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 special delivery options that
subscribers may use to make their messages urgent, private, delivered at a future
date and time, or to request an explicit return receipt. A subscriber can add one
or more of these delivery options to a message. These options are discussed in
detail in the Reference Manual.Before you continue with Lesson 5, spend time with the basics of leaving and
retrieving messages. Experiment with redirecting and canceling messages, as well.
Be sure you can clearly explain to a subscriber the steps required for recording a
name and setting a security code.
wYou may experiment with any of the sample subscribers except Chris Aaronson
and Hugh Yale. Please do not leave any messages for these subscribers or
retrieve any of their existing messages. 
These sample subscribers need to
remain unchanged in order for the Lesson 
5 examples to work properly.
Key Topics and Terminology
Leaving messagesThe distinction between outside callers and subscribers
Retrieving new messagesReviewing old messages
Redirecting messages to another subscriber
Dialing ahead
Archiving messagesCanceling messages
Recording a subscriber’s personal greeting by phone
Recording a subscriber’s name by phone
Setting a security code
Touchfone Commands
l? 1for “yes”
* 2 for “no”
Additional Information
In addition to the subscriber’s User’s Guide, please see these Reference Manualtopics for discussions related to this lesson:
n
Messages
n Security Codes:
,  
:,‘.,
,. .  . 
						

							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 groups, both
by phone as a subscriber and at the console as system manager, and edit some
group settings.You’ll practice leaving and retrieving group messages as a subscriber, and as part
of your continuing training as an expert subscriber, learn to use the special
touchtone keys that control message recording and playback. Finally, we’ll
discuss setting and changing a security code as a subscriber and then show you
how to delete a forgotten security code as system manager.
NOTE: Don’t confuse message groups with directory groups. Messagegroups are used for sending the same message to several people at once.
Directory groups are for creating directory assistance using numbers instead
of letters. For more information on 
directory groups and numeric directory
assistance, see the Reference Manual.Like each of the other samples, the message groups you’ll create in this lesson
have been designed carefully to avoid conflicts with any actual groups used on
your system. At the end of this lesson, we give you step by step instructions for
deleting all of the training samples you have added in this and all previous
lessons.
Spelled-Name Versus Numbered GroupsYour system may use either spelled-name message groups or numbered message
groups. If you use spelled names, subscribers select a message group by spelling
the group’s name using letters on the telephone keypad. With numbered groups,
subscribers must first press a special System ID for numbered groups, then a
3digit group number.
This lesson always give-s steps for both spelled-name groups and numbered
groups. You should follow the steps that apply to your system. The system will
:
. 
						

							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 system console as “Chris”...
Press: [F2)Please enter your ID:
Type:8890 (-Enter)QuickStart APPLICATION Page 1
is shown.Go to the 
QuickStart Application Screen, Page 6...
Press: IpsuplQuickStart APPLICATION Page 6
is shown.(If your system has an optional feature package, you may have to press 
mmore than once.)
Take a look at the ID for Num Groups field. (It is on Line 59.) If your
system uses numbered groups, there should be a number in this field. This is the
System ID the system will prompt you for, before you leave a group message.
Creating Message Groups by PhoneCreating a message group from any touchtone telephone is fast and simple.
Leaving a group message is as easy as leaving a message to a single subscriber.
Let’s create some sample groups for XYZ Widget Corporation. Then, you can
leave test messages and explore how the system works.
The system recognizes two kinds of groups:n
Private group A private message group belongs to a single subscriber,
called the group owner. Only the group owner may leave messages for
group members. Other members can hear the group message, but they
cannot leave a message for the group themselves.
nOpen group All authorized subscribers on the system can send messages to
open groups. Usually, a subscriber is authorized to leave messages for open
groups. Individual subscribers can be prohibited from creating open groups
by phone, and from leaving any open group messages by placing Y in the
Access field of their Personal Directory page.
You can also make a group have either “broadcast” or dispatch” distribution.
We’ll talk about what this means in a moment.
::,:  .  .
‘-
..  .
:Let’s go ahead and set up some message groups for XYZ Widget Corporation... 
						

