Comdial Execumail Voice Processing System 6.5 Instructions Manual

							Learning ExecuMailLesson 4: Leaving & Retrieving Messages65Shortly after you finish speaking, you’ll hear...
“Would you like to leave another message?”
Press u: 2 {for “no”]“There are RO old messages to review. Would
you like to access your setup options?”
Press e: 2 [“no”}
Press =: 2 {“no”}
“Would you like to do anything else?”
“lf you ‘d like to try an extension, you may do so
now. See you later!”
Shortly after this, the system disconnects.Rather than listen to these additional prompts, you can use a 
“* * *” shortcut to
disconnect immediately. Once you have finished speaking, press the “star”
touchtone three times in a row.
You have left Hugh messages both as an outside caller and as a subscriber. The
key point to remember is that the system treats you as an outside caller until you
press your Personal ID.When you are calling another subscriber from a telephone extension, leaving
subscriber-tosubscriber messages is a one or two-step process, depending on
how your Comdial telephone system handles calls to an extension that doesn’t
answer.Some Comdial telephone systems can forward your call to voice mail if the
extension you call doesn’t answer in a certain number of rings. With this set up,
you dial the extension number directly. Then, if the voice mail system answers,
you enter your Personal ID and leave a message for the person you were calling.
When the Comdial telephone system can’t forward unanswered calls to an
extension, you must hang up when there is no answer, and then dial the voice
mail system as a separate step. Your installer can explain the capabilities of your
particular Comdial telephone system and how it integrates with the voice mail
system.
Retrieving MessagesRetrieving messages is easy. You simply dial the system and enter your Personal
ID. If there are any new messages waiting, the system 
tell; you immediately. Call
in as “Hugh Yale” and retrieve the 2 messages you just left. As you do this, notice
how the system treats subscriber and outside messages.
NOTE: Since it is hard to read and listen to the telephone at the same time,
we’ll present the telephone steps first and then discuss the key points after
you have hung up. For best results, read through the telephone steps before
you start dialing!
Dial the system.“‘Hello, this is... ”
.: 
						

							66Lesson 4: Leaving & Retrieving Messages
ExecuMail6.5
press =: 8892
Press =: 1 {for “yes”]
Press 
m: 1 {“yes”}
Answer Chris’ question...
Say:
“Hugh Yale. Remember, I for Yes, and 2 for No.
You have 2 new messages. 
”
“Chris Aaronson leti one. Would you like to
hear it?”
“The message is... ‘Hi Hugh, I’ve had several
letters asking about our new K-series super
widgets. Do we have any sales kits ready for
these yet?‘.. .recorded today at {time}. For no
reply, press 2. Otherwise, I’ll record your
message now... 
”
“Chris, I’m expecting the new sales kits fium
the printer this week I’ll let you know when
they 
am-ve. ”
Shortly after you stop speaking...
“Your message box has a message. Would
you like to hear it?”
Your “message box” is for outside callers...Press 
=: 1 {yes}“The message is... ‘Hi Hugh, this is Pat Johnson.
I’m calling for more information on the new 
K-
series super widgets. Please call me at 555
1234. ’ recorded today at {time}. There are no
further messages. Would you like to leave any
messages?”
Skip the remaining questions and hang up.Press=:***
The system sorts your messages for you. First, it plays all your urgent messages,
then all your normal priority messages. The system also sorts messages by sender.
For example, if you have urgent messages from several different people, it plays
all the urgent messages from one person first, then the urgent messages from the
next person.
The system also uses many different prompts to help you keep track of where
you are and what you are doing. It always tells you how many new messages you
have waiting. The system will give a count of messages or a count of messages
and their total length in minutes and seconds. For example, the system might say,
“You have 3 new messages totaling 5 minutes and 1.5 seconds. ” Message length isactivated by placing the letter L in the Access field of a subscriber’s Personal
Directory page.
Notice that a 
subscriber does not have to identify him- or herself in a
message-Chris Aaronson’s recorded name was used to introduce the message.
On the other hand, an outside caller must still identify him- or herself when
calling. 
						

