NEC Ncs Serv User Guide

							NCS Ware 4.0 User Guide25
Voice Mail
Sending Messages
To send a message: 
1. At the Main Menu, press 3
2. Record your message and press # when finished. 
If you need to re-record the message, press * when prompted.
3. Select a destination by entering one of the following:
• Enter destination extension number
•# to enter destination extension by name. Enter last name followed 
by the first name and press # when finished. Use 1 for “Q” and “Z”.)
The following two options were added in NCS Ware version 4.0.
•01 followed by a personal Distribution List number to send a 
message to a personal distribution list. See “Using Distribution 
Lists” on page 31 for information on setting up distribution lists in 
NCS Mail. You can also set them up in N-TeliView.
•02 followed by a system Distribution List number to send a message 
to a system distribution list. System distributions are set up by the 
system administrator.
4. After selecting the destination, press one of the following:
•# to send immediately
•1 for delivery options, then 1 for urgent delivery, or 2 for future 
delivery. Urgent messages are placed at the beginning in the queue 
of new messages to be heard, before other non-urgent messages.
•2 to re-enter a destination as in step 3.
Making a Call from within NCS Mail
You can make a call, either to another user’s extension number or to an 
external phone number, using NCS Mail. This can be useful, for example, 
when you’re calling in from a remote location and want to respond to 
messages and make other calls, all on the same call into NCS Mail. 
The use of this privilege is configurable on a per-user basis. 
Check with your NCS Serv system administrator.
To place a call, press # at the Main Menu, then dial the number or 
extension.  
						

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For external numbers, dial the outside line access code (e.g., 9 or 8) and any 
long distance prefix such as 1 and area code. Press *** to disconnect from 
the call and return to NCS Mail.
Personal Options
Personalize your NCS Mail by creating unique greetings and customizing 
the system to notify you of important calls or remind you about meetings 
and action items. 
At the Main Menu, press 4 for the following Personal Options:
•Personal Greetings
•Password
•Message Notification
•Reminder Call
•Call Forwarding
•Feature Tips
•Distribution Lists (added in NCS Ware Version 4.0)
•Enable/Disable IP Extension
Recording Greetings
At the Personal Options menu, press 1 to record greetings, then press…
•1 to record your Personal Greeting. 
Record your greeting and press # when finished. Example: “Hi, this is 
Mary Smith. I am unable to answer your call at this time. Please leave 
a detailed message and I will return your call promptly.”
•2 to record your Directory Name.
Record your full name and press # when finished.
•3 to select which greeting to use (the system greeting or personal 
greeting). 
Even if you have recorded your personal greeting, the default system 
greeting is used until you select and thus activate your personal 
greeting. This also applies to the Initial and Subsequent greetings 
described below. 
						

							Personal Options
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Voice Mail
The following options, 4 and 5, are available only when Multiple Call 
Waiting is enabled for your extension. See “Multiple Call Waiting” on 
page  6. These features both require activation as discussed in the preceding 
paragraph.
•4 to record an Initial Greeting
Callers will hear the Initial Greeting when placed in your personal 
queue. Example: “Hi, this is Mary Smith. I’m on the other line at the 
moment. If you would like to hold, please stay on the line. To leave a 
message, press pound (#) at any time. Press 0 for the operator.”
The system default Initial Greeting is “ is on 
the phone and will be with you as soon as possible. You may hold or 
press the # key to leave a message”. 
•5 to record a Subsequent Greeting
Callers in your personal queue will hear the Subsequent Greeting 
every 30 seconds. Example: “Hi, I’m still on the other line. Please 
continue to hold or press pound (#) to leave a message. Press 0 for the 
operator.”
The system default Subsequent Greeting is “ 
is still on the phone. You may continue holding or press # to leave a 
message”.
Changing your Password
To protect your voice mail system, memorize your password without 
writing it down. Change your password frequently, and change it any time 
you suspect it has been compromised.
To change your password, after pressing 4 at the Main Menu to hear the 
Personal Options …
1. Press 2 for the Password options
2. Press 1 to change the password
3. Enter a new password. See “About Passwords” on page 22. 
						

