NEC EliteMail Vms/Elitemail Limited Technician Guide

							9 - 22Messages Issue 3 EliteMail VMS/EliteMail Limited
Last Contacted 
This field displays the date and time the member of the group last
received a group message. If the Last Contacted field is blank, the
member has not received the most recent group message. Or, if
every member Last Contacted field is blank, either there is no group
message to listen to, or a group message was just sent, and no one
has listened to it yet. 
Differences between Named and Numbered Groups
The system can use either named message groups or numbered message
groups. A message group name or number is stored in the Name field on
the Groups Screen. It is usually easiest for subscribers that create and
select groups by telephone if message groups have either named or
numbered  fields, rather than both. 
Unlike System IDs, message group names or numbers do not have to be
unique.


If the system uses the Numbers Only keypad map, you can use only
numbered message groups.
Named Message Groups
With named message groups, each message group name should
start with three letters. For example:
All Sales People
Technical Support
Subscribers send a message to the group by spelling the first three
letters of the group name on the telephone keypad.
Numbered Message Groups
With numbered message groups, each message group name should
start with a three-digit number (
e.g., 645 All Sales People or 625
Technical Support).


You should 
not use the system wildcard digit (0 or 1) in a message
group number. Using the wildcard digit makes it harder for subscribers
to select the group. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 23
Use Numeric Access with Numbered Groups
Numbered groups are usually used on systems with numeric access.
Under numeric access, subscribers press a special System ID for
numbered groups, followed by the group number to send a message
to the group. This way, the system does not confuse Extension # IDs
with message group numbers. The special System ID for numbered
groups is set on Application screen Page 6. For details, refer to
Chapter 10 Numeric Access.
Use Lettered Access with Numbered Groups
You can use numbered groups on systems where subscribers send
messages by spelling a last name, but it is not as efficient.
A subscriber who presses 6 4 5 to select the message group 645
Sales People, first hears all last names spelled with the keys 6 4 5,
such as Miller, Mikulsky, Nagy, Nilsen, Oglesby, or Ohman. Only
after the subscriber answered no to all these names would the
numbered group 645 Sales People be heard.
Name Groups Created by Telephone
When a subscriber creates a new group by telephone, the subscriber
presses three keys for the group spelled name or group number. The
system displays these three keys in the Name field of the group.
If subscribers normally send message by selecting a number (
i.e., a
special System ID exists for numbered groups), the system displays a
three-digit group number in the Name field.
If subscribers normally send messages by spelling a name (
i.e., no special
System ID exists for numbered groups), the system translates the keys
pressed by a subscriber into letters. This allows the system to sort the
message groups in the correct order when listing them over the telephone.
Although different letters are associated with each lettered key on the
telephone, the system displays the first letter on a telephone key. For
example, a subscriber creates a group named Eastern Region and enters
a group name of E A S. To do this, the subscriber enters 3 2 7. The system
translates the group name to DAP.
If you change message groups at the console frequently, listen to the
recorded name of any open group created by telephone and enter a more
complete group name in the Name field. This makes it easier to find the
group on the Groups Screen later. If you change the first three characters,
tell the group owner, so he or she can still select the group by telephone. 
						

							9 - 24Messages Issue 3 EliteMail VMS/EliteMail Limited
Choose Group Names and Numbers
A group spelled name or number is important for two reasons. The system
sorts groups in the Groups Screen based on the name or number in the
Name field. Also, a subscriber uses the first three characters of the group
name or number to select the group by telephone.
A message group also has a recorded name. A message group recorded
name is the name subscribers hear when selecting a group. 
Group names or numbers do not have to be unique. However, the group
recorded name should correspond to the group spelled name or number to
make it easy for subscribers to select the group they want. Groups with
identical recorded names cause confusion.
Carefully consider the names or numbers you give open groups. If you use
named groups, choose three letters that are easy to remember. For
example, it would be easy to remember that pressing A L L on the
telephone keypad sends a message to a group with the recorded name All
Staff. If you use numbered groups, it helps to distribute a list of open
groups and their group numbers to all subscribers, to reduce duplicate
group numbers.
Add Groups at the Console
1. At the voice mail system Banner Screen, press 
 to sign in. Enter a
System Manager ID, and press 	
. Enter the System Manager
security code and press  	
.
2. Press 	
- to display the Groups Screen.
3. Press 
 to add a group. The pop-up Add Menu window is displayed.
4. Press the arrow keys to highlight either Private Group or Open
Group, and press 	
.
5. To add a group owned by the System Manager, press . To assign
the message group to another subscriber, press .
For open groups, you can press 	
 to assign the group to
•SYSTEM•. Otherwise, enter the name of the new group owner.
6. Enter the first few letters of the subscriber last name, and press

