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NEC 408 vm manual

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Table of contents for the manual

  • Page 1

                                             ™[...]

  • Page 2

    NEC America, Inc . reser ves the right to ch ange the speci fica tions, functio ns, or feature s, at a ny ti me, with out not ice. NEC Am erica , Inc. has prep ared this doc umen t for the us e by its emp loyees and cust ome rs . The inf o rmat ion c on tain ed here in is the pro pe rty o f NE C Am eric a , Inc. and s ha ll n ot be rep ro duce d wi[...]

  • Page 3

    Preface G EN ERAL I NFORMATION This book i s in tend ed to h elp in t he ins tall ation , syst em administ rat ion, and m ai nten ance of the Inf oSet 40 8 V oice Mai l. It is inte nde d f or us e as a ref ere nce by a nyone nee ding su ch inf ormat ion, i ncludin g syst em manag ers, s upport pe rson nel, sa les repr esent ativ e, a nd ac coun t e[...]

  • Page 4

    Exp an din g Y our S yst em W ith C all R o ut ing Prov id es dire cti on s for plannin g an d u sing c a ll rou ting . A ca ll routin g worksheet for addressi ng the assignments for call routin g keys. Pr ocedures f or changing default act ions and reco rd ing new gr ee tings are giv e n al ong w ith a di scu ss ion for test ing ca ll rou t ing . [...]

  • Page 5

    InfoSet 408 System Manager’s Guide i T abl e of Con tents Ch apt er 1 Sy s te m O ve r vi ew Section 1 Welcome to Infoset 4 08 Voice Mail ..... ... .... .... 1 -1 1.1 System Conve rsatio ns ..... ....... .... ... .... .... 1 -1 1.2 System IDs ....... .... ... .... .... ... ........ ... .... .... 1-1 1.2.1 S ub s c ribe rs H av e Pers o na l IDs .[...]

  • Page 6

    Issue 1 NEC America, Inc. ii T able of C ontents 3.3.7 G roups (Press 0) .... .... ... .... .... ... . 1-6 Chapter 2 Planning Your System Section 1 How The System Handl es Call s... ....... .... .... ... . 2-1 1.1 What Does th e Automate d Atten dant Do? .... .... ... .... .... ... ........ ... .... .... ... .... ....... . 2-1 1.1 .1 C alle rs R ou[...]

  • Page 7

    NEC America, Inc. Issue 1 InfoSet 408 System Manager ’s G uide iii 2.3.1 System Schedule .... ........ ... .... .... 2-7 2.3 . 2 Yo ur O rga ni za t ion ’s Sc he du le .. . 2 -8 Chapter 3 Se tting Up Your Sy stem Section 1 Understa nding Your S ystem S etup ...... ....... .... 3 -1 Section 2 S etup Info rmation Re cord ..... .... ... .... .....[...]

  • Page 8

    Issue 1 NEC America, Inc. iv T able of C ontents Sec t io n 2 C rea ti ng A Spe cial Ope nin g G ree t ing Fo r H olid ays . ..... ....... .... .... ....... .... ... .... .... ... ........ ... .. 5-1 Sec t io n 3 C han gin g t he Ext en si on Fo r th e O per at or M ailb ox O r th e F ax M ac h ine .... .... .... ... .... ....... . 5-2 Section 4 Ad[...]

  • Page 9

    System O verview 1 - 1 System Overview S ECTION 1 W EL COME TO I NFOSET 408 V OICE M AIL InfoS et  408 V oice Mail (VM) allows you to confi gure your voice mail an d call hand ling syst em t o be st m eets th e need s of yo ur organiza tio n. The vo ic e m es sa gi ng sy s te m is ea s y to u se —t h er e ar e no c on f us i n g c od e s o r s[...]

  • Page 10

    Issue 1 NE C Am er ica , In c . 1 - 2 InfoSet 408 System Manager’s Guide organ iz atio n’s ope nin g gre eting . The “e xte rnal” c a ller is unide nt ified at t his p oin t, bu t is abl e to e nter a n e xte nsio n, leav e a me s sage , se nd a fax, u se th e d irecto ry , or ch oose commands fr om menus. 1.2.1 S ubscribers Have Persona l [...]

  • Page 11

    InfoSet 408 System Manager’s Guide 1 - 3 Issue 1 NE C A m er i ca, In c . This g uide g ives y ou the info rm ation you ne ed to dec ide h ow b es t to us e your sys tem and to perf orm each of the se tasks qu ickly . Each chapte r covers o ne of the syst em manager’s fou r main are as of resp onsibilit y . Chapte r 2, “Pla nning Y o ur S yst[...]

