Vodavi Minivoice Voicemail Processing System User Manual

							Operating System Features 2-3
Operating System Features
This section explains how to operate the voice mail features.
How to Use the Voice Mail System
† The system is programmed to respond when any of the 12 telephone 
keys are pressed. If no key is pressed in response to a prompt, the system 
assumes the caller is confused. 
†The system repeats the caller’s options. If there is still no response, the 
system automatically transfers an external caller to an attendant, or 
politely disconnects a user from the call.
†The system counts the number of errors (incorrect key presses) that a 
caller makes. If the count exceeds a certain number (usually 3) the caller is 
politely disconnected. The system does this to allow as many callers on 
the system as possible. 
[*]Key
Use the [6] key to perform the following functions:
†Cancel what you are doing.
†Skip personal greetings and introductory prompts. (It gets you directly to 
the recording tone.)
†Return to the previous menu, while listening to a prompt.
†Disconnect, when at the Main Menu.
[#]
 Key
Use the [#] key to perform the following functions:
†Complete a step.
†Send a message.
†Skip a message.
†Denote the end of a variable-length number, such as a password. ( This 
keeps the system from having to wait to determine if you are finished 
entering digits.) 
						

							2-4 Getting Started
Getting Started
Setting Up Your Mailbox
You need the following information from your system administrator to set up 
your mailbox: the number to reach the voice mail system, your mailbox 
number, and your temporary password. After you have this information, 
follow these steps:
1. Call the voice mail system: ______. (For example, 440)
2. If you hear the system greeting, press [#], then enter your mailbox 
number. ( With some telephone systems this step is not required.)
3. When asked for your temporary password, enter ____. (For example, 
0000)
4. Press [3] for Mailbox Options.
5. Press [2] for Passwords.
6. When prompted, enter your new password. The system will confirm the 
new number selected and will then take you back to the Personal Options 
Menu.
7. Press [1] for Greetings.
8. Press [2] to Record.
9. Press [1] to Record your Name and [2] to Record your Mailbox Greeting. 
Follow the prompts to record both.
10. Press [#] to stop recording.
Your mailbox is now set up and ready to use. You may wish to change your 
mailbox greeting from time to time. To change your mailbox greeting, refer 
to Changing Your Mailbox Greeting.
Accessing Your Mailbox
1. Call the voice mail system.
2. If you hear the system greeting, press [#] and your mailbox number. (Some 
telephone systems do not require this step.)
3. Enter your password. The system will then tell you how many new and 
how many saved messages you have. The main mailbox menu is then 
played. 
						

							Message Options 2-5
Disconnecting from the System
1. When you finish using the system, press [6] until the system says, 
Hanging up now. Goodbye.
2. If after pressing [1] you attempt to disconnect while there are new 
messages in your mailbox, the system plays a message, The mailbox is 
not empty.
Press [1] if you wish to listen to the new message. Press [
6] to hang up.
Message Options
Review Your Messages
Messages in your mailbox come from either external callers, who leave 
messages while in the telephone answering mode, or from other internal 
users. Messages are presented to you in the following order: new messages, 
skipped messages, and saved messages.
After the last new message has been presented to you, the system searches 
the mailbox to see if there are any remaining new messages to be reviewed. 
In particular, if new messages arrive during message review, they are 
presented in the same order as before but are considered skipped”. 
						

							2-6 Message Options
To review the messages in your mailbox:
1. At the main menu, press [1]. The system plays your messages.
2. After each message is reviewed, the system prompts you for an action. 
The available options are.
Replay a Message
At the end of a message (when the system prompts with the After 
Reviewing menu) you can replay that message in its entirety.
1. At the Main Menu, press [1] to review the message.
2. When the message ends, press [1] again to replay the message.
Save a Message
If the message needs to be acted on later, it may be saved. Saved messages 
are kept in a separate queue. They will be played after new messages.
1. At the Main Menu, press [1] to review the message.
2. Press [2] to save the message. 
[1]
Replay repeats the entire message.
[
2]
Save keeps the message in your mailbox for future 
reference.
[3+#]
Delete allows you to discard the message and confirm 
deletion.
[4]
Forward/Copy allows you to forward a copy of the message to 
another user. When you send a copy, you have the 
option to send the copy with or without introductory 
comments.
[5]
Reply allows you to record a reply to a message sent from 
another user’s mailbox with a single keystroke.
[8]
Message 
Informationplays the time and date the message was sent, and 
where the message originated from.
[
6
66 6]Cancel cancels message review.
[#]
Skip skips to next message in the queue.
Any message not completely reviewed and either saved or deleted 
remains in the new message queue. If you forget to press [6] to cancel 
review and just hang up, all partially reviewed and unheard messages 
will remain in the new message queue. 
						

							Message Options 2-7
Delete a Message
Deleting messages keeps the mailbox clear and reduces the need for system 
storage capacity. To delete a message:
1. At the Main Menu, press [1] to review the message.
2. Press [3] to delete the message.
3. Press [#] to confirm deletion.
Forward a Copy to Another Mailbox
You may wish to forward a copy of a message to another user. You can record 
introductory remarks and send the remarks plus a copy of the message to 
another user or just send the message. Copies may be sent to one or more 
users. You may send copies of messages that are received in either voice mail 
or telephone answering mode. To send a copy of a message:
1. At the Main Menu, press [1] to review the message.
2. Press [4] to forward the message.
3. Select the desired option:
Send w/ Comments = [1], then record your comments.
-or-
Send w/o Comments = [2].
4. Press [#], then enter destination.
Reply to a Message
You can reply to a message sent from another user’s mailbox by pressing one 
key. Therefore, users should enter their own mailbox to record a message 
before sending, so recipients can conveniently reply.
1. At the Main Menu, press [1] to review the message.
2. Press [5] to reply to the message.
3. Press [#] if the message is acceptable.
4. Press [#] again to send the reply.
After a message has been deleted, it cannot be restored. 
						

