Vision Voicemail User Guide...2 The “bip bip bip ding” between messages is to separate the messages and allows you time to press (2) Save, (3) Delete, or (4) Send. 3 At the end

Performance Solutions Issue Date: May 2003 Auckland Brisbane Melbourne Sydney VM500 Phone: (NZ) + 64 9 357 1155 (AUS) + 61 1300 PERFORM www.perform-sol.com

Vision Voicemail

User Guide

Voicemail User Guide

Important Keys To Remember

Here are some important keys to remember that you can use anywhere in Voice Mail.

Cancel (Previous)

Continue (Next)

Help # 0 *

Please Note: Every effort has been made to ensure the accuracy of the material in this manual at time of publication, however not all features are supported by all systems and feature enhancements will occur from time to time changing some of the features that are mentioned in this manual.

Voicemail User Guide Table of Contents

Contents

Opening Your Mailbox – First Time..........................................................................................1 Setting Up Your New Voice Mailbox .................................................................................................. 1

Opening Your Mailbox...............................................................................................................2 Checking for Messages .................................................................................................................... 2

Main Menu ..................................................................................................................................3 Function Overview........................................................................................................................... 3

Listen to Messages....................................................................................................................4 Messages Types .............................................................................................................................. 4

Message Playback .....................................................................................................................5 Differences for Continuous Message Playback ................................................................................... 5

Sending a Message....................................................................................................................6 Forwarding a Message ..............................................................................................................7 Replying to a Message ..............................................................................................................8 Return Call...................................................................................................................................... 8

Delivery Options ........................................................................................................................9 Locations ..................................................................................................................................10 Location Introduction..................................................................................................................... 11 Changing your Location ................................................................................................................. 13 Location Setup Wizard ................................................................................................................... 14 Call Diversion ................................................................................................................................ 14 Caller Transfer Keys ...................................................................................................................... 15

Message Notification ...............................................................................................................16 Greetings ..................................................................................................................................17 Change Location Greeting .............................................................................................................. 17 Changing your Greetings................................................................................................................ 18

Mailbox Features......................................................................................................................19 Personal Settings........................................................................................................................... 19 Change Password .......................................................................................................................... 19

Setting your Phone Numbers..................................................................................................20 Record your Name......................................................................................................................... 20

Mailbox Operations..................................................................................................................21 Quick Mail Entry On / Off ............................................................................................................... 21 Record Instructions On/Off ............................................................................................................ 21

Smart Greetings Off / On.........................................................................................................22 Continuous Message Playback ..............................................................................................22 Distribution Groups .................................................................................................................23 Group Listen ................................................................................................................................. 23 Create or Change Groups............................................................................................................... 24 Group Delete................................................................................................................................. 24

Greeting Suggestions..............................................................................................................25 Overview...................................................................................................................................27 Voicemail Numbers..................................................................................................................29 Distribution Groups........................................................................................................................ 29

Voicemail User Guide Page 1

Opening Your Mailbox – First Time

Read carefully before proceeding. The following procedure is only applicable for the first time you open your new Mailbox. Tip: Before you start, write down what you want to say in your Greeting.

Setting Up Your New Voice Mailbox

Record your Name First Name & Surname

Only

#

#

#

Access Your Voice Mailbox.

Refer back cover of this manual.

#

1 Listen Re-record

Continue

2 #

1 # Listen Re-record

Finish

2

Enter your new Password

Record your Standard Greeting

Continue

PHONE FORWARDING

a) Lift Hand set b) : c) Replace Handset in cradle.

Access your Voice Mailbox. Details are on the back cover of this manual. Enter your new Password Number (PIN Number) followed by the # key.

Password Rules.

Password Numbers should: • Be from 4 to 15 digits long. • Not start with 0. • Be a number you will easily remember. • Be a number that only you know.

Press # again to confirm your Password or re-enter a new one. Note: Your name may have already been recorded for you. If so skip to step 7. Record your full name after the tone. At the end of your recording press #. Example: John Smith #. Press 1 to Listen (to your Name). Press 2 to Re-record. (When satisfied) Press # to Continue. Record your standard greeting after the tone. At the end of your recording, press #. Example: Hi, this is John, sorry I’m currently unavailable. Please leave me a message and I will return your call as soon as I can. Or press 0 to transfer back to the operator #. Press 1 to Listen (to your Greeting). Press 2 to Re-record. (When satisfied) Press # to Finish and Hang Up. Now follow the Phone Forwarding procedure steps a, b and c.


Opening Your Mailbox There are two ACCESS numbers you use for calling Voicemail. One for Internal use when you are in the office and one for External use, when you are out of the office. Both these numbers are located on the back cover of this manual. If not, ask your company Voice Mail Administrator for the numbers.

