Northern Telecom Voice Mail 4,0 Reference Guide
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Greetings 25 P0886602 Issue 1.0Norstar Voice Mail Reference Guide Choosing the Primary or the Alternate mailbox greeting Primary mailbox greeting You record a Primary mailbox greeting after initializing your mailbox. If you record a Primary and an Alternate mailbox greeting, you need to choose which greeting plays. If you do not choose a greeting, the Primary mailbox greeting plays automatically. Alternate mailbox greeting If you choose the Alternate mailbox greeting, you are asked whether the mailbox should accept messages. If you choose Y (yes) your mailbox will receive messages in the normal way. If you choose N (no) the following occurs: •messages cannot be left in the mailbox •the Alternate mailbox greeting takes precedence over all other greetings •if a caller presses a button to cut the message short, they hear a voice prompt that says this is a special greeting •if a caller presses a button to send a fax, the fax will go to the general delivery mailbox (not your personal mailbox) If you choose the Alternate mailbox greeting, remember to change back to the Primary mailbox greeting at the appropriate time. To choose a Primary or Alternate mailbox greeting: 1.Press Äá¡Ú to open your mailbox. 2.Enter your mailbox password and press OK or £. 3.Press ADMIN or ¡ . 4.Press GREET or Û . 5.Press CHOOSE or Û to choose a greeting. 6.Press PRIME or Ú to choose the Primary mailbox greeting. Press ALT or Û to choose the Alternate mailbox greeting. Note:If you choose the Alternate mailbox greeting, go to step 7. If you choose the Primary mailbox greeting, go to step 8. Pswd: OTHR RETRY 0 new 0 saved PLAY REC Mailbox admin PSWD QUIT Greeting options REC CFWD Use greeting: PRIME ALT QUIT
26 Greetings Norstar Voice Mail Reference GuideP0886602 Issue 1.0 Note: If you have chosen a greeting that is not yet recorded, you are transfered back to the greeting options menu to record the greeting. Recording a Personalized mailbox greeting If your company subscribes to a CLID service, you have the option of recording a Personalized mailbox greeting. For more information about CLID, ask your System Coordinator. The Personalized mailbox greeting is played only for a person calling from the phone number that you designate. For the Personalized mailbox greeting to be played, the phone number you enter must match the caller’s phone number exactly. Up to three Personalized mailbox greetings can be recorded, but each greeting can be assigned only to one phone number. Note:Personalized mailbox greetings will not be played if you have recorded and chosen the Alternate mailbox greeting. The Alternate mailbox greeting takes precedence over all other greetings. To record a Personalized mailbox greeting:7.If you choose the Alternate mailbox greeting, you are asked whether the mailbox should accept messages. Press CHNG to toggle from yes to no. If you choose Y (yes) then messages will be received. If you choose N (no) messages cannot be left in the mailbox. Press OK . 8.Press ¨ to end the session. 1.Press Äá¡Ú to open your mailbox. 2.Enter your mailbox password and press OK or £. 3.Press ADMIN or ¡ . 4.Press GREET or Û . 5.Press REC or Ú. 6.Press PERS or Ü to record a Personalized mailbox greeting. 7.Enter a Personalized greeting number of 1, 2, or 3. Accept msgs:Y OK Mailbox admin GREET PSWD QUIT Pswd: OTHR RETRY 0 new 0 saved PLAY REC Mailbox admin PSWD QUIT Greeting options CHOOSE CFWD Greeting: PRIME ALT Greeting: RETRY
Greetings 27 P0886602 Issue 1.0Norstar Voice Mail Reference Guide Deleting a Personalized mailbox greeting If you have programed Norstar Voice Mail with a Personalized mailbox greeting that you no longer need, you can delete the Personalized mailbox greeting. To delete a Personalized mailbox greeting:8.Press CHNG or Ú. 9.Enter the phone number (maximum 10 digits) to which you are assigning the Personalized mailbox greeting. Press OK or £ to accept the phone number. 10.At the tone, record the greeting. Press OK or £ to end the recording. 11.Press OK or £ to accept the recording. Press PLAY or Ú to listen to the recording. Press RETRY or Û to erase and re-record the greeting. 12.To record another Personalized mailbox greeting, repeat steps 3 to 11. Press ¨ to end the session. 1.Press Äá¡Ú to open your mailbox. 2.Enter your mailbox password and press OK or £. 3.Press ADMIN or ¡ . 4.Press GREET or Û . 5.Press REC or Ú . 6.Press PERS or Ü to choose a Personalized mailbox greeting. 7.Enter the Personalized greeting number (1, 2, or 3) that you want to delete. 8.Press DEL or Û to delete the greeting. Press ¨ to end the session. Ph: OK Ph: RETRY Record greeting: RETRY Accept greeting? RETRY PLAY Pswd: OTHR RETRY 0 new 0 saved PLAY REC Mailbox admin PSWD QUIT Greeting options CHOOSE CFWD Greeting: PRIME ALT Greeting: RETRY OK Ph: XXXXXXX CHNG OK
