Merlin Classic Mail Instructions Manual

							Merlin 206,410,820 & Plus
Classic Mail
Design Package
Site Survey
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Record Merlin System Data
Procedure:Record Merlin system information on the Site Survey forms.
Requirements:lMerlin 206, 410, 820lMerlin Plus release 1 & 2l2 - 4 vacant Voice Terminal JackslMerlin Control Unit set for Tone (DTMF) signaling
i Note:Enter this information on pages 7 and 8 of this package. Be sure to note any special telephone
services and indicate blocking of Off-Site Message Alert if necessary.
Determine the Classic Mail Mounting Location:
Procedure:Decide where to mount the Classic Mail.
Requirements:The Classic Mail is generally wall-mounted within five feet of the Merlin Control Unit.
Custom cables can be made for Telephone Emulation and Interposed connections if the
Classic Mail must be mounted more than five feet from the Merlin Control Unit.
i Note:The Classic Mail requires an area 19” X 18” for mounting. Describe the mounting location on
page 7 of this package.
Determine Telephone Emulation Connections
Procedure:Decide which Merlin Voice Terminal ports to use for Telephone Emulation.
Requirements:The Classic Mail is must be connected to the Merlin Control Unit using Voice Terminal
ports. Two Voice Terminal ports are required for a two-port Classic Mail and four Voice
Terminal ports are required for a four-port Classic Mail.
i Note:Voice Terminal port #10 (port #0 on Model 206) must be connected to Classic Mail Telephone
Emulation jack #1 before the Classic Mail can operate the message lamps. Enter this
information on page 8 of this package. For an explanation of Telephone Emulation, see page 18
of this package.
Classic Mail Design Package - Page 1 
						

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Determine Voice Mail Access Lines
Procedure:Decide which Merlin Tel.Co. ports to use for internal voice mail access.
Requirements:
The Classic Mail is must be connected to the Merlin Control Unit using Tel.Co. ports to
provide internal users with voice mail access. Up to four access lines can be established for
internal access. Voice mail access should be dedicated by connecting vacant Tel.Co. ports to
Classic Mail interpose jacks 1 - 4. If there are no vacant Tel.Co. jacks available, voice mail
access may be provided on a time-share basis by interposing the existing telephone lines
with the Classic Mail.
i Note:If possible always dedicate voice mail access using vacant Tel.Co. ports on the Merlin Control
Unit. If voice mail access is provided by time-sharing the existing telephone lines, connect the
least busy telephone lines to the Classic Mail. Enter this information on page 8 of this
package. For an explanation of Interposed voice mail access, see page 19 of this package.
Record Voice Terminal/Mailbox Data
Procedure:
Record the intercom number, mailbox number, telephone type, directory name spelling
and Voice Terminal programmed buttons for each mailbox owner. Script the primary and
alternate greetings on the back of the Voice Terminal/Mailbox Data Sheet. If Off-Site
Message Alert is required, enter the dialing sequence for pagers or off-site telephones.
i Note:Copy page 9 of this package for each mailbox.
Classic Mail Design Package - Page 2 
						

