Outcalling. Outcalling Main Menu. Step 3 Press [ 7 ] for Ou...

Passwords Passwords At a Glance System Administration Menu [ 8 ] System Security [ 2 ] Minimum Password Length [ 4 ] System Administration Password Programmable by System AdministratorUsers Factory Settings Mailbox Password Blank (Not Set) System Administration Blank (Not Set) Password Minimum Passw...

Passwords To protect the mailbox, as soon as its password is initialized, the subscriber shouldlog in to the mailbox and change the password. Failure to do so leaves the mailboxunprotected. When you initialize a password, all other information associated with the mailboxremains unchanged, including ...

Passwords Action You Hear... Step 6 Enter Minimum Password Length + [ # ]. Confirmation of password length, thenthe System Security Menu. If the password length is less than six digits, the system warns you that thesetting leaves your system vulnerable to toll fraud by unauthorized persons. Procedur...

Personal Mailbox Administration Personal Mailbox Administration At a Glance Voice Mail Activity Menu [ 1 ] Record and send messages [ 2 ] Listen to messages [ 3 ] Record name or Personal Greeting [ 4 ] Choose Personal Operator [ 5 ] Change Password [ 6 ] Administer Outcalling (if available) [ ★ ] [ ...

Personal Mailbox Administration Outcalling You can assign a Class of Service to the subscriber’s mailbox that permitsOutcalling. This allows the mail system to dial up to five telephone numbers to notify the subscriber that a message has arrived in the subscriber’s mailbox. Security Alert: You shoul...

Personal Mailbox Administration Recording and Sending a Message To record and send a message to one or more subscribers, use the followingprocedure: Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages andold messages, then the Voice Mail Activity Menu. Step 2 Press [ 1 ] to ...

Personal Mailbox Administration Listening to Messages Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages and old messages, then the Voice Mail Activity Menu. Step 2 Press [ 2 ] to get messages.. Message header. Step 3 Press [ 0 ] to play the message. The message. Step 4 Cho...

Personal Mailbox Administration Replying to a Message After listening to a message, you may want to reply. You can record a response and send it. (To forward the message to another user without adding a response, see “Forwarding a Message” on page 5-141.) Action You Hear... Step 1 Log in to Voice Ma...

Personal Mailbox Administration Action You Hear... Step 9 Enter the first four letters of the name. Example: To find the extension forJohn Conlin if subscribers are listed bylast name, enter [ 2 ] [ 6 ] [ 6 ] [ 5 ] (CONL). If subscribers are listed by first name,enter [ 5 ] [ 6 ] [ 4 ] [ 6 ] (JOHN)....

Personal Mailbox Administration Recording a Mailbox Name Action You Hear... Step 1 Log in to Voice Mail. Name, number of new messages andold messages, then the Voice MailActivity Menu. Step 2 Press [ 3 ] to administer a name or Prompt to select greeting or name. greeting. Step 3 Press [ 2 ] to admin...

Personal Operator Personal Operator At a Glance Voice Mail Activity Menu [ 4 ] Personal Operator Operator’s No. + [ # ]: Add Personal Operator [ 0 ] + [ # ]: Remove Personal Operator Programmable by Subscriber Factory Setting Personal Operator No Personal Operator. (Calls are transferred to the Call...

Schedule Controller Schedule Controller At a Glance System Administration Menu [ 2 ] Schedule [ 2 ] Automated Attendant Schedule [ 1 ] Schedule Controller [ 1 ] Follow the Switch Mode [ 2 ] Follow the PARTNER MAIL Business Schedule Programmable by System Administrator Factory Setting Schedule Contro...

Security Violation Notification Security Violation Notification At a Glance System Administration Menu [ 8 ] System Security [ 3 ] Security Violation Notification [ 1 ] Mailbox Lock [ 2 ] Warning Message [ 3 ] No Security Violation Notification Programmable by System Administrator Factory Settings N...

Security Violation Notification Unsuccessful Login Attempts Mailbox Unlock An attempt to log in is counted when a person enters the mailbox numberfollowed by the pound sign. An unsuccessful attempt occurs if the person doesnot enter a correct password (followed by the pound sign). The default is top...

Security Violation Notification ■ ■ You are responsible for establishing a systemwide Minimum PasswordLength. Users are responsible for their own mailbox Passwords. Programming Changing the Security Violation Notification Before changing the Security Violation Notification setting, update mail syste...