  • Page 12

    Issue 1 NE C Am er ica , In c . 1 - 4 InfoSet 408 System Manager’s Guide Y o u can further p rotect your system by se tting a se curity code for the system manager ’s mailbox. 3. 2 Using T h e Sy stem Manag er ’ s Conversat ion Y o u use the system manager ’ s co nversati on to perf o rm all of the set u p an d mai nten an ce of Info Se t 4[...]

  • Page 13

    InfoSet 408 System Manager’s Guide 1 - 5 Issue 1 NE C A m er i ca, In c . the system manager ’ s conversatio n for that option. After you have acces se d the conversa tion, simply fo llow the i n structions give n b y s elec ting 1 for Yes an d 2 for No or by ch oosi ng th e choices f rom the shor t menus provided. 3.3.1 Cha nge a Mailbox ( P r[...]

  • Page 14

    Issue 1 NE C Am er ica , In c . 1 - 6 InfoSet 408 System Manager’s Guide 3.3.6 Call Routing ( Press 9) Edit C al l Ro ut in g f rom O pe nin g G ree ting (Pre s s 4) Edit C al l Ro ut in g f rom C a ll Rou ti ng Box e s (Pre s s 5 ) 3.3.7 Groups (Press 0 ) Grou p Mai n tenan ce Cr eat e a Gro up (Pr ess 4) Edit a G rou p (P ress 5) List gro u p m[...]

  • Page 15

    Planning Y our System 2 - 1 Planning Y our System S ECTION 1 H OW T HE S YSTEM H ANDLES C ALLS As part of the v o ice messagin g system setu p, you must decid e whether and ho w yo u wan t to use the syst em’s a uto mated a tten dan t to answ er incomi ng ca lls. Thi s deter mine s how calls are dist ribut ed betwe en th e voic e me s sagi ng s y[...]

  • Page 16

    Issue 1 NE C Am er ica , In c . 2 - 2 InfoSet 408 System Manager’s Guide 1.1.1 Ca llers Route The m s elves Th rou gh the au tom ate d att en dan t, exte rna l ca llers ca n rea ch a pe rson dire c tly by dia lin g the ex ten sion num b er . U sing the dir ec tory as sis tance f ea ture, a ca ller who do es no t kn ow t he ext ens ion nu mbe r ca[...]

  • Page 17

    InfoSet 408 System Manager’s Guide 2 - 3 Issue 1 NE C A m er i ca, In c . 1.1.3 Call Routing Ke y s Give Quic k Access The system’s ca l l routi n g keys let you create simpl e me nu s tha t lead calle rs to freq uent ly requ es ted ex tens io ns o r i nfor mat ion . By en te rin g a s in gle digit , ca ller s go t o a spe cif ied e xtens io n [...]

  • Page 18

    Issue 1 NE C Am er ica , In c . 2 - 4 InfoSet 408 System Manager’s Guide 1.2.2 Private Att e ndant The voice mail sy stem is reserve d for su bscribers only . This makes the voice messaging system av ailable from outsid e the office to sub sc ribers and to se lect ed clien ts, bu t e xterna l c all ers can no t re ach a vo ic e m ai lbo x unle ss[...]

  • Page 19

    InfoSet 408 System Manager’s Guide 2 - 5 Issue 1 NE C A m er i ca, In c . Not e: Rec or d a n ew ho li day gre eti ng be fo re ea ch ho li day . For b est re sults, your g re eting shou ld convey all t he necessary informa tio n in t he lea st am oun t of time. Y ou need to in clude: Y o ur orga niz ati on’ s nam e Ho w to rea c h an ex te ns i[...]

  • Page 20

    Issue 1 NE C Am er ica , In c . 2 - 6 InfoSet 408 System Manager’s Guide “ Hello . Than k yo u for ca llin g Om ni Co rporat ion. If you are c a llin g from a t ouch to ne te le pho ne, you m a y ent er the extension at any time . If you d o not know the ex tens io n, ente r 800 for a dire cto ry . Othe rw ise , pleas e stay o n th e lin e and [...]

  • Page 21

    InfoSet 408 System Manager’s Guide 2 - 7 Issue 1 NE C A m er i ca, In c . Refer to: Setup Information Record o n pa ge 3 -1 Setting Up Y our System Schedu le on page 3-4 Ongoin g M aintenanc e on page 5 -1 Creating A Specia l Opening Gree ting For Holiday s on page 5-1 2. 3 Determ ining the S ystem Sch edule The system schedule that you define de[...]

