ATT Merlin 206, 410, 820 Plus Classic Mail Installation Guide
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Merlin 206,410,820 & Plus Classic Mail o o o o o Installation Package 1.6 Unpack Classic Mail System Reference Guide Chapter 2 - The Classic Mail Confirm that all the parts are within the shipping container. Contact AT&T if any parts are missing. Identify Classic Mail Connections System Reference Guide Chapter 2 - The Classic Mail Confirm the location of the Merlin Voice Terminal jacks that will be used for Telephone Emulation and the Merlin Tel.Co. jacks that will be used for voice mail access. See page 7 of the Classic Mail Design Package for this information. Complete Pre-Installation Requirements Confirm that all Merlin Voice Terminal ports and Tel.Co. ports conform to Classic Mail installation requirements. See pages 13 through 23 of the Classic Mail Installation Package for instructions regarding specific Merlin Control Units. All line appearances and Intercom Auto Dial button must be programmed to match the attendants template on page 19, 20 or 23 of this package. A 34 button display set is required to verify the correct button programming. Do Not proceed without this! Mount the Classic Mail System Reference Guide Chapter 3 - Mounting The Classic Mail to the Wall Position the paper mounting template to the wall and install the three mounting screws using the enclosed wall anchors if needed. See page 6 of the Classic Mail Design Package for the mounting location. Connect Voice Mail Access Lines Reference: Procedure: i Note: Reference: Procedure: i Note: Procedure: i Note: Reference: Procedure: i Note: Reference: Procedure: i Note: System Reference Guide Chapter 4 - Maximizing Telephone System Performance System Reference Guide Chapter 3 - Interposing between your Outside Line and Control Unit Connect voice mail access lines to the Classic Mail using the primary method of dedicating vacant Tel.Co. ports. Or, use the secondary method by interposing existing telephone lines to provide time- share voice mail access. These connections provide internal access to voice mail services. You may use a combination of dedicated and time-share voice mail access. If possible, always dedicate voice mail access using vacant Tel.Co. ports on the Merlin Control Unit See page 7 of the Classic Mail Design Package for this information. For an explanation of connection methods see pages 26 through 28. Classic Mail Installation Package 1.6 - Page 1
o o o o o Complete TEST 1 System Reference Guide Chapter 3 - Test 1 Test each outside telephone line that is interposed with the Classic Mail. Make sure a call can be completed on each line. Connect Telephone Emulation System Reference Guide Chapter 3 - Connecting the Telephone Emulation Cables Connect the Classic Mail Telephone Emulation jacks to vacant Merlin Voice Terminal ports. See page 7 of the Classic Mail Design Package for this information. If the Classic Mail is required to operate the message lamps on the Merlin Voice Terminals, Telephone Emulation Jack #l must be connected to the attendants Voice Terminal port on the Merlin Control Unit (port 0 for Merlin 206 or port 10 for Merlin 410, 820, 820D or 820D2). All line appearances and Intercom Auto Dial buttons must be programmed to match the attendant’s template on page 19, 20 or 23 of this package. A 34 button display set is required to verify the correct button programming. Do Not proceed without this! USE ONLY APPROVED FOUR-PAIR CABLES Test Power Source Grounding Use a ground tester to confirm that the 110 VAC power source is properly grounded. Enter the results of this test on page 6 of the Classic Mail Design Guide. Do not install the Classic Mail if the ground test fails. Arrange for proper A/C grounding before continuing with the installation. Install the Power Supply System Reference Guide Chapter 3 - Installing the Power Supply Reference: Procedure: i Note: Reference: Procedure: i Note: Procedure: i Note: Reference: Procedure: i Note: Procedure: i Note: Connect the Classic Mail to a grounded 110 VAC electrical outlet. Power up the Classic Mail. NEVER POWER DOWN THE CLASSIC MAIL DURING SELF-INITIALIZATION Both the Merlin Control Unit and the Classic Mail should be plugged into the same power source. The power source must be effectively grounded for the Classic Mail to operate properly. Use only the enclosed power supply. Classic Mail must be provided with lightening and surge protection equivalent to that is used to protect the Merlin Control Unit. Complete TEST 2 Reference:System Reference Guide Chapter 3 - Test 2 Verify that all voice mail access lines are functional. After the Self-Initialization process is complete, lamp #5 on the Classic Mail will be a steady green. The Classic Mail should answer each voice mail access line when the access code is entered. Classic Mail Installation Package 1.6 - Page 2
