NEC EliteMail Vms/Elitemail Limited Technician Guide

							14 - 4 Public Interview Box and Public Messages Issue 3 EliteMail VMS/EliteMail Limited
SECTION 5 
M
ESSAGES FROM THE 
P
UBLIC INTERVIEW 
B
OXSubscribers who have access to public messages, hear any message left
in the Public Interview Box after they check all new messages. 
Each set of responses to the Public Interview Box questions is stored as a
single message. A beep is recorded between each response in the
interview. You do not hear the original interview questions when you hear
the replies. If a caller does not answer a question, you hear two
consecutive beeps, indicating no response.
If more than one subscriber has public message access, only the first
subscriber to hear a public message hears it as a new message. The
message is available to subsequent subscribers with public message
access as an old message. If a subscriber deletes a public message, it is
deleted from the system and is not available to other subscribers.
The number of people who can access public messages should be limited
to help ensure that important messages are not inadvertently deleted. You
should have at least one person also, such as the receptionist, who
receives all new public messages, and, if necessary, can redirect the
messages to the applicable subscribers. If you delete the only subscriber
who has public message access, remove the P
 access code from another
subscriber so that person can receive public messages.
Preserve a Public Message
You can also keep a public message as a new message that can be
heard by other subscribers with public message access. To do this,
the first subscriber to hear the message must press *
 either while
listening to the message or during the message time and date
announcement.
When any subscriber hears an old public message, that subscriber
must archive it to keep the message as an old message for other
subscribers with public message access. An old public message
listened to but not archived is immediately deleted from the system.
Message Notification for Public Messages
System Managers and operators may not want the system to call
them or light message waiting lamps if the only messages they have
waiting are public messages. They can add the C
 access code to the
Access
 field of their Personal Directory pages to have the system
light message waiting lamps only when they have new messages
specifically addressed to them. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 14 - 5
SECTION 6 
S
ET PUBLIC MESSAGE 
F
IELDSRefer to Figure 14-2 Application Screen Page 6, with Public Message
Fields. Line 51 has fields that control the Public Interview Box.
 
Figure 14-2   Application Screen Page 6, with Public Message Fields
Public Hold/Archive msgs
This dual field indicates how many days to hold old public messages
and archived public messages. With 0
 in the Hold
 field, an old public
message is deleted at midnight on the day it is first heard. With 2
 in
the Archive
 field, an archived public message is deleted two days
after it was last saved. Each time an old public message is heard, it
must be saved again or it is deleted.
New Msgs: 0=0:00 Total: 0=0:00
These display-only fields show the number of public messages on
the system. The New Msgs
 field has the number of new public
messages and the total time in hours:minutes. The Total
 field has
the number of new and old public messages stored on the system
and the total time for these public messages in hours and minutes.

















		 	

	




  C 5 C 




FL (%  
%5     +. 
 A) 	% > +. 
FL J%& +,	&%-   ,# 0  1 ) 1 
23333333333333333333333333333333333333333333333333333333333333333333333333333338
F#L ( A:A &+% ! & ( &% &+% C 
F!L =%A J&= )%  * > (  ))A) > /+  7)::4 
F>L &+ LLL/%% F ) +% # 
 +% ! 
FFL /A  &+9  %= 5 0% ) F % 5) 
23333333333333333333333333333333333333333333333333333333333333333333333333333338
FCL /= 
 &9  & .A 	) ?.A+ U1K V1 =. 
FKL  +: %. D=. ). 
FBL ))A  )%& )  
F L  5 	A %&). FFF 	) (59   5  7A 
2333333333333333333333633333 J%& E( /( 333336333333333333333333333333333338
 E(  MaE	;/;  59   	) 	&)% A) 
 $%&  #  	0%):	::4> %  
  +%9   	& 	0. 
H333333333333333333333@33333333333333333333333333@33333333333333333333333333333I 
						

