Cadence Voice/fax Mail System User Guide

							V
OICE
 / F
AX
 M
AIL
 S
YSTEM
U
SER
 G
UIDE
July 1999   
						

							TABLE OF CONTENTS
ABOUT THIS  BOOK
...................................................................1
CADENCE USER GUIDE FLOW CHART
..........................2-3
GETTING STARTED
Accessing your Mailbox ........................................................... 5
Outside Callers .................................................................... 5
Inside Callers ....................................................................... 5
SETTING PERSONAL MAILBOX OPTIONS
Record a Personal Greeting ..................................................... 7
Set you Access Code .............................................................. 7
Call Forwarding Options ........................................................... 7
Enter your Name ...................................................................... 7
Record your Name ................................................................... 8
Record a Greeting by Number ................................................. 8
Set Current Personal Greeting Message .................................. 8
Automatic Greeting Change ................................................. 8
Select a New Greeting ......................................................... 8
LISTENING TO YOUR  MESSAGES
 .......................................9
Message Forwarding Options ................................................ 10
Special Sending Options ........................................................ 10
SENDING MESSAGES
............................................................11
Direct Messaging ................................................................... 12
Self Memo .............................................................................. 12
CALL FORWARDING
Message Notification to Beeper ............................................. 13
Outbound Message Notification ............................................. 13
Outbound Call Forwarding (Follow Me) .................................. 13
Cancel Call Forwarding .......................................................... 14
Set Notification Interval .......................................................... 14
Number of Notifications .......................................................... 14
DND (VM/AA Switch) ............................................................. 14 
						

							ADDITIONAL OPTIONS
Wake Up Calls ........................................................................ 15
Review Future Delivery .......................................................... 15
Undelete Messages ............................................................... 15
FAX OPTIONS
Retrieving Faxes .................................................................... 15
Receive Marked Faxes .......................................................... 16
Receive All Faxes .................................................................. 16
Set Default Number ................................................................ 16
Previous Menu ....................................................................... 16
Receive to the Default Phone Number ................................... 16
Receive to a Different Phone Number .................................... 16
Receive to the Current Fax Machine ...................................... 16
KEYSET USER FUNCTIONS
Message Waiting  Lights .......................................................... 17
Call Record ............................................................................ 17
Answer Machine Emulation .................................................... 17
AME Password ....................................................................... 18
Shortcuts................................................................................ 18
INTERACTIVE DISPLAYS
Viewing Mailbox Contents ...................................................... 19
Retrieving Messages ............................................................. 20
Administration ......................................................................... 21
MAILBOX ADMINISTRATION USING
SOFT KEYS
..........................................................................22
ABOUT THIS  BOOK
This user guide is a reference guide for the mailbox owner on the
CADENCE system.
It describes how to setup your mailbox features, and how to use the
various mailbox owner features. Please review this guide carefully
before you use your mailbox.
Your voice mail box has the capability of storing private messages
and faxes, offering a number of options for sending or redirecting
messages and faxes and providing several ways to notify you of
new messages or calls.
This guide can be used by mailbox owners from within the office or
from telephones outside the office. The basic operation is the same,
but the access method will be different. See the user guide flow char t
for more details.
Note that some features and prompts detailed here may not be avail-
able to all mailbox owners. See your system administrator if you
have questions about feature availability.
1 
						