Single/Multiple Automated Attendant Single/Multiple Automated Attendant At a Glance System Administration Menu [ 1 ] System Parameters [ 1 ] Single or Multiple Automated Attendant [ 1 ] Single Automated Attendant [ 2 ] Multiple Automated Attendants Programmable by System Administrator Factory Settin...

Single/Multiple Automated Attendant On Release 4.0 or later communications systems, you can use Line CoverageExtension (#208) and an Automated Attendant Mailbox to provide Automated Attendant Service. Programming Setting Single or Multiple Automated Attendants Before changing the Single/Multiple Aut...

Submenus (Automated Attendant) Submenus (Automated Attendant) At a Glance System Administration Menu [ 3 ] Automated Attendant [ 3 ] Submenus [ 2 ] Play menu [ 4 ] Create menu [ 6 ] Modify menu [ ★ ][ D ] ([ ★ ][ 3 ]) Delete menu Programmable by System Administrator Parameters No. of Submenus 99 Cal...

Submenus (Automated Attendant) There can be up to 99 Submenus. Each Submenu can have up to nine options on it. The same submenu can be assigned to more than one Automated Attendant. Selector Codes and Selector Code Actions Selector Codes on a Submenu have no default Selector Code Actions todetermine...

Submenus (Automated Attendant) If an extension, Calling Group, Hunt Group, Bulletin Board, Guest mailbox, or Automated Attendant is deleted, it may be necessary to re-record any Submenu prompt that refers to it. Related Mail System Features ■ ■ ■ Announcements (Automated Attendant) must be created b...

Submenus (Automated Attendant) Action You Hear... Step 8 Submenu number + [ # ]. Prompt to select the Submenu prompt or the Submenu definition. Step 9 Choose an option: [ 1 ] to play the Submenu prompt. Submenu prompt. Procedure is complete. [ 2 ] to play the Submenu Selector Submenu Selector Codes ...

Submenus (Automated Attendant) Action You Hear... Step 16 Choose an option: [ 2 ] [ 3 ] to play back the Submenu Submenu prompt, then the Message prompt. Editing Menu. Repeat Step 16. [ 2 ] [ 1 ] to re-record the Submenu A tone to record the Submenu prompt. prompt. Return to Step 15. [ ★ ] [ D ] ([ ...

Submenus (Automated Attendant) Modifying a Submenu The following procedure can be used to: ■ Add, change, or delete Selector Codes. ■ Change Selector Code Actions. ■ Record a Submenu prompt. Before you change a Submenu, update mail system Planning Forms I and J. Action You Hear... Step 1 Log in to t...

Submenus (Automated Attendant) Deleting a Submenu When you delete a Submenu, all Selector Codes that refer to the Submenu are automatically removed from Main Menu and Submenu definitions. Be sure to re-record all Main Menu and Submenu prompts that are affected. Action You Hear... Step 1 Log in to th...

System Administrator’s Mailbox System Administrator’s Mailbox At a Glance System Administration Menu Programmable by Factory Settings System Administrator MailboxSystem Administrator’s Mailbox Password System Administration Password Mail System Planning Form Description [ 1 ] System Parameters [ 7 ]...

System Administrator’s Mailbox If the System Administrator’s Mailbox or System Administration is locked because of too many unsuccessful Iogin attempts, you must call for support as described on the inside front cover of this book. You should have the followinginformation available: ■ ■ ■ ■ ■ ■ Syst...

System Administrator’s Mailbox Programming Re-assigning the System Administrator’s Mailbox Before re-assigning the System Administrator’s mailbox, update mail system Planning Form C. Action You Hear... Step 1 Log in to the mail system as the System Name, number of new messages and Administrator. old...

System Date and Time System Date and Time At a Glance System Administration Menu [ 2 ] Schedule [ 1 ] Update System Date and Time Programmable by System Administrator Description System Date and Time is used to control the Business Schedule. It is also used to stamp each message that is deposited in...

System Language System Language For information about System Language, see Language. 5-172 System Language

Verifying System Operation and Troubleshooting 6 Contents Verifying System Operation Voice Mail Service Verify Mail Service Greeting Automated Attendant Service Immediate Call Handling Delayed Call Handling Day Menu Night Menu Resume Regular Schedule Fax Machines Call Answer Service VMS Extension Co...

