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Siemens Hicom 300 Voice Mail System Operating Instructions

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    							Operating Instructions
    Voice
    Mail
    System
    Hicom 300 
    						
    							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. 
    						
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