Checking for Messages Access your Voice Mailbox. (Details are on the back cover of this manual). If you have any unread messages you will hear: One ‘Ding’ means you have new Normal messages. Two ‘Dings’ means you have new Urgent messages. Enter your password.

Helpful Hint A quick way to tell if you have New Messages is to listen for any ‘Dings’ after you have entered your Mailbox extension. If you do not hear any ‘Dings’ then you have No New messages so you can simply hang up or proceed with any other task you want to do in Voice Mail. If you want to always start at the Main Menu then set Quick Mail Entry to OFF. For details on how to activate or deactivate this useful feature refer to page 21.

Access Your Mailbox.

Enter your Password

New Message Playback


Main Menu

The Main Menu is the start point for all your Mailbox functions.

Main Menu

Send A Message

Refer

Page 6

1 2 3 4 5

Listen To Messages

Refer

Page 4

Change Locations

Refer

Page 13

Change Greetings

Refer

Page 17

Mailbox Features

Refer

Page 19

Function Overview Listen To Messages Plays either your New, Saved, Deleted, Sent or Future Delivery messages. Send A Message Allows you to Send Messages to other peoples Mailboxes. Change Your Locations Lets you change your Locations, Return Times and Location Configuration using Location Set Up Wizard. Change Greetings Lets you Record or Listen to your greetings. Mailbox Features Allows you to Set Up or Change your Mailbox features.


Listen to Messages Listen to Messages allows you to hear your New messages, or any messages that you have Saved, Deleted, Sent or have set for Future Delivery.

Main Menu

1

32SavedNew Deleted

41Sent

MessagePlayback

5Future

Delivery

Messages Types New Messages Messages you have recently received and any you have already listened to but not yet saved or deleted. Saved Messages messages you have Saved. It is often a requirement to save specific messages so you can refer back to them at a later time. These messages will be saved for 10 days unless specifically changed for your particular company. Deleted Messages Messages you have Deleted. Deleted messages are kept for a few days so if you suddenly find you need to refer back to them, or you want to forward them onto someone else you still can. Deleted messages are kept for 3 days unless specifically changed for your particular company. Sent Messages Messages you have Sent to other people. If you want to go back and resend the same message to someone else you can by forwarding it from here. These messages are kept for 3 days unless specifically changed for your particular company. Future Delivery Messages Messages you have requested to be delivered at a future date and time. They will remain here until delivered or you delete them.

Listening to Messages

From the Main Menu 1) Press 1 to Listen To Your Messages. 2) Either press:

1 To Listen to your New Messages. 2 To Listen to your Saved Messages. 3 To Listen to your Deleted Messages. 4 To Listen to your Sent Messages. 5 To Listen to your Future Delivery Messages.

3) You are now in Message Playback.


Playback Controls

Press: 1 to Replay current message. 2 to Save current message. 3 to Delete current message. 4 to Send a message. Then either press: 1 to Send a message. 2 to Forward current message. 3 to Reply to current message. 4 to Return the call. 5 to turn message Date and Time On/Off. 6 for Volume (high or low). 7 to Rewind 5 seconds. 8 to turn Pause On/Off. 9 to Fast Forward 5 seconds * to Cancel and return to the previous menu. # to Skip to the next message.

Message Playback There are two types of Message Playback - Prompted (which pauses after each message then asks you whether you want to save or delete it) and Continuous (which plays all messages without pausing). The default mode is Prompted for new mailbox users. To change to Continuous message playback refer to page 22. During Message Playback you have the following controls:

1 2 3

4 5 6

7 8 9

0 #

Replay Save Delete

Send Date Volume

Rewind Pause Fast Fwd

Cancel Help Skip(Next)

Playback Controls

(& Others) (On/Off) (Norm/High)

Differences for Continuous Message Playback 1 takes you back to the previous message 2 The “bip bip bip ding” between messages is to separate the messages and allows you time to press (2) Save, (3) Delete, or (4) Send. 3 At the end of Message Playback you can press:

1 to Replay all messages. 2 to Save all non deleted messages. 3 to Delete all un-saved messages.

Helpful Hint If you accidentally Save or Delete a message you can access them by pressing 1 (from the Main Menu) and then access the relevant Saved or Deleted folder. For Continuous Message Playback you can Save specific messages by pressing 2 whilst listening to them. At the end of Message Playback press 3 to Delete all the remaining messages.


Sending a Message Sending a Message allows you to record and send a message to as many people as you want simultaneously.