o o o o o o Complete TEST 3 System Reference Guide Chapter 3 - Test 3 Verify that all telephone lines are in service. This test confirms that all incoming telephone lines are functioning normally. Label Merlin Telephones System Reference Guide Chapter 3 - Labeling Your Telephones Label voice mail access lines on the Merlin Voice Terminals with green voice mail labels. The stickers indicate which lines allow internal access to voice mail services. Complete TEST 4 System Reference Guide Chapter 3 - Test 4 Confirm that each Merlin Voice Terminal can access voice mail from labeled buttons. Be certain only the voice mail access lines are labeled. Initialize the Classic Mail. System Reference Guide Chapter 3 - Initial Administration Tasks Reference: Procedure: i Note: Reference: Procedure: i Note: Reference: Procedure: i Note: Reference: Procedure: i Note: Reference: Procedure: i Note: Reference: Procedure: i Note: Access voice mail and enter the administrators mailbox number and the default password (0000). The first mailbox, opened and set up, automatically becomes the Administrators Mailbox, the General Delivery Mailbox and the Attendant’s Intercom Number. These designations can be reassigned as required. Verify the Results of Self-Initialization System Reference Guide Chapter 3 - Initial Administration Tasks Compare the Control Unit type, Control Unit software and in-service line assignments to the information prompted by the Classic Mail after system initialization. The Self-Initialization process takes about five minutes. See pages 6 and 7 of the Classic Mail Design Package for confirming data. Set the Date and Time System Reference Guide Chapter 3 - Initial Administration Tasks Set the system clock to the correct date and local time. The date and time entries are made using a two-number format. Two numbers each for month, day and year. Two numbers each for hour and minute. The AM/PM designation is prompted ...press 1 for AM or 2 for PM. Classic Mail Installation Package 1.6 - Page 3
o o o o oInitialize the Attendants Mailbox System Reference Guide Chapter 3 - Initial Administration TasksReference: Procedure: i Note: i Note: s i Note: Enter the attendants new password, directory name recording and spelling. Write down the Attendants mailbox number and password on page 7 of the Classic Mail Design Package. Access to system administration functions is through this mailbox. Complete TEST 5 Reference:System Reference Guide Chapter 3 - Test 5 Procedure:Confirm Attendants intercom and mailbox number. i Note:Be certain the correct mailbox has been opened for the Attendant. Unlock the Assigned Mailboxes Reference:System Reference Guide Chapter 6 - Assigning, Unlocking and Locking Mailboxes Procedure:Unlock individual (or multiple) mailboxes assigned to owners, including those used by call routing. See page 15 and 16 of the Classic Mail Design Package. Do not unlock mailboxes that are uassigned. Fast Track: 7 All Fast Track key sequences begin from the administration mode top-level menu Reference: System Reference Guide Figure 5A or page 29 of this package. Set the Access Code Reference:System Reference Guide Chapter 9 - Changing the Classic Mail Access Code Procedure:If required, set the Classic Mail access code to be a different single digit on the telephone. i Note:See page 9 of the Classic Mail Design Package for this information. The default is the star key. Before changing the Access Code, confirm that the star key causes undesirable affects such as last-number-redial. sFast Track: 6 - 1 Enable the Touch-Tone Gate Reference: System Reference Guide Chapter 9 - Enabling the Touch-Tone Gate Procedure:If required, enable the Classic Mail Touch-Tone Gate to enhance access for callers with rotary-dial telephones. i Note:See page 9 of the Classic Mail Design Package for this information. The default setting is Touch-Tone Gate Disabled. To activate this feature, enable the Touch-Tone Gate and include the phrase If you have Touch-Tone telephone, press any key. in the recorded Company Greeting. sFast Track: 6 - 9 Classic Mail Installation Package 1.6 - Page 4
o o o oSet the Administration Password System Reference Guide Chapter 6 - Changing the Administration PasswordReference: Procedure: i Note: Reference: Reference: Procedure: i Note: Reference: Procedure: i Note: Assign a new password to secure the administration menus. Use an eight digit password for maximum security. Write down the Administration Password on page 7 of the Classic Mail Design Package. sFast Track: 5 - 4 Administrators Mailbox Number System Reference Guide Chapter 6 - Changing the Administrators Mailbox Number Procedure: i Note: If required, reassign the administrators functions to a different mailbox. This mailbox must be unlocked before reassignment can be done. See page 9 of the Classic Mail Design Package for the Administrators Mailbox Number. These functions will be transferred to the new mailbox when the current Administrators Mailbox is closed. sFast Track: 5 - 5 Attendants Intercom Number System Reference Guide Chapter 7 - Changing the Attendants Intercom Number If required the attendant transfer function can be assigned to a different intercom or it may be disabled entirely. See page 9 of the Classic Mail Design Package for the Attendants Intercom Number. If no individual is responsible for answering incoming calls, disable the attendant transfer feature. sFast Track: 5 - 6 General Delivery Mailbox System Reference Guide Chapter 7- Changing the General Delivery mailbox Number If required, the general delivery mailbox function can be moved to a different mailbox or may be disabled entirely. See page 9 of the Classic Mail Design Package for the General Delivery Mailbox Number. If no one is responsible for reviewing and forwarding messages sent to this mailbox it is very important that this function be disabled. sFast Track: 5 - 7 Classic Mail Installation Package 1.6 - Page 5