							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.
If Your System Uses Numbered GroupsXYZ Widget Corporation needs 3 numbered message groups. They are:
GroupOpen or
NumberPrivate? Owner
DistributionMembers
223 EverybodyOpenJan XavierBroadcastAll employees
227 Sales
PrivateHugh YaleBroadcastYeoman, Ying
228 TechnicalOpen
ChrisDispatchZaftig, Zeller,support
AaronsonZinkLet’s create the first message group, calling in as the subscriber Jan Xavier. Then
you’ll create a second private message group, calling in as the subscriber Hugh
Yale.NOTE: Since it is hard to read and listen to the prompts at the same time,
read through the telephone steps 
bet&r you start dialing! Be sure you
remember Jan Xavier’s security code from the last lesson.
Dial the system.
Press 
=: 8891Press 
p: Jan’s security code
Press 
p: 2 2 2 {skip to end}
Press 
=: 1 {“yes”}
Press *: 2 {for “no”}
Press 
=: 1 {for “yes”}
Press 
=: 1 {for “yes”}
“Hello, this is.. . ”
“‘Please enter your personal security code. ”
“Jan Xavier. Remember, I For Yes, and 2
for No. 
”
“Would you like to access your setup options?”
“Would you like to change your personal
greetings?”
“Would you like to change your groups?”
“Would you like to create a new group?”
‘Please enter the 
tirst three letters of the group S 
						

							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 is Everybody. ”-Oi-
“The group’s voice name is Group number 223:
Everybody. ”
Press u: 2 {for “no”}
Press 
a: 1 {for “yes”}
Next, you’ll hear:
“Would you like to change it?”
“Can others send a message to this group?”
“Open group created. Ready to add the first
member to this group. 
”
“To add a member, please enter the first three
letters of the person’s last name,.. 
” -OR-
’ ‘Please enter the extension num her., . ”
Press =: AARor press extension 
=: 890
‘Chris Aaronson. Press yes to confirm. ”
Press =: 1 {for “yes”}“Added. To exit press star. ”
The system continues asking for members:
“To add another member, please enter the tirst
three letters of the person’s last name... ” -OR-
“To add another member, please enter the
extension number. . . ”Press 
=: XAV
or press extension *: 891
‘Jan Xavier. Press yes to confirm. ”
Add the rest of the members of XYZ Widget Corporation by following the
prompts. Either spell the employee’s name, or enter the extension number. To
make it easier, here is each remaining employee’s name and extension number::  
.I
: .:
I
:_[:  
:,.
:
:
-... .- ’ 
						

							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 include
yourself in the open group, you will hear any messages others send to the group.
You cannot be a member of your own private groups, however.
Groups are selected by pressing the touchtones that correspond to the first three
letters of the group name, or pressing the group number. When you create
groups, it is best to choose a name or number that is unique. While duplicates
won’t hurt anything, they do slow down the process of selecting a group by
touchtone.
The message group’s recorded name you choose should be easy to remember
and should sound appropriate following the prompt 
“This is a message for.... ”
This is the prompt the system uses to announce group messages.
Create the AAsales or 227 Sales private
message group for Hugh Yale.
Dial the system.‘Hello, this is... ”
Enter Hugh’s Personal ID...Press 
=z 8892“Hugh Yale. Remember, 1 for Yes, and 2
for No. ”
Follow the prompts to finish adding the group. Be sure to answer No to the
question, “Can others send a message to this group?” 
This will make it a private
group. Use the chart below to add Mike Yeoman and Sue Ying to the group. Take
care not to include actual subscribers 
-otherwise, the system will deliver to
them the sample group messages you create.:
I
j...
i“. 
						

							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 be sure that
CAPS, NUM, and INSERT are OFF.
If Your System Uses Spelled-Name GroupsIf you have added spelled-name groups, look for a group named 
AAD. Note that
for spelled-name groups created by phone, the system automatically assigns a
3-character name for the three touchtones the subscriber pressed for the group
name. For example, for 
AAEverybody, the system assigns AAD for the
touchtones 223. For AASales (227), the system assigns AAP. You can changethese names at the console, but remember that subscribers spell the group name
to select the group.
Changethespelled-namegroup AAJZ toAAEverybody.
If Your System Uses Numbered GroupsIf you are adding numbered groups, the system uses the 3digit group number for
the group’s “name”. Look for 223 in the Name field on the Groups Screen to findthe group containing all your sample subscribers.
Change the numbered group 223 to 223 Everybody.
The Groups ScreenNote that in the upper right comer of the screen, the system tells you that this is
anOpen Group of Xavier,Jan. Any authorized subscriber can sendmessages to this group, but only Jan can add and delete group members by
phone. As system manager, you can also add and delete group members at the
console.
Subscribers in the group are listed last name first. Names run across the page
from left column to right column and then top to bottom. The area on the
screen labeled Last Contacted gives the date and time a particular memberlast heard a group message. 
						