Record Message

2

#

#

Enter Extension Or Group Number

#

# Continue

1 Change

1

4 Main Menu

Either

Message Playback

2 4 3 Urgent Private Confirm

Receipt

Finish

5 Future

Delivery

Helpful Hint If you regularly send messages to the same people then set them up as a Distribution Group. Refer Page 23. To find out when someone has listened to your message, turn On Confirmation of Receipt. Refer Delivery Options page 9.

Sending A Message

From either the: Main Menu Press 2 to Send a message. Or from Message Playback Press 4 to Send a message You will now be prompted to Send, Forward, Reply or Return the Call. Press 1 to Send. Then: Enter an extension or group number then press # (or 1# for dial by surname or 2# for dial by first name). Repeat step 1 above if you want to send your message to more than one extension or group. Press # again to end the selection of recipients. Record your message after the tone. At the end of your recording press #. Press # to Finish sending your message or refer to Delivery Options on page 9.


Forwarding a Message Forwarding a Message allows you to forward the current message onto another person or people.

2

#

Enter Extn or Group or 1# or 2#

# Continue

4

Message Playback

# Finish

1 Change

2 4 3 Urgent Private Confirm

Receipt

5 Future

Delivery

Helpful Hint If the message is Private you cannot forward it to anyone else. Therefore if you send somebody a message you want kept confidential set it to Private. Refer Delivery Options page 9.

Forwarding A Message

From Message Playback

1. Press 4 to Send a message You will now be prompted to Send, Forward, Reply or Return the Call.

2. Press 2 to Forward a message. 3. Enter an extension or group number then

press # (or 1# for dial by surname or 2# for dial by first name).

Repeat step 3 if you want to send to more than one extension or group.

4. Press # again to end the selection of

recipients.

5. Set any Delivery Options. (For details refer to page 9).

Note: You can attach your own message to the end of the message you are forwarding by selecting key 1 (Change). 6. Press # to finish forwarding your message.


Replying to a Message Replying to a Message allows you to send a reply to the person who sent you the current message (but only when the Voice Mail system knows the senders number). Note: You can only reply to a message that was sent from another Mailbox. If you are not offered the option of Reply then from the Main Menu choose 2 to Send a message.

2

RecordMessage

#

3

MessagePlayback

#

1Change

2 43Urgent Private Confirm

Receipt

Finish

5Future

Delivery

Return Call Return Call allows you to phone back the person who sent you the message if their number is known.

4

4

MessagePlayback

Return Call

Replying To A Message


1. Press 4 to Send a message 2. You will now be prompted to Send,

Forward, Reply or Return the Call. 3. Press 3 for Reply to a message. 4. Record your message (after the tone).

When you have finished recording press the # key to stop Voice Mail recording.

5. Press # to Finish sending your

message or refer to Delivery Options on page 9.

Return Call


1. Press 4 to Send a message

You will now be prompted to Send, Forward, Reply or Return the Call.

2. Press 4 again and they will then be

phoned back.


Delivery Options Delivery Options allows you to change message features after you have recorded a message in Voice Mail.

#

1Change

2 43Urgent Private Confirm

Receipt

Finish

5Future

Delivery

#

Note: If any of these options are accidentally selected, then select it again to turn it off. (Press once for On, Press once for Off).

Delivery Options

If you press the # key before hanging up you may select any combination of the following by pressing:

1 to listen to or re-record your message. 2 to set the message to Urgent. (Non Urgent if pressed again). 3 to set the message to Private. (Non Private if pressed again). 4 to request Confirmation of Receipt (Off if pressed again). 5 to set Future Delivery date and time.

What happens when I select these options?

Urgent. Setting the message to Urgent has the following effect. Urgent messages are always played first before any new normal messages. You can have different notification settings for Urgent messages. For example: If your recipient has set Urgent message notification to Ring Pager and has No Notification for Normal messages then the type of message you send determines whether or not they will be paged. Only make messages Urgent, if they really are!

Private. Setting a message to Private informs the recipient of the message that it is Private and prevents them from forwarding the message on to somebody else.

Confirmation Of Receipt. Confirmation of Receipt is very useful for knowing when someone has received the message you sent them. When read by them, you are automatically sent a return message informing you of the date and time it was read.

Future Delivery. Allows you to preset a specific date and time for delivery.


Locations The Following diagram explains how calls be controlled for each LOCATION.

CALL

On Busy/NoAnswer (1)

ImmediateDiversion(2)

Can be set to:-Same As NormalRing OfficeRing AssociateRing Cell PhoneRing Home/OtherRing Paging Service

1NOKey

Pressed 2 3 4

UrgentMessage

Notification

Operator(2)

Voice Mail(1)

Associate(3)

CellPhone

(4)

Home/Other

(5)

Pager(6)

0

Play Your VoiceMail Greeting

Notifications

Call Diversion

Greetings

CallerTransferKeys

RecordMessage

NormalMessage

Notification

The above shows the default settings for eachof the Caller transfer keys 0 to 4, how-evereach key can be individually set to do thefollowing:No Transfer To your Cell PhoneTo Another Extension To Home/OtherTo your Associate To Paging Service

Can be set to:-No NotificationRing OfficeRing AssociateRing Cell PhoneRing Home/OtherRing Paging Service

Timed Intervals

Lets you knowwhen you havenew messages.