28 Greetings Norstar Voice Mail Reference GuideP0886602 Issue 1.0 Recording an Information mailbox greeting Before you record your Information mailbox greeting, you must determine what the greeting will include. When preparing your greeting, be sure to include important times and dates. Write the greeting and practice reading it aloud. When you are confident the greeting includes everything you want it to, record the greeting. If you are using a Norstar Voice Mail system with bilingual capability, the Information mailbox greeting must be recorded in both languages. An Information mailbox greeting can be either a Primary or an Alternate mailbox greeting. Perform the steps in Recording the Primary or the Alternate mailbox greeting on page 23 to record an Information mailbox greeting.
P0886602 Issue 1.0Norstar Voice Mail Reference Guide Introduction This chapter describes accessing your messages and explains the following related topics: •Receiving calls •Norstar Voice Mail Never Full mailbox feature •Listening to your mailbox messages •Call Screening Receiving calls Norstar Voice Mail can be used by any outside caller and by other mailbox owners in your company. Away from the office, Norstar Voice Mail can be used with any touch tone phone. Inside your office, Norstar Voice Mail can be used from any Norstar telephone connected to your company’s Norstar Voice Mail system. Even outside callers using a rotary dial telephone are able to use Norstar Voice Mail. When a caller uses Norstar Voice Mail from a rotary dial telephone, the system transfers the call to your company receptionist or the Operator. If a receptionist or the Operator is not available to answer the call, the call is transfered to the General Delivery mailbox. Norstar Voice Mail Never Full mailbox feature The Never Full mailbox feature allows external callers to leave a message in your mailbox, even if the mailbox is technically “full”. The message is stored in your mailbox, but cannot be accessed until you delete at least one existing message to allow space for the new message. If you attempt to listen to any new messages before deleting an existing message, you hear this voice announcement: “Your mailbox is full. You must erase some messages before you can listen to new messages.” You are not able to leave a message in another mailbox, create a new message, Copy, Send, or Reply to a message, until you delete at least one existing message. The Never Full mailbox feature is not available to internal callers. Internal callers cannot leave messages in mailboxes that are technically “full”. Accessing your messages6
30 Accessing your messages Norstar Voice Mail Reference GuideP0886602 Issue 1.0 Listening to your mailbox messages To listen to your messages: A number of options are available to you during and after listening to a message. The table “Listening to your mailbox messages” shows the options and when they are available. 1.Press Äá¡Ú to open your mailbox. 2.Enter your mailbox password and press OK or £. 3.Press PLAY to listen to your messages. For options, refer to the table Listening to your mailbox messages. 4.Press ¨ to end the session. Listening to your mailbox messages Option Button Available while listening to a messageAvailable after listening to a messageDescription BackupÚ or < >> > >> XSkips to the end of the message. EnvelopeàXXPlays the information on the message envelope. Envelope information includes the date and time the message was sent and, if the message was internal, the directory name of the sender. This option is not shown on the display. Erase¡ or ERASE XXDeletes the message currently being played or, if no messages are playing, deletes the message just played. Deleted messages remain in your mailbox until the session is ended. (Refer to Notes 1. and 2.) ForwardÜ or > >> XAdvances the message nine seconds and continues playing from that point. A message can be forwarded as many times as required. Pswd: OTHR RETRY 2 new 0 saved REC