  • Page 22

    Issue 1 NE C Am er ica , In c . 2 - 8 InfoSet 408 System Manager’s Guide Ni ght m od e is act ive du rin g all hou rs out sid e you r normal business hours, defined by th e system sch edu le y ou s et. When nig ht m od e is act ive, calle rs hea r t he night g re eting , an d e xte rn al ca ller s w ho need as sis tanc e are ro ut ed t o the O pe[...]

  • Page 23

    InfoSet 408 System Manager’s Guide 2 - 9 Issue 1 NE C A m er i ca, In c . Inte rv al B : 9–12 , S at. If y ou clos e for lun ch f rom 1:00 to 2:00 ea ch d ay , s uch as: 9 A.M.–1 P .M., 2 P .M.–5 P .M., Mo n.– Sat . Use int erv a ls A an d B Inte rv al A : 9–1 , Mo n. –S at. Inte rv al B : 2–5 , Mo n. –S at. Ref er to : Recording [...]

  • Page 24

    Setting Up Y our System 3 - 1 Setting Up Y our Syste m S ECTION 1 U NDER STAND ING Y OUR S YSTEM S ETUP As pa rt of i nsta llation , you r te chnic ian se ts up Info S etm 408 Voice Mail t o work w ith your t e lephone system and t o meet the ne eds of yo ur organ iza tion. A fter i nstall ation , ask you r tec hnic ian t o com plete the Setu p Inf[...]

  • Page 25

    Issue 1 NE C Am er ica , In c . 3 - 2 InfoSet 408 System Manager’s Guide S ECTION 3 G ET T ING S TARTE D There are a few tasks you need to compl e te right away to custo mize the syst em for y our org anization . These tasks are de scribed i n the followin g check list. T o com plete the se ta sks e fficie ntly , use the foll owin g guide lines :[...]

  • Page 26

    InfoSet 408 System Manager’s Guide 3 - 3 Issue 1 NE C Am er ica , In c . "Welcome to the Info Set 40 8 V oi ce Ma il syste m! No w tha t your mailb ox is open, pl ease spend a few minutes readi ng the InfoS et V oice Ma il User Guide , which introdu ces you to the n ew system. A l so, leave a short reply to t his message, so I w ill know t h[...]

  • Page 27

    Issue 1 NE C Am er ica , In c . 3 - 4 InfoSet 408 System Manager’s Guide 3. Pres s 1 if yo u want to c han ge to or re ma in in holida y mode ; other w ise, pr ess 2. 4. Pres s 1 , as p rom pted, t o c hange the gre eting . 5. Rec ord y o ur gr eeting . Refer to: Using The System Manage r ’s Conversation on page 1-4 Plan ning Y our Opening Gree[...]

  • Page 28

    InfoSet 408 System Manager’s Guide 3 - 5 Issue 1 NE C Am er ica , In c . Not e: Y ou tu rn holi day m ode on and off man uall y thr ou gh th e o penin g greetin g quest ion in the syst em manager’s conv ersati on. T o se t th e s ystem s ch ed ule: 1. Access t he system m anag er ’s conv ersation. 2. Se lect ac tion 6, as prom pted . 3. V er [...]

  • Page 29

    Issue 1 NE C Am er ica , In c . 3 - 6 InfoSet 408 System Manager’s Guide Setting Y o ur O perator ’s E xtension a nd M ailbox on p age 3-6 Ongoin g M aintenanc e on page 5 -1 Creatin g A Special Open ing Greet ing Fo r Hol idays on pag e 5-1 S ECTION 6 S ET T ING Y OUR O PERAT OR ’ S E XTENSION AND M AILBO X During in stalla tion, you r te ch[...]

  • Page 30

    InfoSet 408 System Manager’s Guide 3 - 7 Issue 1 NE C Am er ica , In c . T o rev iew o r c hang e the O pe rator m a ilbox greet ings : 1. Access t he system m anag er ’s conv ersation. 2. Se lect ac tion 8 a nd then 5, a s pr omp ted . 3. Rev iew t he gree tings for d ay mo de an d ni ght m ode a nd exc h ang e them if nece ssa ry . Setting Up[...]

  • Page 31

    Issue 1 NE C Am er ica , In c . 3 - 8 InfoSet 408 System Manager’s Guide S ECTION 7 C H ANG ING THE S YSTEM M ANAG ER ’ S P AS SWOR D With the system manager ’s p assword, you can access t he syst e m manag er ’s con versa tion t o set up a nd m ainta in Inf oSet 408 V oi ce Ma il. For increased secu rity , ch ange t he s y s tem manager pa[...]

