VoiceTrak Avm Installation And Manitenance Manual

							 
be dialing a regular seven-digit telephone number to connect to Voice 
Connection. 
Note:  If no private outside number has been assigned to Voice Connection, you may 
call the main office number and have the attendant transfer you into the Voice 
Connection system. 
2. When Voice Connection answers, press the star (*) key and enter your 
mailbox number. 
3. Since you have not yet recorded your greeting, you will hear a prompt 
asking you to leave a message. Press the pound (#) key the moment you 
hear the prompt. 
4. You will then be prompted for your password. Once again, press the pound 
(#) key. 
5. You will now be in the Main Menu of your mailbox. Press three (3). 
6. When prompted to, enter your new password. It should be four digits long. 
7. You will be asked to re-enter your password for verification reasons. Do so 
when prompted. 
 Note: If you do not do this, or do not enter the same password as you initially 
entered, then your password will not be changed from the default, which is a pound 
(#). 
8. You should hear Your password has been changed, followed by the Main 
Menu of your mailbox. If you do not, repeat steps 5 through 7 until you hear 
confirmation that your password has been accepted. 
9. From the Main Menu of your mailbox, press four (4). You will then be 
given the options to Record a New Greeting, Delete a Greeting, or Change 
the Active Greeting. Press one (1) to Record a New Greeting. 
10. You will then be asked to enter the greeting number. Press one (1). 
11. At the tone, record your own greeting. When you are done, press the pound 
(#) key. 
12. You will then be given the option to review the greeting, save the greeting, 
or re-record the greeting. If you are not satisfied with the greeting you just 
recorded, simply press three (3) and start speaking when you hear the tone. 
If you wish to review it, do so, and you will be given the same three options 
once it is done playing. 
13. If you are satisfied with the greeting you have recorded, then press two (2) 
to save the greeting. After this, you will be asked to press one (1) to make 
the new greeting active. Do so. Note: If you do not, it will not be activated, 
and will not play. Once you have done this, you will find yourself back in 
the Main Menu of your mailbox. 
14. From the Main Menu, press nine (9). You will be prompted to record your 
name at the tone. 
15. Once you have done so, press pound (#). You will then be returned to the 
Main User Menu. 
16. Your setup is complete. 
 
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About Your Password.... 
Your password is what protects your privacy, and the privacy of those who leave 
messages in your mailbox. Although you may leave your password at the default (#), 
we strongly recommend that you enter your own personal password. Entering an 
obvious one (e.g., 1234 or the like) is also advised against. Choosing four entirely 
random digits is the best, and periodically changing your password is also an 
excellent way to maximize security. 
 
 
Accessing Your Mailbox 
The following is a routine guide as well as a reference for normal mailbox 
maintenance, message retrieval, message management, setting up message 
notification, etc. Depending upon your telephone system, the instructions which 
follow directly below will most likely be used by you every time you wish to access 
your mailbox, whether to retrieve messages, change your greeting, or access a 
distribution group. If your telephone system is a Protege, then see the section 
Special Instructions For the Sprint Protege. 
If you have any questions, please contact your system administrator. 
1. Dial the Voice Connection number. 
2. Once Voice Connection answers, press the star (*) key and then, when 
prompted to, enter your mailbox number. 
3. Once you hear your personal greeting start to play, press the pound (#) key. 
3. You will then be prompted to enter your password. Do so. You will then 
hear the Main User Menu for your mailbox. 
 
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Main User Menu 
 
 
2 
Send Message 
* 
7 
4 
1 
0 
8 
5 
3 
6 
9 
# 
Distribution Lists 
Change Password Retrieve Messages 
Change Greeting Restore Messages 
Notification 
Previous Menu 
Record Name 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
All the functions of your mailbox can be accessed from the Main User Menu.  This 
Menu allows you to retrieve messages, send those messages or ones youve recorded 
to other users on the system, manage your message notification, manage your 
distribution lists, and record your name.  The Main User Menu also allows you to 
record your own outgoing greeting. You can record up to three different greetings for 
your mailbox, and you may change your active greeting at any time. 
A Distribution List allows you to record and send the same message to several 
mailboxes. Each user can have up to five distribution lists with 48 mailboxes per list.  
Message notification allows Voice Connection to let you know when you have 
received a message, whether by blinking a light on the telephone in your office, or by 
notifying your own personal pager! 
Erase the wrong message by accident? Voice Connection can handle that, too, 
because it comes equipped with the capability to quickly and, most importantly, 
easily restore messages that have been erased. 
Voice Connection also allows you to set your own password, thereby insuring not 
only exclusivity of access to your mailbox for you, but also guaranteeing the privacy 
of those leaving messages for you. 
  
