Inter-Tel Axxessory Talk Voicemail User Guide

							INTER-TEL 
ANCESSORY TALK 
VOICE MAIL USER GUIDE 
Part No. 550.8101 
Issue 4, April 1996 
IIuuIIIIII11111111111111111111111111  
						

							Inter-Tel AXXESSORY Talk Voice Mail User Guide 
TABLE OF CONTENTS 
INTRODUCING THE INTER-TEL AXXESSORY TALK 
VOICEMAILFEATURES ...................................... . 
About This Guide .................................................. 1 
General System Information ......................................... 
1 
Mailboxes ......................................................... 2 
Record-A-Call ..................................................... 2 
Multilingual Capability 
.............................................. 2 
ENTERINGYOURMAILBOX 
.................................. 
INITIALIZING YOUR MAILBOX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 
LISTENING TO MESSAGES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 
SENDINGMESSAGES .......................................... . 
PERSONALOPTIONS.. 
......................................... . 
REMOTE MESSAGING ........................................ 10 
USING THE DIRECTORY ...................................... 11 
NON-SUBSCRIBER ACCESS TO VOICE MAIL ................... 12 
0 Inter-Tel Integrated Systems, Inc. 4/96  
						

							Inter-Tel AXXESSORY Talk Voice Mail User Guide 
INTRODUCING THE INTER-TEL AXXESSORY 
TALK VOICE MAIL FEATURES 
About This Guide 
This user guide contains instructions for using the Voice Mail features available 
through the Inter-Tel AXXESSORY Talk voice processing system. For more detailed 
information and expanded procedures, refer to the Inter-Tel AXXESS Owner’s Guide. 
For quick access to basic subscriber instructions, refer to the Inter-Tel AXXESSORY 
Talk Subscriber Quick Reference Guide. For quick access to basic System Adminis- 
trator procedures, refer to the Inter-Tel AXXESSORY Talk System Administrator 
Quick Reference Guide. 
General System Information 
Inter-Tel AXXESSORY TalkTM Voice Mail allows callers to send and receive re- 
corded messages from any station or DTMF telephone. (Callers using dial-pulse 
phones can be routed to the operator for assistance.) 
Station users and outside callers reach Voice Mail in the following ways: 
l By dialing the telephone number or extension number assigned to the Voice Mail 
application 
l By being transferred to Voice Mail by the automated attendant 
l By being forwarded (using manual or system forward) to Voice Mail when a 
called station is unavailable 
l By responding to message waiting indications left by voice mail at a station 
When you reach Voice Mail, you will hear recorded instructions that tell you what to 
do next. Simply listen to the prompts and press the keypad key that corresponds to the 
desired choice. If you do not respond immediately, a second set of prompts is played. 
Most prompts are interruptible, and you can press the desired key at any time during 
the prompt. The prompt will then stop and the system will act on the requested choice.  
						

							Voice Mail User Guide Inter-Tel AXXESSORY Talk 
Mailboxes 
Each Voice Mail user can be assigned a unique mailbox number. There are three 
types of mailboxes on the voice mail system: Standard, Receive-Only, and System 
Administrator. 
l Standard mailbox features include: listening to new messages, sending mes- 
sages, forwarding messages, deleting messages, saving messages, programming 
personal options, and, if authorized through database programming, setting up 
remote messaging. 
l A Receive-Only mailbox user can only listen to new messages, save or delete 
them, and program personal options. 
l The System Administrator has all of the Standard mailbox options, plus the abil- 
ity to record and send broadcast messages, provide mailbox and group list main- 
tenance, and record and select custom recordings. 
When your mailbox receives a message, your station is signaled. If it is a keyset, the 
MSG key is lit and the display shows that a message has been received. A single-line 
set will receive message waiting signals of six tones when the handset is lifted, if 
enabled system-wide. 
Remote messaging can be enabled for your mailbox through database programming 
and set up through your mailbox. It allows you to enter the primary and/or alternate 
telephone number, pager number, or extension number that the voice mail system 
will call when new messages are received by your mailbox. (See page 10 for details 
on using remote messaging.) 
Record-A-Call 
Your phone may be programmed to use the Record-A-Gall feature. If so, you can 
enter a feature code whenever you want to record an ongoing call. You can retrieve 
the message later, just as you would any other mailbox message. For more informa- 
tion on using this feature, refer to the appropriate user guide for your type of phone. 
Multilingual Capability 
Your telephone system provides a choice between English and Japanese prompts and 
displays. If your phone is programmed for English, all displays appear in English and 
all Voice Mail prompts are delivered in English (unless overridden). If programmed 
for Japanese, all displays appear in Katakana characters and all voice prompts are 
played in Japanese (unless overridden). By default, all phones are set for English. For 
more information on this feature, refer to the appropriate user guide for your”type of 
phone. 
2  
						