	
. The system displays the name of the first subscriber whose
last name matches these letters.  Press  to select this subscriber.
Press  to view the next subscriber whose last name matches the
letters.  Press  until the subscriber name is displayed.  Press . 
7. Record a name for the message group. For details, refer to Chapter
15 Recording Voice Fields.
8. Add members to the message group.  
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 25
Add Group Members at the Console
1. At the voice mail system Banner Screen, press 
 to sign in. Enter a
System Manager ID, and press 	
. Enter the System Manager
security code, and press 	
.
2. Press 	
- to display the Groups Screen. Press 
 or 

(or use the Jump command) to display the message group you want.
3. Press 
. The system displays the pop-up Add Menu. 
4. Check that Member is highlighted, and press 	
. The system
asks you to enter the last name of the subscriber you want to add to
the message group.
5. Enter the first few letters of the person last name, and press 	
.
The system displays the name of the first subscriber whose last
name matches the letters you entered.
6. Press  to select the name.  Press  to view the next subscriber
whose last name matches the letters you entered.  Press  until the
name of the subscriber you want to add to the group is displayed.
Then, press . 
7. Repeat steps 5 and 6 until you’ve added the subscribers to the
group.
8. Press  to exit the Add Menu.


To add all the subscribers on the system to a group, at step 5 press


. The system displays the first name in the list of subscribers.
Press 
 to accept the name. Then, press 

 repeatedly to accept
every name the system presents, until the system displays 
Out of
Names. Press any key to exit the Add Menu.
Guests can only be added to host private groups.
A subscriber 
cannot be the owner and a member of a private group.
A subscriber can be the owner and a member of an open group.
Remove Group Members at the Console
1. At the voice mail Banner Screen, press 
 to sign in. Enter a System
Manager ID, and press 	
. If asked, enter the System Manager
security code, and press 	
.
2. Press 	
- to display the Groups Screen.  Press 
 or

 (or use the Jump command) to display the message group
you want. 
3. Use the arrow keys to move the cursor to the name of the subscriber
you want to remove from the group. 
						

							9 - 26Messages Issue 3 EliteMail VMS/EliteMail Limited
4. Press 
 to remove the subscriber from the group.  Press  to
remove the subscriber from the group.   Press  to cancel.
5. To remove other members from the group, repeat steps 3 and 4.
Delete Groups or Group Messages at the Console
1. At the voice mail Banner Screen, press 
 to sign in. Enter a System
Manager ID, and press 	
. If asked, enter the System Manager
security code, and press 	
.
2. Press 	
- to display the Groups Screen.  Press 
 or

 (or use the Jump command) to display the message group
you want.
3. With the cursor in the top portion of the screen, press 
. The system
prompts you with several options:
·      Delete the group and all messages for the group.
·      Delete the group, but keep all messages for the group.
·      Delete all messages for the group only.
4. Press  to highlight the selection, and press 	
. When the
system asks you to confirm, press .
Change the Owner of an Open Group at the Console
At the console, you can delete the owner of an open group so that the
group is owned by the •SYSTEM•. This removes the subscriber as owner
of the group, but does not delete the subscriber from the system. You can
also reassign a group owned by •SYSTEM• to a new subscriber owner.
Remove Subscriber Owner
1. At the voice mail Banner Screen, press 
 to sign in. Enter a System
Manager ID, and press 	
. If asked, enter the System Manager
security code, and press 	
.
2. Press 	
- to display the Groups Screen.  Press 
 or

 (or use the Jump command) to display the message group
you want. With the cursor in the top portion of the screen, press 
.
3. Press  to highlight Owner, and press 	
. When the
system asks you to confirm, press . 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 27
Assign New Owner to •SYSTEM• Group
1. At the voice mail system Banner Screen, press 
 to sign in. Enter a
System Manager ID, and press 	
. If asked, enter the System
Manager security code, and press 	
.
2. Press 	
- to display the Groups Screen.  Press 
 or

 (or use the Jump command) to display the message group
you want. With the cursor in the top portion of the screen, press 
.
3. Press    to highlight New Owner, and press  	
.
4. To make yourself the new owner, press . To assign the group to
another subscriber,  press , and enter the name of the new owner.
Assign Dispatch Distribution
By default, every new message group, whether added at the console or by
telephone has broadcast distribution. Only the System Manager can
change the group to have dispatch distribution.
1. To give the group dispatch distribution: Enter a System Manager ID,
and press  	
. If asked, enter the System Manager security code,
and press 	
.
2. Press 	
- to display the Groups Screen.  Press 
 or

 (or use the Jump command) to display the message group
you want.
3. Press  to position the cursor on the Dispatch field. 
4. Press , and press  	
.
Keep Subscriber from Sending to Open Groups 
The system allows you to restrict subscribers from creating open groups or
sending messages to all open groups. Place Y access code on the
subscriber Personal Directory page. These subscribers can still send
messages to any private groups they own and receive messages from any
message group they belong to, open or private.
1. At the voice mail system Banner Screen, press 
 to sign in. Enter
System Manager ID, and press 	
. If asked, enter the System
Manager security code, and press  	
.
2. Press 	
- to access the Personal Directory. 
						