							Learning ExecuMailLesson 4: Leaving & Retrieving Messages67After a message is played, the system tells you when the message was left.
As you saw in answering Chris’ question to Hugh, the system makes it easy for
you to carry on a voice mail “dialogue” with another subscriber. At the end of
any subscriber message, you can reply if you wish, and your reply is delivered
back to that subscriber automatically.
Reviewing and Redirecting MessagesOnce you have heard a message, it becomes an “old” message. Old messages are
held for the time specified by the “hold” setting of the Hold/Archive 
msgsfield found on the Personal Directory. While the system manager can adjust this
individually for each subscriber, in most cases the setting is the same as the
default given on the 
QuickStart Application Screen, Page 5.
You may review old messages and hear them again. When an old message is
reviewed, the system gives you a chance to keep the message for a period longer
than the normal “hold” time. This is called “archiving” a message, and this extra
time is called the “archive” time. After you listen to an old message, it is deleted
immediately. If you wish to save it longer, you must archive it.
You can also review and then redirect (or forward) a message to another
subscriber. “Redirecting” a message puts it in another subscriber’s mailbox as a
new message. When redirecting a message you can add an introductory
explanation.
Let’s again dial the system. Assume that Hugh Yale just wants to review the
message from Pat Johnson (who was an outside caller) and give it to Mike
Yeoman for immediate action.
Dial the system.“Hello, this is... ”Press 
=: 8892“Hugh Yale. Remember, I for Yes, and 2 For No.
There are no new messages. Would you like to
leave any messages?”
Press e: 2 {for “no”}“You have 2 old messages to review. Would
you like to check them?”Press 
*: 1 {“yes”}“Chris Aaronson has an old message to review.
Would you like to hear it?”No, you don’t want to review the old message from Chris.
Press =: 2 {“no”}“Your message box has an old message to
review. Would you like to hear it?”Press 
*: 1 {“yes”}“The message is... ‘Hi Hugh, this is Pat Johnson.
rrn calling For more information on the new K-
series super widgets. Please call me at 5.5
1234. ’ recorded today at {time}. Would you like
to redirect this?”.  
.
,-
:: _
:Press 
T 1 [“yes”}“Please enter the first three letters of the
person’s last name... 
”-OR- 
						

							68Lesson 4: Leaving & Retrieving MessagesExecuMail6.5
“‘Please enter the extension... ”Press 
e: YE0 {the letter ‘U’}“Mike Yeoman. Press yes to confirm.”or press extension 
m: 893
NOTE: If you hear Mike’s box number (893) instead of his name, you
probably forgot to record his name when you added him.
Press 
=: 1 {“yes”}“Would you like to record an
introduction? 
’
Press =: 1 (“yes”}“Okay, I’ll record your message now. ”Say
“Hi Mike, please take care of Pat’s request as
soon as possible. Ask 
Qltis to let you know
when the new sales kits arrive. ”
“I’ll copy the message now... ”
After a short pause, you’ll hear:
“Would you like to redirect this message to
anyone else?”
Press e: 2 {“no”}“Would you like me to archive this?”
Press u: 2 {“no”}“There are no further messages. ”Press 
=: * * * and hang up.
If your system is set up for a telephone keypad with letters, you can “spell” a
subscriber’s name using your system’s “wildcard” (usually 
1 or 0) to substitute for
any letter you are not sure of. For example, if you weren’t sure how to 
speil Chris
Aaronson’s name, you could press AA1 or 
AA0 (the number zero) to hear a list of
names beginning with the letters AA. Remember though, you are spelling 
%ith
touchtone letters. Since one number on a lettered keypad equals 3 or 4 possible
letters, a 
wildcard can sometimes produce unanticipated results.
For example, if you were looking for someone named Chris 
Aaronson by dialing
“211” (in other words, A-somethingsomething), you would match all names
beginning with A, B, and C, since 2 “spells” ail 3 of those letters on the system.
You should experiment with the 
wildcard and your own list of subscribers. This
will give you a feeling for how this feature works.
Subscribers who leave messages by number cannot use a 
wildcard character
when leaving messages for subscribers or guests. These subscribers should keep a
list of everyone’s extension number handy for quick reference when leaving
messages.
‘llialing Ahead” for Advanced Users Only
So far, you have listened to each system prompt in its entirety. Once you have
become familiar with the system, you can save time by “dialing ahead.” Since
the system listens for your touchtone instructions as it speaks, it is possible to 
						

