Voice Mail User Guide
Table of Contents
1 INTRODUCTION.................................................................................................................................. 1-1
CAPABILITIES........................................................................................................................................... 1-1
DOCUMENT OVERVIEW............................................................................................................................ 1-2
DOCUMENT CONVENTIONS ...................................................................................................................... 1-3
APPLICABLE DOCUMENTS........................................................................................................................ 1-3
2 LEARNING THE SYSTEM.................................................................................................................. 2-1
THE * KEY ............................................................................................................................................. 2-1
THE # KEY ............................................................................................................................................. 2-1
INTERRUPTING THE PROMPTS - DIAL AHEAD FUNCTION.......................................................................... 2-2
HOW TO USE THIS GUIDE ......................................................................................................................... 2-2
3 GETTING STARTED............................................................................................................................ 3-1
ACCESSING YOUR MAILBOX.................................................................................................................... 3-1
DISCONNECTING FROM THE SYSTEM........................................................................................................ 3-1
4 BASIC OPERATIONS .......................................................................................................................... 4-1
REVIEWING YOUR MESSAGES.................................................................................................................. 4-1
PLAYBACK CONTROLS ............................................................................................................................. 4-2
OPTIONS WHILE REVIEWING .................................................................................................................... 4-2
SKIP A MESSAGE...................................................................................................................................... 4-3
CANCEL PLAY OF MESSAGES................................................................................................................... 4-3
REPLAY A MESSAGE ................................................................................................................................ 4-3
SAVE A MESSAGE .................................................................................................................................... 4-3
DELETE A MESSAGE................................................................................................................................. 4-3
REPLY TO A MESSAGE.............................................................................................................................. 4-4
SEND A CALL DIRECTLY TO VOICE MAIL ................................................................................................ 4-4
5 MESSAGE INFORMATION................................................................................................................ 5-1
SEND A COPY TO SOMEONE ELSE............................................................................................................. 5-1
SENDING A MESSAGE............................................................................................................................... 5-2
To send a message: ............................................................................................................................. 5-2
6 ADDITIONAL OPERATIONS............................................................................................................. 6-1
CHANGING YOUR MAILBOX GREETING ................................................................................................... 6-1
WHAT IS A GOOD MAILBOX GREETING?.................................................................................................. 6-1
REVIEWING YOUR GREETING................................................................................................................... 6-2
DELETING YOUR GREETING..................................................................................................................... 6-2
RECORDING YOUR NAME......................................................................................................................... 6-3
TEMPORARY GREETING ........................................................................................................................... 6-3
REVIEW YOUR TEMPORARY GREETING ................................................................................................... 6-4
DELETE YOUR TEMPORARY GREETING.................................................................................................... 6-4
7 PASSWORDS ......................................................................................................................................... 7-1
OUTCALL NOTIFICATION ......................................................................................................................... 7-1
TURN OUTCALL ON/OFF.......................................................................................................................... 7-2
Flash Voice Mail Mailbox Owner’s Guide
Table of Contents
List of Tables
Table 1. Document Conventions ............................................................................................ 1‐3
Flash Voice Mail Mailbox Owner’s Guide
LIST OF FIGURES
1 Introduction
The Xplus100 Voice Flash Voice Mail is a powerful, compact voice processing system
that uses state‐of‐the‐art Digital Signal Processing hardware and software, interfaced
with the Xplus100 compact communications platform.
All voice processing uses digital voice processing chips for the utmost in voice clarity
and reliability.
This compact, high‐performance, solid‐state voice processing system has been
designed to provide today’s business with a feature‐rich system enabling small
companies to project the image of a much larger company. Since a large majority of
all telephone transactions require only one‐way communications, the voice mail
function contributes to streamlining business communications.
The purpose of this manual is to provide instructions for programming using the
System Administrator’s Mailbox.
Programming is performed through either a series of easy‐to‐follow menus accessed
from HyperTerminal on a PC or by the System Administrator’s Mailbox. Refer to the
Xplus100 Flash Voice Mail Installation Manual for instructions on the programming
performed on a PC.
Capabilities
The basic system includes the ability to:
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Send messages in telephone answering and voice mail mode.
Send copies of messages.
Send messages to multiple destinations.
Obtain a summary count of messages waiting for review.
Delete, reply, save, or skip a message.
Receive message information indicating the date, time, and sender information,
if available.
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Change recorded name, personal greeting, and password.
Flash Voice Mailbox User Guide 1-1
In addition, the system provides:
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Playback controls when sending or reviewing messages.
A temporary greeting.
In order to simplify message storage, two queues are used. The new message queue
stores all messages which have not been reviewed by the subscriber. The saved
message queue is used to store already reviewed messages for future action.