							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 owned by Hugh Yale. Note that the upper
right comer of this screen says Private Group of Yale, Hugh. Since it is
a private group only Hugh Yale can send messages to this group, or change its
members by phone.
Change the spelled-name group AAP to AA&&s.
If Your System Uses Numbered GroupsPress 
[PSDn) until you find the next group you added, labeled 227. This is the
page the system added for group number 227 Sales owned by Hugh Yale. Note
that the upper right comer of this screen says Private Group of Yale,
Hugh. Since it is a private group only Hugh Yale can send messages to this
group, or change its members by phone.
Change the numbered group 227 to 227 Sales.
Creating Message Groups at the ConsoleAs system manager, you can also add groups at the system console. Let’s add the
last message group for the Technical Support department now...
@J lets you add a new Groups page...
Press: 
mJADI) MENU is shown. Member is highlighted.
We want the message group to be an open message group...
Open Group is highlighted.
press:[t-1Enter)Enter group name:
The page movement controls you learned to use for the Personal Directory
Screen work for the Groups Screen, too. These 
controls are summarized on page
53.The Technical Support group is for delivering a message to the Technical Support
department at XYZ Widget Corporation. Since it is an open group, any authorized
subscriber can leave a message for the Technical Support department.
Type: 
AATechnicalAdd Aaronson, Chris as
Support (-Enter)group owner (Y/N)?
ortypc 228 Technical
Support
:
:-GROUPS page is added. 
						

							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 of a subscriber’s name to identify it to
the system.
press:(1-1Enter)Zaftig,Pat .added to the group.Do you want to add...
Since a message group contains several subscribers, the system tries to simplify
the process of adding members for you. It will continue from the current
subscriber forward through your entire list of subscribers. Since the remaining
XYZ sample subscribers’ names begin with the letter Z, you should be able to
add them quickly.
wIf you have any actual subscribers whose names begin with Z, you’ll have to
work carefully to skip over them--answer “‘No” rather than pressing
IpiE].
press:((-I]Do you want to add ZELLER, NELL
(Press ESC to quit)? (Y/N):
press: [pGi]Do you want to add ZINK, JAY
(Press ESC to quit)? (Y/N):
After you add Jay Zink, press @ to return to the Groups page for the Technical
Support group. Use a “local connect” telephone to record a name for the group.
(Refer to Lesson 2 for a reminder of how to record a name using “local
connect.“)If you are addii 
spelled-ilame groups: When you record the name, say
“Technical Support” rather than “AA-Technical Support”.
If you are adding numbered groups: Be sure to include the group’s number in
the recorded name. For example, say “Group number 227: Technical Support”.
Boa&as t Versus Dispatch Distribution
We mentioned earlier that in addition to being “open” or “private,” a message
group can have either a “broadcast” or “dispatch” distribution. This controls who
receives the message: all members or just one group member.
. : 
						

							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 “broadcast” does not appear on the Group
page. A group uses broadcast distribution when Dispatch? is set to No.
Let’s change the Technical Support group to a dispatch group. On the Groups
page...
Highlight DispatchType: 
y[-]Dispatch field changes to Yes.
Groups and GuestsGroup messages can only be left by subscribers. Guests cannot leave group
messages, although guests can be members of a private group owned by their
host subscriber. For example, Jay’s guest, Drew Zonder, could be made a
member of any private message group belonging to Jay. Then, when Jay leaves a: 
::message to the group, Drew would receive it along with the other, regular
subscriber members of the group.
Since the guest-host 
reiationship is between two people only, guests cannot be
members of an open group.
Leaving and Retrieving Group MessagesIn this part of the lesson, you’ll leave and retrieve a group message for practice.
At the same time, you’ll learn how to use some additional touchtones that let a
subscriber control message playback and recording. You’ll use the telephone as a
subscriber in these examples.
: . .First, we’ll show you a problem that commonly arises during training, when you
are often practicing as a subscriber and system manager at the same time.
You should still be signed in and at the Groups Screen.
System Manager/Subscriber ConflictsijThe system won’t let you use the system as a subscriber and system manager at
the same time. Try it yourself now...
Dial the system.“‘Hello, this is... ”
Press *: 8890“Chris Aaronson ”
So far, so good, but then the system says...
“l’m sorry, / can’t talk to you now. Please
call back. 
”