Northern Telecom Voice Mail 4,0 Reference Guide

							P0886602 Issue 1.0Norstar Voice Mail Reference Guide
Introduction
This chapter describes sending messages and explains the following topics:
•Types of messages
•About recording and sending a message
•Using the Company Directory
•Message delivery options
•Recording and sending a message using the Open Mailbox feature
•Recording and sending a message using the Leave Message feature
•Replying to messages
•Sending a message to more than one recipient
Types of messages
There are two types of messages, Broadcast messages and Personal messages.
Broadcast messages
There might be times when you open your Personal mailbox and a message plays 
immediately. This is a Broadcast message left by your System Coordinator. This 
type of message can be sent only by your System Coordinator. Make sure you listen 
to the entire message. After it plays, the message is automatically erased from your 
mailbox.
Personal messages
Sending personal messages to a mailbox
To send a message, refer to About recording and sending a message on page 36. 
To send a message when you do not know the person’s mailbox number, use the 
Company Directory. Refer to 
Using the Company Directory on page 36. 
Personal messages addressed to a Group List
You can send a message to a group of people by addressing a message to a Group 
List. For more information, refer to 
Sending a message using a Group List on 
page 44.
Sending messages7 
						

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About recording and sending a message
Messages can be recorded and sent using:
•the Open Mailbox feature (Äá¡Ú)
•the Leave Message feature (Äá¡â)
When you use the Open Mailbox feature, you open your personal mailbox and enter 
your password. Then you record your message and enter the directory number (DN) 
of the message recipient.
The Leave Message feature prompts you to enter the DN of the message recipient 
immediately. Then you record your message. No password is required because you 
do not open a mailbox. 
Both features allow you to:
•use the Company Directory (refer to Using the Company Directory)
•assign message delivery options (refer to 
Message delivery options on 
page 39)
•send a message to more than one recipient (refer to 
Sending a message to more 
than one recipient on page 44)
Using the Company Directory
You can find any initialized mailbox by searching the Company Directory. Use the 
Company Directory if you do not know the mailbox number of someone you want 
to send a message to. You can access the Company Directory when:
•the display shows DIR
 
•the voice prompt announces, “Press £ to use the Directory.” 
•you are prompted to choose a mailbox
The Company Directory option is available from both the Open Mailbox feature 
and the Leave Message feature. 
Note:If the Voice Activated Dialing feature (Ä
 á¡¡) is enabled, 
refer  to the  
Voice Activated Dialing (Äá¡¡) on page 38 
for information on using the Company Directory. 
						

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To access the Company Directory using the Leave Message feature: 
1.Press DIR
 or £ to use the Company Directory. 
2.Use the dialpad buttons associated with the first three 
or four letters of the mailbox owner’s name to locate 
and select the person’s mailbox. (Enter the last name, 
first name or both names depending on how your 
system is set up. This display shows an example of a 
prompt for a mailbox owner’s last name.) You do not 
need to enter a comma. Press OK
 or £. 
For example, to enter the letters “Wayn” 
press áÛáß. If the mailbox owner has fewer 
than four letters in their last name, press the buttons on 
the dialpad to spell out the entire last name, and press 
OK
 or £. For more information, refer to Entering 
characters on the Norstar dialpad on page 5.
3.In this example, the name of the mailbox owner, Paul 
Wayne appears on the display and is announced. To 
accept the mailbox owner, press OK
 or £. 
If you do not want the person who is shown, press 
NEXT
 or Ú to see the next matching name.
4.The greeting of the mailbox owner plays. If the 
mailbox owner you selected does not have a Personal 
greeting recorded and selected, you hear their 
Company Directory recording.
Mbox:            QUIT
Last name:
                
Wayne, Paul 
RETRY   NEXT    
Wayne, Paul 
						

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Voice Activated Dialing (Äá¡¡)
The Voice Activated Dialing feature gives you the ability of directing your own 
calls by using the Company Directory and speaking the name of the person you 
want to reach. The Voice Activated Dialing feature is accessed by pressing  
Ä á¡¡ . Voice Activated Dialing can be accessed from any Norstar 
set, including analog sets attached via an Analog Terminal Adapter (ATA). 
Note:Voice Activated Dialing is an optional feature. If this feature is not 
available, refer to 
Using the Company Directory on page 36 for 
information on using the Company Directory.
Voice Activated Dialing works the following way:
•After the user presses  Ä á¡¡ , a tone is heard at which point the 
user speaks the name of the person they want to contact. No Matches found 
is displayed if the user fails to provide a name, or provides an invalid name.
•If a voice match is not found, you are routed directly to the regular Company 
Directory.
•The DIR
  softkey or the £  key can be used to transfer out of the Voice 
Activated Dialing feature and into the regular Company Directory.
•Confirm a voice match by pressing OK
 or the £  . If you not confirm the voice 
match, the Voice Activated Dialing feature proceeds as if  OK
  was pressed. You 
can decline the voice match by pressing  RETRY
  or the ¥  key. After a selection 
is declined, Voice Activated Dialing presents the next homonym (if there is one) 
or re-prompts the you to say the name again.
To access the Voice Activated Dialing feature: 
1.Press 
Äá¡¡. 
2.At the tone, speak the first and last name of the person 
you want to reach.
3.Press  OK
  to accept the name and be transfered. 
Press  RETRY  to re-speak the name.
Speak name
DIR
Wayne, Paul 
RETRY   ºººº     
						