							14 - 6 Public Interview Box and Public Messages Issue 3 EliteMail VMS/EliteMail Limited
Also Refer To:
Chapter 6 Interview Boxes
Chapter 9 Section 1 Message Types on page 9-1
Chapter 9 Section 10 Message Playback on page 9-31
Chapter 11 Opening Greeting
Chapter 12 Operator Box
Chapter 13 Port Applications
Chapter 15 Recording Voice Fields
Chapter 17 Schedules 
						

							Reference15 - 1
Recording Voice Fields
 	
A voice field on a system screen allows access to a recording. The System
Manager accesses voice field recordings at the console. Subscribers can
access some voice fields by telephone. Voice field recordings include:
prompts, recorded names, greetings, introductions, and interview questions.
Each recording is stored in a voice field if the recording is made at the console
or by telephone. 
This chapter describes how to make recordings in voice fields at the console
and includes:
Voice field locations
Recording tips
Making voice field recordings
Copying recordings
Appending to recordings (adding another recording, beeps, or silence)
Deleting recordings
Restoring original system prompts
Using Quick Play to speed the conversation


The opening greeting can be structured in different ways; please read Opening
Greeting before recording any opening greeting prompts again.
SECTION 1 
L
OCATION OF 
V
ARIOUS VOICE 
F
IELDSMany recordings are shipped with the voice mail system. The voice fields for
these recordings are located on several screens: 
The voice field for most prompts is displayed on the Voice Prompt Editor
screen. Refer to Figure 15-1 The Voice Prompt Editor Screen.    
The voice field for the opening greeting prompt is displayed in
Transaction Directory $Greeting. 
The Operator Box has voice fields for its introduction (
“I’ll transfer you
now”
), recorded name, and greetings on Application screen Page 3. 
						

							15 - 2Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited
Many voice fields throughout the system store recordings by the System
Manager or individual subscribers, such as voice names, individual
greetings, or group voice names.
SECTION 2 
H
OW VOICE FIELDS 
A
RE DISPLAYEDIf a voice field contains a recording, it displays a number (e.g., :5 or 0:05).
The number indicates how many seconds the recording lasts. In a voice
field large enough for only two characters, recordings lasting longer than 9
seconds are indicated by >9
.
A voice field without a recording has either ¬ or 0:00 displayed.


A voice field may contain 
QP to indicate the recording is indexed for Quick
Play, a feature that speeds the system conversation. On Application screen
Page 2 and the Voice Prompt Editor screen, only the recordings in the 
All
Ports Day voice field may be indexed in Quick Play. For details, refer to
Quick Play in 
Chapter 15 Section 3 The Voice Prompt Editor Screen
on page 15-2
.
The Voice Prompt Editor screen and Application screen Page 2 display
voice fields in a grid, based on the ports installed on the system. Each port
has dual columns that correspond to the voice mail system Day and Night
modes. Dual columns for All Ports
 are also provided for recordings to be
used on all system ports, unless a different value is specified in an
individual port column.
SECTION 3 
T
HE VOICE PROMPT 
E
DITOR SCREEN
Figure 15-1  The Voice Prompt Editor Screen




