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 Retrieving Messages 
 
1.           Access Voice Connection, and enter your mailboxs Main User Menu. 
2. Press one (1) to retrieve messages. 
You will then be given four more options. 
• Press (1) to retrieve New Messages 
• Press (2) to retrieve Old Messages 
• Press (3) to retrieve All Messages 
• Press (*) to return to previous menu 
Once you have selected an option, Voice Connection will announce the number of 
messages, old and new, which you have in your mailbox, and then it will begin to 
play them back, one at a time. 
During message playback, you may use your keypad to control the flow of the 
message, like this: 
• Press (1) to rewind one second 
• Press (4) to rewind five seconds 
• Press (7) to the start of the message 
• Press (3) to fast-forward one second 
• Press (6) to fast-forward five seconds 
• Press (9) to fast forward to the end of the message 
• Press (5) to pause 
• Press (*) or (#) to skip the message 
After each message is finished, you will hear the date and time followed by these 
options. 
• Press (1) to save the message 
• Press (2) to play the previous message  
• Press (3) to replay the message 
• Press (4) to erase the message 
• Press (5) to forward the message to another users mailbox 
• Press (*) to return to the previous menu 
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Recording and Sending Messages 
 
1. From the Main User Menu press two (2). 
2. Enter the mailbox number. 
3. Record the message at the tone. 
4. Press the pound (#) key when you are done. You will then be offered the 
following options: 
 
• Press (1) to review the message 
• Press (2) to send the message 
• Press (3) to re-record the message 
• Press (*) to return to the previous menu 
 
 
 
Changing Your Password 
 
Never use star (*) or pound (#) as part 
of your password.  If you do you will 
not be able to access your mailbox. 
If you have not already changed your password, do so now. The default password is 
pound (#), and although you may continue to use this password, we strongly 
recommend that you enter your own. Changing your password periodically is also a 
very good idea. The more often you change it, the more secure your mailbox. Your 
password should be four digits long, and should be numeric characters only.   
 
1. From the Main User Menu, press three (3). 
2. Enter your new password when prompted. 
3. Re-enter the same password as before, for verification. Note: If you do not 
enter the same number twice, your password will remain the same. 
4. Always remember that the pound (#) is the default password, and that if 
nothing has been done to the system yet, that will be your password when 
you first access your mailbox. 
 
 
 
Changing Your Greeting 
 
To re-record a greeting you must first 
delete the old greeting and then record 
a new greeting. 
This feature is used to record or change your outgoing greeting. Voice Connection 
supports up to three greetings, one active and two inactive.  You may change your 
active greeting at any time from any telephone. 
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1. From the Main User Menu, press four (4). 
2. You will be given the following options: 
• Press one (1) to Record a new greeting 
• Press two (2) to Delete a greeting 
• Press three (3) to Change the active greeting 
• Press * to return to the Main Menu 
 
To Record a New Greeting 
1. Enter the number of the greeting that you wish to record. Remember, if the 
greeting already exists, you will be prompted to delete the old greeting first. 
2. Record your greeting at the tone. 
3. Press the pound (#) when you are done. 
4. You will then be given the following options: 
• Press (1) to review the greeting 
• Press (2) to save the greeting. If you choose this, you will be given two 
more options: 
1. Press (1) to make the new greeting active. NOTE:  If you do not press (1), 
your greeting will not play. 
2. Press (2) to leave the old greeting active. 
3. Press (3) to re-record the greeting. 
4. Press (*) to return to the previous menu. 
To Delete a New Greeting 
1. Enter the number of the greeting that you wish to delete. 
2. The greeting will play, and then you will be prompted to confirm the 
deletion. To confirm, press (1).  If you do not want to delete this greeting, 
then press (*) to return to the previous menu. 
To Change the Active Greeting 
Only one of your three greetings can be played at a time. If you wish to make 
another greeting active, but dont wish to delete it, then you may simply change the 
greeting. This feature allows you to temporarily change your greeting, but without 
having to go through the work of deleting and then recreating it later. With this 
feature, changing your active greetings can be done in less than half a minute! 
 
1. Enter the number of the greeting that you wish to make active. 
2. Press the (*) button if you wish to return to the previous menu without 
changing your active greeting. 
 
 
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Restoring Erased Messages 
Accidentally delete the wrong message?  Decide that you wanted to keep a message 
just moments after youve erased it?  Voice Connection can automatically restore it 
with just the press of a key. Just press (6) while in the Main User Menu. 
 
Important: If you wish to restore an erased message, you MUST do it before exiting 
your mailbox.  Once you exit, you will no longer be able to restore erased messages. 
 