							9 - 28Messages Issue 3 EliteMail VMS/EliteMail Limited
3. Press 
 (or use the Jump command) to display the
subscriber.
4. Press the arrow keys to move to the subscriber Access field. Move
the cursor to the end of the field. Enter Y, and press  	
. You do
not need to change any other access codes in the field. Refer to
Figure 9-8 Personal Directory Page for Subscriber with Y Access
Code.
Figure 9-8   Personal Directory Page for Subscriber with Y Access Code
Create Message Groups by Telephone
Subscribers can create new message groups from any touchtone
telephone by accessing setup options. 
After you add a message group to the system, you can add, delete or list
group members, and change the group spelled and recorded name, from
any touchtone telephone. You change groups by accessing setup options.
Only the group owner can change the group by telephone. The System
Manager can change any group at the system console.
Send messages to groups the same way you send messages to individual
subscribers, by identifying the group name or number.
Cancel messages for groups the same way you cancel a message to an
individual subscriber. When you cancel a message, you cancel it for every
member of the group that has not already heard the message. You can
cancel a message with broadcast distribution anytime, even after some
members of the group have heard the message. For dispatch groups, you
can cancel messages only 
before the first member of the group hears the
message. 





















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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 29
Before you decide to cancel a message, you can find out who in the group
has not heard it.  For details on using message groups by telephone, refer
to the EliteMail VMS/EliteMail Limited Voice Mail User Guide #750178-0.
Also Refer To:
Chapter 10 Numeric Access
Chapter 20 Subscribers
SECTION 9 
M
ESSAGE 
N
OTIFICATIONMessage Notification and Delivery
The voice mail system can call to deliver messages on a regular cycle.
This feature is called message notification and delivery
. You can set up
the system to call subscribers at home, at a work extension, or on a
mobile telephone to deliver messages at regular intervals or on the receipt
of each new message. The system can activate pagers or message
waiting lamps to notify subscribers that new messages are waiting. Guests
also may use some of the voice mail system message delivery features.
The message notification and delivery fields are stored in the bottom
section of each subscriber or guest Personal Directory page. This section
is shown in Figure 9-9 Message Notification and Delivery Fields. 
Figure 9-9   Message Notification and Delivery Fields
For details, refer to Section 13 Message Waiting Lamps on page 9-54 and
Section 5 Message Delivery on page 9-9.





















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							9 - 30Messages Issue 3 EliteMail VMS/EliteMail Limited
Constant Message Count
EliteMail displays the number of new messages on NEC display
telephones using a feature called Constant Message Count. With
Constant Message Count, the subscriber looks at the display telephone
LCD to determine how many new messages there are to check. Any other
message waiting indication, such as a lamp used by your telephone
system, also notifies subscribers of new messages. You can set the
message refresh interval on Switch Setup screen Page 2.


NEC recommends using the default.
Figure 9-10   Message Refresh Rate for Constant Message Count
Examples of Constant Message Count
The Constant Message Count, when active, is displayed on the second
line of the LCD.
New Messages
The voice mail system displays the number of new messages and
activates the message waiting indication. Other items displayed are
Electra Elite functions. For details on these functions, refer to the Electra
Elite documentation.
New Messages, Including Urgent Messages
The voice mail system displays the number of new messages (7 MSGS)
and the number of urgent messages (3 URG).














          	 
   
      



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							EliteMail VMS/EliteMail LimitedIssue 3
Reference 9 - 31
No New Messages
When Constant Message Count is inactive or there are no new messages,
the second line displays the day, date, and time. The Electra Elite – not the
voice mail system – controls the display showing the day, date, and time.
SECTION 10  
M
ESSAGE PLAYBACKSubscribers retrieve messages by calling the voice mail system and
entering a Personal ID during the opening greeting, or when the system is
listening for IDs. In addition to listening to messages, a subscriber may
also redirect, save, or reply to messages. While listening to a message, a
subscriber may move backward through the message to listen to parts of it
again, or fast forward it to jump ahead to a specific part of the message. A
subscriber may also change the message playback volume.
This topic details how the system plays messages to a subscriber and the
actions the subscriber may take with messages, including:
Message Playback Summary
When a subscriber calls the system and enters a Personal ID, the
system first announces the number of new messages the subscriber
has waiting (
e.g., “You have 3 new messages”). The system then
announces the messages by who sent the message or where it was
recorded. 
Messages from the same source are grouped together. Before
reading the first message from each new source, the system
announces the number of messages from that source and asks if the
subscriber wants to hear them. If the subscriber responds no, the
system moves to the next source of messages.
While listening to each message, the subscriber can use touchtone
keys to move backward, forward, or pause the message, skip over a
message, save it for later retrieval, or redirect (forward) it to another
caller.
After playing each message, the system announces when the
message was recorded. If the message is from another subscriber or
a guest, the subscriber may record an immediate reply.
The system can also announce the total duration of all the messages
waiting for a subscriber, and those from a particular source. This
length of messages announcement can be turned on or off for each
subscriber.    
12:29 PM MON   10