NEC Infoset 408 Vm Voice Processing System Managers Guide

							Issue 1NEC America, Inc.
3 - 8 InfoSet 408 System Manager’s Guide
SECTION 7  CHANGING THE SYSTEM MANAGER’S PASSWORD
With the system manager’s password, you can access the system
manager’s conversation to set up and maintain InfoSet 408 Voice Mail.
For increased security, change the system manager password regularly.
Use the system manager’s conversation to change the system
manager’s password to a secure password known only to you.
Choose a password that cannot be easily guessed. If your telephone
keypad has letters, a good strategy is to pick a memorable word and spell
it out on the telephone. 
The system manager’s password may be any combination of four to ten
digits. However, it cannot be the same as any current personal ID or
extension number.
To change the system manager ’s password:
1. Access the system manager’s conversation.
2. Select action 7 to access system information and settings.
3. Select action 5 to change the password.
4. Confirm that you would like to change the password, then enter the
new password and press 

. Reenter it for confirmation.
Refer to:
Using The System Manager’s Conversation on page 1-4
SECTION 8  BECOMING FAMILIAR WITH THE SYSTEM
Your coworkers will rely on you to answer their questions about using the
InfoSet voice messaging system. Review the 
InfoSet Voice Mail User
Guide
 carefully so that you are familiar with InfoSet 408 Voice Mail’s
capabilities. The instructions in the 
InfoSet Voice Mail User Guide will
also help you make the best use of your own voice mailbox.
Refer to:
Training Users on page 4-1 
						

							Training Users4 - 1
Training Users
 
SECTION  1  PREPARING FOR TRAINING
Training on the InfoSet 408 Voice Mail System is available and be given
by the technician or the system manager.


Prepare a copy of the InfoSet Voice Mail User Guide for each
user.
Fill in the system information on the front cover of the guide. This
information comes from the Setup Information Record that your
technician completes.


Distribute the 
InfoSet Voice Mail User Guide to all users.
Encourage users to follow the steps in the 
InfoSet Voice Mail
User Guide
 to set up their new voice mailboxes right away.


Be available to answer questions.
SECTION 2  CONDUCTING USER TRAINING
To demonstrate the tasks users can do with the voice messaging system,
you can perform some of the following tasks:


Leave messages by extension number or, in some cases, by
name.


Leave messages to a group. Leave messages to all mailboxes
simultaneously.


Reply to a user message immediately after hearing it.


Cancel a message after it is sent. 
						

							Issue 1NEC America, Inc.
4 - 2 InfoSet 408 System Manager’s Guide


Review the current day’s messages at any time.


Archive individual messages for up to three days.


Redirect a message to another mailbox and include an
introduction to a redirected message.


Pause  messages while listening to them.


Control the volume of messages while listening to them.


Pause a message while recording.


Be notified when new messages are waiting.


Be notified when a message sent to a subscriber has been
received.


Set the system to deliver messages to work, home, and pager
telephones. (In this part of the demonstration, explain how
special dialing characters can be used when indicating message
delivery numbers.)


Explain how calls are forwarded to a subscriber’s voice mailbox
and how to use automatic subscriber log-in, if available on your
telephone system. 


Explain to subscribers the importance of saving space on InfoSet
408 Voice Mail by deleting messages once they have heard
them.


Tell subscribers how to reach InfoSet 408 Voice Mail when they
are outside the office.
Send a voice message to all users giving them InfoSet 408 Voice
Mail’s telephone number. Also give this number to customers and
vendors who call your company often—they appreciate being
able to reach frequently called extensions directly.


Explain call transfer.
To have external calls ring a subscriber’s extension, the
subscriber must turn on call transfer. When call transfer is turned
off for an extension, external callers who dial the extension are
routed to the subscriber’s voice mailbox immediately — the 
						

							InfoSet 408 System Manager’s Guide 4 - 3
Issue 1NEC America, Inc.
extension does not ring. Call transfer applies to external calls
only. Callers who dial the extension directly from inside the office
are not affected.