							2CADENCEUser Guide Flow Chart
REPLAY THE CURRENT MESSAGE
PLAY NEXT MESSAGE
DELETE CURRENT MESSAGE
TIME DATE / SENDER
FORWARD OPTIONS
REWIND
PA U S E
FAST FORWARD
EXIT
LISTEN TO MESSAGES
SEND A MESSAGE
PERSONAL MAILBOX OPTIONS
LISTEN TO FAXES
RECEIVE FAXES
WAKE UP CALLS
REVIEW FUTURE DELIVERY
UNDELETE MESSAGES
DISCONNECT
RETURN TO CALLER SIDE
LISTEN TO MESSAGE
SAVE AND SEND
RE RECORD
EXIT WITHOUT SAVING
1234
RECORD CURRENT GREETING
SET ACCESS CODE
FORWARDING OPTIONS
ENTER NAME
RECORD NAME
RECORD GREETINGS BY NUMBER
SET CURRENT GREETING
EXITLISTEN MENU
FORWARD
REPLY
SEND
EXITBEEPER NOTIFICATION
OUTBOUND MESSAGE NOTIFICATION
OUTBOUND FOLLOW ME
DISABLE FORWARDING
FORWARDING INTERVAL
NUMBER OF RETRIES
VOICE MAIL / AA SWITCH (DND)
EXIT
12356#78
ENTER MAILBOX NUMBER OR:
TO APPEND
TO SEND BY NAME
TO MARK URGENT
FOR RECEIPT INFORMATION
FOR PRIVATE
FOR FUTURE
RECORD
1237849#5
23451
123#
123456#7
SEND MENUSET AUTO GREETING
SET SPECIFIC GREETING
12
ENTER      + YOUR
MAILBOX NUMBER
FOLLOWED BY
YOUR PASSWORD
213456
WHEN PROMPTED
ENTER YOUR
PASSWORD
SEND MENUPERSONAL OPTIONS MENU
MESSAGE FORWARD MENUFORWARDING OPTIONS
SENDING OPTIONS
OUTSIDE CALLER
MAIN MENUINTERNAL CALLER
MAIN MENU
678
#
MAILBOX OWNER MENU
NOTE:
WHEN NAVIGATING THROUGH CADENCE, PRESSING   WILL
USUALLY RETURN YOU TO THE PREVIOUS MENU.
#
3 
						

							5
GETTING STARTED
Using your new CADENCE mailbox is as simple as following a few
simple spoken instructions. First time users should read this user guide
as a tutorial. The first things to should do are:•
Access your mailbox

Record a personal greeting

Change your access code

Enter your name

Record your name
ACCESSING YOUR  MAILBOXOutside callers

Dial the phone number that will be answered by CADENCE. The
main greeting will answer.

During the Greeting, enter [✱].

Enter your mailbox number (mailbox numbers will usually match
your extension number.

Enter your access code (the default access code is 9876).
Inside callers

Press the key assigned to ring CADENCE [VMMSG].

When prompted enter your access code (the default access code
is 9876).
At this point the inside and outside callers follow the same instruc-
tions. You will hear a message stating the number of messages left in
your mailbox. You will then hear the Mailbox Owner Main Menu with
the following options:
Listen to messages – See 
Listening to your Message
Send a message – See 
Sending Messages
Set personal mailbox options – See 
Setting Personal Mailbox
Options
Listen to faxes – See 
Fax Options 
						

							Receive faxes – See 
Fax Options
Set or cancel wake up calls – See 
Additional Options
Review future delivery – See 
Additional Options
Undelete message – See 
Additional Options
DisconnectExit and return to the main menu
67
SETTING PERSONAL
MAILBOX OPTIONS
At the mailbox Owner Main Menu press [3] CADENCE will play the
Personal Options Menu:
RECORD A PERSONAL GREETING
Your personal greeting will be played every time someone reaches
your mailbox. A typical text for a personal greeting message is:
“Hi, this is ........ sorry I can’t take your call right now. Please
leave your name and number and I will get back to you as soon
as I can.”
Record your greeting message and press [#] when you are done (your
old message will be played first if it exists). After recording your mes-
sage, you will be able to listen to the message you recorded, save the
message you recorded, and return to the previous menu, record the
message again, or exit without saving the message.
SET YOUR  ACCESS  CODE
Choose any 4 digits for your access code. Make sure you write down
your access code for future reference. The factory default access code
for every mailbox is 9876.
CALL FORWARDING OPTIONS
Call forwarding options are explained on page 13 of this guide.
ENTER YOUR  NAME
If you enter your name, callers who do not know your extension num-
ber may reach you by dialing the letters of your first or last name on
their telephone keypad. CADENCE will automatically match the en-
tered letters with your extension and transfer the call.
At the prompt, dial the keys that correspond with the first 3 letters of
your last name. For the letter Q press [7] and for the letter Z press [9].
If you make a mistake and wish to restart, enter [✱]. 
						

