VoiceTrak Avm6 Voice Mail User Guide

							 
VoiceTrak AVM6 
 
Voice Mail 
 
User Guide 
 
 
 
 
 
 
 
 
 
      
						

							 
Table of Contents 
 
Introduction........................................................................\
................1 
Getting Started........................................................................\
...........2 
Configuring Your Mailbox for the First Time...................................2 
Recording Your Name.......................................................................5 
Changing Your Greeting....................................................................5 
To Record a New Greeting............................................................5 
To Delete a New Greeting.............................................................5 
To Change the Active Greeting.....................................................6 
Accessing Your Mailbox...................................................................7 
Main User Menu......................................................8 
Recording and Sending Messages...................................................10 
Restoring Erased Messages..........................................................10 
Managing Message Notification..................................................10 
Deactivating Message Notification..............................................11 
Activating Message Notification.................................................11 
Retrieving Messages when notified.............................................11 
Management of Distribution Lists...................................................12 
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							VoiceTrak AVM6 
User Guide 
Introduction 
Welcome to VoiceTrak AVM6 (AVM6). Your new voice mail system has been designed to provide you with the latest 
features in call-processing technology in an easy-to-use format.  AVM6 offers you enhanced connectivity in your business.  
The ability to easily tailor your mailbox for your own needs. Including convenience in retrieving your messages, and most of 
all, security and peace of mind that all of your messages are getting to you, no matter where in the world you are, and all 
with a minimum of effort. AVM6 has many user-friendly features, including: 
1. Access to your messages from anywhere in the world 
2. The ability to personalize your mailbox with up to three different greetings 
3. The convenience of message notification 
4. Easy-to-follow, menu-prompted message management 
5. Message forwarding to other users on the system 
6. The ability to edit messages 
7. An easy-to-use directory, listing users by either their first or last names 
8. The security of being able to choose and change your own personal password 
9. Message distribution, allowing you to send a message to virtually any number of other system users, without having 
to record it more than once. 
10. A date and time stamp for each message 
 
Plus many additional features, all of which were specifically designed to make things simpler and more hassle-free for you, 
the user. 
 
AVM6 User Guide 
						

							Getting Started 
As a user on the AVM6 system, you have been assigned a mailbox number by your system administrator; the system 
administrator is the person to contact if you have any questions about the operation of your system. 
 
Access to AVM6 is simple: from inside the office, simply dial the extension number, which has been assigned for AVM6; 
when outside the office, simply dial in on a regular seven-digit telephone number. Once you have reached AVM6, just 
follow the instructions in the Accessing Your Mailbox section of this manual. There is certain information you will need to 
access your messages, and in the interest of safekeeping, we recommend you write it below, and keep this manual in a safe 
place. Please note that the default password for your mailbox is pound (#). 
 
1. The Internal telephone number for AVM6 is ___________. 
2. The External telephone number for AVM6 is __________. 
3. My Mailbox number is ____________. 
4. My Password is ______________. 
5. The System Administrator is ______________  
at extension _________. 
 
When you access your mailbox for the first time, you will want to do the following: 
1. Record a new personal greeting. 
2. Enter your own password. 
3. Record your name for the user directory. 
Once you have done these three things, your mailbox will be up and ready to go. 
 
 
Configuring Your Mailbox for the First Time 
Below are instructions that will make it easy for you to set your mailbox up for the first time.  Follow everything closely and 
you wont have any problems at all. The first thing you should do after accessing your mailbox is set your password; after 
that, you should record your greeting, and then record your name. Remember, if at any time you wish to back up to the 
previous menu, all you have to do is press the star (*) key. If at any time you wish to exit, pressing three stars in a row (***) 
will allow you to exit from AVM6. It is recommended that you read these instructions once through in their entirety before 
commencing. If you have any difficulties, please contact your system administrator. 
 
1. Dial the number assigned to AVM6. If you are inside the office this will typically be an extension number; from 
outside the office, you will be dialing a regular seven-digit telephone number to connect to AVM6. 
Note:  If no private outside number has been assigned to AVM6, you may call the main office number and have the attendant 
transfer you into the AVM6 system. 
2. When AVM6 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. 
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							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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							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. 
 
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. 
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							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. 
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. AVM6 supports up to three 
greetings, one active and two inactive.  You may 
change your active greeting at any time from any 
telephone. 
1. From the Main User Menu, press four (4). 
2. You will be given the following options: 
a. Press one (1) to Record a new greeting 
b. Press two (2) to Delete a greeting 
c. Press three (3) to Change the active greeting 
d. 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. 
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							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! 
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							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 AVM6 number. 
2. Once AVM6 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. 
4. 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 
 
Previous Menu 
Notification Record Name 
Restore Messages Change Greeting 
Retrieve Messages Change Password 
Distribution Lists 
Send Message 
# 
9 
6 
3 
5 
8 
0 
1 
4 
7 
* 
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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 AVM6 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? AVM6 can handle that, too, because it comes equipped with the capability to quickly 
and, most importantly, easily restore messages that have been erased. 
AVM6 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. 
Retrieving Message 
1. Access AVM6, 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, AVM6 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 
 
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