Explain the benefits of using a personal ID when accessing
InfoSet 408 Voice Mail.
InfoSet 408 Voice Mail treats subscribers as external callers until
they enter a personal ID. When leaving a message, subscribers
should enter a personal ID during the mailbox greeting. There
are three advantages to doing this:


The subscriber can review or cancel the message after sending
it.


The system identifies who sent the message.


The recipient can respond to the message without entering any
digits.
Note:If your organization uses automatic subscriber log-in,
subscribers can access their mailboxes without entering a
personal ID, and then leave a subscriber-to-subscriber
message.
SECTION 3  TRAINING THE OPERATOR
The operator ’s responsibilities may be shared by more than one person
in your organization. Be sure to train all individuals with operator
responsibilities in the tasks described in this topic.
Redirecting Messages In The Operator Mailbox
The operator must screen and redirect all messages in the Operator
mailbox.
      
Letting messages accumulate in the Operator mailbox can
result in a shortage of available recording space. To preven
t
these messages from accumulating, indicate an actual
extension ID for the Operator mailbox. The operator mus
t
regularly check the Operator mailbox for messages. 
						

							Issue 1NEC America, Inc.
4 - 4 InfoSet 408 System Manager’s Guide
To redirect a new message:
1. Listen to the message long enough to determine who it is for.
2. Press 2 to interrupt the message.
3. When the system asks if you would like to redirect the message,
press 1 for Yes, and then enter the appropriate mailbox as
prompted.
4. Press 1 to confirm.
5. If needed, record an introduction when prompted.
To redirect an old message:
1. When the system says, “You have  messages to review.
Would you like to check them?” Press 1 for Yes.
2. Listen to the message long enough to determine who it is for.
3. Press 2 to interrupt the message.
4. When the system asks if you would like to redirect the message,
press 1 for Yes, and then enter the appropriate mailbox as
prompted.
5. Press 1 to confirm.
6. If needed, record an introduction when prompted.
Transferring External Callers To A Voice Mailbox:
Your operator transfers external callers to subscribers’ voice mailboxes.
The operator’s procedure differs depending on whether easy message
access is enabled.
To transfer an external caller to a voice mailbox on systems not
using easy message access:
1. Press the transfer key.
2. Dial 50.
3. When InfoSet 408 Voice Mail answers, dial the mailbox number you
want and then press 2 to place the caller directly into the voice 
						

							InfoSet 408 System Manager’s Guide 4 - 5
Issue 1NEC America, Inc.
mailbox (instead of transferring the call to the subscriber’s
extension).
4. Hang up to complete the call transfer.
To transfer an external caller to a voice mailbox on systems using
easy message access:
1. Press the transfer key.
2. Dial 50 to access the voice messaging system. You are placed in
your voice mailbox. 
3. Do one of the following to hear the opening greeting:
• If you have a security code, enter the code when prompted and
press 

 2 # when you hear the voice name of the mailbox.
• If you do not have a security code, press 

 
 2 #  when you hear the
voice name of the mailbox. 
4. Dial the mailbox number desired and then press 2 to place the caller
directly into voice mailbox (instead of transferring the call to the
subscriber ’s extension).
5. Hang up to complete the call transfer.
Refer to:
Setting Your Operator’s Extension and Mailbox on page 3-6 
						

							Maintaining Your System5 - 1
Maintaining Your System
 
SECTION  1  ONGOING MAINTENANCE
Once you have set up InfoSet 408 Voice Mail and have become familiar
with it, you need no more than a few minutes each week to perform all
the maintenance. 
The ongoing maintenance tasks include:


Recording special greetings for holidays


Maintaining operator and fax settings


Adding and deleting mailboxes


Adding, deleting, and changing message groups


Monitoring system status
Details about maintenance tasks are in Chapter 3 Setting Up Your
System and in this chapter.
Refer to:
Adding And Deleting Voice Mailboxes on page 5-3
Message Groups on page 5-4
Monitoring System Status on page 5-5
SECTION 2  CREATING A SPECIAL OPENING GREETING FOR HOLIDAYS
The greetings option of the system manager’s conversation enables you
to put InfoSet 408 Voice Mail in holiday mode and record your holiday
greeting.  
						