o o o o oBusiness Hour Schedule System Reference Guide Chapter 8 - Setting the Business Hour ScheduleReference: Procedure: i Note: Reference: Procedure: i Note: Procedure: i Note: Reference: Procedure: i Note: Reference: Procedure: i Note: Define the opening and closing time for Monday through Sunday. See page 9 of the Classic Mail Design Package for the Business Hour Schedule. Time is entered using a two-number format, two numbers for the hour and two numbers for the minute. The A/M P/M designation is then prompted ... press one for AM or 2 for PM. sFast Track: 5 - 2 Rings Before Answering Incoming Calls System Reference Guide Chapter 8 - Setting the Number of Rings Set the rings before the Classic Mail answers incoming calls in either day operation, night operation or by individual line as required. See page 9 of the Classic Mail Design Package for this information. Setting the Rings-Before- Answer for an individual line overrides the Business Hour Schedule for that line. sFast Track: 5 - 1 Set Rings Before Answering a Transferred call Set the number of rings the Classic Mail will wait before re-connecting with a caller after a transfer. The caller may then leave a message and/or transfer to another intercom. See page 9 of the Classic Mail Design Package for this information. The default value is four rings. sFast Track: 6 - 2 Set the Call Transfer Type System Reference Guide Chapter 9 - Changing the Call Transfer Type Select either direct or announced transfer method. See page 9 of the Classic Mail Design Package for this information. The announce method is mandatory for Merlin systems without the transfer feature. sFast Track: 6 - 7 Block Lines for Off-Site Message Alert System Reference Guide Chapter 9 - Blocking Lines for Off-Site message Alert If required, block individual lines from performing Off-Site Message Alert. See page 6 of the Classic Mail Design Package for this information. The Classic Mail will only select unblocked lines when performing Off-Site Message Alert functions. sFast Track: 6 - 3 Classic Mail Installation Package 1.6 - Page 6
o o o o Initialize Mailboxes Mailbox Users Guide Chapter 2 - First-Time UseReference: Procedure: i Note: Reference: Prodedure: i Note: Assist all mailbox owners with mailbox set up. Instruct users on how to send and receive messages. It is important to set up any mailboxes that are used by Call Routing before the Call Routing Map is defined. All mailboxes except the general delivery mailbox must be set up with the owner’s password before any messages can be deposited in them. Mailbox Greetings Mailbox Users Guide Chapter 2 - Recording a Greeting Assist all mailbox owners with recording personal greetings. The mailboxes used by Call Routing must be set up before the route is defined. A generic greeting will be played to callers if a custom greeting is not recorded. Record Company Greetings Reference: Procedure: i Note: Reference: s System Reference Guide Chapter 8 - Recording Company Greetings Using the written script, record the greetings that will be played to callers during day and night operation. See page 10 of the Classic Mail Design Package for the day and night company greeting scripts. sFast Track 1 - 1 for Day 1 - 2 for Night Call Routing Maps System Reference Guide Chapter 8 - Entering Advanced Answering Service Information Procedure: i Note: Using the Call Routing work sheets, enter the call routing map and record the Top-Level menu of instructions for day and night operation. See pages 12 through 14 of the Classic Mail Design Package for Call Routing information. Read System Reference Guide Chapter 8 - Entering Advanced Answering Service Information before first attempting to set up a Call Routing application. Fast Track: 2 Classic Mail Installation Package 1.6 - Page 7