$
  



















   :) Z % 	 ) )  ) # ) ! ) > 
 L &%A)% . ) . ) . ) . ) . ) 
233333c33333333333333333333333333c333333333c33333333c33333333c33333333c333333338
  +. X)%%Y  d: d: d: d: d: d: d: d: d: 
 # +. X)%%Y  d: d: d: d: d: d: d: d: d: 
 ! D++. X)%%Y  d: d: d: d: d: d: d: d: d: 
 > +. X)%%Y  d: d: d: d: d: d: d: d: d: 
 F E%+. X)%%Y  d: d: d: d: d: d: d: d: d: 
 C )+. X)%%Y  d: d: d: d: d: d: d: d: d: 
 K +. X)%%Y  d: d: d: d: d: d: d: d: d: 
 B Q.  d: d: d: d: d: d: d: d: d: 
  EJ.  d: d: d: d: d: d: d: d: d: 
  &  d: d: d: d: d: d: d: d: d: 
  	A%  d: d: d: d: d: d: d: d: d: 
 # .  d: d: d: d: d: d: d: d: d: 
 ! Q  d: d: d: d: d: d: d: d: d: 
H333333333333333333333333333333333333333333333333333333333333333333333333333333I 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 15 - 3
Most prompts recorded in the system voice are displayed on the Voice
Prompt Editor Screen. 
The Voice Prompt Editor has a prompt set for each language installed. A
prompt set is a group of prompts relating to a specific part of the
conversation. The prompts the system plays when an outside caller
reaches a subscriber voice mailbox are stored in the MB-Message Box
prompt set. 
To move around the Voice Prompt Editor Screen:
Press 
Move to the previous page in the prompt set.
Press 
Move to the next page in the prompt set.
Press 12
Move to the beginning of the prompt set.
Press 3Move to the end of the prompt set.
Press 	
-)Jump to a prompt number. Enter the prompt number,
and 	
.You cannot jump to a prompt in a different
language. 
Press 	
-
Display prompts for additional ports.
Press 4Move cursor one field to the right.
Press #$%&	-4Move cursor one field to the left.
Press *Move cursor to the closest field above.
Press Move cursor to the closest field below.
Press  	
Move cursor to the next field.
Press 
Move to the next prompt set.
Press #$%&	-
Move back to the previous prompt set.
SECTION 4 
R
ECORD TIPSYou do not need to record any voice field on the system again, but most
organizations record at least the opening greeting again.  
						

							15 - 4Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited
If you decide to record part of the system conversation, remember that the
voice mail system is often the first contact people have with your
organization. The quality of the system recordings (the volume, tone,
clarity, and timing) reflects the image of your organization. You should
verify that the recordings are easy to understand, and sound friendly and
professional.
To make high-quality recordings, follow these tips:
Record in a quiet place. Verify that there is no background noise or
telephone line static. If your office is noisy most of the time, record
with a noise canceling handset called a confidencer.
Speak clearly and with energy, but not too fast. Could a first-time
caller understand the recording? Pay attention to the timing of what
you record. Are the right words stressed? Does the recording make
sense each time it is used in the system conversation? 
If the recording asks callers to enter touchtones, include some
silence at the end of the recording. This gives the caller a chance to
make a selection. Appending silence is discussed later in this
chapter.
To control the volume of the recording, vary the distance between
your mouth and the handset. Listen to each recording immediately
after you record it. Verify that it is loud enough, but not too loud. If the
recording sounds too loud or raspy, lower your voice or hold the
handset further away from your mouth. A different telephone or a
different handset may produce a better quality recording.
Record long prompts sentence by sentence, and append the
sentences together to make the whole recording. Appending
recordings is discussed later in this chapter.
SECTION 5 
M
AKE VOICE FIELD 
R
ECORDINGSRecording in a voice field involves the following steps:


Day, Night, and Holiday opening greetings can be easily changed from any
telephone without using the console. Refer to 
Chapter 15 Section 6
Change Opening Greeting on page 15-6
 for instructions.
Plan the Recording Changes
Unplanned voice field recordings may confuse callers. This is especially
true of prompts. Prompts may be used in more than one phrase in the
system conversation. A change in wording, inflection, or timing that works
in one phrase, may not work in another.  
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 15 - 5
Establish a Local Connection
To change any other voice field recording, use a telephone near the
console, so you can speak into the telephone and reach the console
keyboard at the same time: 
1. Call the system. Monitor the port status found in the upper-left corner
of the screen. Watch for the port taking the call. (If the system has
more than 12 ports, press 	
-
5 to view the port status for the addi-
tional ports). The system displays RINGING followed by DAY
ANSWER (or NIGHT ANSWER) after the system answers the line. If
you are on a busy system, you might have to wait until a voice port is
free.
2. Press 
5 to move the port selection indicator (>>) to the port that
has just answered the call. 
3. Press 
6 to connect locally. The port status changes to Local
Connect, and any message you hear playing on the telephone stops.
4. When locally connected, leave the telephone handset off-hook.
Place the handset on the desk, not back in the cradle. If you hang up
before you are finished with the local connection, you must
disconnect, wait for the system to clear the port, and then establish
the local connection again.
5. After recording all desired changes, press 

 to move >> to the
locally connected port to exit local connect mode.
6. Press 
6 to disconnect, then hang up the telephone.
Record the Voice Field
After you plan the recordings and establish a local connection, you are
ready to record. After you make a recording, check the volume, emphasis,
speed, and tone. You may have to record several times before the
recording sounds the way you want it. To index a recording for Quick Play,
refer to Quick Play in Chapter 15 Section 3 The Voice Prompt Editor
Screen on page 15-2.