Verifying System Operation and Troubleshooting 6 Verifying System Operation The procedures in this section can be used to verify that the mail system is operating properly. If you have any problems, check the programming asdescribed in Chapters 3 and 4. If you cannot resolve the problem, call forsup...

Verifying System Operation Automated Attendant Service If Automated Attendant Service is used, perform the following procedures as applicable. If there are multiple Automated Attendants, repeat the procedures for each Automated Attendant. Immediate Call Handling Use this procedure if the mail system...

Verifying System Operation Resume Regular Schedule After verifying the Day Menu and/or Night Menu functions, return the mail system to its normal schedule by using the Resume Regular Schedule feature.(For instructions, see Open or Closed for Today in Chapter 5.) Fax Machines Use this procedure if Au...

Troubleshooting Troubleshooting If you have a problem with your system, you may be able to solve it by following the appropriate troubleshooting procedures described in this chapter. If not,you can call for help: in the continental U.S., call the hotline at 1 800 628-2888; outside the continental U....

Troubleshooting The mail system does not answer immediately—Continued Possible Cause Corrective Action The modular cords connecting the Check the modular cords to make mail system unit to the sure they are securely connected. communications system 206 Call each extension connected to a module are lo...

Troubleshooting Touch-tones are entered but not detected Possible Cause Corrective Action The system is not able to interpret touch-tones while a prompt orgreeting plays because the line istoo noisy. Wait until the prompt or greeting finishes before enteringtouch-tones. If the problem issolved, you ...

Troubleshooting A subscriber is unable to log in to Voice Mail—Continued Possible Cause Corrective Action If the Security Violation Notification You can unlock a Call Answer option is set to Mailbox Lock, the Service, Transfer-Only, or Bulletin mailbox may be locked because Board mailbox by re-initi...

Troubleshooting Message lights on multiple telephones are not turned On and Off in a timely manner— Continued Possible Cause Corrective Action The mail system port or the 206 To test whether one of the elements extension jack is defective. is faulty: 1. 2. 3. Unplug port 2 on a two-port system, port...

Troubleshooting Outcalling is delayed Possible Cause Corrective Action There is heavy call traffic and Reduce Outcalling volume. If the Outcalling volume on the mail problem is not resolved, consider system. The same port used for adding more ports to the mail Outcalling also is used for system. mes...

Troubleshooting Outcalling is not working—continued Possible Cause Corrective Action The Outcalling number is not Check that the Outcalling number is programmed properly. correct. If the number is an outside(external) number, be sure [ 9 ] [ ★ ] precedes the telephone number. All numbers must end wi...

Upgrading the System 7 Contents Introduction 7-1 Disconnecting the Mail System 7-2 Removing the Cover 7-4 Adding a Voice Processing Card 7-5 Putting the System Unit Back Together 7-7 Upgrading the System 7-i

Upgrading the System 7 Introduction Customers with a two-port or four-port mail system may want to upgrade to a four-port or six-port system to support more users or a greater volume of calls.To increase the number of ports, a voice processing card must be added to the mail system unit. Each voice p...

Disconnecting the Mail System Disconnecting the Mail System 1. 2. 3. 4. C A U T I O N :Attach a grounded wrist-strap to the bare skin of your body beforehandling any components sensitive to electrostatic discharge. The wriststrap should be connected to ground through a one-megaohm resistor (usually ...

Disconnecting the Mail System 5 . Carefully lift the cabinet from the bracket (see Figure 7-2). Place thecabinet on a sturdy, flat tabletop with the bracket side down. Lift upand out Figure 7-2. Removing the Mail System Unit from the Wall Upgrading the System 7-3

Removing the Cover Removing the Cover 1. Using a Phillips®-head screwdriver, loosen the four cover screws (seeFigure 7-3). Cover Screws Cover Screws Figure 7-3. Removing the Cover Screws 2. Slide the cover back slightly to release the slip-clasp that holds the coverto the chassis frame (see Figure 7...

Adding a Voice Processing Card Adding a Voice Processing Card 1. Set the bank of eight DIP switches (switch S1) and the bank of four DIP switches (switch S2) on the card being installed as shown in Figure 7-5. Outside of the United States, some telephone networks provide a tone similar to the U.S. b...