As messages are recorded, they need to be stored in such a way that they can be
retrieved efficiently. The system stores messages in mailboxes.
Users, or subscribers, are assigned mailbox numbers for
their private use. Each mailbox is protected by a user‐defined password. Thus,
subscribers are the only ones who can retrieve messages left in their mailboxes.
More than one person can use the system at the same time. Each port allows one
user access to the system. A port is a path to the system. For example, up to eight
users could be recording or reviewing messages at the same time with an eight‐port
system. Since not all users would be accessing the system at the same time, many
users can be supported. User commands are just one digit long. They do not have to
be memorized since the system is constantly prompting users about what to do.
By using a Touch Tone® phone, you can receive or send messages from any location
through your voice mailbox. If you are busy in your office or away on a business
trip, customers, vendors, or other employees can leave you detailed messages in
your voice mailbox. Since the mailbox is password‐protected, these messages are
completely confidential.
Document Overview
This document is is arranged in the following sections:
Chapter 1: Introduction‐ this chapter describes the overall capabilities of the system
including System Capabilities, Basic Operation, and an overview of this document.
Chapter 2: Learning the System – this chapter provides descriptions of the use of the
*key, the #key, interrupting prompts and how to use this guide.
Chapter 3: Getting Started – this chapter provides instructions on how to access
mailboxes and disconnecting from the system.
Chapter 4: Basic Operations –this chapter provides instructions on how to review
messages and options after reviewing, playback options, skipping messages,
replaying messages, saving and deleting messages and replying to messages.
1-2 Flash Voice Mailbox User Guide
Chapter 5: Message Information ‐ this chapter describes how to listen to message
information such as time and date of delivery and sending copies to others in the
voicemail system.
Chapter 6: Additional Operations ‐ this chapter provides instructions on how to
change your mailbox greeting, review your greeting, delete your greeting, record
your name, and how to record, review and delete a temporary greeting.
Document Conventions
This manual uses several conventions to convey information more clearly to the
reader. It is recommended that the conventions shown below in Table 1 be reviewed
and understood before continuing.
Table 1. Document
Conventions
Convention
Normal
Purpose
Used for body text throughout the manual.
Used in describing actual voice prompts.
Use for menu items, form names or items.
Normal, italic
Bold, italic type
Normal, bold
Used to indicate keystrokes, filenames, device
names, etc.
Press
Enter
Means to press a specific key. (e.g. press ESC
means to press and release the Escape key once.)
Means to type the specified information and
then press ENTER (e.g. enter TEST.TXT means
type TEST.TXT on the keyboard and press
ENTER.)
NOTE
Indicates an informational note associated with
a procedure, action or item.
Keystroke Keys (i.e. 1, 9e)
Indicates a keystroke from a keyboard.
Applicable Documents
The following documents should be available.
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Xplus100 Flash Voice Mail Installation Manual
Flash Voice Mailbox User Guide 1-3
Notes:
2 Learning the System
The best way to learn how to use the system is to experiment. No actions that you
take can damage the system. It is recommended that you learn the operation of the
system by sending messages to yourself. Access the personal options and change
them. Changes are not permanent except when deleting a message.
The system is programmed to respond when any of the twelve telephone keys are
pressed. If no key is pressed in response to a prompt. The system repeats the caller’s
options. If there is still no response, the system automatically transfers a caller not
within the voicemail system to an attendant or politely disconnects 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.
The *Key
Press *whenever you want to cancel what you are doing.
Pressing *allows you to skip personal greetings and introductory prompts. It gets
you directly to the recording tone.
While listening to a prompt, press *to ʺback upʺ to the previous menu. At the Main
Menu, press *to disconnect.
The #Key
Press #whenever you want to complete a step, or send a message.
Press #twice to skip a message.
#can also be used to denote the end of a variable length number like a password.
This keeps the system from having to wait to determine if you are finished entering
digits.
Flash Voice Mailbox User Guide 2-1
Interrupting the Prompts - Dial Ahead Function
You can interrupt most prompts if you know what you want to do. You can even
enter several commands at once.
How to Use this Guide
This guide gives you easy‐to‐follow instructions on how to get the most from the
features of the system. It is divided into several sections. To start using the system
quickly, read through Chapter 3‐Getting Started and Chapter 4‐Basic Operation.
After you have practiced using the system for a short while, read the remainder of
this guide to learn the other features and capabilities of the system.
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3 Getting Started
Accessing Your Mailbox
Call the Voice Mail system by pressing your dedicated Voice Mail key on your phone
or dial the Voice Mail system hunt group number: 453. The hunt group number is a
number assigned by your administrator in system configuration so that users can
dial directly into the voicemail system and access the features. You will
automatically be routed to your own mailbox.
