Comdial Execumail 6.5 Instructions Manual

							Message groups let you send the same message 
to many people. A message group is simply a 
distribution list for messages you send to the 
group. You send a message to a group just like 
you send a message to a subscriber, identifying 
the group by name or group number. 
Your system manager may create message 
groups for you. You can also create and edit 
your own message groups by phone. 
You create or edit groups as part of your setup 
options. Once you create a group, you can add 
or delete subscriber names from the group. 
Private and Open Groups 
You can create two kinds of groups: private and 
open. If you create a private group, only you 
can send messages to it. If you create an open 
group, any subscriber on the system can send 
messages to the group. You can send messages 
to your private groups and to any open group 
on the system. 
Named Groups vs. Numbered Groups 
Your system will use either named groups or 
numbered groups. You can select named groups 
using letters on your telephone to spell the 
group’s name. You can select numbered 
groups 
by pressing a special group ID, then pressing the 
group number. The system will tell you what ID 
to use for numbered groups. 
Dispatch Option 
Usually, every member of a group will hear a 
group message. However, your system manager 
can set certain 
groups for dispatch distribution. 
A message sent to a dispatch group is heard only 
by thefirst person to receive the message. 
Who Got My Last Message? 
The system will tell you once eoetyo~e in a group 
has received your message. If you don’t get this 
confirmation, you may ask the system to tell 
you who in the 
group has i-tot heard a message 
yet. 
To leave a group message 
Call the system. Enter your Personal ID 
and security code. 
When asked “Hear new messages?“, 
press 
q for no. When asked “Leave 
messages?“, press 
q for yes. 
Spell the group name, or press the 
special 
group ID and group number. 
Press 
q until you hear the name of 
the group you want, then press 
q 
Record your message at the beep. 
To list who has not heard a 
group message 
1. 
2. 
3. 
4. 
5. 
6. Start to send a new message to the group. 
The system will say that some members 
have not heard your last message. Press 
q to review the message. , 
Listen to the message or press H to 
interrupt it. 
Press 
q to avoid canceling the message 
Press 
q to list who has not heard the 
message. Press 
q to stop the list. 
If you want, press 
q to change the 
message’s special delivery settings.  
						

							12 
The fourth part of the system conversation lets 
you change setup options. 
You can use any touchtone telephone to change 
many aspects of your personal setup. You can 
change your personal greetings, message 
groups, 
call transfer options, message delivery settings, 
security code, n’ame on the system, and directory 
listing. 
The next few pages describe these setup options 
and how to change them. 
Setup Options Adjust to You 
If you are satisfied with your setup as is, you do 
not have to change it. Most people find they 
rarely change their setup options. But if your 
needs change, it’s easy to adjust your options 
from any touchtone telephone. 
It’s Easy as 1,2! 
When you want to make a change, the system 
leads you step-by-step through all your setup 
options with a series of simple, yes-and-no 
questions. You can easily experiment with 
different options, knowing you can always 
change them back. Feel free to try it, listening to 
the setup option questions and pressing 
q for 
yes and q for no. 
Help is A vailable 
If you don’t know how to proceed when the 
system asks you a question, you can press 
q to 
hear a help menu of options at that point.  
						

							13 
Four Sets of Options 
There are four kinds of setup options that you 
can change over-the-phone: 
l Personal Greetings 
l Message Croups 
l Call Transfer & Delivery Options 
l Personal Options 
[Change] 
Keypad Shortcuts 
If you frequently change just one or two setup 
options, such as your personal greeting or your 
message groups, you can use a keypad shortcut 
to jump directly to that setup option. A list of 
keypad shortcuts appears later in this guide.  
						

							14 
Outside callers hear your personal greeting 
before they leave you a message. For example: 
“Hello, this is Pat Green. I can’t take your call at 
this time. Please leave a message.” 
If you don’t record your own greeting, the 
system will greet callers with your name or 
extension number. 
[7 [MessageGroups) 
q ITransfer&] 
or Personal Options 
Your Alternate Gree tina 
Your voice mailbox has two meetings. a To change your greeting 
standard greeting and an alternate greeting. I. Press q for no until you hear “Access 
Record an alternate greeting to use on special 
Setup Options?” Press m for yes. 
- 
occasions. For example, you might use an 
alternate greeting for days you are on vacation 
or working at another site. By recording both a 
standard and an alternate greeting, you can 
switch back and forth between the two without 
having to re-record your greeting each time. 2. Press 
q to change your greeting. 
3. Listen to your current greeting. 
4. Press 
q to switch to your other greeting 
(standard or alternate). Otherwise, 
press /TJ. 
cl 
q 
5. Press q if you want to rerecord the 
greeting you’ve selected. Otherwise, 
press 
q . 
Standard Greeting 
“I’m unavailable at this time. 
Please leave a message.” 
Alternate Greeting 
“I’m out of the office today, but will 
return tomorrow.”  
						