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Message delivery options
Norstar Voice Mail provides you with five possible message delivery options: 
•Normal
•Certified
•Urgent
•Private
•Timed Delivery
Normal, Certified, and Private messages are played in the order in which they are 
received. Urgent messages play before other messages left in the mailbox, except 
for Broadcast messages. (Refer to 
Broadcast messages on page 35.) The Certified 
and Timed delivery options are available only if you are calling from a telephone 
that has a mailbox associated with it. Messages sent with the Timed delivery option 
are played at the time that you specify.
When you use
 the Timed delivery option, you first enter the time, including a.m. or 
p.m. You are then prompted to accept or change the date, which defaults to today 
or tomorrow, and you can accept the date that corresponds to the next occurrence 
of the specified time. Dates are shown by month and day, and the year is infered. If 
the month and day are earlier than the current date, the next year is assumed. When 
the specified time and date occurs, the message is sent. You cannot cancel the 
message prior to delivery. 
Option DisplayButtonButtonDescription
Send
SEND£  or  ¨Sends a message with Normal delivery 
option.
CertifiedCERT
ÚSends you notification that your message 
has been received and played. 
UrgentURGENT
ÛMessages marked Urgent play before 
other messages left in the mailbox. Urgent 
messages are preceded by the voice 
prompt, “
This message is urgent”.
OtherOTHR
Press OTHR  to access the Private and 
Timed delivery options. If PRIV
 appears 
instead of OTHR
, the Timed delivery 
option is not available.
PrivatePRIV
ÜPrivate messages cannot be forwarded to 
another mailbox.
TimedTIME
ÝTimed delivery allows you to assign the 
time that the message is received. 
						

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Assigning message delivery options using the Open Mailbox feature
To assign message delivery options using the Open Mailbox feature:
4.Press CERT
  or  Ú to assign the Certified delivery 
option.
 Press URGENT or  Û to assign the Urgent 
delivery option
. Press OTHR  to assign the Private or 
Timed delivery options. If PRIV
 appears instead of 
OTHR
, the Timed delivery option is not available.
Note:The OTHR
  display button is not available or 
required for single-line display telephones. 
You can access the Private and Timed 
Delivery options by pressing the dialpad 
buttons on either a two-line or a single-line 
display telephone. 
5.Press PRIV
 or Ü to send a message with a Private 
delivery option. If you press
 PRIV or  Ü, go to step 
14. If you want to send a message with the Timed 
delivery option press TIME
  or Ý. If you press TIME  
or  Ý , continue with step 10. 
6.Enter the time that you want to send a message using 
the Timed delivery option
.
Note:This is a four digit field. Any single-digit hour 
or minute must be preceded by a zero. For 
example, enter 0800 for eight o’clock.
7.Press  AM
  or Úor   PM  or  Û.
8.Press OK
 or  £to accept the time you entered or press 
RETRY
 or  ¥to change the time.
9.Press CHNG
  or  Ú to change the date shown to a 
different date. Press NXTDAY
 to change the date to the 
next day (the day after the date that is shown). Press 
OK
  or  £to accept the date shown, which defaults to 
today or tomorrow, and select the one that corresponds 
to the next occurrence of the specified time. 
10.Press SEND
 or £ to send this message now. Press ¥ 
to cancel all delivery options.
Press ¨ to end this session.
Delivery options 
CERT  URGENT  
Delivery options 
PRIV    
Time hhmm:
RETRY
hh:mm 
RETRY    AM     PM
hh:mm am/pm
RETRY            OK
Tu mm dd
CHNG    NXTDAY   OK
Wayne, Paul
OPTS    CC     
						