Adding a Voice Processing Card 2. Remove the slot plate from the slot where the new voice processing card will be placed. Save the screw for use in Step 4. 3. Insert the voice processing card (see Figure 7-6) into the appropriate slot. Card 1 goes in Slot 1, Card 2 goes in Slot 2, and Card 3 goes in...

Putting the System Unit Back Together Putting the System Unit Back Together 1. 2. 3. 4. 5. 6. 7. 8. 9. Replace the cover, first lowering it over the chassis and then sliding it forward to engage the slip-clasp (see Figure 7-4). Tighten the four cover screws (see Figure 7-3). Lift the cabinet and sec...

Mail System Planning A Contents ■ ■ ■ ■ ■ Introduction Planning Responsibilities When to Fill Out the Forms How to Fill Out the Forms Information for the Installer Form A: System Parameters—Part 1 Description Form B: Mailboxes Description Class of Service Instructions A-1 A-2 A-2 A-2 A-3 A-4 A-6 A-6...

Mail System Planning A Introduction This appendix contains the mail system Planning Forms and provides information about filling them out. The forms are used to record information thatis necessary to program the mail system. Table A-1. PARTNER MAIL Mail System Planning Forms Form Name Form AForm BFo...

Planning Responsibilities Planning Responsibilities As part of the planning process for the mail system, the customer should identify a person in the company to act as System Administrator. The System Administrator is the person who is responsible for the mail system. The System Administrator should...

Planning Responsibilities Information for the Installer Because it is necessary to program Announcements and Submenus before thehigher-level menu options that select them, the installer should reorder the forms as follows: A, B, C, D, E, F, K, J, I, H, G, L, M, N, O The installer should record all A...

Form A: System Parameters—Part 1 Description Form A: System Parameters—Part 1 Description 1 . 2 . 3 . System Language ( ✔ = Monolingual English) The mail system comes with recorded greetings and prompts in U.S. English, Canadian French, and Latin American Spanish. It can operate in monolingual or bi...

Form B: Mailboxes Description Form B: Mailboxes Description The mail system comes with the following factory-set mailboxes. General Mailbox for Automated Attendant 1 Mailbox No. 9991 General Mailbox for Automated Attendant 2 Mailbox No. 9992 General Mailbox for Automated Attendant 3 Mailbox No. 9993...

Form B: Mailboxes Description ■ Mailbox Type identifies the function that the mailbox performs: — — — — A Call Answer Service mailbox provides message storage space. A caller who reaches a CallAnswer Service mailbox hears a greeting; the caller can leave a message. This is the most commonly-used typ...

Form B: Mailboxes Description Instructions 5. Fill in a row of the table on Form B for each mailbox to be created, as follows: Description: Write the name of the person, group, location, or other descriptive label for the mailbox. Examples are Joe Jones, Billing Department, Conference Room 201, and ...

Form C: System Parameters—Part 2 Description Form C: System Parameters—Part 2 Description 6. 7. 8. 9. Fax Extension and Fax Message Receiver Fax Extension is the destination to which fax calls answered by the Automated Attendant are transferred. This can be an extension to which a fax machine is con...

Form D: Schedule Description Form D: Schedule Description ■ ■ 10. 11. 12. 13. System Date and Time The installer must set the date and the time for the mail system. You do not need to write anything on the form for this item. Multiple Automated Attendant ONLY If there are Multiple Automated Attendan...

Form F: Voice Mail Greeting Description Form F: Voice Mail Greeting Description 17. Voice Mail Greeting Although the Voice Mail Greeting can be changed, it is recommended that the factory-setVoice Mail Greeting be used. The Voice Mail Greeting plays when subscribers call Voice Mail Service to get or...

Form G: Main Menu Prompt Description Form G: Main Menu Prompt Description Creating a Main Menu consists of multiple tasks. 18. 19. 20. ■ Form G must be used to write the Main Menu prompt. ■ Form H must be used to specify the Main Menu option definitions. ■ Forms I and J may be used for Submenus. ■ F...

Form H: Main Menu Definition Description Form H: Main Menu Definition Description 21. 22. 23. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. Day or Night Main Menu Check one of the two...

Form H: Main Menu Definition Description 24. 25. Multiple Automated Attendant ONLY If there are Multiple Automated Attendants, check one of the three boxes to show to which Automated Attendant this form applies. Dial 0/Timeout Action (Day ✔ = Transfer to Call Answer Service Operator; Night ✔ = Trans...