							15 
As part of setup options, you can create your 
own message groups. Each group you create has 
its own number or name. If you send a message 
to the group, the message will be copied to all 
group members. 
0 [ Greetings 1 
d 
r-If Transfer & Delivery 
1 
0 [ Personal Options 1 
Private and Open Groups 
If you create a private group, only you can send 
messages to it. If you create an open group, 
other subscribers can also send messages to the 
group. You can send messages to your private 
groups and any open group on the system. 
Named Groups vs. Numbered Groups 
Your system will use either named groups or 
numbered groups, You create named groups 
using letters on your telephone to spell the 
group’s name. You create numbered groups by 
pressing a three-digit group number. 
Record a Group Name 
Be sure to record a name for the group. The 
system plays the group’s recorded name 
whenever you leave a group message, so that 
you know you have the right group. 
The recorded name should match the group 
number or spelled name you give your message 
group. Remember, too, that open groups 
created by others may have similar numbers or 
names which could be confusing. 
Groups and the Wildcard 
You can use the “wildcard” key* to search for 
named or numbered groups. You should MOM use 
the wildcard digit (usually 
q or a) when you 
create your group’s spelled name or number. 
To create a group 
I. Press H for no until you hear “Access 
Setup Options?” Press 
q for yes. 
2. Press 
q for no until you hear ‘Change 
your groups?” Press 
q for yes. 
3. Press 
q when asked to create a new 
.cwUP. 
4. For numbered groups, press a three-digit 
group number. For named groups, press 
the first three letters of the group’s 
name. 
5. Press 
q to confirm the group number or 
name, or press 
q to change it. 
6. Record a name for the group. Press 
q 
when finished. 
7. Press 
q to create an open group or q 
for a private group. 
8. Add members to the group. You can add 
them by name or extension number. 
9. Press 
q when finished adding members. 
I 0. Press 
q to record a message for this 
group now. Otherwise, press 
q .  
						

							16 
As part of setup options, you can hear a list of 
the message groups you own. You can also 
delete any message group you own or change 
the group’s number, spelled name, or recorded 
name. 
Greetings 
7 
or Personal Options 
To list your message groups 
This will list only the message groups you 
can edit. 
I. Press 
q for no until you hear “Access 
Setup Options?” Press 
q for yes. 
2. Press 
q for no until you hear “Change 
your groups?” Press 
q for yes. 
3. Press 
q when asked to create a new 
group. 
4. Press H when asked to edit a group 
5. Press 
q to list all your groups 
To change a group’s name or 
number 
I. Press q for no until you hear “Access 
Setup Options?” Press 
q for yes. 
2. Press 
q for no until you hear “Change 
your groups?” Press 
q for yes. 
3. Press 
q to avoid creating a new group. 
4. Press 
q when asked to edit a group 
5. Enter the group name or group number. 
6. Press 
q until you hear the name of the 
group you want, then press 
q , 
7. Press 
q when asked to add members to 
the group. 
8. Press 
q when asked to delete members 
from the group. 
9. Press 
q when asked to list the group 
members. 
10. Press 
q when asked to change the 
group name or group number. 
t 1. Press 
q to change the group’s spelled 
name or group number. Otherwise, press &j, 
I 2. Press 
q to change the group’s recorded 
name. Otherwise, press 
q .  
						

							17 
As part of setup options, you can hear a list of 
the current members of any message group you 
own. You can add members to the message 
group or delete members from it. 
Adding Guests to Message Groups 
Your guests are special users who can send and 
receive messages only with you. Since guests 
can trade messages only with you, you can add 
them to your private groups, but not to any open 
groups you own. 
Guests do not have extension numbers, so you 
add them to a group by either spelling their 
name or pressing their Personal ID. 1. 
2. 
To list a message group’s members 
Press q for no until you hear “Access 
Setup Options?” Press 
q for yes. 
Press H for no until you hear “Change 
your groups?” Press 
q for yes. 
Press 
q for no when asked to create a 
new group.  3. 
4. 
5. 
6. Press 
q when asked to edit a group. 
Enter the group name or group number. 
Press 
q until you hear the name of the 
group you want, then press /?J, 
Press 
q when asked to add members to 
the group. 
Press ‘@ when asked to delete members 
from the group. 
Press /7J to list the members of the 
group. 
Press 
q when you are finished listing 
members. 1. 
2. 
3. 
4. 
5. Press H for no until you hear “Access 
To add or delete group members 
Setup Options?” Press q for yes. 
Press H for no until you hear “Change 
your groups?” Press 
q for yes. 
Press 
q for no when asked to create a 
new group. 
Press 
q when asked to edit a group. 
Enter the group name or group number. 
Press 
q until you hear the name of the 
group you want, then press a. 
Press 
q to add members to the group. 
Otherwise, press 
q . 
Press 
q to delete members from the 
group. Otherwise, press a. 
Press 
q when you are finished adding 
or deleting members. ,  6. 
7. 
8. 
Keypad Shortcut 
When selecting group members by name to 
delete, you can press the three “wildcards” * 
(like mmr/il, to list each group member, 
then choose who to delete.  
						