Accessing your messages 31 P0886602 Issue 1.0Norstar Voice Mail Reference Guide Nextß or £ £XXPlays the next message in your mailbox. If used while a message is playing, it stops playing the current message and plays the next message in your mailbox. This option is not shown on the display. Pause/ ContinueÛ or STOP/ PLAY XStops a message temporarily. When you stop the message, you have the option to play the previous message, continue playing the current message, or skip to the next message. PreviousÝXXStops playing the current message and begins playing the previous message. This option is not shown on the display. Quit¥XStops playing the message and plays the Mailbox main menu options. ReplayÚÚ or <
32 Accessing your messages Norstar Voice Mail Reference GuideP0886602 Issue 1.0 Notes: 1.Because your mailbox has limited message storage space, you should delete any messages you no longer need. After a certain time period, your saved messages may be erased automatically. Ask your System Coordinator about this. 2.You can retrieve a deleted message only if you have not quit the session in which you deleted it. Locate the deleted message. Then play (press Ú Ú) and save (press à à or SAVE) the message. For further information about retrieving deleted messages refer to About erased messages. 3.Applies only if the Reply feature is enabled. 4.You can reply to an outside caller by dialing them back if your company subscribes to Caller ID (CLID) service. For further information about replying to an outside caller refer to Replying to an external message sender on page 44. About erased messages After listening to your messages and exiting Norstar Voice Mail, all messages that you do not erase are automatically saved. Since message storage space is limited, we recommend that you erase messages that are no longer needed. You can retrieve an erased message provided you are still in the Norstar Voice Mail session. An erased message remains in your mailbox until you end the current Norstar Voice Mail session. When you erase a new or saved message, the number of new or saved messages shown on the display will be decreased by one. Even though the display may show 0 new 0 saved, you can still play and retrieve your erased messages. Press PLAY or Û to listen to your erased message. Refer to the table Listening to your mailbox messages on page 30. After you play your erased message, you are given the option to save it. If you end the current session without saving the erased message, it is permanently deleted from Norstar Voice Mail.
Accessing your messages 33 P0886602 Issue 1.0Norstar Voice Mail Reference Guide Call Screening Call Screening allows you to determine who is calling before you accept the call. It applies only to external calls transfered from the Auto Attendant or from Custom Call Routing (CCR). See your System Coordinator for information on CCR. Call Screening can be useful in the following circumstances: •when CLID not available •when CLID is not a reliable indication of the caller identity •when your Norstar telephone does not have display capabilities The System Coordinator enables the Call Screening feature for your Norstar Voice Mail system. Call Screening is unavailable, and the call is transfered immediately for the following types of calls: •internal calls •external calls placed directly to your phone number •external calls for which you have established a Personalized greeting How to use Call Screening To use the Call Screening feature: 1.You receive an external call that is transfered from the Automated Attendant or from Custom Call Routing (CCR). 2.Norstar Voice Mail announces the caller’s name to you. If the caller chooses not to record their name, the voice prompt says, “Unknown caller.” 3.You have the option of accepting the call or having the caller leave a message in your Norstar Voice Mail mailbox: press ANS or Ú to accept the call press QUIT or ¥ to transfer the call to your Norstar Voice Mail mailbox (and the caller is informed that you are not available) When Call Screening is enabled, Norstar Voice Mail asks the caller to record their name after the tone. (If the caller presses ¥ when they are asked to record their name, the call goes back to the Automated Attendant.) The caller hears a hold tone while they wait. If you do not answer, the caller is informed that you are not available, and the call is transfered to your mailbox. Since some callers may not like recording their name and waiting for service, this feature should be used with discretion.
34 Accessing your messages Norstar Voice Mail Reference GuideP0886602 Issue 1.0