Siemens Hicom 300 Voice Mail System Operating Instructions
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2 Hicom 300 Voice Mail System GENERAL INFORMATION ........................................................................ 5 User notes .............................................................................................. 5 QUICK HELP REFERENCE ....................................................................... 6 MAIN MENU ............................................................................................... 6 PERSONALISING YOUR MAILBOX .......................................................... 7 Recording your name ............................................................................. 7 Recording your personal announcements (greetings) ............................ 7 Selecting a prerecorded personal announcement .................................. 7 Selecting separate personal announcements for external and internal calls ........................................................................................................ 8 Deleting a personal announcement ........................................................ 8 Selected announcements not activated .................................................. 8 SENDING A MESSAGE ............................................................................. 9 Direct access to other mailbox ............................................................... 9 Calling an extension first ........................................................................ 9 Routing directly to other mailbox ............................................................ 9 Routing to another extension .................................................................. 9 TRANSFERRING CALL TO MAILBOX .................................................... 10 RETRIEVING MESSAGES FROM YOUR MAILBOX ............................... 11 Retrieve messages from an Analogue telephone ................................. 11 Retrieve messages from a Digital T24/25 telephone ........................... 11 Scroll through messages ...................................................................... 11 Listen to message currently on screen ................................................. 12
3 CONTENTS - Cont’d DISTRIBUTION GROUPS ........................................................................ 13 Setup a distribution group .................................................................... 13 Scan for existing distribution groups ..................................................... 13 Send a message to a distribution group ............................................... 14 Send a message to a temporary group ................................................ 14 Message status .................................................................................... 14 Scan existing distribution message lists ............................................... 15 Delete messages .................................................................................. 15 NOTIFICATION......................................................................................... 16 Access Notification ............................................................................... 16 Setup destination .................................................................................. 16 Setup date and time ............................................................................. 16 Option 1 - Immediate (24 hours) .......................................................... 16 Delete entry .......................................................................................... 16 Option 2 - Immediate (restricted date and time) ................................... 17 Option 3 - Predetermined time (daily) .................................................. 17 Activate / Deactivate Notification .......................................................... 17 PASSWORD ............................................................................................. 18 Securing your mailbox (with optional password) ................................... 18 ACCESS FROM OUTSIDE YOUR COMPANY ......................................... 19 Access Voice Mail System - Own Mailbox ............................................ 19 Access Voice Mail System - Other Mailbox .......................................... 19 CALL FORWARDING TO VOICE MAIL SYSTEM - ANALOGUE TELEPHONES - ................................................................ 20 Preset Call Forwarding to your mailbox ................................................ 20 Deactivate Call Forwarding................................................................... 20 Reactivate Call Forwarding................................................................... 20 Variable Call Forwarding to your mailbox .............................................. 20 Cancel Call Forwarding Variable ........................................................... 20
4 CALL FORWARDING TO VOICE MAIL SYSTEM - DIGITAL TELEPHONES - ...................................................................... 21 Preset Call Forwarding to your mailbox ................................................ 21 Deactivate Call Forwarding................................................................... 21 Reactivate Call Forwarding................................................................... 22 Variable Call Forwarding to your mailbox .............................................. 22 Cancel Variable Call Forwarding ........................................................... 22 PERSONAL ANNOUNCEMENT SUGGESTIONS ................................... 23 CONTENTS - Cont’d
5 GENERAL INFORMATION User notes Spoken user prompts in the Hicom 300 Voice Mail System (VMS) will guide you step by step through the various operations and menu’s Each time you hear a single “bleep” tone you can proceed to the next input - the spoken announcement will be stopped. A triple bleep tone means you have made an incorrect entry or the function is not possible. A PIN (personal identification number) will be supplied to you by the System Administrator to allow access to various features. As an additional safeguard a personal password may be entered by yourself. When you are uncertain of your position in any one of the menu’s then return to the main starting menu by keying 0 * Although access codes have been detailed throughout these instructions they may not be required where certain features have been preprogrammed on the T24/25 Digital telephones for easy operation. Terminology Infobox number = Address = Mailbox number = Extension number. ID number = PIN (personal identification number). 7/7/95
6 QUICK HELP REFERENCE #Delete *Save / End / Scan 1 Record 3 Listen / Pause 4 Go back 10 seconds to listen 6 Go forward 10 seconds to listen 7 Reply to Message (connect to sender’s mailbox) 07 Connect to caller (connect to sender’s extension) 8 Redirect message (transfer message to other mailbox/es with comments) 02 Connect to an extension 0*Return to main menu MAIN MENU 1 To send to a distribution group (record and send distribution messages) 2 To send a message (send a message to a mailbox within the Voice Mail System) 5 Distribution groups (create and change distribution groups) 7 Personal announcements (select a prerecorded announcement) 8 Special functions (personalise your mailbox with prerecorded announcements and passwords) 02 To transfer to a user (break out of Voice Mail System to an extension)
7 PERSONALISING YOUR MAILBOX The first step in personalising your mailbox is to replace your extension number with your own name. Recording your name *75 Access to Voice Mail System ID No. PIN number to access own mailbox * 8 Special functions 7 Personal announcements 0 Location 0 for recording your name only 1 Record name only followed immediately by *Name stored Recording your personal announcements (greetings) (max. of 9 separate announcements depending on system configuration) *75 Access to Voice Mail System ID No. PIN number to access own mailbox * 8 Special functions 7 Personal announcements 1 (or any other location from 2-9) 1 Record announcement followed immediately by *Announcement stored Selecting a prerecorded personal announcement *75 Access to Voice Mail System ID No. PIN number to access own mailbox * 7 Personal announcements 1 (or any other location from 2-9) *Selected announcement stored
8 PERSONALISING YOUR MAILBOX - Cont’d Selecting separate personal announcements for external and internal calls *75 Access to Voice Mail System ID No. PIN number to access own mailbox * 8 Special functions 8 Personal announcements 9 External callers 111 Announcement No 1 (or any other location from 112-119) 7 Internal callers 112 Announcement No 2 (or any other location from 113-119) *Selected announcements stored Deleting a personal announcement *75 Access to Voice Mail System ID No. PIN number to access own mailbox * 8 Special functions 7 Personal announcements 1 (or any other location from 2-9) #Announcement erased Selected announcements not activated Should you find that after recording and selecting an announcement it is not heard when calls are forwarded to your mailbox it may be necessary to reset your announcement options. *75 Access to Voice Mail System ID No. PIN number to access own mailbox 8881*Calls will now be forwarded to selected announcements
9 SENDING A MESSAGE Direct access to other mailbox *79 Access internal Voice Mail System XXXXEnter required extension number *Connect to selected mailbox 1 Record message *Store message Calling an extension first You have called an extension which is busy or received no reply *79 Access internal Voice Mail System 1 Record message *Store message Routing directly to other mailbox You have called an extension which has been forwarded to the Voice Mail System 1 Record message *Store message Routing to another extension You have listened to a message and now wish to contact another extension. 02 Connect to extension XXXXEnter required extension number *Listen for music on hold or message
10 TRANSFERRING CALL TO MAILBOX An external caller wishes to leave a message in another mailbox. R Press Transfer key XXXXDial required mailbox / extension number *79 Access internal Voice Mail System Replace handset Caller will be prompted to record a message.