NEC 408 vm - Manuals

NEC America, Inc. Issue 1 InfoSet 408 System Manager ’s Guide iii 2.3.1 System Schedule ....................... 2-7 2.3.2 Your Organization’s Schedule ... 2-8 Chapter 3 Setting Up Your System Section 1 Understanding Your System Setup ................. 3-1 Section 2 Setup Information Record ............

Issue 1 NEC America, Inc. iv Table of Contents Section 2 Creating A Special Opening Greeting For Holidays ........................................................... 5-1 Section 3 Changing the Extension For the Operator Mailbox Or the Fax Machine ........................... 5-2 Section 4 Adding And ...

System Overview 1 - 1 System Overview S ECTION 1 W ELCOME TO I NFOSET 408 V OICE M AIL InfoSet  408 Voice Mail (VM) allows you to configure your voice mail and call handling system to best meets the needs of your organization. Thevoice messaging system is easy to use—there are no confusing codes or...

Issue 1 NEC America, Inc. 1 - 2 InfoSet 408 System Manager’s Guide organization’s opening greeting. The “external” caller isunidentified at this point, but is able to enter an extension,leave a message, send a fax, use the directory, or choosecommands from menus. 1.2.1 Subscribers Have Personal IDs ...

Issue 1 NEC America, Inc. 1 - 4 InfoSet 408 System Manager’s Guide You can further protect your system by setting a security codefor the system manager’s mailbox. 3.2 Using The System Manager’s Conversation You use the system manager’s conversation to perform all ofthe setup and maintenance of InfoS...

InfoSet 408 System Manager’s Guide 1 - 5 Issue 1 NEC America, Inc . the system manager’s conversation for that option. After youhave accessed the conversation, simply follow the instructionsgiven by selecting 1 for Yes and 2 for No or by choosing thechoices from the short menus provided. 3.3.1 Chang...

Issue 1 NEC America, Inc. 1 - 6 InfoSet 408 System Manager’s Guide 3.3.6 Call Routing (Press 9) Edit Call Routing from Opening Greeting (Press 4) Edit Call Routing from Call Routing Boxes (Press 5) 3.3.7 Groups (Press 0) Group Maintenance Create a Group (Press 4) Edit a Group (Press 5) List group me...

Planning Your System 2 - 1 Planning Your System S ECTION 1 H OW T HE S YSTEM H ANDLES C ALLS As part of the voice messaging system setup, you must decide whetherand how you want to use the system’s automated attendant to answerincoming calls. This determines how calls are distributed between thevoic...

Issue 1 NEC America, Inc. 2 - 2 InfoSet 408 System Manager’s Guide 1.1.1 Callers Route Themselves Through the automated attendant, external callerscan reach a person directly by dialing the extensionnumber. Using the directory assistance feature, acaller who does not know the extension number canspe...

InfoSet 408 System Manager’s Guide 2 - 3 Issue 1 NEC America, Inc . 1.1.3 Call Routing Keys Give Quick Access The system’s call routing keys let you create simplemenus that lead callers to frequently requestedextensions or information. By entering a single digit,callers go to a specified extension (...

Issue 1 NEC America, Inc. 2 - 4 InfoSet 408 System Manager’s Guide 1.2.2 Private Attendant The voice mail system is reserved for subscribersonly. This makes the voice messaging systemavailable from outside the office to subscribers and toselected clients, but external callers cannot reach avoice mai...

InfoSet 408 System Manager’s Guide 2 - 5 Issue 1 NEC America, Inc . Note: Record a new holiday greeting before each holiday. For best results, your greeting should convey all the necessaryinformation in the least amount of time. You need to include: Your organization’s name How to reach an extension...

Issue 1 NEC America, Inc. 2 - 6 InfoSet 408 System Manager’s Guide “Hello. Thank you for calling Omni Corporation. If youare calling from a touchtone telephone, you may enterthe extension at any time. If you do not know theextension, enter 800 for a directory. Otherwise, pleasestay on the line and a...