  • Page 32

    T raining Users 4 - 1 T raining User s S ECTION 1 P REPARING F OR T RAINI NG T ra i n ing o n the Inf oSet 408 V o ice Ma i l System i s availabl e and be given by the t e chnici a n or t h e system manager . Pre par e a co py o f the I nfoSe t V oic e Mail User Guid e for each us er . Fill i n the syst em information o n the fro n t cover of t he [...]

  • Page 33

    Issue 1 NE C Am er ica , In c . 4 - 2 InfoSet 408 System Manager’s Guide Review the cu rrent day ’s messages at a n y time. Arc hi ve ind iv idu al me s s age s fo r up to thr ee day s . Re dir ect a m e ssa ge t o an othe r mailb ox an d i nc lude an int rod uc t ion to a red ire c te d m e ssa ge . Pause messages wh i le li stening to them. C[...]

  • Page 34

    InfoSet 408 System Manager’s Guide 4 - 3 Issue 1 NE C A m er i ca, In c . ex tens io n do es n ot r ing . C all t ra nsf er ap pli es to ext e rnal c a lls only . C al lers w ho d ial th e ex t en s ion di rec t ly f ro m in s ide the o ffice are not af fected. Ex pla in the b en efits o f u sing a p er sona l ID wh en a cc ess ing Info Se t 4 08[...]

  • Page 35

    Issue 1 NE C Am er ica , In c . 4 - 4 InfoSet 408 System Manager’s Guide T o red irect a new me ssa ge: 1. L iste n to the me ssage l on g e nou gh to de termi ne wh o i t is for . 2. Pres s 2 to int errup t the me ssage. 3. When the syst e m asks if you would like to re d ire ct the messag e, press 1 for Y es, an d th en e nter the app ropriat e[...]

  • Page 36

    InfoSet 408 System Manager’s Guide 4 - 5 Issue 1 NE C A m er i ca, In c . m ailbox (i nstea d of transfe rring the cal l to the subscrib er ’s ex ten sio n). 4. Han g up to c o mpl ete th e c all tr ansfe r . T o t ransf er an ex tern al call er to a vo ice ma ilb ox on syst em s usin g easy m es sage acc ess : 1. Pres s th e tran sfer key . 2.[...]

  • Page 37

    Maintaining Y our System 5 - 1 Maintaining Y our Syste m S ECTION 1 O NGOI NG M AINTENANC E Once y ou h ave set up InfoS et 408 V o i ce Mail an d have be come fam iliar with it, you ne ed n o mo re than a few minu tes eac h we ek to p erfor m all the ma in tenanc e. The ong oing maint enance tasks in clude: Re c ord ing s pec ia l gr eet in gs f o[...]

  • Page 38

    Issue 1 NE C Am er ica , In c . 5 - 2 InfoSet 408 System Manager’s Guide The syst em has ju st one holiday g reeti ng, so you must re record it fo r each of yo ur organ izat ion’s sched ul ed hol idays . T o p ut Info set 4 08 V oi ce Mail in h olid ay mode an d crea te a holida y greet ing: 1. Access t he system m anag er ’s conv ersation. 2[...]

  • Page 39

    InfoSet 408 System Manager’s Guide 5 - 3 Issue 1 NE C A m er i ca, In c . Ch an ge th e fa x ex t ens i on n um b er . Ch an ge th e da y and nigh t gree ting s for th e Op er ator m a ilb ox . Refer to: Setting Y our O perator ’s E xtension a nd M ailbox on p age 3-6 S ECTION 4 A DDING A ND D EL ETIN G V OI CE M AILBOXES V oice mailbox e s sto[...]

  • Page 40

    Issue 1 NE C Am er ica , In c . 5 - 4 InfoSet 408 System Manager’s Guide T o ad d, d ele te, o r res et a m ail box, or de lete a sec uri ty co de: 1. Access t he system m anag er ’s conv ersation. 2. Sele ct acti on 4 a nd r esp ond as pr om pted . Refer to: T rain ing Users on page 4-1 S ECTION 5 M ESSA G E G ROUPS Messa ge g ro ups e nab le [...]

  • Page 41

    InfoSet 408 System Manage r ’ s Guide 5 - 5 Is s ue 1 N E C A m e r i c a , I n c . T o e d it y ou r m e s sa g e g r ou p s : 1. Acc e s s t he system m ana g e r ’ s co n ve r s a tion. 2. S e l e ct action 0 , an d r e s p ond as p ro m pt e d . R e fer to: Inf o Se t Voice M ail U s er Gu ide S ECTI O N 6 M O N I T O R I N G S YSTEM S TA T[...]