You can either use:-Location Specific Greetings orthe Standard Greeting.

The callercan eitherpress one ofthe keys youhave enabledor leave amessage.

Using Call Diversion youcan set up in advancehow all incoming calls arehandled.

UrgentNormal

Operator Associate Cellphone Home Pager


Location Introduction Locations effectively give you complete control over how your calls are handled and inform people where you are and when you expect to return. Locations give you more powerful features, increased ease of use, and enhance the overall professionalism of your company. There are eight Locations which you can customise to your requirements. 1. Office. 5. Gone For Day. 2. In a Meeting. 6. On Holiday. 3. Do Not Disturb. 7. Sick Leave. 4. Gone Out. 8. On a Break The simple concept behind Locations is when you leave the office you set the most relevant location and if known, your expected return time. When you change your Location the following happens: 1. Your callers are professionally told where you are and when you expect to return prior to

playing your Voice Mail greeting. (Called Smart Greetings) 2. Other people in the company can either view on their PC screen where you are or phone the

Voice Mail system and find out. 3. All your Voice Mail settings automatically change to what you have predefined them to do for

that specific location. So, what’s the advantage of being able to set how Voice Mail works for each Location? Wouldn’t it be nice if you did not need to re-record your greetings each day to tell your callers of your actions? Wouldn’t it be nice if when you were out of the office your callers could press 2 to divert to your cell phone, but not when you were in the office? (avoids the frustration of the cell phone also not being answered). Wouldn’t it be nice if when you were in a meeting your calls immediately diverted to Voice Mail where the system could page you only if it was urgent? Wouldn’t it be nice if you could call in from any phone anywhere and change where all your calls are forwarded to? Locations can do all these things and many, many more. As a default setting, each Location: 1. Uses your Standard Greeting message.

2. Has No Caller Transfer Keys set.

3. Notifies you of both Normal and Urgent messages by either the message waiting light or

ringing your office phone.


If you don’t have a cell phone or pager and do not want to offer the caller the option of talking to an associate then, the default settings are adequate for you. Using these defaults, selecting a Location (other than office) will professionally tell your callers where you are and when you expect to return without you needing to re-record your standard greeting all the time. A great time saver in itself. However if your needs are more advanced then Locations just keeps getting better and better for you. Either yourself or your Voice Mail Administrator can tailor each of these Locations to suit your exact business needs. Once these Locations are set up you can effortlessly swap from one Location to another and all these settings change for you automatically. Each Location can allow you to specify: 1. Where the call will be diverted to (Call Diversion). 2. Which Greeting message the caller will hear. (Standard Greeting or Location Specific.) 3. Which keys the caller can press if they do not want to leave you a voice mail message (Caller

Transfer Keys) 4. Where you will be notified of both new normal and new urgent messages. You can use any number of locations from 1, (the Office), to all eight of them if you want to. So, just how easy is it to change my Location? Telephone Examples: (see previous page for Location numbers) Access Location menu (as per page 13 or Location speed set) Example - To set: In a Meeting till 4pm press 24# then hang up. Gone For Day press 5 then hang up. Gone Out till 3.45pm press 4345# then hang up. On Holiday for 3 days press 60#3# then hang up. The other advantage about Locations is that other people can set them for you. For example the receptionist as you walk out the door. Following, are details on how to change the Location defaults using the Location Set Up Wizard.


Changing your Location As well as the method explained below you can also quickly Change your Location using the Location Speed Set (Refer back cover). Location Speed Set will hang up afterwards for security reasons.

Select Location (1-8)

3

Hang Up#

Finish#

LocationSpeed Set

Enter Return Time

Location Set UpWizard

Main Menu

1

Helpful Hint Time can be entered either as the hour only or in hours and minutes. For example 9#, 930#, 11#, 1145#. Time can be entered in either the 12 or 24 hour format. For example 345#, or 1545#. For ease of use times between 8:00 and 11:59 are assumed AM, and times between 12:00 to 7:59 are assumed PM. If this is not appropriate then you may enter the time in a 24 hour format. Once your set return time expires your Location will automatically reset back to Office for you.