							The voice mail system may be set up to transfer 
calls to you just like a receptionist. If you are 
unavailable or on another call, the system will 
take a message for you. If you will be away for a 
while, you can turn off call transfer or have your 
calls transferred to a different phone number 
q [Greetings) 
q [ Message Groups 
a 
q [PersonalOptions] 
Your system manager can set a variety of call 
transfer and call screening options that control 
how calls are transferred to you.* Depending on 
these options, you may hear one or more of the 
following when you answer a call: 
l A beep to announce the call. This means 
the call is from an outside line, not an 
internal extension. 
l “Call for .” This is often 
used if you share an extension with 
another person. 
l “Call from .” 
l “Press I to take the call, or 2 and I’ll 
take a message.” This prompt lets you 
confirm whether you want to take the 
call or not. 
In most cases, just stay on the line and say 
“Hello” as you would normally. 
Two Sets of Transfer Options 
Your system manager may create two sets of 
options for your transferred calls: your call 
transfer options and your call screening options. 
You may then turn your call screening options 
on or off from any touchtone phone, as part of 
your setup options. 
Contact your system manager if you want to 
adjust your call transfer options. 
To turn call transfer on or off or 
change where calls are transferred 
I Press q for no until you hear “Access 
Setup Options?” Press 
q for yes. 
2. Press 
q for no until you hear “Change 
your transfer or delivery options?” Press 
q for yes. 
3. Press 
q to change call transfer. 
4. Press q to turn on call transfer or H to 
turn it off. 
5. You can change the phone number 
where calls are transferred, if call transfer 
is turned on. Up to nine digits may be 
entered for the phone number. 
Note: If call transfer is turned off, callers are 
sent directly to your voice mailbox. 
* This feature may not be available at your site.  
						

							19 
The system may be set up to screen the calls it 
transfers to you.* If call screening is turned on, 
the system will ask the caller’s name. Then it will 
ring your extension, tell you the caller’s name, 
and.ask if you want to take the call. If you don’t 
take the call, the system will take a message for 
you. 
If your system manager has set up call screening 
options for you, you can turn call screening on 
or off from any touchtone phone, as part of your 
setup options. 
Contact your system manager if you want to 
adjust your call screening options or need more 
information. 
I 
J “Call from ‘Chris 
r 
Johnson’. Press 1 
to take the call, or 2 
@b and I’ll take a 
To turn call screening on or off 
1. Press 
q for no until you hear “Access 
Setup Options?” Press 
q for yes. 
2. Press 
q for no until you hear “Change 
your transfer or delivery options?” Press 
q for yes. 
3. Press 
q to change call transfer. 
4. Press /?J to turn on call transfer or leave 
it on. 
5, You may change the phone number 
where calls are transferred, if you want. 
Up to nine digits may be entered for the 
phone number. 
6. Press 
q to turn on calI screening or q 
to turn it off.  
						

							20 
The system may be set up to allow callers to 
hold for you.* If call holding is turned on and 
your line is busy, callers can hold until you are 
available or they can leave a message for you. 
Callers are told how many other calls are 
already holding. 
If your system’manager has set up call holding 
for you, you can turn call holding on or off from 
any touchtone phone, as part of your setup 
options. 
Your system manager will set up how many calls 
can hold for you and how long the callers may 
stay on hold. 
i 
“You are 2nd in line. If 
you’d like to hold, 
press 1. To leave a 
message, press 2.” 
To turn call holding on or off 
I. Press q for no until you hear “Access 
Setup Options?” Press 
q for yes. 
2. Press H for no until you hear “Change 
your transfer or delivery options?” Press 
q for yes. 
3. Press 
q to change call transfer. 
4. Press 
q to turn on call transfer or leave 
it on. 
5. You may change the phone number 
where calls are transferred, if you want. 
Up to nine digits may be entered for the 
phone number. 
6. Press 
q to turn on calf screening or H 
to turn it off. 
7. Press 
q to turn on call holding or q to 
turn it off. 
* This feature may not be available at your site