							Inter-Tel AXXESSORY Talk Voice Mail User Guide 
ENTERING YOUR MAILBOX 
When you enter your mailbox, the system may play one of the following messages: 
l Mailbox almost full or full: If your mailbox is full, no new messages can be 
received until you delete waiting or saved messages. 
l Message count: The system tells you how many messages are waiting to be 
heard, if any, and how many are priority messages. 
l Remote messaging: The system will indicate whether primary or alternate re- 
mote messaging is selected when remote messaging is enabled. It will also alert 
you if a programming error has been detected and/or whether it encountered busy 
system resources when attempting to place a remote messaging call. 
Enter your mailbox by following these steps: 
- 
Dial the Voice Mail extension number. (You hear the main menu.) 
- 
During or after the greeting, press 
q to identify yourself as a subscriber. 
- 
Enter our mailbox number and your personal password (if programmed). Then 
b  press # . 
If your MSG key is lit and you have a message fr& Voice Mail: 
- 
Lift the handset 
OR press 11. (If you have a non-display keyset, you do not 
have to perform this first step.) 
- 
Press ml. 
- 
Enter your personal password and press 
q .  
						

							Voice Mail User Guide Inter-Tel AXXESSORY Talk 
INITIALIZING YOUR MAILBOX 
The first time you use your mailbox, you must initialize it (set it up). System prompts 
will instruct you to: 
l Change the default password number to a personal password. 
l Record a name to identify yourself in the company directory. 
l Listen to the Voice Mail application introduction. (You can skip this introduction 
by pressing 
q , if desired.) 
To initialize your mailbox: 
Dial the Voice Mail extension number. (You hear the main menu.) 
Press 
q to identify yourself as a subscriber. , 
Enter your mailbox number and default password. (Your default password is 
your mailbox number.) 
If you want a 
cs assword, enter a new password using digits O-9 (up to 12 digits). 
Then press # . Voice Mail plays back your password. 
If you do not want to use a password, press 
q . 
Press 
q to accept the entry. (Or, press q if you wish to re-enter your pass- 
word.) The system prompts you to record your directory name. 
After the tone, record your first and last name. When finished, press 
q . 
Press 
q again to accept the name. (Or, press 1 to replay the name you just 
recorded, press 
q to add to your name, or press 3 to erase and re-record it.) 
93 
The system then plays a prompt that introduces you to basic Voice Mail features.  
						

							Inter-Tel AXXESSORY Talk Voice Mail User Guide 
LISTENING TO MESSAGES 
Whenever you enter your mailbox, you are told how many new and saved messages 
you have. 
To listen to messages: 
- 
Enter your mailbox as described on page 3. 
- 
EITHER, Press fl to listen to your new messages. 
OR, Press 
q to listen to your saved messages. 
- 
The system plays each message in the queue selected. While you are listening to 
a message, you can use the following options: 
. 
Press 
q to skip to the end of the recording. , 
. 
Press 
q to back up. 
. 
Press 
q to pause. (Then press any key to continue.) 
. 
Press 
q to skip ahead. 
. 
Press 
q to lower the volume. 
. 
Press 
q to play the message envelope again. 
. 
Press 
q to raise the volume. 
. 
Press 
q to save the new message in your mailbox. 
. 
Press 
q to delete the message from your mailbox. 
- 
When the message has finished playing, you have the following options: 
. 
Press 
q to replay the message from the beginning. 
. 
Press 
q to reply to the message. 
. 
Press 
q to forward a copy of the message to another subscriber. If you want 
to include introductory comments, press 
q and record an introduction. If 
not, press 
q to forward the message without an introduction. 
. 
Press 
q to listen to the previous message. 
. 
Press 
q to play the introductory message “envelope” again. 
. 
Press 
q to listen to the next message. 
. 
Press 
q to save the new message in your mailbox. 
n 
. 
Press 
q to delete the message from your mailbox. 
5  
						