Merlin 206,410,820 & Plus System Testing Checklist 1. o ¥ ¥ 2. o ¥ ¥ ¥ ¥ 3. o ¥ ¥ i Note: Fast Track key sequences begin from the administration mode top-level menu Reference: System Reference Guide Figure 5A or page 29 of this package. Classic Mail Access Code Call into the Classic Mail from a Merlin Voice Terminal Enter the specified access code and verify that Classic Mail answers Troubleshooting Make certain that you are accessing a voice mail access line before you conduct this test. If the Classic Mail still does not answer, reset the line status and control unit type and reboot the Classic Mail.. k System Reference Guide Chapter 9 - Changing the Classic Mail Access Code s Fast Track: 6 - 1 Simultaneous Access Select a voice mail access line Enter the specified access code Verify that the Classic Mail answers the call, then put the line on hold Continue until all Classic Mail ports are operating simultaneously Troubleshooting Make certain that you are using a voice mail access lines. If all ports do not answer simultaneously, confirm that the Classic Mail unit is not a 2-port model. On 2-port models you will hear busy tone when you attempt to access more than two ports. If the unit is a 4-port model and this test fails, reset the line status and control unit type, reboot the system and execute this test again. If it still fails, reset the line status and control unit type and connect the Classic Mail to a different Merlin Control Unit. If the test fails on the second Merlin, replace the Classic Mail. k System Reference Guide Chapter 9 - Changing the line Configuration s Fast Track: 6 - 4 Rings Before Answer: Force the Classic Mail into day or night operation Call into the Classic Mail using an outside line and verify the rings before answer Classic Mail Installation Package 1.6 - Page 8
Troubleshooting Use different Voice Terminal ports or Merlin control unit and retest. kSystem Reference Guide Chapter 9 - Setting the Number of Rings sFast Track: 5 - 1 - 1 (Day Operation) sFast Track: 5 - 1 - 2 (Night Operation) sFast Track: 5 - 1 - 3 (Line Operation) If the Classic Mail will not answer a line at all, first check to make certain that Rings-Before-Answer has not been set to 99 rings for that line. If so, the Classic Mail would wait 99 rings to answer calls into that line. Otherwise, check the programming on the Voice Terminal ports you are using for Telephone Emulation. They may not be programmed with the line appearance of the telephone line in question. If this is so, correct it by programming line appearances so the Classic Mail will know when calls are coming in on the telephone lines. Company Greetings Verify that the correct greeting (Day or Night) plays Troubleshooting If the correct greeting does not play when the Classic Mail is in forced operation (either day or night), then the recording may have been created improperly. Record the day and night greetings again. Make certain 4. o ¥ 5. o ¥ ¥ ¥ the system prompt confirms that you are recording the correct greeting for both day operation and night operation. kSystem Reference Guide Chapter 8 - Recording Company Greetings sFast Track: 1 - 1 (Day Greeting) sFast Track: 1 - 2 (Night Greeting) Call Routing Map Select a call routing option Verify that the correct action takes place Repeat the previous steps until all options for the day and night Call Routing maps have been tested Troubleshooting Problems with the call routing map usually involve making incorrect entries to create a path or failing to save the Call Routing map after it has been completed. Confirm that all Call Routing paths have been defined. kSystem Reference Guide Chapter 8 - Entering the Call Routing Map Information sFast Track: 2 Classic Mail Installation Package 1.6 - Page 9
6. o ¥ ¥ 7. o ¥ ¥ ¥ 8. o ¥ ¥ ¥ ¥ ¥ ¥ ¥ Attendants Intercom Number Press 0 to transfer to the attendant Verify that the correct intercom rings Troubleshooting If you press 0 and are not transferred to the Attendant, or if you are transferred to the wrong intercom, use the Set Attendants Intercom Number option to confirm the correct Attendant Intercom number. If the Attendants Intercom is correct, connect a 34 button Merlin Voice Terminal to the Merlin Control Unit at port 10. Try to transfer a call to the Attendants Intercom using the Intercom Auto-Dial button for the Attendants Intercom. If this does not work, the Intercom Auto dial button for port 10 is not programmed correctly. See your Merlin User Guide for instructions on button programming. k System Reference Guide Chapter 7 - Changing the Attendants Intercom Number s Fast Track : 5 - 6 General Delivery Mailbox Do not answer the attendant voice terminal Verify that the General Delivery Mailbox greeting plays Record a test message in the General Delivery Mailbox Troubleshooting If the call does not reach the General Delivery Mailbox, make certain you have defined a mailbox number. This can be confirmed by using the Set General Delivery Mailbox Number option. k System Reference Guide Chapter 7 - Changing the General Delivery Mailbox Number s Fast Track: 5 - 7 Message Waiting Notification Call into the Classic Mail using an outside line Leave at least a three second message in an initialized Regular mailbox Verify that the correct message lamp illuminates Verify that the Message Waiting Alert Prompt plays over the intercom speaker Delete the message from the mailbox Verify that the message lamp extinguishes Repeat for each initialized Regular mailbox. Classic Mail Installation Package 1.6 - Page 10