Form I: Submenu Prompt Description Form I: Submenu Prompt Description 26. 27. 28. A Submenu provides callers with additional options when there are more options than can fit on the Day or Night Main Menu. A Submenu can be invoked from an option on a Day Main Menu, a NightMain Menu, or another Submen...

Form J: Submenu Definition Description Form J: Submenu Definition Description 29. 30. 31. Submenu Number The number for a Submenu that is invoked from a Main Menu is specified on Form H. The number for a Submenu that is invoked from another Submenu is specified on Form J. Submenu Name The name for a...

Form K: Announcement Description Form K: Announcement Description 32. 33. 34. An Announcement provides up to two minutes of frequently requested information, such as directions and hours of operation. Announcements can be updated regularly to provide callers with the latest information about frequen...

Form L: Group List Description Form L: Group List Description 35. 36. 37. If there are groups of subscribers who frequently need to be sent the same message, Group Lists can be created. Each list is assigned a number. Then, subscribers can send messages to thegroup by dialing the list number, rather...

Form M: Line Ownership Description Form M: Line Ownership Description ■ ■ 38. Complete this form only if VMS-Mail Lines specified on communications system Planning Form A are to be assigned coverage using Group Call Distribution (#206) Setting 3. This form should not be used if VMS-Mail Lines are to...

Form N: System Security Description Form N: System Security Description ■ ■ 39. 40. There are two programmable system security features that are designed to maintain theconfidentiality of subscribers’ messages, ensure the integrity of the mail system, and protect thecommunications system against tol...

Form O: Security Checklist Description Form O: Security Checklist Description Form O is a security checklist. It should be completed as the last step of mail system planning to ensure that all available security features have been implemented. NOTE for Item 12: Extension(s) used for Outcalling are a...

Customer Name: Contact Name: Phone: PARTNER MAIL Voice Messaging System Release 3.0 Form A: System Parameters—Part 1 PAGE 1 of 1 Instructions: ✔ indicates the factory setting. To indicate your selection, check the box or the line provided. Numbers in brackets and Programming Path are for the install...

PARTNER MAIL Voice Messaging System Release 3.0 Form C: System Parameters—Part 2 PAGE 1 of 1 Instructions: ✔ indicates the factory setting. To indicate your selection, write the information on the lines provided. Programming Path is for the installer. Ignore when filling out the form.For more inform...

PARTNER MAIL Voice Messaging System Release 3.0 Form D: Schedule PAGE1 of 1 Instructions: If necessary, make copies of this form for additional Automated Attendants. ✔ indicates the factory setting. To indicate your selection for Items 11 and 12, check the box provided. Numbers in brackets and Progr...

PARTNER MAIL Voice Messaging System Release 3.0 Form E: Touch-Tone Gate PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Automated Attendants. ✔ indicates the factory setting. To indicate your selection for Items 13 and 14, check the box provided. Numbers in brackets a...

PARTNER MAIL Voice Messaging System Release 3.0 Form F: Voice Mail Greeting PAGE 1 of 1 Instructions: Programming Path is for the installer. Ignore when filling out the form.For more information, see “Form F: Voice Mail Greeting Description.” 17. Voice Mail Greeting a. Write the greeting (maximum tw...

PARTNER MAIL Voice Messaging System Release 3.0 Form G: Main Menu Prompt 1 of 1 PAGE Instructions: If necessary, make copies of this form for additional Main Menus. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form.For more information, see “Form G: Mai...

PARTNER MAIL Voice Messaging System Release 3.0 Form H: Main Menu Definition PAGE1 of 2 Instructions: If necessary, make copies of this form for additional Main Menus. ✔ indicates the factory setting. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form.Fo...

PARTNER MAIL Voice Messaging System Release 3.0 Form H: Main Menu Definition PAGE2 of 2 Instructions: If necessary, make copies of this form for additional Main Menus. ✔ indicates the factory setting. Numbers in brackets and Programming Path are for the installer. Ignore when filling out the form.Fo...

PARTNER MAIL Voice Messaging System Release 3.0 Form I: Submenu Prompt PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Submenus. Programming Path is for the installer. Ignore when filling out the form.For more information, see “Form I: Submenu Prompt Description.” 26....