							Learning ExecuMailLesson 4: Leaving & Retrieving Messages69
jump directly to a desired action, answering in advance the questions you would
encounter. You simply enter the full sequence of touchtones all at once.
Try it yourself. Review Chris’ message and archive it...
Dial the system.“‘Hello, this is... ”
Enter Hugh’s Personal ID...
Press =: 8892“Hugh Yale. Remember, I for Yes, and 2 for No.
There are no new messages. 
”Now dial straight through to the point where Chris’ message begins to play...
Press=:2 11
‘Hi Hugh, I’ve had several letters asking about
our new K-series super widgets. Do we have any
sales kits ready for these yet?”Interrupt the message and archive it...
Press 
=: 2 2 1“There are no further messages. ”Press 
n: * * *wand hang up.
Other keypad shortcuts are listed in the subscriber User’s Guide. Once you knowthe system, you can dial ahead or press special speed key codes to jump directly
to the options or features you use most. Skipping familiar prompts makes the
system even faster and easier to use.
Canceling an Undelivered MessageA subscriber may cancel any message he or she has sent but that has not yet
been heard by the intended subscriber. This is an important feature. Rather than
making someone listen to an outdated message followed by a second 
“never-mind-my-last-message” message, you can cancel unheard messages when
conditions change. Try this yourself.Assume the new sales kits that Chris 
Aaronson asked Hugh Yale about have
arrived. Hugh’s last message to Chris said he was expecting them during the
week. Call the system as Hugh Yale and cancel this message to Chris...
Dial the system.“Hello, this is... ”
Enter Hugh Yale’s Personal ID...
Press =: 8892“Hugh Yale. Remember, I for Yes, and 2 for No.
There are no new messages. Would you like to
leave any messages?”Press 
u: 1 {for “yes”}‘Please enter the first three letters of the
person’s last name... 
”-OR-
“Please enter the extension... ”Press 
=z AAR
or press extension =: 890
“Chris Aaronson. Press yes to conhIm. ”.
 . : 
						

							70Lesson 4: Leaving & Retrieving MessagesExecuMaii 6.5
Press =: 1 {“yes”}
Press 
=: 1 {“yes”}
Interrupt the message...Press 
=: 1 {“yes”}
Press =: 1 {“yes”}
Press w 1 {“yes”}Say
Press=:***
. ..and hang up.
“This person hasn’t heard your last
message. Would you like to review it? 
”
“The message is...‘Chris, I’m expecting the
new sales kits 
horn the printer this week... ’ ”
“Would you like to cancel this message?”
“Would you like 
to leave this person an
additional message?”
“Okay, 
1’11 record your message now. ”
“Chti, the new sales kits are here now. *’
This message replaces your previous message. If you wanted to cancel the
message without leaving a replacement, you would simply press 2 (for 
no) at the
“additional message” question.
Recording a Personal Greeting
A subscriber’s personal greeting is an optional message that is played before a
caller’s message is taken. Without a greeting, a caller hears:
‘tcsubscriber’s name> is not available right now. I’ll record your message now.
Please stay on the line For further options. 
”
-OR-
“cSubscriber’.s name> is on the phone now. I’ll record your message now. Please
stay on the line for further options. 
”
A greeting “personalizes” the voice mail system. Callers are more likely to leave a
message when they hear an 
upto-date personal greeting in the subscriber’s own
voice.
Subscribers can record two different greetings: a standard greeting and an
alternate greeting. In most cases, you’ll record a standard greeting for when you
are in the office as usual. You’ll use the alternate greeting for special purposes,
such as when you are out of the office or on vacation.
Since a greeting can be recorded from any telephone, a subscriber can quickly
switch between his or her standard or alternate greeting to meet the current
situation. This feature is great for when a subscriber’s plans change suddenly orthe subscriber will be away from the office for an unusual amount of time. 
If you
are a system manager, you should encourage subscribers to at least record a
standard greeting and change it routinely.
You can record a greeting by accessing setup options. Try this yourself. Call in as
‘Jan Xavier” and change your personal greeting.
Dial the system.“Hello, this is... ” 
						