							Example: If your name is Joe E. Stevens, enter the following digits
from your telephone keypad:
For Stevens enter:[7], [8], [3]
For Joe enter:[5], [6], [3]Note: In order to allow CADENCE to properly handle the name search
function it is absolutely necessary for your names to be entered cor-
rectly into the system as specified in RECORD YOUR NAME.
RECORD YOUR  NAME
Use this option to record your name. Your recorded name is played in
various situations. It is very important to have the mailbox record your
name for proper functioning of the CADENCE system.
Your mailbox is now set up and ready to take messages.
RECORD A GREETING BY NUMBER
Follow the prompts and record the greeting number of your choice (1
through 9).
SET CURRENT PERSONAL GREETING
MESSAGE
This option provides mailbox owners with a library of up to 9 personal
greeting messages. Once this option is selected, you have two choices:
AUTOMATIC GREETING CHANGE
If this option is set CADENCE will play personal greeting mes-
sage based on the day or night mode of operation,  personal
greeting number 1 will play during the day, and personal greet-
ing message number 2 will play during the night. If you set this
you cannot use personal greetings 3 to 9.
SELECT A NEW GREETING
Follow the prompts and select a new greeting message (1–9).
These must already be recorded in step 6 above.
89
LISTENING TO
YOUR MESSAGES
If there are new messages in your mailbox your VMMSG key will be lit.
Call CADENCE by pressing the key assigned to ring CADENCE
[VMMSG], and when prompted enter your password. Select [1] op-
tion to listen to messages that were left in your mailbox. At the end of
each message played you will hear the Listen Menu with the following
functions (once you are familiar with these options they can be dialed
any time a message is playing):
To replay the message you just heard.To save the message you just heard and listen to the next
message.To delete the message you just heard and listen to the next
message.To hear the time and date, and sender’s information of the
message you just heard. Sender information is not available
on outside calls.For forwarding options (see message forwarding options).To return the call directly to the telephone number that left the
message. This feature must be allowed by your system ad-
ministrator.To rewind the message.To pause during message playback for 15 seconds. During
this paused state you can dial 7 to reduce the playback vol-
ume or 9 to increase it.To fast forward the message.Exit and return to the caller side. 
						

							MESSAGE FORWARDING OPTIONSIf option [5] is selected you will be given a choice to Forward, Reply  or
Send this message.
FORWARDThis will forward the message (and keep a copy
in your mailbox).REPLYThis will leave a reply directly in the senders mail-
box.SENDThis will send the message (without leaving a
copy in your mailbox).
Special Sending OptionsAfter making a selection from the Forwarding Options Menu simply
follow the prompts. Options may include any of the following:
Dial the number to transfer the message to (if you want to set
any of the conditions listed below you must set them first). Dial-
ing the destination number is the last step.
Append to the message (add your own voice message)
to the forwarded or sent message.
Dial by name to forward or send the message by the
destination’s mailbox owner’s name instead of his ex-
tension number.
Mark the message as urgent.
Message delivery confirmation. Once the message is
received, the system will automatically insert a confir-
mation message in the originating  mailbox.
Mark the message as Private.
Mark the message as Future delivery. Follow the
prompts to program delivery time.10
11
SENDING MESSAGES
Select this option to record a message and send it to another mailbox.
Record your message at the tone. After recording the message, you
will hear the Send Menu with the following functions:
Listen to the message you recordedSave the message you recordedRecord the message againExit without saving the message, and return to the Mailbox
Owner Main Menu
When you are done recording, select Save and either enter the num-
ber of the mailbox to which you want the message sent, or select a
special sending option detailed below.
When CADENCE is leaving a message in a group mailbox with more
than 5 members, it first plays the prompt, “One moment please”. While
saving a message, CADENCE beeps once in a few seconds to let the
caller know that it is alive. When message is saved, CADENCE plays,
“The procedure has been successfully completed”. You may hang up
if you do not want to wait for this.
Dial the number to transfer the message to (if you want to set
any of the conditions listed below you must set them first). Dial-
ing the destination number is the last step.
Dial by name to forward or send the message by the
destination’s mailbox owner’s name instead of his ex-
tension number.
Mark the message as urgent.
Message delivery confirmation. Once the message is
received, the system will automatically insert a confir-
mation message in the originating  mailbox. 
						