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Using Message Notification
When you’re away from your desk, you can use the Message Notification 
function to alert you about incoming messages. When a caller leaves a 
message in your voice mailbox, the system calls the extension, phone 
number or pager that you designate—the delivery phone number. 
NCS Mail then prompts you for your password and places you at the Main 
Menu.
About the Delivery Number
When setting this delivery phone number, NCS Mail asks you to enter the 
number (up to a maximum of 64 digits), using the long distance prefix 1 for 
out of area phone numbers. You must also identify the type of number: 
extension, phone number, or pager. You don’t need to enter the trunk or 
route access trunk or route access code as part of the number.
The destination number cannot be a virtual extension or workgroup pilot 
extension. Also, please see “About Outcalls to Cellular or PCS Phone 
Numbers” on page 24.
If the system is unable to reach you for Message Notification or Reminder 
Calls, it will play “Attempts to reach you earlier were unsuccessful” the 
next time you login to NCS Mail. Also, the system cannot reach you at an 
outside location if there are no trunk lines available when the system 
attempts to make the call.
To Set Message Notification
After pressing 4 at the Main Menu to hear the Personal Options 
menu…press 3 to hear the Message Notification options, then press…
•1 to enable notification for urgent messages only
•2 to enable notification for all messages
•3 to disable message notification
•4 to set or change notification phone number, pager number or 
extension.
•5 to set a notification schedule, and then select one of the following 
options: 
—1 to activate notification at all times
—2 to activate notification during off hours
—3 to setup your own notification schedule. 
NCS Mail will prompt you for the activate and deactivate times. If  
						

							Personal Options
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Voice Mail
the hour digit is “1” in the case of one o’clock for example, press # 
after the entry. Always enter two digits for minutes. NCS Mail will 
only accept 10 minute intervals such as 10:10 or 10:20 and not 
10:15.
Using Reminder Calls
You can nudge your memory about important meetings, calls, or other 
events by setting up a Reminder Call. NCS Mail will ring you and play 
back your pre-recorded message at a specified time and date, to a specified 
delivery phone number. For example, you can have NCS Mail call you at 
home tonight to remind you to bring a file to work the next morning!
The delivery number used by Reminder Call is the same as the 
one used by the Message Notification function. If you want to 
use a different number than the one set in Message 
Notification, open the Message Notification options by pressing 3 on the 
Personal Options menu, then press 4 to set or change the delivery number. 
Also, please see “About the Delivery Number” on page 28.
To Set Up a Reminder Call
After pressing 4 at the Main Menu to hear the Personal Options menu, press 
4 again to hear the Reminder Call options, then…
1. Press 2.
2. At the prompts, set the time and date for the call 
If the hour digit is “1”, press # after the entry. Always enter two digits for 
minutes. NCS Mail will only accept 10 minute intervals such as 10:10 or 
10:20 and not 10:15.
3. Record the reminder message, then press #.
4. Select one of the following:
—1 to deliver the reminder to your extension
—2 to deliver the reminder to the outcall number or delivery phone 
number designated in Message Notification. If you want to change 
this number, you need to separately 
5. Press # to confirm the message delivery. 
						

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Reviewing Scheduled Reminder Calls
If a scheduled reminder call has not been delivered, there is an additional 
option on the Reminder Call menu: you can press 1 to review scheduled 
reminder calls.
Call Forwarding
You can configure Call Forwarding from your telephone or from a remote 
locations by dialing into NCS Mail and following the steps listed here: 
Forwarding calls to a pager is possible but not recommended 
since callers will only hear what is heard when calling a pager 
and will not know to enter a return phone number unless 
instructed. Also, please see “About Outcalls to Cellular or PCS Phone 
Numbers” on page 24.
To Set Up Call Forwarding
After pressing 4 at the Main Menu to hear the Personal Options menu, press 
5 to set up call forwarding, then… 
1. Enter the destination number. 
If it is an external number, begin with the outside trunk or route access 
digit and any long distance prefix digits such as 1 and area code.
2. After entering the destination number, press #.
3. This forwards all calls to the destination number until you login, select 
the call forwarding option again and disable it.
Feature Tips
Each time you login to NCS Mail, you hear a Feature Tip—helpful tips 
and reminders about the most useful NCS Serv features. There are a total 
of eleven tips and a different tip is played each time you access NCS Mail.
Another way to listen to Feature Tips is by pressing #55 on your telephone. 
You can listen to just one tip at a time or listen to all the tips at once. 
To turn this feature off, press 6 at the Personal Options menu. This is a 
toggle feature, so that if the feature is turned off, pressing 6 at the Personal 
Options menu will turn it back on again. 
						

							Personal Options
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Voice Mail
Using Distribution Lists
Distribution List features were added in NCS Ware and 
N-TeliView versions 4.0. 
Distribution lists provide a way to use a single destination 
number to send messages to a group of people. You can send or forward a 
message to a list just as you would to an extension. When you send a message 
to a list, it is sent to everyone on the list. 
You can create up to distribution100 lists, and each list can have up to 64 
entries. An entry can be an extension of any kind, including virtual or 
workgroup pilots, or another distribution list, so in effect there is no 
practical limit to the number of people to which you can send a single 
message.
When you create lists at your station, they are your personal distribution 
lists—every extension can have its own lists. There may also be system 
distribution lists created by your system administrators.
Creating a Distribution List
After pressing 4 at the Main Menu to hear the Personal Options menu, press 
7 to access the Distribution Lists menu, then… 
1. Press 1 to Add a distribution list.
2. When prompted, enter a 2-digit number to identify the list. 
3. When prompted, enter the list members, which can be one of the 
following forms:
•Extension numbers. 
•01, followed by a System Distribution List number.
•02, followed by a Personal Distribution List number.
4. The system reads back the entry to you, and you press # to save or * to 
cancel the entry.
5. Repeat the previous two steps until you’ve added all the list members. 
Editing a Distribution List
To add or remove list members, after pressing 4 at the Main Menu to hear 
the Personal Options menu, press 7 to access the Distribution Lists menu, 
then…  
						