							Learning ExecuMailLesson 4: Leaving & Retrieving Messages71
Press =: 8891
Press 
a: 2 {for “no”}
Press 
=: 1 {“yes”}
Press a: 1 {“Yes”}Press 
e: 2 {“no”}
Press ‘LT: 1 {“yes”)
Say:
“Jan Xavier. Remember, 1 For Yes, and 2 for No.
There are no new messages. Would you like to
leave any messages?”
“There are no old messages to review. Would
you like to access your setup options?”
“Would you like to change your personal
greetings?
“Your current greeting is... ‘Jan Xavier is not
available right now. 
’ Would you like to switch to
your alternate greeting?”
“Would you like to rerecord your standard
greeting?”
“Okay, I’ll record your greeting now.”
‘Hi, this is Jan Xavier. I’m attending the
International 
Wialget Roundup in Vienna. I’ll
be away 
fkm the office until next Thursday. If
you need help or 
intbnnation befote then,
please call Chris 
Aaronson at extension 890.”
Shortly after you finish speaking...Press=: *
..A0 stop recording
Then...Press=:***
. ..and hang up.Now, when callers reach Jan Xavier’s voice mailbox, they will hear this greeting.
Try it yourself as practice.
Dial the system as an outside caller.
Dial Jan’s extension: 891.
Listen to the greeting.
Leave a message, if you 
lie.NOTE: Remember to remind subscribers to include their name as part of the
greeting. The recorded name is not played when there is a personal greeting
recorded.
For more information and suggestions about using personal greetings, see the
Reference Manual.
:.
,..,.....-,
-,.
:: .  .
.,....,..__L. is . .e__
						

							72Lesson 4: Leaving & Retrieving MessagesExecuMail6.5
Recording a Subscriber’s Name by PhoneIn addition to recording a greeting, one of the first things a new subscriber must
do is personalize his or her name. When you first add a new subscriber to the
Personal Directory, you may record the subscriber’s name yourself, using local
connect. (Your installer may have already done this for each enrolled subscriber
on your new system.) Or, if subscribers enroll themselves using over-the-phone
enrollment, they are asked to record a name then.
A subscriber can also change his or her recorded name by phone at any time.
This is done as part of a subscriber’s setup options. A subscriber can control
many settings of his or her Personal Directory, by phone, using the “setup
options” conversation.
These setup options include call transfer options, message delivery options, group
maintenance and personal options.
Call in as “Jan Xavier” and try this yourself.
Dial the system.“Hello, this is... ”
Press =: 8891‘Jan Xavier. Remember, I for Yes, and 2
For No. ”
Press q 2 2 2 [skip to end}“Would you like to access your setup options?”
Press =: 1 {“yes”}“Would you like to change your personal
greetings?”
Press =: 2 {for “no”}“Would you like to change your groups?”
Press e: 2 {for “no”}“Would you like to change your transfer or
delivery options?”
Press =: 2 {“no”}“Would you like to change your personal
options?”Press 
=: 1 {yes}“Would you like to set your security code?”
Skip this option for now...
Press n: 2 {“no”}“Would you like 3 change your recorded
name?”Press 
*: 1 {“yes”}“Your recorded name is currently.. ‘Jan Xavier’.
Would you like to change it?”
Press =: 1 {“yes”}“Okay, state your name at the beep. Press star
when you 
are finished. ”
t :.  .
_..  .._
Say:Press 
=: *
Van Xavier”Press “star” to signal the end of the recording as soon as you stop speaking. 
						