							12
Mark the message as Private.
Mark the message as Future delivery. Follow the
prompts to program delivery time.
DIRECT MESSAGING
To make it easy to leave messages for others
in your office without having to dial their exten-
sion number first, keyset users may simply dial # plus a mailbox (ex-
tension) number and leave a message directly. If you dial a busy ex-
tension press # to connect directly with the mailbox.
SELF MEMO
Pressing ## will leave a message in your own mail-
box.
13
CALL FORWARDING
Select [3] from Personal Options.
Forwarding options allows you to redirect phone calls and messages
from your extension or mailbox to another extension, an outside tele-
phone, or a beeper. The following forwarding options are available. All
outbound forwarding options are controlled by the system administra-
tor and must be allowed by the administrator before they can be acti-
vated by the mailbox owner.
MESSAGE NOTIFICATION TO BEEPER
When this function is activated, CADENCE will call your beeper ser-
vice and notify you after each message is left in your voice mailbox. At
the prompt, enter the phone number of your beeper service followed
by the # key.
OUTBOUND MESSAGE NOTIFICATION
When this function is activated, CADENCE will call any outside tele-
phone number you indicate after each message is left in your voice
mailbox. To hear your message at the remote location, pick up the
telephone and enter your access code.
At the prompt, enter the telephone number of the outside location
where you want to receive calls.
OUTBOUND CALL FORWARDING
(FOLLOW ME)
When this function is activated, CADENCE can forward calls received
at your extension to any outside telephone you specify (please see
your system administrator before activating this feature).
At the prompt, enter the telephone number of the receiving location
for your calls.
When CADENCE calls you at the outbound number, answer the phone
and say “Hello”, this will indicate to CADENCE that the call has been
answered. This feature is available with auto attendant transfers only. 
						

							14
CANCEL CALL FORWARDING
Use this function to cancel any of the forwarding options (notification)
mentioned above.
SET NOTIFICATION INTERVAL
Use this option to set the time interval between each time the system
will notify when there is a message. The interval time could be be-
tween 1 and 60 minutes.
NUMBER OF NOTIFICATIONS
Use this option to specify the number of times the system will notify
when there is a new message. This number can be any number be-
tween 1 and 15.
DND (VM / AA SWITCH)
Activating this feature will prevent the automated attendant from trans-
ferring calls to your extension. The calls will go immediately to your
mailbox.
Exit and return to the Personal Options Menu.
15
ADDITIONAL OPTIONS
Available from Mailbox Main Menu.
WAKE UP CALLS
If allowed by the system administrator you may be able to set ‘wake
up calls’. These will serve as alarms and can be internal or external
numbers. Up to three events may be programmed, each may be a
different number to be called at a different time.
REVIEW FUTURE DELIVERY
This option will play any future delivery messages you have that are
waiting to be sent, that may be kept or deleted.
UNDELETE MESSAGES
Deleted voice mail messages are temporarily stored in memory until
midnight of the day of message deletion. Select this option to recover
(“undelete”) previously deleted messages during this period of time.
FAX OPTIONS
If allowed by the system administrator you may be able to receive
faxes in your mailbox. If enabled callers can press 4 at your personal
greeting and leave you a confidential fax.
RETRIEVING FAXES
When you receive a fax in your mailbox you must redirect it to a fax
machine to be printed. This can be done at any time to any fax ma-
chine.
To redirect a fax, access your mailbox and press 4 to “listen to” faxes.
Listening to faxes will play the date and time that each fax was re-
ceived. After this information is played for each fax you may REPLAY,
PLAY NEXT, DELETE, GET TIME AND DATE, FORWARD (keep a
copy), OR SEND (move the fax) to another mailbox in the same man-
ner that you would any other voice message or since it is a fax you
may press “0” to mark it for retrieval.