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qDetermine Voice Mail Access Code
Application Design
Procedure:
Determine if the Merlin telephone lines are connected to single-line ports of a PBX or to Centrex
lines.
RequirementsThe default access code is the star key. You may need to change the Classic Mail access
code to prevent unwanted effects such as last-number-redial or hook-flash when a user is
accessing the Classic Mail on an interposed line.
i Note:Enter this information on page 10 of this package. If the Merlin Control Unit is not installed on
Centrex lines or behind a PBX write star in the space provided.
Determine if Merlin Message Lamps are Required
Procedure:
Determine if the Classic Mail is required to operate the message lamps on the Merlin Voice
Terminals.
Requirements:
This feature is available only if the Merlin Control Unit has Feature Package 2 or is an 820D or
820D2 model. Telephone Emulation jack #1 must be connected to the Merlin attendant port #10
(Port #0 on a Model 206). The attendant port on Merlin 820D2 must be configured with the
attendant’s template.
i Note:Enter this information on page 10 of this package. If message lamps are not required, write
No in the space provided.
Decide who will be the Attendant.
Procedure:
Determine who will be responsible for answering calls coming into the business.
Requirements:
When the Classic Mail answers a call, it can offer the caller the option of transferring to an
attendant. If there is a single individual responsible for answering incoming calls, use that
person’s Intercom number as the Attendant’s Intercom. When a caller presses 0, the Classic Mail
will transfer the caller to the Intercom you have designated as the Attendant. If there is no one
solely responsible for answering incoming calls, the Classic Mail can be configured without an
Attendant’s Intercom. In that case the caller would not be offered the option of transferring to an
attendant.
i Note:Enter this information on page 10 of this package. If there is no attendant write “none” in the
space provided.
Classic Mail Design Package - Page 3 
						

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Determine Administrator’s Mailbox Number
Procedure:
i Note:
Procedure:
i Note:
The administrators functions must be assigned to a mailbox. This designation is assigned to
the first mailbox that is set upon the Classic Mail. The administrators function may be
subsequently transferred to another mailbox as required.
Enter this information on page 10 of this package.
General Delivery Mailbox
If required, the general delivery mailbox function can be assigned to any mailbox or may be
disabled entirely.
If no one is responsible for reviewing and forwarding messages sent to this mailbox it is very
important that this function be disabled. Enter this information on page 10 of this package. If
this feature is not required, write “none” in the space provided.
Complete Worksheet for Business Hour Schedule
Procedure:
Determine the opening and closing hour and minute for each day of the week.
Requirements:
This feature must be configured before the Classic Mail can automatically switch between Day
and Night operational modes. As shipped, the Classic Mail will operate in day mode only.
i Note:Enter this information on page 10 of this package.
Determine the Rings Before Answering Incoming Calls
Procedure:Determine how long the Classic Mail should wait before answering incoming calls.
Requirements:
The Business Hour Schedule must be properly configured before the Classic Mail will
automatically switch between day and night rings before answering an incoming call. The
default for day mode operation is four rings and one ring for night mode operation. The
Classic Mail can be configured not to answer in either operational mode by setting Rings-
Before-Answer to 99 rings. If any line must operate differently from the other incoming
lines, Rings-Before-Answer can be defined for any individual line.
i Note:Enter the number of rings before the Classic Mail will answer incoming calls during day and
night operation on page 10 of this package. For any line, such as those with special
telephone services that must answer in a given number of rings at all times, enter the Rings-
Before-Answer for that line. Setting the rings before answering for any single line will
cause that line to ignore the Business Hour Schedule and always
 answer on the rings
defined for that line. If there are special telephone services on any line, enter this
information on page 8 of the Classic Mail Design Package.
Classic Mail Design Package - Page 4 
						

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qDetermine the Rings Before Picking Up a Transferred Call
Procedure:Determine how long the Classic Mail will wait before reconnecting with a caller after
transferring a call to an intercom.
Requirements:
After the Classic Mail transfers a call to an intercom, it will wait from one to nine rings
before informing the caller that person is not available. The caller may then leave a
message, transfer to another intercom or to the attendant. The default is four rings.
i Note:Enter this information on page 10 of this package.
Determine the Call Transfer Type
Procedure:
Select either direct or announced transfer method.
Requirements:
The Classic Mail can either transfer a call directly to an Intercom or announce over the
intercom speaker that a call is waiting on a specified line. For direct transfer, the
Merlin must
 have the transfer feature.
i Note:Enter this on page 10 of the Classic Mail Design Package.
Script the Company Greetings
Procedure:Write down what will be recorded for the day and night company greetings. If call routing is
required, only use the company name for these greetings. All additional information is
recorded in the Call Routing Top-Level Menu prompts for day and night operation.
Enter this information on page 11 of this package.
i Note:
Complete Call Routing Worksheets
Procedure:Use the Call Routing worksheets to document the call routing design.
Requirements:Each telephone key 1 through 9 may be defined with one of three functions: 1) Transfer to
an intercom 2) have a message in a mailbox or 3) Play an informational message. It is
recommend that choices be limited to 3 or 4 keys to reduce confusion. A top-level menu
prompt must be recorded to inform callers of the choices available.
i Note:Complete the Call Routing worksheets for day and night operation on pages 12 through 15 of
this package. The Top-Level Menu should inform callers of the available choices in addition to
the standard auto attendant features: Transfer to an extension, Transfer to the attendant and
the Company Directory. Any mailbox used for Call Routing must be set up with a password and
a greeting before it can be specified in a route definition.
Classic Mail Design Package - Page 5 
						