Changing Your Location while in your Voice Mailbox

Press 3 to Select Location. You will now be informed of your current location. Either: Press # to accept the current. Select your New location (1-8) Enter your expected return time then press #. ( 0# if return time unknown) Return Time repeated to you Either: Accept the time by pressing # Enter the number of days you will be at this location, then press #. Either Press: # to Finish 1 for Location Set Up Wizard

Location Set Up Wizard is explained on the following pages.

Locations

1.Office 5.Gone For Day* 2.In a Meeting 6.On Holiday* 3.Do Not Disturb 7.Sick Leave* 4.Gone Out 8.On a Break * Defaults to next business day.


Location Setup Wizard Location Set Up Wizard helps you set up or listen to your Location settings. You must first select which Location you want to change, as detailed on the previous page.

Location Set UpWizard

Greeting(by Locn)

CallerTransfer

Keys

CallDiversion

41Message

Notification

2 3Setup

AnotherLocation

5For moredetails seethe pagesfollowing…

Call Diversion Call Diversion controls how outside calls are diverted. Either -On No answer (or busy) at your office phone or Immediately (does not ring your office phone at all).

From LocationSet Up Wizard

SelectDestination

ImmediateDiversion

2On No

Answer

11

Call Diversion forces all calls to the destination you specify. In contrast, Caller Transfer Keys (next page) allow the caller to select an alternative option.

Changing Call Diversion

From Location Setup Wizard

When your current location settings are read out to you, Press 1 for Call Diversion. You will now be told whether your calls are currently diverted on busy/no answer or immediately. Either press: # to Accept the current setting & return to the previous menu or Press: 1 for on No Answer (or Busy). 2 for Immediate Diversion. You will now be told of your current diversion destination. Either press: # to accept the current setting & return to the previous menu or 1 for Voice Mail. 2 for the Operator. 3 for an Associate. 4 for Cell Phone. * 5 for Home/Other. * 6 for Paging Service. * *not available on all sites. You will now be asked to verify your phone number.


Caller Transfer Keys Caller Transfer Keys allows a caller to choose an alternative way of contacting you. While listening to your greeting they can press 0 to talk with the operator or keys 1 to 4 to perform the actions that you pre-set for them. For example you may enable key 2 to divert them to your cell phone.


SelectDestination

3

2

21 4Key 2Key 1 Key 3 Key 4

Helpful Hint Normally you will tell your callers in your greeting of the keys they can press so everyone knows them. Alternatively you don’t need to mention them in your greeting and only tell personally the people you want to use them. If you want all your calls diverted (instead of only the ones where the caller selects to transfer), then use Call Diversion instead. Refer page 14.

Caller Transfer Keys

From Location Set Up Wizard

When your current location settings are read out to you, Press 2 for Caller Transfer Keys. Select which Key (1-4) you want to set up followed by: 1 for No Transfer. 2 for Another Extension. 3 for an Associate. 4 for Cell Phone. 5 for Home/Other. 6 for Paging Service.

Note: Options 4-6 above, will not be available if your PABX cannot perform off site transfers. You may now be asked to verify your phone number.(If applicable).

Repeat step 2 for each key number you want to change. For example: Pressing 1 then 3 means your caller will be transferred to your associate’s phone if they press 1 while listening to your greeting.


Message Notification Message Notification allows you to set where your Voice Mail system can contact you to let you know when you have new messages. You can set up notification differently for both Normal messages and Urgent messages to help you better manage or screen your calls.

3


Select NormalNotificationDestination

Select UrgentNotificationDestination

SelectNotification

Times

Helpful Hint Do Not Ring Me still sets the message waiting light on your telephone if your phone has one. Setting Urgent notification to one setting and Normal to another allows you to screen calls where necessary.

Changing Message Notification

From Location Set Up Wizard

When your current Location settings are read out to you. 1) Press 3 for Message Notification. You will now be

told of your current Normal Notification setting. Either Press: # to Accept current setting or 1 for Do Not Ring Me. 2 to Ring Office. 3 to Ring Associate. 4 to Ring Cell Phone. 5 to Ring Home/Other. 6 to Ring Pager.

(Verify your phone number.) You will now be told of your current Urgent notification setting. Now Press either:

# to Accept current setting or 1 for Same as Normal. 2 to Ring Office. 3 to Ring Associate. 4 to Ring Cell Phone. 5 to Ring Home/Other. 6 to Ring Pager. (Verify your phone number)

2) Select Notification Times and then Press either: # to Accept current setting or 1 for All Hours 2 for Business Hours 3 for Custom Hours


Greetings Your Greeting is heard whenever a caller enters your Voice Mail. It is heard immediately after a Smart Greeting. Your greetings should be informative, clear and concise.