  • Page 42

    Issue 1 NE C Am er ica , In c . 5 - 6 InfoSet 408 System Manager’s Guide St ops re c ord ing mes s ag es Notifies th e syste m manager that t h e system i s o ut of r ecording time Notifies ca l lers leaving messages tha t th e system is out of recording ti me T o prevent r unn ing ou t of r ecordi ng time, regul arly m on itor the a v a ilab le [...]

  • Page 43

    Expanding Y our S ystem With Call Routing 6 - 1 Expanding Y o ur System W ith Call Routing S ECTION 1 O FFE RIN G C AL L R OUTI NG With c all ro uting, caller s can pr ess a singl e touc hto ne key du ring a greetin g to: Transfe r to an e xte nsio n. Hear an audi o message. Choose from a su bmenu of opti ons. Y o u can assign and activat e call-ro[...]

  • Page 44

    Issue 1 NE C Am er ica , In c . 6 - 2 InfoSet 408 System Manager’s Guide Dir ect ing rout ine call s to de pa rtmen ts ( F or Sal es , pre ss 1 . Fo r Su pp ort , pre ss 2 .) Pres enti ng audi o m ess ages to an swer fr eque ntl y a ske d ques ti ons. (For bu sine ss ho urs an d dir ect ion s to our company , pre ss 1 ). Pro vi din g an a lt ern [...]

  • Page 45

    InfoSet 408 System Manager’s Guide 6 - 3 Issue 1 NE C A m er i ca, In c . Call R outing Dia gra m “Hel lo. Th is is the Omn i Co mp any . Y o u may enter the ex tensi on numbe r of the pe r son yo u wish to spea k to at an y ti me d urin g thi s mess age. T o place a n or der, pres s 1. For dire cti on s to the Om ni Co mpany , p ress 2. For a [...]

  • Page 46

    Issue 1 NE C Am er ica , In c . 6 - 4 InfoSet 408 System Manager’s Guide S ECTION 3 P LANNING C ALL R OU TING Use the C all Rou ting Pl an ning Wor ksheet to r ecor d call -routing key assi gnm ents an d draft the open ing and ca ll-routi ng bo x greeti ngs tha t you w ill record wh en y ou set up call routi ng for your voice mes sagin g syst em.[...]

  • Page 47

    InfoSet 408 System Manager’s Guide 6 - 5 Issue 1 NE C A m er i ca, In c . Call R outing Pl a nning Wor ksheet OPENING GREETI N G Da y gre eti ng : Ni ght g ree ti ng: Defaul t acti on Call -r outing key assi gnments Day Night (n ote ex tens io n or cal l-ro uting b ox numb er) T ake message T ake message 1= 6= Say goo d-by e S ay goo d-bye 2= 7= [...]

  • Page 48

    Issue 1 NE C Am er ica , In c . 6 - 6 InfoSet 408 System Manager’s Guide S ECTION 4 A SSI GNING C AL L R OUT ING K EY S Y ou can u s e to uchto ne ke ys o ne throug h nine ( 1-9) a s cal l-routi ng k eys for th e o pen ing greeti ng and f or any cal l-routing bo x you choo se t o inclu de. Do n ot u se z e ro (0 ) as a c all-r outin g key . It sh[...]

  • Page 49

    InfoSet 408 System Manager’s Guide 6 - 7 Issue 1 NE C A m er i ca, In c . If you like, yo u c an ch ang e the day an d nigh t de fault a ctio n for ea ch call-r outing greet in g to one of t he f ollo wing actions : T a k e a (p ubl ic) m es s ag e Route to th e operator Ro ut e t o a not h er ex t e nsion Re t urn to the op eni ng gree t ing Say[...]

  • Page 50

    Issue 1 NE C Am er ica , In c . 6 - 8 InfoSet 408 System Manager’s Guide A da y gr eetin g fo r ea ch c a ll-ro utin g b ox t hat calle rs reac h b y us ing a ca ll- rou ting ke y . A n ight gr eeting for eac h call-r outing box. (Thi s is o ptio na l. I f no nigh t gre etin gs ar e re cord ed fo r a c all- rou ting bo x, the system play s t he d[...]

  • Page 51

    InfoSet 408 System Manager’s Guide 6 - 9 Issue 1 NE C A m er i ca, In c . S ECTION 7 T ESTING C AL L R OUT I NG T esting ens ures that e ve ry call -rou ting key , g reeti ng, and def aul t actio n works correc tly . Begi nning w ith the op ening gree ting, y ou can test all of the c all-ro uting opt ions av a ilab le to c a llers us ing the foll[...]

  • Page 52

    L                                       ™ L                      ?[...]