							qComplete Mailbox Assignment Worksheet
Procedure:List all mailbox owners on the Mailbox Assignment Sheets
Requirements:
Regular mailbox numbers are the same as the owner’s intercom number. Any mailbox owner
that doesnt have exclusive use of a Merlin telephone should be assigned a guest mailbox.
Guest mailboxes are numbered from 900 to 999.
i Note:Enter this information on pages 16 and 17 of this package.
Classic Mail Design Package - Page 6 
						

							Merlin 206,410,820 & Plus
Site Survey
CompanyContact
Street
CityState
ZipPhone(   )
C.I.N.Order #
Installing TechnicianAccount Exec.
Merlin System Information
Merlin Model:Feature Pkgs:
Power Requirements: 110 Volts A/C qGround Test:  Pass q     Fail q     (Installers Only)
i Note:Both the Merlin Control Unit and the Classic Mail should be plugged into the same power
source. Requires an area of 19 X 18 for mounting.
Merlin Tel.Co.
ConnectionsBlock Off-Site
Message Alert
Special
Services
Telephone NumberTel.Co. JackLine #Line #
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i Note:Off-Site Message Alert should only be allowed on local lines.
Describe the mounting location of the Classic Mail unit:
Classic Mail Design Package - Page 7 
						

							Merlin Voice Terminal Connections
Model 206
IntercomOccupiedVacant
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Model 410Model 820 & Merlin Plus
IntercomOccupiedVacantIntercomOccupiedVacant
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Administrator’s Mailbox:
Password:
Admin. Password:
Telephone Emulation
Voice Mail Access Lines
Classic MailMerlin VoiceClassic MailClassic MailMerlin
Telephone EmulationTerminalOutside LinesInterposed LinesTel.Co. Lines
Jack #1(message lamps -10)Jack #1Jack #1
Jack #2Jack #2Jack #2
Jack #3Jack #3Jack #3
Jack #4Jack #4Jack #4
Classic Mail Design Package - Page 8 
						

							Voice Terminal/Mailbox Data Sheet
(Copy this page for each mailbox)
User Name:Intercom #:
Type:
Name Spelling
Mailbox #:
Regular qGuest q
Off-Site Message Alert - Dialing Sequence:
i Script mailbox owners primary and alternate personal greetings on the back of this sheet
Classic Mail Design Package - Page 9 
						

							Merlin 206,410,820 & Plus
Classic Mail
Application Design
Access Code Required:
Message Lamps Required:(star)
Attendants Intercom Number:
Administrator’s Mailbox Number:
General Delivery Mailbox Number:
Business Hour Schedule
MondayTuesdayWednesdayThursdayFridaySaturday
Sunday
Open
Closed
Rings Before Answering Incoming Calls
Day Mode
Night ModeLine 1Line 2Line 3Line 4Line 5Line 6Line 7Line 8
i Note:Entering rings before answer for any single line will cause that line to ignore the Business Hour Table and
always
 answer on the rings defined for that line. See the Site Survey for information on lines with
special telephone services.
Rings Before Picking Up a Transferred Call:
Classic Mail Transfer Method
Direct: q
Announced:  q
Classic Mail Design Package - Page 10