							Voice Mail User Guide Inter- Tel AXXESSOR Y Talk 
SENDING MESSAGES 
To send messages: 
- Enter your mailbox as described on page 3. 
- 
Press 
q 
- Dial the desired mailbox number or group list number. 
- 
After hearing the subscriber’s name, press 
q to accept it. 
- When you hear the tone, record your message. 
. 
To pause while recording, press q . To continue, press any key. 
. 
To erase and re-record your message, press q . 
- When you have completed your message, you have the following options: 
To exit: Hang up. OR, press q and go to the next step. 
To replay your message: Press q . 
To add to your message: Press q and continue your message. 
To erase and re-record your message: Press q . 
To use the special delivery options: Press q . You can perform one or more of 
the following steps: 
. 
Press 
q to mark the message “private.” (This prevents the recipient from 
forwarding it to other subscribers.) 
. 
Press 
q to mark the message “certified.” (When a certified message is 
heard by the recipient, you will receive a receipt ‘notice.) 
. 
Press 
q to mark the message “priority.” (This will place your message 
ahead of all other waiting messages in the receiving mailbox.) 
. 
Press 
q to cancel delivery options. 
. 
Press 
q to deliver the message. (If you wish to mark the message certified, 
private, and/or priority, do so before completing this step.) 
- 
After the message has been sent, you may choose either of the following options: 
. 
Press 
q and enter another mailbox number to send the message to another 
destination. 
n 
. 
Press 
q to exit. 
6  
						

							Inter-Tel AXXESSOR Y Talk Voice Mail User Guide 
PERSONAL OPTIONS 
Personal Options allow you to customize your mailbox. Voice Mail has the following 
personal options: 
l Greetings: Your primary or alternate greeting is played to callers when they 
reach your mailbox. 
l Directory Name: Your recorded name is used to identify you in the directory 
and to verify your mailbox number when messages are addressed to you by non- 
subscribers and other subscribers. 
l 
Password: Your password prevents unauthorized access to your mailbox. 
l Message Envelope Contents: Each message is preceded by an “envelope” mes- 
sage that can be programmed to include time/date the message was left, the 
source of the message, and/or the length of the message. 
l Transfer Method (if enabled): When a call is received by an automated atten- 
dant or call routing announcement application and the caller enters your exten- 
sion number, the programmed Transfer Method determines how the call will be 
transferred. Depending on the Transfer Method programmed for your phone, 
transferred calls from AXXESSORY Talk may be unannounced (as usual), or 
one of the following may occur: 
- 
“Announce Only” Calls: Before the Voice Mail system transfers a call to 
you, a prompt asks the caller to record his or her name before the system 
completes the transfer. 
- “Screened” Calls: Before the Voice Mail system transfers a call to you, a 
prompt asks the caller to record his or her name. When you answer the call 
from Voice Mail, you hear, “You 
have a call from (caller’s name),” You 
then have the option of replaying the name, sending the call to voice mail (if 
you have a mailbox), transferring the call to another extension, accepting the 
call, or rejecting it,. 
7  
						

							Voice Mail User Guide Inter-Tel AXXESSORY Talk 
To program personal options: 
- Enter your mailbox as described on page 3. 
- Press 
q to select the Personal Options Menu. You may then perform any or all 
of the following functions: 
To change your personal greeting: 
. 
Press 
q . 
. 
EITHER, Press 
q to record and/or enable your primary greeting. 
OR, Press 
q to record and/or enable your alternate greeting. 
OR, Press 
q to enable the system default mailbox greeting. 
l If you pressed 1 or 2, the current greeting is played (if one exists). Then do 
one of the following: 
EITHER, Press 
q to accept the greeting. (Or, press q if you wish to replay 
the greeting, press 
q to add to the greeting, or press q to erase and re- 
record the greeting.) 
OR, Press 
q to exit without changing your greeting. 
To change your directory name: 
. 
Press a. Your current name is played. (Press 
q to replay your recorded 
name, if desired.) 
. 
Press 
q to erase and re-record your name. 
. 
When you hear a tone, record your first and last name, then press 
q 
. 
Press q again to acce t your recorded name. (Or, press 1 
b 0 to replay your 
recorded name, press 2 to add to your name, or press 3 to erase and 
re-record your name.) 
To change your password: 
. 
Press a. 
l Ifyou want to have a password, enter a new password using digits O-9 (up to 
12 digits). 
If you do not want to use a password, skip this step. 
. 
Press a. Voice Mail plays back your pass’word if you entered one. 
. 
Press 
q to accept the password as entered. Or, press q if you want to erase 
and re-enter your password. 
0 
Continued...