Telephone 3Com Nbx Telephone Instructions Manual

							NBX Business Telephone Guide31
Personal speed dial codes range from 601–699 and are assigned 
sequentially by the system each time you create a speed dial. If you enter 
a speed dial code that has no number assigned to it, the display panel 
returns the message “
No number stored.”
System-wide Speed
DialsSystem-wide speed dials are set by the administrator for numbers that are 
frequently dialed by most users. The System-wide speed dial list can be 
accessed through NetSet and is available to all users on the system.
To use a System-wide speed dial:
1Pick up the handset or press the Speaker button.
2Press the Access button assigned for “Feature Code” (as shown in 
Figure 3
 on page 23).
3Enter the three-digit speed dial code for the number you want to dial.
System-wide Speed Dial codes range from 700–799. If you enter a speed 
dial code that has no number assigned to it, the display panel returns the 
message “
No number stored.” 
						

							32CHAPTER 2: USING THE TELEPHONE 
						

							3APX VOICE MESSAGING
One of the standard features of the NBX 100 Communications System is 
the Advanced PowerMail eXchange Voice Messaging System. This allows 
callers to leave voice mail messages in your “mailbox” when you are not 
able to answer your telephone. You can then listen to, save, and forward 
those messages from any touchtone telephone. APX Messaging also 
allows you to retrieve your voice mail through your e-mail.
In addition, you can use NetSet to arrange automatic notification of voice 
mail messages left in your mailbox with the Offsite Notification feature. 
See “Off Site Notification”
 on page 59.
This chapter contains information about the following:
nTypes of Mailboxes
nSetting Up Your Voice Mail
nListening to Messages
nListening to Messages Remotely
nReplying to a Message
nForwarding a Message with Comments
nCreating and Sending a Message
nCreating Group Lists
nForwarding Callers to Voice Mail
nAccessing Voice Mail Messages Through Your E-mail 
						

							34CHAPTER 3: APX VOICE MESSAGING
Types of MailboxesThe NBX 100 Communications System provides access to three types of 
mailboxes: 
nPersonal Mailbox — This type of mailbox is associated with a 
particular telephone. 
nGroup Mailbox — The system administrator sets up this type of 
mailbox. It is usually associated with a group of users rather than with 
a particular telephone. For example, groups such as sales personnel 
could benefit from having access to a communal mailbox. Users who 
access group mailboxes may also have personal mailboxes of their 
own. 
nPhantom Mailbox — Phantom mailboxes are similar to group 
mailboxes in that they are not associated with a particular telephone. 
They are often used by workers who do not have a telephone of their 
own.
Setting Up Your 
Vo i c e  M a i lThere are three steps involved in setting up your voice mail:
nSetting your password — When your telephone is first installed, 
your voice mail mailbox has no password. To prevent anyone else from 
listening to your messages you must set a password. This is the same 
password used to change your telephone’s personal settings through 
NBX NetSet, and you can change it from either your telephone or 
from NetSet.
nRecording your name announcement — Your name 
announcement identifies your mailbox and extension to other users in 
the Internal User Directory.
nRecording your personal greeting — Your personal greeting is 
played to callers when they reach your voice mail. Change your 
greeting as often as necessary to let callers know that you will be 
away from your desk for an extended period, or to inform them that 
you have gone on vacation, etc.
These steps apply when you are setting up personal, group or phantom 
voice mail messages.  
						

							NBX Business Telephone Guide35
When you access the voice messaging system for the first time by 
pressing the Message button, you are prompted to follow these steps.
To set up your voice mail:
1Pick up the handset and press the Message button. You are then 
prompted to enter a personal password.
2Enter a 4 to 10 digit password, and then press #.
3Press ‘1’ to save the password, or ‘2’ to change the password. You are 
then prompted to record your name announcement.
4Speak your name clearly into the handset’s receiver, and then press #.
Example: John Smith, extension 200.
5Press ‘1’ to save your name announcement, or ‘2’ to re-record your name 
announcement. You are then prompted to record your personal greeting.
6Record your greeting after the tone, and then press #.
Example: Hello, you have reached __________(name)___________ of 
___________(company)____________. I am unavailable to take your call 
at the moment, please leave your name, number and a brief message after 
the tone and I will return your call as soon as possible.
7Press ‘1’ to save your greeting or ‘2’ to re-record your greeting.
The voice prompt will verify that you successfully set up your voice mail by 
saying, “Your account is active and ready to receive messages.”
Listening to 
MessagesWhen there are messages in your mailbox, the indicator to the left of the 
Message button lights up and the display panel shows the total number 
of messages, for example, “
3 Msgs 2 New.” After listening to messages, 
you should either save them or delete them to clear them from the New 
Messages Queue.
Your administrator can assign a Message Waiting Indicator to an Access 
button to allow you to access the voice mail from a group mailbox. If 
there are messages in the mailbox assigned to this button, the indicator 
to the left of the Access button lights up. 
						