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Assigning message delivery options using the Leave Message feature
To assign message delivery options using the Leave Message feature:
Recording and sending a message using the Open Mailbox feature
To record and send a message using the Open Mailbox feature: 1.Press Äá¡
 â.
2.Enter the mailbox number or Group List number of the 
person or Group you want to leave a message for. If 
you do not know the mailbox number, press DIR
 or 
£ to use the Company Directory.
3.At the sound of the tone, record your message. Press  
PAUSE
  or  Û to pause during your recording. When 
you pause, press CONT
  or  Û to continue recording 
your message. Press OK
  or  £ to end your recording. 
Press RETRY
 to erase and re-record your message.
4.Press PLAY
 or  Ú to listen to your message before 
sending it. Press RETRY
  or  Û to erase and re-record 
your message. Press Ü to access delivery options. 
Press SEND
 or £ to send your message now.
1.Press Äá¡Ú to open your mailbox.
2.Enter your mailbox password and press  OK
 or £.
3.Press  REC
 or Ü and record your message at the tone.
4.Record your message. Press  PAUSE
  or  Û while 
recording your message to stop temporarily. When 
you wish to resume recording, press CONT
  or  Û to 
continue recording your message. Press OK
  or  £ to 
end your recording. Press RETRY
  to erase and re-
record your message. 
5.Press OK
 or £ to accept your message. Press PLAY or 
Ú to listen to your message. Press RETRY
 or Û to 
erase and re-record your message. 
Mbox:
DIR           QUIT
Record message:
RETRY   PAUSE   OK
Message options:
RETRY   PLAY  SEND
Pswd:
OTHR    RETRY    
0 new  0 saved
PLAY       
Record message:
RETRY   PAUSE   
Accept rec?
RETRY   PLAY      
						

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Recording and sending a message using the Leave Message feature
To record and send a message using the Leave Message feature:6.Enter the mailbox number or Group List number of the 
person or Group you want to leave a message for. If 
you do not know the mailbox number, press DIR
 or 
£ to use the Company Directory.
7.Press SEND or  £ to send the message now with the 
Normal delivery option. Press OPTS
 or  Ü for delivery 
options. Press CC
  or  Ý to send this message to more 
than one mailbox owner, with one set of delivery 
options applied to all recipients.
Note:The display shows the name of the mailbox 
owner or Group (in this example, mailbox 
owner Paul Wayne).
Press ¨ to end this session.
1.Press Äá¡
 â.
2.Enter the mailbox number or Group List number of the 
person or Group you want to leave a message for. If 
you do not know the mailbox number, press DIR
 or 
£ to use the Company Directory.
3.At the sound of the tone, record your message. Press 
OK
 or £ to end your message.
4.Press SEND
 or £ or replace the receiver to send the 
message using the Normal Delivery Option. Press 
PLAY
 or Ú to listen to your message. Press RETRY or 
Û to erase and re-record your message.
 Press Ü to 
change the Delivery Options.
Mbox:
DIR            
Wayne, Paul 
OPTS    CC     
0 new  8 saved
PLAY   REC    ADMIN
Mbox:
DIR           QUIT
Record message:
RETRY   PAUSE   
Message options:
RETRY   PLAY  SEND 
						

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 Replying to messages
You can reply to internal message senders and to external message senders. To 
reply to a message from an external message sender, your company must subscribe 
to Caller ID (CLID).
Replying to an internal message sender
You can reply to a message from an internal message sender by:
1.Using the CALL
 option. If you select CALL, you are immediately transfered to 
the internal message sender’s directory  number. You must have an initialized 
Norstar Voice Mail mailbox and an operating directory to use the  CALL
  
option.
2.Using the MSG
 option. If you select the MSG option, begin recording your reply 
at the tone. 
To reply to an internal message sender: 
1.Press Ä
 á ¡ Ú to open your mailbox.
2.Enter your mailbox password and press OK
 or £.
3.Press  PLAY 
or  Û.
4.After you have listened to your message, press  REPLY
  
or  á.
5.Press CALL  or Û to call the message sender.
or
Press MSG
  or Úto record and send a reply.
(Refer to 
Recording and sending a message using the 
Open Mailbox feature on page 41.)
Pswd:
OTHR    RETRY   
1 new  0  saved   REC    ADMIN
End of message  ERASE  NEXT
Reply to msg
MSG        QUIT 
						

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Replying to an external message sender
You can reply to a message from an external message sender if your company 
subscribes to CLID. Before using the Reply option you must play the message.
To reply to an external message sender:
After you call the message sender, your session ends.
Sending a message to more than one recipient
Sending a message using a Group List
A Group List is a collection of mailbox owners. When you send a message to a 
Group List, each mailbox owner in the Group List receives the same message. If 
you are a member of the group you are addressing, you do not receive a copy of the 
message.
If you would like a Group List for your specific needs, ask your System Coordinator  
to create a Group List for you. Include the following information for the System 
Coordinator:
•the mailbox owners’ names
•a list of the mailbox numbers
•the Group List name
Your System Coordinator  should publish a list of the mailboxes in each Group List. 
You can enter the Group List number instead of a mailbox number at the Mbox: 
prompt. You can also enter the name of the Group List in the Company Directory 
at the DIR
  prompt.1.Press Ä
 á ¡ Ú to open your mailbox.
2.Enter your mailbox password and press OK
 or £.
3.Press PLAY
  or  Û.
4.Norstar Voice Mail dials the external number directly. 
If you see the display in step 6, you have to edit the 
phone number before you can reply to the external 
caller. 
Pswd:
OTHR    RETRY    
1 new  0  saved   REC    ADMIN