Siemens PhoneMail - Manuals

6 SETTING UP YOUR MAILBOX VIA THE TELEPHONE HOME STATE PROMPTS (MAIN MENU)  3 to Listen  1 to Record  8 for ANSWERING OPTIONS  9 for Mailbox Options

8 SETTING UP YOUR MAILBOX VIA THE TELEPHONE STEP 1 RECORD NAME  Recorded name is what other users hear when you send a message or they receive a message from you.  Press 8 for Answering Options  Press 4 for Record Name  Press 1 to Record Your Name  At Tone Record Your Name  Press * then # to S...

9 SETTING UP YOUR MAILBOX UP VIA THE TELEPHONE STEP 2 SET GREETINGS (SIMPLE MODE)  RECORDING BUSY INTERNAL/EXTERNAL GREETING  Busy internal/external greeting plays when the line is busy.  Press 8 for Answering Options  Press 1 to Change Greetings  Press 2 to Change Regular Greeting  Press 2 to...

10 SETTING UP YOUR MAILBOX VIA THE TELEPHONE STEP 2 SET GREETINGS (SIMPLE MODE)  RECORDING INTERNAL GREETING  Internal greeting plays when phone is not answered would be less formal than the external greeting.  Press 8 for Answering Options  Press 1 to Change Greetings  Press 2 to Change Regula...

11 SETTING UP YOUR MAILBOX VIA THE TELEPHONE STEP 2 SET GREETINGS (SIMPLE MODE)  RECORDING NO ANSWER EXTERNAL GREETING  Greeting plays when phone is not answered would be more formal than the internal greeting.  Press 8 for Answering Options  Press 1 Change Greetings  Press 2 to Change Regular ...

12 SETTING UP YOUR MAILBOX VIA THE TELEPHONE STEP 2 SET GREETINGS (SIMPLE MODE)  RECORDING AFTER HOURS GREETING  After-hours greeting plays outside normal business hours. Normal business hours are 8:00 am to 5:01 pm.  Press 8 for Answering Options  Press 1 Change Greetings  Press 2 to Change Re...

14 SETTING UP YOUR MAILBOX UP VIA THE TELEPHONE EXAMPLES OF GREETINGS  Busy internal/external greeting - This is Candy Dodd of Telephone Services. I am on the phone now, please leave a message and I will return your call.  Internal greeting – Hi, this is Candy. I am away from my desk, please leave...

15 SETTING UP YOUR MAILBOX VIA THE TELEPHONE SET GREETINGS (SIMPLE MODE)  SYSTEM GREETING  The System Greeting is activated if user does not record greetings.  Example of system greeting with recorded name, The party you have called. Candy Dodd at extension 48988, cannot be reached.  Example of ...

16 SETTING UP YOUR MAILBOX VIA THE TELEPHONE ANSWERING MODE (SIMPLE MODE)  Answering mode allows or prevents leaving of messages.  Press 8 for Answering Options  Press 2 Answering Mode  Press 4 to Accept Messages (Answering Machine Service) OR  Press 6 to Accept No Messages (Infobox service) OR...

17 SETTING UP YOUR MAILBOX VIA THE TELEPHONE PHONEMAIL REFERRAL EXTENSION (SIMPLE MODE)  PhoneMail Referral Extension provides callers with the option to transfer to another internal number by pressing 0 then # when the called party is not available.  Press 8 for Answering Options  Press 3 PhoneM...

18 SETTING UP YOUR MAILBOX VIA THE TELEPHONE MOBILITY NUMBER (SIMPLE MODE)  Mobility number allows the caller to press key 7 on the keypad to reach the called party. This key must be defined in Web Assistant under Personal Settings then Forward Access menu.  Press 8 for Answering Options  Press 5...

19 SETTING UP YOUR MAILBOX VIA THE TELEPHONE MAILBOX STAND-IN (SIMPLE MODE)  Mailbox stand-in provides the capability to route all incoming messages to another user in the event of an extended vacation or illness. The caller will hear the greeting of the called party; however, the message will be l...

21 SETTING UP YOUR MAILBOX VIA THE TELEPHONE CHANGE/ACTIVATE TODAY’S GREETING (SIMPLE MODE)  RECORDING TODAY’S GREETING  Today’s greeting is a temporary greeting, which can be created for one day, and expires at midnight. This greeting overrides all other greetings and must be recorded from the te...

22 SETTING UP YOUR MAILBOX VIA THE TELEPHONE TOGGLE SIMPLE/ENHANCED MODE  Simple greeting mode provides five greetings, a single greeting for each call state busy, internal, external, after-hours, and alternate. In simple mode the alternate greeting overrides all greetings when recorded and activat...