 
 
 
Managing Message Notification 
 
Voice Connection will call and let you know when you have messages either by 
lighting a message waiting light, calling an internal (office) telephone, an external 
telephone, or your personal pager.  
Note: For any external notification, whether an actual telephone line or a personal 
pager, you can enter up to 28 digits in the appropriate field. 
After pressing (7) from the Main User Menu, you will be given the following 
options: 
1. Press (1) to change message notification number 
2. Press (2) to deactivate message notification 
3. Press (3) to activate message notification 
If you select one (1), to change your notification number, you will be given the 
following options: 
1. To change your internal number, press (1) and then enter your internal 
telephone number (normally your extension number), plus the (#) key. 
2. To change your external notification number, press (2) and then enter your 
new external notification number, plus the (#) key.  This can be any number 
including long distance. 
3. To change your pager number, press (3) and then enter your pager number 
plus the (#) key.  When you are paged, your pager will display your 
mailbox number. 
Note:  Do not enter an access number, such as (9).  Voice Connection will take care 
of this for you. 
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Deactivating Message Notification 
Selecting this option will turn off your message notification. Just press (2). 
Activating Message Notification 
Selecting this option will turn on your message notification. Just press (3). You will 
be given three options: 
1. To turn on internal notification, press (1). 
2. To turn on external notification, press (2). 
3. To turn on pager notification, press (3). 
Retrieving Messages when notified 
If you do not retrieve your messages, Voice connection will continue trying to notify 
you. The number of times Voice Connection will try to notify you and the amount of 
time between notification attempts are both set by the system administrator. Once the 
messages have been retrieved, Voice Connection will remove you from the 
notification list, turn off your message-waiting lamp if enabled. 
If you using external notification and you answer your telephone when Voice 
Connection calls, you will be prompted to enter your password. After you have 
entered you password, you will be placed in the Main User Menu, and then you may 
retrieve your messages in the regular manner. 
 
 
 
Management of Distribution Lists 
 
With this feature you can record and send the same message to several mailboxes at 
one time.  This feature allows you to pass information along to members of your 
staff or others in your department with even greater ease and speed. Each user can 
have up to five distribution lists with 48 mailboxes per list. 
A broadcast message is a message distributed to every mailbox on the Voice 
Connection system and will automatically play when system users access their 
mailboxes. Because this is used primarily to distribute emergency or urgent 
information, this option is not usually available for every mailbox, but is assigned by 
your system administrator. If your mailbox is enabled for broadcast (something 
which must be done by your system administrator), you can send a message to every 
single user on the system just by choosing distribution list number 6 (see below).  
Note: Broadcast messages will continue to play until erased by the system 
administrator. 
 
 
 
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1. From the Main User Menu, press (8). 
2. Record the message you wish to distribute. 
3. Press the pound (#) key, and you will then be given three options: 
• Press one (1) to review the message. 
• Press two (2) to send the message. You will then need to enter the 
number of the distribution list (1-5, or 6 for broadcast). 
• Press three (3) to re-record the message. 
Recording Your Name 
Once your name is recorded, whenever anyone is transferred to your mailbox or 
extension, they will be prompted with Transferring to [your name].  
To record your name: 
1. From the Main User Menu, press (9). 
2. Record your name at the tone and press (#) when you are done. You will 
then be automatically returned to the Main User Menu. 
Deleting a Broadcast Message 
Your system administrator is the only person who can delete a broadcast message. 
The proper procedure for deleting a broadcast message is: 
1. Using the mouse, click the part of the toolbar that says Stats. 
2. From Stats, click on Mbx Message Status. 
3. Click once on the Broadcast Mailbox (the default broadcast mailbox is 
999). 
4. Click on the View button. 
5. Click on the message. 
6. Click on the Delete button. 
-OR- 
1.    Call the Voice Connection System. 
2. Press (*) twice. 
3. Enter the system password. 
4. Press (1) to edit system mailboxes. 
5. Enter the number of the Broadcast mailbox (the default broadcast mailbox 
is (999). 
5.    Retrieve and then delete the message. 
 
 
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SPECIAL INSTRUCTIONS FOR THE SPRINT PROTEGE 
 
The Sprint Protege telephone system provides the user with many unique integration 
features that will greatly simplify the use of Voice Connection. 
Accessing Your Mailbox 
To access your mailbox and record new greetings, change your password, record 
your name or use other features: 
1. Press your Voice Mail key. It should be unlit. 
2. Enter your password. 
3. Press the star (*) key. 
4. You may now select options from the Main User Menu. 
Retrieving Messages 
When new messages are present in your mailbox, your voice mail key will light. 
1. Press your lighted Voice Mail key. 
2. Enter your password. 
3. Your new messages will now be played. 
To Record and Send a Message to Another Mailbox 
1. Press your Voice Mail key. It should be unfit. 
2. Enter your password 
3. Enter the mailbox number that is to receive the message. 
4. Record your message. Press pound (#) when you have finished recording. 
To Record a Telephone Conversation 
If you wish to record your conversation with an outside party, press your unfit Voice 
Mail key. The Proteges system will then establish a conference call with the Voice 
Connection system. Voice Connection will play a beep tone and begin recording the 
conversation into your mailbox. 
When the conversation is complete, you may then access your mailbox and retrieve 
the recording of the conversation. 
Note: Only attempt to record conversations after they have been established. 
Pressing any key during recording will terminate the recording. Long periods of 
silence will also terminate the recording. 
 
 
 
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