To access your voice mailbox from another extension or from outside the office, call
the office number, when you hear the system greeting, press #plus your mailbox
number. You will be sent directly to your voice mailbox.
When prompted, enter your password. The system will then tell you how many new
and how many saved messages you have in your mailbox. The mailbox Main Menu
is then played.
Disconnecting from the System
When you have finished using the system, press *until the system says, ʺHanging
up now. Goodbye.ʺ
If after pressing 1you attempt to disconnect while there are new messages in your
mailbox, the system plays a message, “The mailbox is not empty.ʺ You are then
returned to the mailbox Main Menu. Press 1 if you wish to listen to the new
message. Press **to hang up.
Flash Voice Mailbox User Guide 3-1
Notes:
4 Basic Operations
Reviewing Your Messages
Messages in your mailbox come from two places: other subscribers or non‐
subscribers who will leave voice messages while you are on the telephone or
unavailable. 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 ʺskipped”.
To review the messages in your mailbox:
At the main menu, press 1. The system plays your messages. After each message is
reviewed, the system asks what you want to do with the message. The available
options are:
1
2
3
Replay
Repeats the entire message.
Save
Keeps the message in your mailbox for future reference.
Delete
Allows you to discard the message and also requires that
you confirm the deletion by pressing the # key.
4
5
6
Reply
Allows you to record a reply to a message sent from another
subscriber’s mailbox with a single keystroke
Message
Plays the time and date that the message was sent, and
where the message originated from.
Information
Send a Copy
Allows you to forward a copy of the message to another
subscriber. When you send a copy, you have the option to
send the copy with or without introductory comments.
Flash Voice Mailbox User Guide 4-1
You may cancel message review at any time by pressing *. Any message not
completely reviewed and either saved or deleted remains in the new message queue.
If a subscriber forgets to press *to cancel review and just hangs up, all partially
reviewed and unheard messages also remain in the new message queue.
Playback Controls
As you become more experienced, you will want to control the playback of the
messages you’ve received. The system playback controls are designed to provide
you with exactly that flexibility. For example, with playback controls, you can scan
through a long message to find a phone number without reviewing the entire
message. After dialing 1to review a message, you can press:
1
Rewind to the beginning of the message.
7
Rewind 5 seconds.
8
Pause and restart the message.
9
Fast Forward 5 seconds.
#
Skip to the next message.
Options while Reviewing
In addition to the playback controls, you can press any of the reviewing option keys
while the message is playing. For example, you donʹt have to review the entire
message before deciding you want message information or to delete the message etc.
2
Save the message in your mailbox for future reference.
3
Delete the message and confirm deletion by pressing #.
4
Reply to the message.
5
Message information.
6
Send a copy.
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Skip a Message
You may skip to the next message while listening to any message by pressing #.
Cancel Play of Messages
You may cancel message review by pressing *. Any message not completely
reviewed remains in the new message queue. If a subscriber forgets to press *to
cancel review and just hangs up, all partially reviewed messages also remain in the
new message queue.
Replay a Message
At the end of a message (when the system prompts with the ʺAfter Reviewingʺ menu)
you can replay that message in its entirety.
1Reviewing → End of Message → 1 → Message Replays
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.
1Reviewing → 2 → Message is saved
Delete a Message
If the message does not require action, it should be deleted. Deleting messages
Flash Voice Mailbox User Guide 4-3
keeps the mailbox clear and reduces the need for system storage capacity.
1Reviewing → 3 → Delete → #→ Confirm Deletion Request
Once a message has been deleted, it cannot be retrieved.
Reply to a Message
A user can reply to a message sent from another subscriber’s mailbox by dialing one
key. Therefore, subscribers should enter their own mailbox to record a message
before sending so that recipients may conveniently reply.
1 → 4Reply → Record Reply # → Message Acceptable # → To send the
reply #
Send a Call Directly to Voice Mail
A user can send a call directly to another mailbox as follows:
Transfer →
Voice Mail Button →
Dial extension or Hang Up
DSS Key →
t
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5 Message Information
Sometimes a subscriber wants to know details about a message such as who sent it
and the time and date it was delivered. This information is called Message
Information. The message information can be heard at any time while listening to the
message by pressing 5.
1Review → 5 → Listen to Message Information
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 first time it was
saved. This time and date stamp allows the subscriber 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.
Send a Copy to Someone Else
You may wish to send a copy of a message to another subscriber. In this situation,
you may record introductory remarks and send the remarks plus a copy of the
message to another subscriber or just send the message. Copies can be sent to one or
more subscribers.
You can send copies of messages that are received in either the voice mail mode or
telephone answering mode.