							36CHAPTER 3: APX VOICE MESSAGING
To listen to your messages:
1Pick up the handset and press the Message button to access the voice 
messaging system.
If you are using a telephone other than your own, press 
* after pressing 
the Message button, and then enter your extension.
2Enter your password and then press #.
3Press ‘1’, and the system plays all new messages in the order they arrived.
Choose from the following options:
Listening to 
Messages RemotelyYou can listen to your messages from any telephone, from any location, 
by calling your business’s main telephone number, and accessing the 
voice messaging system with your extension and password.
Press to repeat the previous message.
Press to save the message.
Press to delete the message from your mailbox.
Press to reply to the message.
Press to forward the message.
Press for Envelope Options.
Press to backup in current message 5 seconds.
Press to move ahead in current message 5 seconds.
Press to skip to the next message.
Press to return to the main menu. 
						

							NBX Business Telephone Guide37
To listen to your messages remotely:
1Call your business’s main telephone number. 
nIf the receptionist answers your call, ask to be forwarded to your voice 
mail, then press 
*, and continue with step 2.
nIf the Automated Attendant greets your call, Press * twice to access 
the voice messaging system, continue with step 2.
The 
* button is the default for accessing the Voice messaging system 
remotely, however, the administrator may have changed this, so listen to 
the voice prompts.
2Enter your extension. Your name announcement plays.
3Enter your password and then press #. 
4Press ‘1’, and the system plays all new messages in the order they arrived.
Choose from the following options:
Envelope OptionsEnvelope Options provide date, time and sender information for 
messages that have been left in your mail box. To access Envelope 
Press to replay the previous message.
Press to save the message.
Press to delete the message from your mailbox.
Press to reply to the message.
Press to forward the message.
Press for Envelope Options.
Press to backup in current message 5 seconds.
Press to move ahead in current message 5 seconds.
Press to skip to the next message.
Press to return to the main menu. 
						

							38CHAPTER 3: APX VOICE MESSAGING
Options, press ‘6’ while, or after listening to a message and choose from 
the following options:
Replying to a 
MessageAfter listening to a message, you can send a reply to just the originator or 
all recipients of the original message. You can also add recipients to the 
reply list. 
If a message is marked Private, a reply can be sent only to the user who 
sent the message.
To reply to a message:
1Press ‘4’ after listening to the message.
2Record your reply after the tone. 
3Press # to end the recording.
Choose from the following options:
Forwarding a 
Message with 
CommentsAfter listening to a message, you can forward it to other users on the 
system with your comments. Your comments will introduce the message 
to the other user(s).
Press for date and time information.
Press for sender information.
Press for information regarding a previous message.
Press to reply to the sender.
Press to re-record the message.
Press to listen to the message again.
Press to select a delivery option.
Press to cancel the message. 
						

							NBX Business Telephone Guide39
If a message is marked Private, it cannot be forwarded.
To forward a message with comments:
1Press ‘5’ after listening to the message.
2Record an introductory comment after the tone and then press # when 
finished.
3Enter the extension or mailbox number(s) of the recipient(s), or group list 
number, and then press #.
Choose from the following options:
Creating and 
Sending a MessageYou can record a message and send it directly to the recipient’s mailbox 
without actually placing a call. You can enter the extension(s) of the 
recipient(s) or use a predefined group list. For more information, see 
“Creating Group Lists”
 on page 41.
To create and send a message:
1Press the Message button to access the voice messaging system.
2Enter your password and then press #.
3Press ‘2’ to select Create and Send Message.
4Record your message, and then press # to end the recording.
5Enter the extension(s) or mailbox number(s) of the recipient(s), or a group 
list number, and then press #.
Press to send the message.
Press to re-record the message.
Press to review the introductory comment.
Press to select a delivery option.
Press to cancel the message. 
						

							40CHAPTER 3: APX VOICE MESSAGING
Choose from the following options:
Message Delivery 
OptionsWhen you leave a message in someone else’s mailbox you have the 
option to leave it as a Normal, Private, or Urgent message. If you do not 
select a delivery option, your message will be sent as a Normal message.
nPrivate Messages — Sending a message as Private prevents the 
recipient from forwarding the message to others.
nUrgent Messages — Normally, incoming messages are arranged in a 
mailbox from the oldest to newest message. Urgent messages, 
however, are sent to the top of the recipient’s message queue, 
ensuring that the message is heard first. In addition, when users have 
Offsite Notification setup, they can choose to be notified when 
receiving urgent messages only.
To select a message delivery option:
1Press # after you have finished recording your message.
2Press 9 for Message Delivery Options after recording a message.
Choose from the following options:
Press to send the message.
Press to re-record the message.
Press to review the message.
Press to select a delivery option.
Press to cancel the message.
Press to mark the message as Urgent.
Press to mark the message as Private.