If you record over an existing voice field, the new recording completely
replaces the old one.
1. Plan the recording and establish a local connection.
2. Move the cursor to the voice field containing the recording you want
to change.  Press 
,.
3. Press #
(to start recording. After the beep, speak into the
telephone handset. When you finish, press #
( again. The
number of seconds the recording lasts is displayed in the voice field.  
						

							15 - 6Recording Voice Fields Issue 3 EliteMail VMS/EliteMail Limited
Listen to the Recording
After you make a recording, listen to it to verify that it is correct.
1. If necessary, establish a local connection.
2. Move the cursor to highlight the voice field containing the recording
you want to hear.
3. Press 
0.
SECTION 6 
C
HANGE OPENING 
G
REETINGTo change an opening greeting, you can make the recording from any
telephone without using the console.
1. Plan the recording.
2. Call the system and sign in with your Personal ID and security code.
3. Press 0 to skip to the System Manager conversation.
4. Press + to skip to the opening greetings options.
5. After you make a recording, listen and verify that it is correct.
SECTION 7 
C
OPY RECORDINGSYou can press 
 to copy a recording from a voice field to a sound file.
You can then copy this same sound file into another voice field to replace
the existing recording. You can also copy the file to a floppy disk, to store it
or use it in other voice mail systems. 


The sound files format is unique for the system voice boards. It is different
from multimedia sound files such as .WAV files.
Copy from a voice field to a sound file:
1. Move the cursor to the voice field for the recording you want to copy
to a file.
2. Press 
 to display the Command Menu.
3. Press 	
 to Copy.
4. Press 7 for Out to a file.
5. Enter an 8-character filename, and press 	
. 
If you are copying the recording to a floppy disk, remember to begin
the filename with the drive letter (A: or B:). Each file takes about 3000
bytes (3K) of disk space per second of recording. 
						

							EliteMail VMS/EliteMail LimitedIssue 3
Reference 15 - 7
Copy a sound file to a voice field:
1. Sign in to the system and highlight the voice field where you want to
copy the recording.
2. Press 
. The system displays the Command Menu.
3. Press 	
 to Copy.
4. Press ! for Into current field.
5. Enter the filename of the sound file, and press 	
. 
If you are copying the recording from a floppy disk, remember to begin the
filename with the drive letter (A: or B:). After the recording is copied, the
voice field displays how many seconds the newly-copied recording lasts.


If a recording is already stored in the voice field, the system asks if you want
to replace or append to the current voice field recording.
SECTION 8 
A
PPEND TO 
R
ECORDINGSTo add to the end of a current recording instead of replacing it, append to
it. You can append another recording, a beep, or silence.
Sometimes it is easiest to combine shorter recordings to make a long
recording. Make a new short recording in a temporary voice field, copy it to
its own sound file, then append it to another recording. 
Append one voice field recording to another voice field recording:
1. Highlight the voice field for the recording to add to another recording.
2. Press
 to display the Command Menu.
3. Press 	
 to Copy.
4. Press 7 for Out to a file.
5. Enter an 8-character filename, and press  	
. To copy the
recording to a floppy disk, begin the filename with the drive letter A:
or B:. 
6. Move the cursor to highlight the voice field to add to.
7. Press 
. The system displays the Command Menu.
8. Press 	
 to Copy.
9. Press ! for Into current field.
10. Enter the filename of the sound file you want to add, and press
	
. If you are copying the sound file from a floppy disk,
remember to begin the filename with the drive letter A: or B:.