1 Listen to → 6 → 1Send With
→ Record
Comments #
2Send Without → Enter the
Comments Destination #
→ Enter the
Destination #
To
Comments
Message
Flash Voice Mailbox User Guide 5-1
Sending a Message
2Record → #
→
Message
Acceptable #
→ Enter
Destination
→ Send the
Message
Message #
1
2
3
*
Review Message
Re-record Message
Append to Message
Cancel Message
Mailbox
* Cancel
To send a message:
1. Press 2at the Main Menu to Send a Message. The system prompts you to begin
recording your message.
2. Record the message.
3. Press #to end the message. The system prompts you to send the message if it is
acceptable after giving you a chance to:
1
Listen to the message you have just recorded.
2
To re‐record the message.
3
Append to the recording.
*
Delete the message and begin again.
4. When the message is acceptable, press #.
5. Enter the destination. The destination is the mailbox number of the person who
is to receive the message. Messages may be sent to any of these 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 destination, press the * key and enter a new
destination number.
6. Press *if there are no more destinations, or continue from step 5.
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6 Additional Operations
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. To change
your mailbox greeting, temporary greeting or recorded name, simply enter personal
options from the mailbox menu by pressing 3and select 1for Greetings.
The system administrator can limit the length of a greeting.
If a mailbox greeting has not yet been recorded, the system uses the mailbox number
as the greeting: i.e. “Mailbox 101”
What is a Good Mailbox Greeting?
A good mailbox greeting encourages callers to leave detailed messages (not just
name and phone number) and provides additional information that might be
needed. It should present the kind of professional image that is appropriate for your
particular organization. You may wish to include an instruction to dial 0 to reach
an operator. For example, ʺHello, this is Jerry Smith. I am sorry I am not able to receive
your call, but if you leave a detailed message along with your name and number, I will be
prepared to help you when I call you back. If you must talk to someone immediately, please
press zero and someone will help you.ʺ
To change your mailbox greeting:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greetings.
3. Press 2for Record.
Flash Voice Mailbox User Guide 6-1
4. Press 2for Mailbox Greeting.
5. Record your greeting, and then press #.
Reviewing Your Greeting
You may use Personal Options to review your recorded greeting.
To review your mailbox greeting:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greetings.
3. Press 1for Review.
4. Press 2for Mailbox Greeting.
Deleting Your Greeting
The standard system greeting (recorded name) may be chosen at any time by
deleting your recorded greeting without recording a new one.
To delete your mailbox greeting:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greetings.
3. Press 3for Delete.
4. Press 2for Mailbox Greeting.
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Recording Your Name
You should record your name the first time you use your mailbox. The recording of
the name will be used: (1) to verify destinations, or (2) as part of a system‐generated
personal greeting. You may change the way your name is recorded at any time.
To record your name:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greeting.
3. Press 2for Record.
4. Press 1for Name.
5. Record your name, and then press #.
Temporary Greeting
As customers and subscribers begin to appreciate the speed of information flow with
voice mail, it is important to warn them when it may take longer then usual for you
to respond to their messages. The temporary greeting allows you to give them this
special notice. The temporary greeting plays in place of the mailbox greeting when
calls are answered in the telephone answering mode. The greeting should emphasize
that you will not be checking in for messages frequently. It might be used to direct
callers to someone who could help them by either asking them to press a particular
extension number or press 0 to reach an operator.
To record a temporary greeting:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greetings, and then press 2for Record.
3. Press 3for Temporary Greeting.
4. Record the greeting, and then press #.
Flash Voice Mailbox User Guide 6-3
Review Your Temporary Greeting
To review your temporary greeting:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greetings, and then press 1for Review.
3. Press 3for Temporary Greeting.
Delete Your Temporary Greeting
To delete your temporary greeting:
1. Press 3at the Main Menu for Personal Options.
2. Press 1for Greeting, and then press 3for Delete.
3. Press 3for Temporary Greeting.
6-4 Flash Voice Mailbox User Guide
7 Passwords
There is one password that is associated with each subscriber mailbox. Each
password is four digits long. Zero should not be used as the first digit. A temporary
password is given to each subscriber and is used to enter the system for the very first
time. It should not be used again.
Your password should represent numbers that are easy for you to remember yet not
easily guessed by other people. You are strongly discouraged from using birthdays,
employee numbers, parts of social security numbers, etc., since these numbers could
be readily guessed by others. You are encouraged to change your password
frequently.
To change your password, use the Personal Options menu:
1. Press 3from the Main Menu.
2. Press 2for Passwords.
3. Enter the password you have decided on.
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.
Flash Voice Mailbox User Guide 7-1
Turn 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 is on,
this procedure turns it off. If outcall notification is off, this procedure turns it on.
To Turn Outdial ON or OFF:
1. Press 3from the Main Menu for Personal Options.
2. Press 3for Outcall Notification, and then press 1.
7-2 Flash Voice Mailbox User Guide
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