Change Location Greeting If you record individual Location specific greetings then that specific greeting will be played to your callers when you set that specific Location. If no Location specific Greeting is recorded then by default your Standard greeting will be played to your callers. The two main reasons people choose to have different Location specific greetings rather than just using their Standard greeting is: 1. To provide extra instructions (eg press 2 for cell phone). 2. To vary your greeting without re-recording each time.

4

From LocationSet up Wizard

1 2Standard Location

Specific

1Listen Re-record

Finish

2#

Helpful Hint Making the effort to record a different Location specific greeting for each Location will give your callers the impression that you are always changing and updating your greeting. Secondly, it means that you are giving appropriate options. Eg: For your Location specific greeting for the Location - Gone out, you could tell your callers to press 2 (to transfer to your Cell phone) but not giving this option in your Location specific greeting for the Location - In a meeting.

Selecting a Greeting

From the Location Set up Wizard

1. Press 4

2. Either Press 1 for Standard greeting 2 for Location Specific

3. Either Press

1 to Listen 2 to Re-record your greeting.

4. # to Accept current recording.


Changing your Greetings To Change or Re-record any of your Greetings start from the Main Menu.

Main Menu

4Greeting

1 3Standard Busy Location

Specific

Enter LocationNumber (1-8)

1Listen Re-record

Finish

2#

2

Helpful Hint Write down your greeting prior to recording it. Keep it brief, clear and informative. Example: Hi, this is John Smith, sorry I cannot take your call at the moment. You can either press 1 to talk to my secretary or leave me a message and I will return your call as soon as I can. If your system supports Busy detection and you record a busy greeting you can inform the caller they can press 9 to hold if desired. You can filter who will contact you on your cell phone by either telling callers in your greeting message which means everyone knows or not telling callers in your greeting and only manually telling those you want to use the function. If you have Record Instructions turned On you do not need to say “after the tone” etc in your greeting.

Changing Your Greeting

From the Main Menu

1. Press 4 to change your Greeting.

2. Either Press 1 for Standard greeting 2 for Busy greeting 3 for a Location Specific greeting (then enter Location number).

3. Either Press 1 to Listen 2 to Re-record your greeting.

4. # to accept current recording.


Mailbox Features Mailbox Features allows you to personalise your Voice Mailbox.

Personal Settings Personal Settings allows you to change your password, re-record your name and set up your phone numbers.

Change Password Passwords are essential in Voice Mail to ensure you have total confidentiality and are the only person who has access to your messages.

Main Menu

Enter your newPassword

1

#

5

#

1

Helpful Hint Use a password you already use elsewhere and that no one else knows. A suggestion is your Bank PIN number. If you forget your password you will need to contact your company Administrator or phone Voice Mail Support (refer to the phone number on the back cover of this manual). Note: As you are the only person who knows your password neither your Administrator or our Support people can tell you what it is, or was. They can however allow you to choose and re-enter a new password.

Changing Your Password

From the Main Menu

Press 5 for Mailbox Features. Press 1 for Personal Settings. Press 1 to Change Password. Enter your new password followed by the # key.

Password Rules.

Passwords should: • Be from 4 to 15 digits long. • Not start with 0. • Be a number you will easily remember. • Be a number that only you know. Press # again to confirm your password or re-enter a new one.


Setting your Phone Numbers Setting your Phone Numbers allows you to enter any phone numbers you want to use throughout Voice Mail.

Main Menu

3

#

5

Assoc CellPhone

Home/Other

1Pager

2 3 4

Enter PhoneNumber

1

Helpful Hint Associate is Useful for setting your secretary, co-worker or any other internal number that can assist your callers.

Record your Name Your name is used to identify you to other callers. It is worth re-recording until satisfactory.

Main Menu

1

5

2

1Listen Re-record

Finish

2#

Enter Phone Numbers

From the Main Menu

1. Press 5 Mailbox features. 2. Press 1 Personal Settings. 3. Press 3 Set Phone No’s. 4. Select phone type (1-4).

You will now be informed of your current number. 5. Either press:

# to accept or 0# for no number or Enter a new number then press #

6. Press # again to confirm.

Note: If you selected 4 for Pager you will then be asked to select the pager type. Note: Do not insert any numbers to get an outside line. (ie. 1 or 9)

Recording Your Name

From the Main Menu

Press 5 for Mailbox Features.

Press 1 for Personal Settings.

Press 2 for Record your Name.

Either: 1 to Listen 2 to Re-record. # to Accept current recording.


Mailbox Operations Mailbox Operation changes the way your Mailbox functions.

Quick Mail Entry On / Off Turning Quick Mail Entry ON allows you to start hearing your new messages immediately after you have entered your password. In effect it simulates pressing 1 (Listen to messages) then 1 again (for Listen to New messages). The default setting for a new user is ON. The default setting for a new user is ON.