							2-8 Message Options
Message Information
Details about a message are available: who sent it and the time and date it 
was delivered. This information is called Message Information. To access 
message information, press [8] after listening to the message to hear the 
information that relates to that message.
†The time and date stamp on a new message always relates to message 
delivery.
†Once a message is saved, the time and date stamp refers to the time it 
was first saved.
†This time and date stamp allows the user to know how much longer the 
message can stay in the mailbox before it is automatically deleted.
†Reviewing a message and re-saving it does not change the time and date 
stamp or when the system automatically deletes the message.
Options While Reviewing
As you become more experienced, you may want to control the playback of 
the messages you receive. The system playback controls are designed to give 
you that flexibility. For example, with playback controls, you can scan 
through a long message to find a telephone number without reviewing the 
entire message. After dialing [1] to review a message, you can press:
[1]
Rewind to the beginning of the message
[6]
Pause and restart the message
[
7]
Rewind 5 seconds
[9]
Fast Forward 5 seconds
[#]
Skip to the next message 
						

							Mailbox Greeting Options 2-9
Send a Message
1. At the Main Menu, press [2] to access options to send a message.
2. Press [2] to Record a Message. The system prompts you to begin 
recording your message.
3. Record the message.
4. Press [#] to end the recording.
The system prompts you to send the message after giving you a chance 
to:
†[1] listen to the message you have just recorded,
†[2] re-record the message,
-or-
†[3] append to the recording,
-or-
†[6] delete the message and begin again.
5. When the message is acceptable, press [#].
6. Enter the destination.
†The destination is the mailbox number of the person who is to 
receive the message. Messages may be sent individually or in 
combination with other destinations.
†Once you enter the mailbox number, the system plays back the name 
of the person whose mailbox you have selected.
†If you have selected the wrong mailbox, press the [6] key and enter a 
new number.
7. Press [#] if there are no more destinations, or continue from Step 5.
Mailbox Greeting Options
Changing Your Mailbox Greeting
Your mailbox greeting is played to outside callers who enter a system 
mailbox in the telephone answering mode. This greeting enables you to give 
callers information about your schedule and to encourage callers to leave 
detailed messages. 
						

							2-10 Mailbox Greeting Options
To change your mailbox greeting:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting Options.
3. Press [2] to select the Record option.
4. Press [2] to record a Mailbox Greeting.
5. Record your greeting, then press [#].
Reviewing Your Mailbox Greeting
You may use Personal Options to review your recorded greeting. To review 
your mailbox greeting:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [1] to select the Review option.
4. Press [2] to review the Mailbox Greeting.
Deleting Your Mailbox Greeting
The standard system greeting (recorded name) may be selected at any time 
by deleting your recorded greeting without recording a new one.
To delete your mailbox greeting:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [3] to select the Delete option.
4. Press [2] to delete the Mailbox Greeting.
Recording Your Name
You record your name the first time you use your mailbox. The recording of 
the name will be used to verify destinations, or as part of a system-generated 
personal greeting. You may change the way your name is recorded at any 
time.
If a mailbox greeting has not been recorded, the system uses your 
recorded name. 
						

							Mailbox Greeting Options 2-11
To record your name:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [2] to select the Record option.
4. Press [1] to record your name.
5. Record your name, then press [#].
Reviewing Your Name
You may use Personal Options to review your recorded name. To review your 
name:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [1] to select the Review option.
4. Press [1] to review the recording of your name.
Deleting Your Name
To delete your name:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [3] to select the Delete option.
4. Press [1] to delete the recording of your name.
Recording Your Temporary Greeting
To record a Temporary Greeting:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [2] to select the Record option.
4. Press [3] to record a Temporary Greeting.
5. Record the greeting, then press [#]
Reviewing Your Temporary Greeting
To review your temporary greeting:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options. 
						

							2-12Passwords
3. Press [1] to select the Review option.
4. Press [3] to review the Temporary Greeting.
Deleting Your Temporary Greeting
To delete a temporary greeting:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [1] to access Mailbox Greeting options.
3. Press [3] to select the Delete option.
4. Press [3] to delete the Temporary Greeting.
Passwords
There is one password that is associated with each user mailbox. Each 
password is 4 numeric digits in length. A zero [0] should not be used as the 
first digit.
Changing Your Password
To change your password:
1. At the Main Menu, press [3] to access Personal Options.
2. Press [2] for Passwords.
3. Enter the desired password.
Outcall Notification
You can use the optional outcall notification feature to have the system call 
your pager and notify you that a new message has been received in your 
mailbox. Your system administrator will set up your notification schedule and 
program your pager number.
Turning Outcall On/Off
Once the outcall schedules have been programmed, outcall notification can 
be turned on and off whenever desired. Outcall On/Off is a toggle. If outcall 
notification has been turned on, this procedure will turn it off.
1. From the Main Menu, press [3] to access Personal Options.
2. Press [3] for Outcall Notification.
3. Press [1] to activate or deactivate this option.
If no number is entered, outcall cannot be activated.