							Learning ExecuMailLesson 4: Leaving & Retrieving Messages73
“Your new name is: tlan Xavier’. Would you
like to change it?”
Press =: 2 {“no”}“Would you like to change your spelled name?”
PresST***. ..and hang up.If you’ll be a system manager at your company, you’ll often show other
subscribers how to record their names. You should practice recording Jan
Xavier’s name until you are comfortable with the steps. There are two important
things you should point out to subscribers during training:
wTo keep conversations flowing smoothly, names shouldn’t have long leading
or trailing pauses. Speak immediately when the voice mail system finishes
saying “Okay, state your name at the beep. Press star when you are finished. ”Explain to subscribers that pressing “star” immediately when finished
eliminates the trailing pause.
n
Remind subscribers to experiment with the loudness of their voice and the
distance at which they hold the handset microphone from their mouths
when speaking. It will only take a few tries to get a good sounding
recording. In short: encourage subscribers to listen to their recordings and
experiment until they are comfortable with the sound quality, speaking
speed, and intonation.
Setting a Subscriber’s Security CodeIn addition to recording a greeting and name, a new subscriber should set a
security code. A security code protects a subscriber’s voice mailbox from
unauthorized use. When you first add a new subscriber to the Personal Directory,
you’ll set a Personal ID at the console. (Your installer may have already done this
for each enrolled subscriber on your new system.) However, the subscriber is the
only person allowed to create a security code for the mailbox.
A security code is similar to a Personal ID in that the subscriber enters it on the
touchtone pad in order to retrieve his or her messages. A security code is
different from a Personal ID in that a subscriber can choose not to use one or
can change it whenever he or she wishes. This is done as part of the enrollment
conversation, and as part of a subscriber’s setup options.
A security code differs further from a Personal ID in that the code is totally
secret-it is never displayed on screen or in any system reports. A system
manager can not set another subscriber’s security code at the console or
anywhere else. Only the subscriber can set the code, and only by phone.
Call in as “Jan Xavier” and try this yourself...
Dial the system.‘ ‘Hello, this is.. . ”Press 
=: 8891‘Jan Xavier. Remember, I for Yes, and 2
for No. ”Press 
=: 2 2 2 {skip to end}“Would you like to access your setup options?”
:
; :: :a. :.1::- .: :I:..:. 2::“:-::;
Press =z 1 {“yes”}“Would you like to change your personal
greetings?” 
						

							74Lesson 4: Leaving 6: Retrieving Messages
ExecuMail6.5
Press a: 2 {for “no”}“Would you like to change your groups?”
Press n: 2 {for “no”}“Would you like to change your transfer or
delivery 
options?”
Press =‘: 2 {“no”}“Would you like to change your personal
options?”
Press *: 1 {“yes”}“Would you like to set your securi~ code?”
Press *: 1 {“yes”}“Choose a code that you will not forget. The
code should be 3 to 10 digits. Please enter your
security code now. Press star 
p) when you are
finished. 
”
You may now enter up to 10 touchtone digits. The code should be something
you will remember, but not something other people could guess. For this lesson,
we’ll make it as easy as “1 
- 2”.Press 
=: 12 *“‘Please reenter your new security code to
confirm it. Press star when you are finished. 
”Press 
*: 12 *“Your new security code has now been
activated. Would you like to change your
recorded name?’ 
’Press=:***
.-and hang up.
Now, when Jan calls in and enters her Personal ID, the system will prompt her to
enter her security code before greeting her. Let’s try it now...
Dial the system.‘ ‘Hello, this is. . . ”Press 
=: 8891“Please enter your personal security code. ”
Press =: 1 2‘7an Xavier. Remember, I for Yes, and 2
for No. 
”Press=:***
.--and hang up.
Note that the system did not speak Jan’s name until her security code had been
entered correctly.
Since this will be one of the first things you’ll show other subscribers how to do,
practice changing Jan Xavier’s security code until you are comfortable with the
steps to do it.
Write down Jan’s final security code here, as you’ll need it for the next lesson:Subscriber
Personal ID
Jan Xavier8891Security Code:
/., _..:-.;:,...::. .:::.::: :::‘..  .  . ./ : .:.
:.:
i./