Main Menu

5

2

Quick MailEntry

On/Off

1

Record Instructions On/Off Record Instructions are given to the caller after your greeting message. They say.. “Please record your message after the tone and conclude by pressing the hash key”. You may want to turn these off so the caller hangs up without knowing about the options for setting Urgent etc. The default setting for a new user is OFF.

Main Menu

5

2

RecordInstructions

On/Off

2

Changing Quick Mail Entry

From the Main Menu


Press 2 for Mailbox Operations.

Press 1 to turn Quick Mail Entry On/Off.

Changing Record Instructions

From the Main Menu



Press 2 to turn Record Instructions On/Off.


Smart Greetings Off / On When turned On (The default setting for a new user is On) Smart Greetings will inform your caller where you are and your expected return time for all locations other than Office. Examples: I’m sorry, John Smith is in a meeting until 3pm (then your greeting. Eg: Hi, this is John…) I’m sorry, John Smith has gone out until 11am tomorrow (then your greeting… eg Hi, this is John… ) If you do not use Smart Greetings you should re-record your greeting every time you are unavailable so your callers are kept informed of your current status.

Main Menu

5

2

SmartGreetings

On/Off

3

Continuous Message Playback The default setting for Continuous Message Playback is set to Off.

Main Menu

5

2

ContinuousMessagePlayback

On/Off

4

Changing Smart Greetings

From the Main Menu

Press 5 for Mailbox Features. Press 2 for Mailbox Operations. Press 3 to turn Smart Greetings On/Off.

Changing Continuous Message Playback to Off/On

From the Main Menu



Press 4 to turn Continuous Message Playback On/Off.


Distribution Groups Distribution Groups allows you to group together various people within your company whom you are regularly in contact with. When you Send a Message you can simply enter the Group number and all the people in this group will receive your message. There are two types of groups: Company Groups range from 000 to 049 and are typically set up in a way that most people will find useful. For example 000=All (everyone with Voice Mail in your company). Everyone can use the same Company groups but only your company Administrator can set them up or change them. Personal Groups range in number from 050 to 099. They are only able to be set up, changed and used by you alone.

5

3

Main Menu

Listen21 3

DeleteCreate orChange

Group Listen Group Listen allows you to either hear the complete list of distribution groups, or hear a list of the people in a specific group only.

Main Menu

5

3

Listen1

Listening To Groups

From the Main Menu

1. Press 5 for Mailbox Features. 2. Press 3 for Groups. 3. Press 1 to Listen.

Enter either: 4. 0 # for a list of groups or the Group Number,

then #. For example 051#.

The list will now be read out to you.


Create or Change Groups Create or Change Groups allows you to create a new group or change the members of an existing group.

Main Menu

5

3

2Enter Group

ChangeName

2 3RemoveMember

AddMembers

1

#

EnterExtn

#Continue

#

EnterExtn

Helpful Hint If you do not know the persons extension number you require Press 1# for the Dial by Surname feature or 2# for Dial by First name feature.

Group Delete Group Delete deletes an entire group.

Main Menu

5

3

Delete3

Create or Change Groups from the Main Menu

Press 5 for Mailbox Features. Press 3 for Groups. Press 2 to Create or Change a group. Enter the group number. (if it is a new group you will be asked to record a group name.) Select: 1 to Re-record the group name. 2 to add a new member(s). 3 to remove an existing member.

Deleting Groups from the Main Menu

1. Press 5 for Mailbox Features.

2. Press 3 for Groups.

3. Press 3 to Delete.

4. Enter the Group Number to be deleted

then press #.

This group has now been deleted.


Greeting Suggestions

Standard (Office) Greeting: (Recorded when you Set Up Your Mailbox For The First Time). "Hello, this is (your first name), sorry I missed your call, please leave me a message and I will ring you back as soon as I can, alternatively, you can ……………………".

Busy Greeting (Not all sites have the facility to Record & Use a specific 'Busy' Greeting). "Hello, this is (your first name), I'm currently on the phone, but please leave me a message and I will return your call as soon as I can, alternatively you can …………."