PARTNER MAIL Voice Messaging System Release 3.0 Form J: Submenu Definition P A G E 1 of 1 Instructions: If necessary, make copies of this form for additional Submenus.Programming Path is for the installer. Ignore when filling out the form.For more information, see “Form J: Submenu Definition Descrip...

PARTNER MAIL Voice Messaging System Release 3.0 Form K: Announcement PAGE 1 of 1 Instructions: If necessary, make copies of this form for additional Announcements. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form K: Announcement Description.” 3...

PARTNER MAIL Voice Messaging System Release 3.0 Form M: Line Ownership PAGE 1 of 1 Instructions: Programming Path is for the installer. Ignore when filling out the form.For more information, see “Form M: Line Ownership Description.” 38. Line Ownership Line No. Line Owner’s Mailbox No. Line Owner’s N...

PARTNER MAIL Voice Messaging System Release 3.0 Form N: System Security PAGE1 of 1 Instructions: ✔ indicates the factory setting. Programming Path is for the installer. Ignore when filling out the form. For more information, see “Form N: System Security Description.” 39. Minimum Password Length (0-1...

PARTNER MAIL Voice Messaging System Release 3.0 Form O: Security Checklist PAGE1 of 1 Instructions: To complete this security checklist, for each item, check the Yes column if the item is done or the No column if the item is not done. For more information, see “Form O: Security Checklist Description...

Communications SystemPlanning B Contents Introduction Form A: System Configuration, Page 1 Form A: Page 1 Description Form A: System Configuration, Page 2 Form A: Page 2 Description Form B1: System Extensions Form B1: Description Form B2: Customized Extension Settings Form B2: Description Form C: Ph...

Communications SystemPlanning B Introduction This appendix provides information about the communications system planning forms. It describes the features that interact with the mail system. It is for reference purposes only. Forms shown are from the System Planner for Release 4.1 of the communicatio...

Form A: System Configuration, Page 1 1314 Form A: System Configuration, Page 1 Form A: System Configuration 1 of 3 PAGE Required for PARTNER II System and PARTNER Plus System.For additional instructions, see page 2. 1. Customer Billing Name 6. Configure Hardware for Hybrid Mode (PARTNER II system on...

Form A: System Configuration, Page 1 VMS Hunt Delay (#506) determines whether Automated Attendant Service answers callsimmediately (on the second ring) or after a delay (after the fourth ring). The VMS Hunt Delay setting is specified on Form A Page 2. If the mail system will have multiple Automated ...

Form A: System Configuration, Page 1 The following table summarizes the interactions between the VMS Cover button and the Do Not Disturb button. Do Not Disturb ON Do Not Disturb OFF VMS Cover ON Calls sent to Automated Calls sent to Attendant immediately. Automated Attendantafter VMS CoverRings inte...

Form A: System Configuration, Page 2 Form A: System Configuration, Page 2 Form A: System Configuration PAGE 2 of 3 Required for PARTNER II System and PARTNER Plus System.For additional instructions, see page 3. VMS-AA: If VMS-AA is checked, specify the following: 9. System Settings. Write response o...

Form B1: System Extensions 16 22 Form B1: System Extensions Form B1: System Extensions 1 of 4 PAGE Required for PARTNER II System and PARTNER Plus System.For additional instructions, see page 5 lllllllllllllll Identify Telephone Attached to this Extension lllllllllllllll Identify Auxiliary Equipment...

Form B1: System Extensions PARTNER MAIL For PARTNER II Release 3 systems, this column heading is VMS. The extensions to which the mail system unit is to be connected are identified in this column. Two extensions should be checked for a two-port mail system, 4 extensions for a four-port mail system, ...

Form B2: Customized Extension Settings Form B2: Customized Extension Settings Form B2: Customized Extension Settings PAGE 1 of 2 Required if you want to change extension settings from defaults for PARTNER II Systemand PARTNER Plus System. For additional instructions, see pages 6 and 7. Identify Exte...

Form B2: Customized Extension Settings Automatic VMS Cover (#310) ( ✔ = Not Assigned) There should be an “A” (Assigned) in this column for each extension for which unanswered calls are to be sent automatically to the mailbox associated with that extension. No Ring If the mail system will automatical...

Mail System Factory Settings Feature Factory Setting Valid Entries System Parameters (continued) Fax Message Receiver—AA1 None Any Call Answer Service Mailbox Fax Message Receiver—AA2 None Any Call Answer Service Mailbox Fax Message Receiver—AA3 None Any Call Answer Service Mailbox Call Answer Servi...