23 LISTENING TO YOUR MESSAGES VIA THE TELEPHONE 3 LISTEN 3 2 1 LISTEN TO VOICEMAIL MESSAGES OUTPUT FAX LISTEN TO EMAIL Future Release Future Release MESSAGES MESSAGES

24 LISTENING TO YOUR MESSAGES VIA THE TELEPHONE 3 LISTEN 7 4 6 REPLAY SAVE DELETE # RESPONSE 2 NEXT MESSAGE 0 HELP Allows the voicemail message to be replayed Allows the voicemail message to be saved, no limit on the number of messages saved Allows voicemail message to deleted  After pressing 3 to ...

25 LISTENING TO YOUR MESSAGES VIA THE TELEPHONE 7 REPLAY (SIMPLE MODE)  Allows the voicemail message to be replayed  Press 3 to Listen  Message Plays  Press 7 to Replay Message  User receives the following prompts  Press 1 for Message Details (The TO List names the parties who received the mes...

26 LISTENING TO YOUR MESSAGES VIA THE TELEPHONE 4 SAVE OR 6 DELETE (SIMPLE MODE )  SAVE allows the voicemail message to be saved, no limit on the number of messages saved. Saved message self delete in 2 months. The system notifies the user when messages will be deleted.  DELETE allows the voicemai...

27 RECORDING OUTGOING MESSAGES VIA THE TELEPHONE 1 RECORD/SEND MESSAGE (SIMPLE MODE)  Allows the user to record and send voice messages to other Xpressions users.  Press 1 to Record/Send Message  At Tone Record Message  When Finished Recording Press * then #  Dial 5 Digit Phone Number(s) or Dis...

28 MAILBOX OPTIONS VIA THE TELEPHONE 9 1 2 PROMPT LEVEL 3 4 5 6 8 CHANGE TELEPHONE PASSWORD PIN SET NOTIFICATIONS PLAYBACK OPTIONS ENABLE/DISABLE FAX TYPE OF MESSAGE A private distribution list allows the user to send the same message or recording to multiple Xpressions users. A user can have up to ...

29 MAILBOX OPTIONS VIA THE TELEPHONE 1 CREATE PRIVATE DISTRIBUTION LIST (SIMPLE MODE)  A private distribution list allows the user to send the same message or recording to multiple Xpressions users. A user can haveup to 10 lists. From the telephone you can assign 25 extension numbers. Using Web Ass...

30 MAILBOX OPTIONS VIA THE TELEPHONE 1 CREATE PRIVATE DISTRIBUTION LIST (SIMPLE MODE)  A private distribution list allows the user to send the same message or recording to multiple Xpressions users. A user can have up to 10 lists. From the telephone you assign 25 extension numbers. Using Web Assist...

31 MAILBOX OPTIONS VIA THE TELEPHONE 3 MODIFY PRIVATE DISTRIBUTION LIST (SIMPLE MODE)  Modify Private Distribution List provides the user with ability to modify the recorded name of the list, add additional destinations, review the list, and delete destinations from the list.  Press 9 for Mailbox ...

32 MAILBOX OPTIONS VIA THE TELEPHONE 6 DELETE PRIVATE DISTRIBUTION LIST (SIMPLE MODE)  Delete Private Distribution List provides the user with ability to delete the list.  Press 9 for Mailbox Options  Press 1 to Private Distribution List  Press 6 to Delete List  Enter List Number (1 thru 10)  ...

33 MAILBOX OPTIONS VIA THE TELEPHONE 2 PROMPT LEVEL (SIMPLE MODE)  Allows users to select standard or abbreviated prompts. Standard prompts are detailed prompts generally for new users. Abbreviated prompts are a shortened version of the prompts.  Press 9 for Mailbox Options  Press 2 to Prompt Lev...

34 MAILBOX OPTIONS VIA THE TELEPHONE 3 CHANGE TELEPHONE PASSWORD (PIN) (SIMPLE MODE)  Allows the user to change their password (pin) which is used for telephone access. Password must be at least 8 digits, no longer than 24 digits, and cannot be consecutive, ascending, descending, or repetitive.  P...

35 MAILBOX OPTIONS VIA THE TELEPHONE 4 SET NOTIFICATIONS (SIMPLE MODE)  Set notifications enables Xpressions to notify a user when they have new messages. The notifications can be sent to a cell phone, internal/external numbers, or pager.  Press 9 for Mailbox Options  Press 4 Set Notifications  ...

39 WEB ASSISTANT VIA THE PC WEB ASSISTANT allows the user to modify their personal mailbox settings through a web interface. Web Assistant allows the user to:  View or modify items in user profile  Change PhoneMail settings referral extension, mailbox options, caller options, and mobility number ...

