Toshiba Contact Dk User Guide

							 
16 Distribution Lists  
You can set up 5 distribution lists, numbered between 05 and 
09, containing a group of mailbox numbers. 
When you select option 9 - Distribution Lists - from the Main Menu, 
follow the prompts to: 
· Add mailbox numbers to a distribution list. 
· Review a distribution list. 
· Delete mailbox numbers from a distribution list. 
· Record a name for a distribution list. 
Here are some general rules to follow: 
· Whenever you reference a distribution list 
number, be sure to press two digits, i.e., 05 or 
06. 
· When adding a mailbox number to a distribution 
list, Contact confirms each number then allows 
you to continue adding numbers until you are 
done. 
· You can only delete one mailbox number at a 
time. Distribution lists numbered between 01 and 04 are 
reserved for the System Administrator to set up global 
lists that you can use but cannot change. 
Distribution list number 00 allows you to broadcast a 
message to every mailbox in the system.   
						

							 17Helpful Hints 
Using Mailbox Greetings Effectively 
There are two types of mailbox greetings: permanent 
and temporary. You record the permanent greeting 
when you access your mailbox the first time. If there is no 
temporary greeting, callers leaving messages in your 
mailbox will hear the permanent greeting.   
A permanent greeting cannot be very specific because it 
is worded to cover all situations. To address specific 
situations, you can create a temporary greeting. The 
temporary greeting will only last for a specified number of 
days.  
Two examples of temporary greetings follow:  
 Hi!  You have reached Julie Jones.  Im on 
vacation from Friday, June 18, through 
Friday, June 25. Ill be back on Monday, June 
28, so please leave a message and Ill get 
back to you as soon as possible. If you 
require immediate assistance, press [0] and 
ask to be transferred to Christine Conner. 
This is Harry Smith, and today is Thursday, 
May 13. I have a meeting all day today so I 
will not be available to answer calls. Please 
leave a message and Ill get back to you 
tomorrow. 
You can change your temporary greeting anytime you 
wish to let callers know about any schedule changes. Its 
a good idea to create a temporary greeting every day–it 
shows callers that you really do use Contact. You can 
also leave the name of a backup person if you will not be 
available to answer calls.  
						

							 
18  
To create a temporary greeting: 
1. Call Contact and access your mailbox.  
2. Press:     
3. Follow the voice prompts.  
The temporary greeting can last from 1 to 99 days, 
expiring at midnight of the last day.  If you specify one 
day, the temporary greeting expires at midnight of the day 
you recorded it.  Specify the number of days as a 2-digit 
number.   
You can make a temporary greeting from any touch-tone 
telephone.  If you are away from your desk or out of the 
office, you can still record an appropriate greeting. 
To cancel a temporary greeting: 
 Follow steps 1-3 above and set the number of days to 0; 
this cancels the temporary greeting altogether.  If a caller 
dials your station number, they hear your permanent 
greeting.  
24 Hour Touch-Tone Accessibility 
Contact functions 24 hours a day, 7 days a week.  All you 
need is a touch-tone telephone to check messages 
anytime, from any location. 
Listening to Messages 
Keys 7, 8, and 9 (Rewind, Pause, and Fast Forward) in 
the Listen menu apply only while you are listening to a 
message. Use these keys to replay information you 
missed, to pause a message so you can write something 
down, and to quickly move ahead to another message. 
While listening to messages, Contact plays new 
messages before saved messages.  After you listen to all 
messages, Contact returns you to the Main Menu.   
						

							 19 Sending Messages 
When sending a message, you can create a destination 
list of up to 49 mailboxes. If you need to send to more 
mailboxes, you will have to send the message again. 
Message Storage Limit 
Contact deletes a saved message after the message is 
older than a certain number of days. The exact number of 
days (typically 15) is determined by your System 
Administrator. 
Forwarding and Transferring 
The Reply and Forward options in the Listen menu only 
work with other Contact mailboxes in your company.  You 
cannot reply to a message from an outside caller or 
forward a message to an outside number.   
Certified Messages 
 When you send a certified message, Contact creates a 
receipt containing the names of the message 
addressees.  This receipt becomes a saved message in 
your mailbox.   
Every time you listen to the receipt, you can find out who 
has and who has not listened to the message.  When 
everyone has listened to the message, you can delete the 
receipt from your mailbox. 
Type Ahead 
You need not listen to all menu prompts before pressing a 
key selection; the prompts are only for your convenience.  
If you know what keys to use, type ahead and move 
through the system as fast as you wish.  You may also 
choose additional menu options without first pressing [#] 
to hear the voice prompts for the options.  
						

							 
20 Message Length and Conditions 
There is no time limit on message length, but after five 
minutes Contact interrupts the caller and asks if they wish to 
continue.  If there is no reply, Contact stops recording and 
hangs up.  The same thing happens if the caller stops talking 
for more than a few seconds or has a very faint connection.  
If the caller is in a very noisy environment, such as a factory 
or windy car phone, Contact may disconnect.  The caller 
should try again from a quieter location. 
 
 
 CDKUG