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1. Press 3 to Modify a distribution list.
2. When prompted, enter a 2-digit number to identify the list. 
3. When prompted, do one of the following: 
• To add members, press 1, then follow steps 3 in the immediately 
preceding procedure, “Creating a Distribution List”.
• To delete members, press 2. When prompted, enter the member 
number you want to delete. For extensions, enter the extension 
number. Use 01 or 02, followed by the list number, to specify 
system or personal distribution lists, respectively.
4. The system reads back the entry to you, and you press # to save or * to 
cancel the action.
5. If you just added a member, you’re prompted to add another. If you 
just deleted a member, you’re asked if you want to delete another. 
Deleting a Distribution List
After pressing 4 at the Main Menu to hear the Personal Options menu, press 
7 to access the Distribution Lists menu, then… 
1. Press 2 to Delete a distribution list.
2. When prompted, enter a 2-digit number to identify the list. 
3. The system reads back the entry to you, and you press # to confirm the 
deletion or * to cancel. 
Reviewing a Distribution List
To hear a report of list members. After pressing 4 at the Main Menu to hear 
the Personal Options menu, press 7 to access the Distribution Lists menu, 
then… 
1. Press 4 to Review a distribution list.
2. When prompted, enter a 2-digit number to identify the list. 
3. The system reports the list members one by one.
Enable/Disable IP Extension
This option is available only if your extension is set up to be an IP extension 
in the NCS Ware Administrator, in which case pressing 8 on the Personal 
Options menu is a toggle that turns on or off the IP extension status.  
						

							Dynamic Messaging
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Voice Mail
Dynamic Messaging
NCS Serv provides special Dynamic Messaging features to provide 
support for business travelers who need these remotely enabled functions. 
The N-TeliCall feature enables you to return a call with the push of one 
button while you are in NCS Mail. Private Messaging provides a way to 
leave a private message for callers who are difficult to reach. 
N-TeliCall
N-TeliCall feature enables the user to listen to messages in NCS Mail, 
make calls to the parties who left the messages, and then return to 
NCS Mail (like a N-TeliCall). This feature can allow a traveler to return 
calls for all messages with one call into NCS Mail from a cellular 
telephone, for example. 
How it Works, with and without Caller ID
When you make a N-TeliCall callback, the system automatically makes the 
call to the number captured by Caller ID. The Caller ID information is 
captured for all internal users and for external callers who have a publicly 
listed, unblocked number or who have entered their callback number in the 
delivery options menu after leaving the message (see “The Caller’s 
Options” on page 34). 
If the caller ID was not captured, the user can enter the number manually. 
If it is an external number, be sure to dial the outside line access digit and 
any long distance prefix digits such as 1 and area code. Also, please see 
“About Outcalls to Cellular or PCS Phone Numbers” on page 24.
N-TeliCall is configured for each user; check your access with your 
NCS Serv system administrator.
To use N-TeliCall:
1. After or while listening to a new or saved message, press 5 to call the 
sender of the message.
The system places the call if the Caller ID number is available.
2. If the Caller ID is not available, you can manually enter the number.
3. Press *** to disconnect from the call and return to NCS Mail. 
						

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The Caller’s Options
After leaving a message, the caller can simply hang up or press # for the 
following options.
•* to re-record the message
•1 to specify delivery options
•2 to attach a call back number 
(If the callback number is outside of your outcall accessibility, the 
system cannot return the call. Please check with your System Admin-
istrator for your toll restrictions.)
•# to send the message
After pressing 2, the caller is asked to leave a call back number beginning 
with the area code. To notify your callers of this option, you may want to 
mention the option to leave a call back number in your personal greeting. 
If the caller’s number is a publicly listed number, there is no need to enter 
their callback number since NCS Serv automatically captures their caller 
ID information.
Private Messaging
You have the ability to leave a private, detailed message in NCS Mail for a 
caller in case you are not at your desk or in the office to take the call. This 
feature is perfect for those who are difficult to reach and want to leave 
information for callers to pick up. When you leave a private message, the 
system asks callers to enter the letters of their names (last name followed 
by first name) to check if they have a private message.
You can have up to five private messages at one time, so you should delete 
messages that have been heard.
To Leave A Private Message
At the Main Menu, press 5 to access the Private Messaging menu and then 
proceed as follows:
1.2 to record a new message
2. At the tone, record message and press #
3. Using the number pad, enter recipient’s last name followed by the first 
name. Use 1 for “Q” and “Z”.
4. When you have finished, press #.