Comdial Execumail Voice Processing System 6.5 Instructions Manual

Learning ExecuMailLesson 4: Leaving & Retrieving Messages75
SummaryThis is the end of Lesson 4. You have experimented with most of the basic tasks
a subscriber does on the system. You should be thoroughly familiar with these
basic functions.In the next lesson, we’ll discuss some of the special touchtone controls a
subscriber can use with messages, and look at how message groups are created
and edited both at the console and by subscribers by phone.
One area we haven’t covered in this lesson is the...

76Lesson 5: Message GrowsExecuMail6.5Lesson 
5:
Message GroupsMessage groups are a convenient way to deliver the same message to a group of
related subscribers. You can record the message once and have the system
deliver a copy of it to each subscriber in the group.
Subscribers can create and maintain their own message groups from any
touchtone telephone. As system manager, you can also create and maintain
message groups at the console.
In Lesson 5, you’ll create samples of the different kinds of message...

Learning ExecuMailLesson 5: Message Groups77
prompt you for the special System ID for numbered groups, if you need to enter
it. (If you are not sure whether your system uses spelled-name or numbered
groups, check with your installer.)
If your system uses spelled-name groups, you can go ahead and begin this lesson
now.
If your system uses numbered groups, before you begin this lesson, check to
be sure a special System 
ID for numbered groups has been set on your
system. 
Let’s take a look...Sign in at the...

78 Lesson 5: Message GroupsExecuMail6.5
If Your System Uses Spelled-Name GroupsXYZ Widget Corporation needs 3 spelled-name message groups. They are:
open or
Group NamePrivate? 
ChvnerDistributionMembers
AAEverybodyOpenJan XavierBroadcastAll employees
AASalesPrivateHugh YaleBroadcastYeoman, Ying
MTechnicalOpenChrisDispatchZaftig, Zeller,support
AaronsonZink
We’ve started each of our sample spelled-name groups with an “AA” to keep
them together and to avoid duplicating an actual group name on your system....

Learning ExecuMailLesson 5: Message Groups79
name... ”-OR-
“Please enter the three digits of the group
number.”
Press =: AAE“i’he numbers corresponding to the first three
or press group number =: 223letters of the group’s name are... ” -OR-
“The group number is 223. ”
Then you’ll hear:
“Would you like to change this?”
Press e: 2 {for “no”}“At the beep, state the name of the group. Press
star when you are finished. 
”
Say:
“Everybody” -OR-
“Group number 223: Everybody’*Press 
=: *“The group’s voice name...

80Lesson 5: Message GroupsExecuMail6.5i.
Last NameExtension Number
Yale892
Yeoman893
Ying894
Zaftig895
Zeller896
Zink897
NOTE: If you forgot to record names for these subscribers, they’ll be
identified by mailbox number instead.
After you add Sue Zink to the group...Press 
=: *To exit group maintenance.Press=:***
To disconnect. Then hang up the
telephone.
Notice that 
any subscriber can create an open group by phone unless they have
the 
Y access code. You don’t have to be a system manager. If you...

Learning ExecuMailLesson 5: Message Groups8 1
Last NameYeoman
Ying
Extension Number
893
894
Editing Message Groups at the ConsoleYou have now created the “Everybody” and “Sales” groups by phone. Let’s sign
in at the console as system manager and verify that each group contains the
correct sample subscribers. At the console:
Press: 
IF2)Please enter your ID:
Type: 8890 [-Enter)QuickStart APPLICATION Page 1
is shown.Press: 
pJ@GROUPS isshown.You may have to press 
IPSDn) until you see the groups. Check to...

82Lesson 5: Message GroupsExecuMail6.5
When a group contains more than 16 members, you can use 
@ and a to move
through the list. If you discover that you have accidentally included an actual
subscriber in a sample group, deleting the mistake is easy. Simply highlight the
member you want to delete from the group, press 
IF7), and confirm your
deletion.
If Your System Uses Spelled-Name GroupsPress 
(PgDnl to move to the next group, labeled AAP. This is the page the
system added for the 
A&Sales group...

Learning ExecuMailLesson 5: Message Groups 83
Once a message group page is created, you add the names of the subscribers
who belong to the group. This is done using the 
(F8) Add command, as well.
Press: lgADD MENU is shown. Member is highlighted.
press:(c-rEnterjEnter last name:
You can add members in any order you desire, although for large groups it is
fastest to work in alphabetical order.
Type:ZAF [x)Do you want to add ZAFTIG, PAT
(Press ESC to quit)? (Y/N):
Notice that you only have to type enough...

84Lesson 5: Message GroupsExecuMail6.5:’ .,;  .:.:I1’n
Dispatch With dispatch distribution, the first member to listen to themessage is the only person who receives it. This is useful in any application
where a group of subscribers are equally responsible for a task. For
example, a dispatch group might be used for assigning service jobs. The first
service person to hear a message takes the job.
n
Broadcast With broadcast distribution, each member receives and hears
the message. Note that the word...