InfoSet 408 System Manager’s Guide 2 - 7 Issue 1 NEC America, Inc . Refer to: Setup Information Record on page 3-1 Setting Up Your System Schedule on page 3-4 Ongoing Maintenance on page 5-1 Creating A Special Opening Greeting For Holidays on page 5-1 2.3 Determining the System Schedule The system s...

Issue 1 NEC America, Inc. 2 - 8 InfoSet 408 System Manager’s Guide Night mode is active during all hours outside yournormal business hours, defined by the systemschedule you set. When night mode is active, callershear the night greeting, and external callers who needassistance are routed to the Oper...

InfoSet 408 System Manager’s Guide 2 - 9 Issue 1 NEC America, Inc . Interval B: 9–12, Sat. If you close for lunch from 1:00 to 2:00 each day, suchas: 9 A.M.–1 P.M., 2 P.M.–5 P.M., Mon.–Sat. Use intervals A and B Interval A: 9–1, Mon.–Sat. Interval B: 2–5, Mon.–Sat. Refer to: Recording Your Opening G...

Setting Up Your System 3 - 1 Setting Up Your System S ECTION 1 U NDERSTANDING Y OUR S YSTEM S ETUP As part of installation, your technician sets up InfoSetm 408 Voice Mail towork with your telephone system and to meet the needs of yourorganization. After installation, ask your technician to complete...

Issue 1 NEC America, Inc. 3 - 2 InfoSet 408 System Manager’s Guide S ECTION 3 G ETTING S TARTED There are a few tasks you need to complete right away to customize thesystem for your organization. These tasks are described in the followingchecklist. To complete these tasks efficiently, use the follow...

InfoSet 408 System Manager’s Guide 3 - 3 Issue 1 NEC America, Inc. "Welcome to the InfoSet 408 Voice Mail system! Now that your mailbox isopen, please spend a few minutes reading the InfoSet Voice Mail User Guide , which introduces you to the new system. Also, leave a short reply to this message...

Issue 1 NEC America, Inc. 3 - 4 InfoSet 408 System Manager’s Guide 3. Press 1 if you want to change to or remain in holiday mode;otherwise, press 2. 4. Press 1, as prompted, to change the greeting . 5. Record your greeting. Refer to: Using The System Manager’s Conversation on page 1-4 Planning Your ...

InfoSet 408 System Manager’s Guide 3 - 5 Issue 1 NEC America, Inc. Note: You turn holiday mode on and off manually through the openinggreeting question in the system manager’s conversation. To set the system schedule: 1. Access the system manager’s conversation. 2. Select action 6, as prompted. 3. V...

Issue 1 NEC America, Inc. 3 - 6 InfoSet 408 System Manager’s Guide Setting Your Operator’s Extension and Mailbox on page 3-6 Ongoing Maintenance on page 5-1 Creating A Special Opening Greeting For Holidays on page 5-1 S ECTION 6 S ETTING Y OUR O PERATOR ’ S E XTENSION AND M AILBOX During installatio...

InfoSet 408 System Manager’s Guide 3 - 7 Issue 1 NEC America, Inc. To review or change the Operator mailbox greetings: 1. Access the system manager’s conversation. 2. Select action 8 and then 5, as prompted. 3. Review the greetings for day mode and night mode and exchangethem if necessary. Setting U...

Training Users 4 - 1 Training Users S ECTION 1 P REPARING F OR T RAINING Training on the InfoSet 408 Voice Mail System is available and be givenby the technician or the system manager. Prepare a copy of the InfoSet Voice Mail User Guide for each user. Fill in the system information on the front cove...

InfoSet 408 System Manager’s Guide 4 - 3 Issue 1 NEC America, Inc . extension does not ring. Call transfer applies to external callsonly. Callers who dial the extension directly from inside the officeare not affected. Explain the benefits of using a personal ID when accessingInfoSet 408 Voice Mail. ...

Issue 1 NEC America, Inc. 4 - 4 InfoSet 408 System Manager’s Guide To redirect a new message: 1. Listen to the message long enough to determine who it is for. 2. Press 2 to interrupt the message. 3. When the system asks if you would like to redirect the message,press 1 for Yes, and then enter the ap...