40 WEB ASSISTANT VIA THE PC STEPS FOR SETTING UP WEB ASSISTANT 1. Double click on Internet Explorer (recommended) or the browser of your choice 2. In the address field type

42 WEB ASSISTANT VIA THE PC STEPS FOR LOGGING ON TO WEB ASSISTANT  WEB ASSISTANT grants user access to PhoneMail via the Web. Username is netid Use your Exchange Password (Microsoft Outlook Password)

43 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. STEPS FOR LOGGING ON TO WEB ASSISTANT Click on Xpressions Web Assistant

46 WEB ASSISTANT VIA THE PC WORKING WITH WEB ASSISTANT The Web Assistant Interface features three sections: 1. NAVIGATION is the section on the left hand side that contains the menus. Use the menu options to invoke the Web Assistant features. 2. HEADER is the top right section. It displays the name ...

50 WEB ASSISTANT VIA THE PC WORKING WITH WEB ASSISTANT MAIL CLIENT INBOX  INBOX provides the user with an overview of all received messages in a message list 2. MENU BAR Features apply to messages  From the menu bar the user can delete messages, select read to mark the new message as read, select ...

51 WEB ASSISTANT VIA THE PC WORKING WITH WEB ASSISTANT MAIL CLIENT INBOX  INBOX provides the user with an overview of all your received messages in a message list 3. MESSAGE LIST allows you to listen to your PhoneMail messages  To Listen to PhoneMail Messages click on the OR click  Type of messag...

52 WORKING WITH WEB ASSISTANT MAIL CLIENT INBOX  INBOX provides the user with an overview of all received messages in a message list 3. MESSAGE LIST allows user to listen to PhoneMail messages Three ways to listen to messages, click on your choice 1. Play 2. Play on phone 3. WEB ASSISTANT VIA THE P...

53 WEB ASSISTANT VIA THE PC WORKING WITH WEB ASSISTANT MAIL CLIENT INBOX  INBOX provides the user with an overview of all received messages in a message list 4. MESSAGE BROWSE OPTIONS  More than one page of messages can be browsed by the user by selecting TOP, PREV, NEXT, and BOTTOM.  WEB ASSISTA...

54 PERSONAL SETTINGS USER DATA  User Data Page contains information about user account.  Grayed Information cannot be changed by user.  Mailbox Redirection – mailbox stand-in appears in this field.  Start Page after login – determines how Web Assistant opens at login. From drop down menu make se...

57 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS VOICEMAIL SYSTEM CONTINUED Forward Incoming Calls – enter the 7 digit destination number and select the radio button next to Forward to this number. Click Save. Forwarding off deactivates. Edit...

58 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS FORWARD ACCESS MENU Forward Access- specifies the phone keys and the different actions for forwarding calls Access Menu – from drop down menu select call type (internal, external, alternate, bu...

62 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS FAX FORMS FUTURE RELEASE Fax Forms allows the user to select a fax cover sheet. The Fax Forms have to be created by Telephone Services.

64 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS RECORDINGS Recordings allow the user to record personal greetings for all call types, personal name, and private group names. Recording the Today’s Greeting can only be done from the telephone....

65 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS RECORDINGS CONTINUED Select a method – Record via telephone now will be selected.Click the Create button and a new window opens with a phone number in it. Click OK and the phone will ring. A sh...

68 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS DEFAULT OUTPUT DEVICES FUTURE RELEASE Default Output Devices allows the user to select a default printer for incoming faxes and email messages. The output devices must be defined by Telephone S...

69 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. PERSONAL SETTINGS MAILTRACKING Mail tracking allows the user to respond to the requests for ‘read’ receipts . Mail tracking applies to email messages. FUTURE RELEASE

70 WEB ASSISTANT VIA THE PC  WEB ASSISTANT grants user access to PhoneMail via the Web. LOGGING OFF WEB ASSISTANT To logoff Web Assistant click on the Logout link. The user will return to the Login page for Web Assistant. See next page for instructions on logging off VPN. No activity in Web Assista...

72 How to Forward a Message from Old PhoneMail to New Xpressions mailbox Login to Web Assistant •Select Mail Client•Inbox•Under Subject place cursor on message link and clickNew window opens•In the Attachment section , click on the .wav file link •File Download box opens click the Save button • Save...

73 HELPFUL HINTS To activate Speaker Call Protect Speaker call protect must be on to record name or greetings via Web Assistant using a optiPoint phone .  If Spk. Call protect is off.  Scroll ► key to Program Service?  Press the √ key.  Scroll ► key to Feature settings?  Press the √ key.  Scro...