Mail System Factory Settings Feature Factory Setting Valid Entries Automated Attendant ServiceMain Menu Selector Codes 1–5 Action 5—Direct [ 1 ] Selector Code Transfer Extension Transfer [ 2 ] Play an existing Submenu [ 3 ] Play an existing Announcement [ 4 ] Prompted transfer [ 5 ] Direct Extension...

Mail System Default Greetings Default Greetings The greetings that are heard depend on whether the system is in monolingual orbilingual mode, what languages are used, and whether the Touch-Tone Gate is On or Off. The types of greetings listed below are: ■ ■ ■ ■ ■ Automated Attendant Touch-Tone Gate ...

Mail System Default Greetings Touch-Tone Gate On—Bilingual English Primary/French SecondaryWelcome to PARTNER MAILPARTNER MAIL vous souhaite la bienvenue.Pour le français, appuyez sur l’étoile suivit du un maintenant.Si vous n’appelez pas d’un appareil téléphonique touch-tone, veuillez patienter.If ...

Mail System Default Greetings Temporary Closure Greetings Touch-Tone Gate Off—Monolingual EnglishWelcome to PARTNER MAIL.Our business is temporarily closed. FrenchPARTNER MAIL vous souhaite la bienvenue.Nos bureaux sent temporairement fermés. SpanishBienvenido a PARTNER MAILNuestra empresa está cerr...

Mail System Default Greetings Touch-Tone Gate Off—Bilingual English Primary/French Secondary Welcome to PARTNER MAIL. Our business is temporarily closed.PARTNER MAIL vous souhaite la bienvenue.Nos bureaux sont temporairement fermés. English Primary/Spanish SecondaryWelcome to PARTNER MAIL.Our busine...

Mail System Default Greetings French Primary/English Secondary PARTNER MAIL vous souhaite la bienvenue.Welcome to PARTNER MAIL.Our business is temporarily closed. For English, press star one now.If you are not calling from a touch-tone phone, please wait for assistance.Nos bureaux sont temporairemen...

Mail System Default Greetings Personal Mailbox Greetings Bilingual English/French Your call is being answered by PARTNER MAIL. Pour le français, appuyez sur l’étoile suivit du un. [name or mailbox number] is not available.After recording, either hang up or press one for more options. Record at the t...

Mail System Default Menus General Mailbox Greetings English Default Mailbox Name: General Mailbox English Default Greeting: At the tone, please record your name, your telephone number, the name of the person you are trying to reach, and abrief message. French Default Mailbox Name: Boîte Vocale Centr...

Mail System Default Menus Day/Night Main Menu The Day/Night Main Menus offer callers choices on how their calls should behandled. Touch-Tone Gate On—Monolingual and Bilingual English Day/Night MenuPlease enter the extension number of the person you wish to reach.For a directory of extensions, press ...

Mail System Default Menus Touch-Tone Gate Off—Bilingual English Primary/French Secondary–English Day/Night MenuWelcome to PARTNER MAIL.PARTNER MAIL vous souhaite la bienvenue.Pour le français, appuyez sur l’étoile suivit du un maintenant.Si vous n’appelez pas d’un appareil téléphonique touch-tone, v...

Letter Key and Class of ServiceTable D Contents Letter Key Class of Service Table D-1 D-2 Letter Key and Class of Service Table D-i

Class of Service Table Class of Service Table Table D-2 summarizes the Classes of Service of mailboxes. Table D-2. Class of Service Mailbox Message Greeting Transfer Mailbox Outcalling COS Storage Length Length Permitted *Type Permission 10 min 60 min 10 min 60 min 60 min 60 min 0 min0 min0 min 60 m...

Glossary A Announcement An informative message that provides frequentlyrequested information. It is recorded by the SystemAdministrator and plays to callers who select itfrom an Automated Attendant’s Main Menu orSubmenu. Automated Attendant mailbox A mailbox with Class of Service 15–17 or 21–23that ...

Index A About This Book how to use, vipurpose, vsafety labels, vii terms used, v typographical conventions used, vi Allowed List Assignments, 4-7, 5-123Allowed Phone Number Lists, 4-7, 5-123Announcements (Automated Attendant) applications, 5-5 caller options, 5-4 compared to Bulletin Boards, 5-4, 5-...