							Issue 1NEC America, Inc.
5 - 2 InfoSet 408 System Manager’s Guide
The system has just one holiday greeting, so you must rerecord it for
each of your organization’s scheduled holidays. 
To put Infoset 408 Voice Mail in holiday mode and create a holiday
greeting:
1. Access the system manager’s conversation.
2. Select action 
5, as prompted, to change greetings.
3. Press 
1 for 
Yes, when prompted, to put InfoSet 408 Voice Mail in
holiday mode.
4. Record the holiday greeting.
Refer to:
Planning Your Opening Greeting on page 2-4
SECTION 3  CHANGING THE EXTENSION FOR THE OPERATOR MAILBOX OR
 THE FAX MACHINE
The operator settings option of the system manager’s conversation
allows you to: 


Change the extension for the operator if you need to reassign
operator duties temporarily or permanently. 
Use holiday mode in emergencies to announce your office is
closed because of poor weather, for example. You can call
the system from any touchtone telephone, change the
greeting, and put InfoSet 408 Voice Mail in holiday mode.
Send a message to yourself as a reminder to turn off holiday
mode on the next business day. 
						

							InfoSet 408 System Manager’s Guide 5 - 3
Issue 1NEC America, Inc.


Change the fax extension number.


Change the day and night greetings for the Operator mailbox.
Refer to:
Setting Your Operator’s Extension and Mailbox on page 3-6
SECTION 4  ADDING AND DELETING VOICE MAILBOXES
Voice mailboxes store messages for each subscriber on the InfoSet
voice messaging system. When setting up InfoSet 408 Voice Mail, your
technician specified which extensions to create voice mailboxes for. Each
extension on your telephone system can have a corresponding voice
mailbox. InfoSet 408 Voice Mail can support up to 20 voice mailboxes.
The mailbox maintenance option of the system manager’s conversation
allows you to:


Add a new voice mailbox.


Delete a mailbox. Do this when a person leaves your
organization.


Reset a mailbox. Resetting a mailbox clears it so a new person
can use it. Do this instead of deleting a mailbox when someone
takes it over immediately. 


Delete a security code. Do this when a subscriber forgets their
security code. The subscriber can then reset the security code.
Note:You can also determine if a mailbox has a security code, because
the conversation allows you to delete a security code only if one
exists. 
Accumulated messages in the Operator mailbox can
cause a reduction in recording space. The person
designated as the operator must regularly check the
messages left in the Operator mailbox. 
						

							Issue 1NEC America, Inc.
5 - 4 InfoSet 408 System Manager’s Guide
To add, delete, or reset a mailbox, or delete a security code:
1. Access the system manager’s conversation. 
2. Select action 
4 and respond as prompted.
Refer to:
Training Users on page 4-1
SECTION 5  MESSAGE GROUPS
Message groups enable any subscriber to send the same message to
many people at once. A message group is simply a distribution list.
Subscribers send a message to a group the same way they send a
message to another subscriber, identifying the group by its group name
or ID.  The numeric keypad representation of the group’s name is its
system ID.
Note:Group system IDs can be the same as other system IDs. This is
because when you address a message, if two group or mailbox
IDs have the same first three letters, InfoSet 408 Voice Mail will
ask you which one you wish to send your message to.The system
comes pre-set with a special ALL group, automatically set up and
consisting of all subscribers. The system ID for the ALL group is
255 (the numeric keypad equivalent of the group name ALL.)
The
 InfoSet Voice Mail User Guide explains how to address messages to
message groups.
As system manager, you can change a group’s recorded name and add
or delete group members. You can also add or delete groups and hear a
list of message groups.