Location Specific Greetings:

(Recording 'Location' Specific Greetings are Optional). 1 Office (This is Not your Standard Greeting, this is a additional 'Location' Specific Greeting). Voice Mail Smart Greeting - None. If you don't record an Office 'Location' specific greeting then your callers hear your Standard Greeting. 2 In a Meeting Voice Mail Smart Greeting - "I'm sorry (your full name) is in a meeting (till………). Your Location Specific Greeting - "Hello, this is (your first name), sorry I'm not able to take your call right now, but please leave me a message and I will return your call as soon as I can, alternatively you can …………." 3. Do Not Disturb Voice Mail Smart Greeting - "I'm sorry (your full name) is currently unavailable (till……). Your Location Specific Greeting -"Hello, this is (your first name), sorry I'm not able to take your call right now, but please leave me a message and I will return your call as soon as I can, alternatively you can ……". 4. Gone Out Voice Mail Smart Greeting -"I'm sorry, (your full name) is currently out of the office (till……). Your Location Specific Greeting "Hello, this is (your first name), as you will have heard I'm not in the office right now, but please leave me a message and I will ring you when I get back, alternatively you can …………….". 5. Gone for the Day Voice Mail Smart Greeting- “I'm sorry (your full name) has gone for the day (till……)”. Your Location Specific Greeting "Hello, this is (your first name), as you would have heard I've left the office for the day, but please leave me a message and I will call you on my return, alternatively you can ........" (After 12.00 (midnight) Voice Mail will automatically select and play your Standard Greeting to your callers).


6. On Holiday Voice Mail Smart Greeting - “I'm sorry (your full name) is on holiday (till time/date)”. Your Location Specific Greeting "Hello, this is (your first name), as you would have heard I'm not able to take your call, but I have arranged for my messages to be cleared regularly while I am away, so please leave a message and someone will return your call on my behalf, if you require immediate attention Press…… ." 7. On Sick Leave Voice Mail Smart Greeting - “I’m sorry, (your full name) is on sick leave till (time/date)”. Your Location Specific Greeting "Hello this is (your first name), as you would have heard I'm not able to take your call, but I have arranged for my messages to be cleared while I am off sick, so please leave a message and someone will return your call on my behalf. If you require immediate attention, Press………" 8. On a Break Voice Mail Smart Greeting -“I'm sorry (your full name) is temporarily unavailable”. Your Location Specific Greeting "Hello, this is (your first name), sorry I'm away from my phone for a short time, but please leave a message and I will call you back on my return, alternatively you can …….. Important: If you record a 'Location' specific greeting, it will be automatically played to your callers when you select that particular 'Location'. If you haven't recorded a 'Location' specific greeting, then your Standard Greeting is played to your callers when you select that particular 'Location'. For more information on greetings and the feature locations, please refer to your User Guide.


Overview

1 Listen To Messages

Send A Message

2

Main Menu

Record Message

#

Enter Extension Or Group number

# Continue

3 2 Saved New Deleted

5 1 Future

Delivery

Message Playback

#

#

1 Change

2 4 5 Urgent Future

Delivery Confirm Receipt

Finish

3 Private

4 Sent

1

4 5 6

7 8 9

0 #

Replay Save Delete

Send Date Volume

Rewind Pause Fast Fwd

Cancel Help (Prev)

Skip (Next)

*

Playback Controls

(& Others) (On/Off) (Norm/High)

3 2 #

Finish

3

Change Location

Select LocationNumber (1-8)

Enter Return Time

#

Enter your Password

Access Your Mailbox. Details on back cover of

this manual.

Quick Mail Entry

to New Message Playback

New Message Notification

(Ding or Ding,Ding)


3 Busy Standard Location

Specific

1

4 Change

Greetings

Distribution Groups

1

5

2 Mailbox

Operation

Mailbox Features

Change Your

Password

Record Your

Name

Set up Phone

Numbers

1 3 2 Listen

2 1 3 DeleteCreate or

Change

Quick Mail Entry

On/Off

1 Record

InstructionsOn/Off

Continuous Message Playback On/Off

3 Personal Settings

Keys you can use anywhere in Voice Mail.

Cancel (Previous)

Continue (Next)

Help

# 0 *

1 Location

Setup Wizard

For full details Refer Page 14

2 3 4 Smart

Greetings On/Off

2

Location Speed Set

Enter Your Return Time

Hang Up

Select Location Number (1-8)


Voicemail Numbers Voice Mailbox Access Numbers While In The Office :____________

Outside The Office : ____________

Your Direct Number : ____________(When Voice Mail answers) Press *#

Transferring Directly into Voice Mail: 1. Ask caller to hold & hook flash (or press Transfer key)

2. : ____________ (wait until Voice Mail answers, then)

3. Enter the Mailbox extension number and then Hang up.

Location Speed Set: While In The Office : __________________

Outside The Office :________________

Your Direct Number : _______________ (When Voice Mail answers) Press *#

(Only when using the Location Speed Set) Enter # when asked for your password).

Distribution Groups Company Groups (000 to 049) Personal Groups (050 to 099)

Group No. Extensions Group No: Extensions

000 All users in Company

Documents

Vision Voicemail User Guide...2 The “bip bip bip ding” between messages is to separate the messages and allows you time to press (2) Save, (3) Delete, or (4) Send. 3 At the end