InfoSet 408 System Manager’s Guide 4 - 5 Issue 1 NEC America, Inc . mailbox (instead of transferring the call to the subscriber’sextension). 4. Hang up to complete the call transfer. To transfer an external caller to a voice mailbox on systems usingeasy message access: 1. Press the transfer key. 2. ...

Maintaining Your System 5 - 1 Maintaining Your System S ECTION 1 O NGOING M AINTENANCE Once you have set up InfoSet 408 Voice Mail and have become familiarwith it, you need no more than a few minutes each week to perform allthe maintenance. The ongoing maintenance tasks include: Recording special gr...

InfoSet 408 System Manager’s Guide 5 - 3 Issue 1 NEC America, Inc . Change the fax extension number. Change the day and night greetings for the Operator mailbox. Refer to: Setting Your Operator’s Extension and Mailbox on page 3-6 S ECTION 4 A DDING A ND D ELETING V OICE M AILBOXES Voice mailboxes st...

Issue 1 NEC America, Inc. 5 - 4 InfoSet 408 System Manager’s Guide To add, delete, or reset a mailbox, or delete a security code: 1. Access the system manager’s conversation. 2. Select action 4 and respond as prompted. Refer to: Training Users on page 4-1 S ECTION 5 M ESSAGE G ROUPS Message groups e...

InfoSet 408 System Manager’s Guide 5 - 5 Issue 1 NEC America, Inc . To edit your message groups: 1. Access the system manager’s conversation. 2. Select action 0, and respond as prompted. Refer to: InfoSet Voice Mail User Guide S ECTION 6 M ONITORING S YSTEM S TATUS In addition to the system maintena...

Issue 1 NEC America, Inc. 5 - 6 InfoSet 408 System Manager’s Guide Stops recording messages Notifies the system manager that the system is out of recordingtime Notifies callers leaving messages that the system is out ofrecording time To prevent running out of recording time, regularly monitor the av...

Expanding Your System With Call Routing 6 - 1 Expanding Your System With Call Routing S ECTION 1 O FFERING C ALL R OUTING With call routing, callers can press a single touchtone key during agreeting to: Transfer to an extension. Hear an audio message. Choose from a submenu of options. You can assign...

Issue 1 NEC America, Inc. 6 - 2 InfoSet 408 System Manager’s Guide Directing routine calls to departments (For Sales, press 1.For Support, press 2.) Presenting audio messages to answer frequently askedquestions. (For business hours and directions to ourcompany, press 1). Providing an alternative ext...

InfoSet 408 System Manager’s Guide 6 - 3 Issue 1 NEC America, Inc . Call Routing Diagram “Hello. This is the Omni Company. You may enter the extension number of the person you wish to speak to at any time during this message. To place an order, press 1. For directions to the Omni Company, press 2.Fo...

InfoSet 408 System Manager’s Guide 6 - 5 Issue 1 NEC America, Inc . Call Routing Planning Worksheet OPENING GREETING Day greeting: Night greeting: Default action Call-routing key assignments Day Night (note extension or call-routing box number) Take message Take message 1= 6= Say good-bye Say good-b...

InfoSet 408 System Manager’s Guide 6 - 7 Issue 1 NEC America, Inc . If you like, you can change the day and night default action for eachcall-routing greeting to one of the following actions: Take a (public) message Route to the operator Route to another extension Return to the opening greeting Say ...

Issue 1 NEC America, Inc. 6 - 8 InfoSet 408 System Manager’s Guide A day greeting for each call-routing box that callers reach byusing a call-routing key. A night greeting for each call-routing box. (This is optional. If nonight greetings are recorded for a call-routing box, the systemplays the day ...

InfoSet 408 System Manager’s Guide 6 - 9 Issue 1 NEC America, Inc . S ECTION 7 T ESTING C ALL R OUTING Testing ensures that every call-routing key, greeting, and default actionworks correctly. Beginning with the opening greeting, you can test all ofthe call-routing options available to callers using...