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NEC Xen Voice Mail Cover 18/7/2003 4:42 PM Page 1
DIGITAL VOICEMAIL USER GUIDE
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NEC Xen Voice Mail Cover 18/7/2003 4:42 PM Page 2 Digital Voicemail User Guide Name Extension Number Personal ID To reach Xen Mail: From Inside, dial From Outside, dial System Manager Extension Number To simplify recording, write down your greeting here: Sample: “Hi, this is____________. I’m away from my phone now, but I will check my mailbox regularly. Leave me a message, and I‘ll return your call as soon as possible, Thanks”.R Remember, dial 1 for YES, 2 for NO
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 1 Table of Contents General Information Pages 2 - 3 Getting Started Pages 4 - 5 Call Forward Settings Calling Your Voice Mailbox Pages 6 - 7 Checking Messages Leaving Messages Pages 8 - 9 Reviewing Messages Pages 11 Changing Your Setup Options Pages 13 - 15 Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record Pages 16 - 17 Programming Live Record Function Keys Page 18 Live Monitoring Page 19 - 20 Xen Mail Softkeys &
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 2 General Information Introduction Welcome to the NEC Xen Mail and Xen Mail Lite digital voicemail! As both the Xen Mail and Xen Mail Lite have common features, this guide will only make reference to the Xen Mail. This guide describes the system’s features and details the steps you need to take to make Xen Mail a working partner in your day-to-day business. Throughout this guide, you will find numerous tips and shortcuts designed to help you get the
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 3 Voicemail Message Indication Whenever there are new messages in your Voice Mailbox, an indication will be provided at your telephone: Digital Display Telephone: Display = Xen Mail extension number and number of new messages Digital Telephone: Large LED = Slow flashing red Single Line Telephone: MW Lamp = Steady red You may also instruct Xen Mail to call you at your home, mobile phone or pager. Advance Dialling At any time, you can “dial ahead” by e
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 4 Getting Started When you call the Xen Mail system for the first time, you will be asked to personalise your mailbox. Doing this will open your mailbox and make it ready to use. Entering Your Mailbox Press Message OR Lift handset and Dial Xen Mail. Dial your personal ID, if necessary (typically 9+ your extension number). Follow prompts to accomplish the following steps. Dial 1 for YES or 2 for NO to confirm each entry. Record Your Name Record your f
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 5 Enter a Security Code of 3 to 10 digits via your telephone dialpad. Dial to complete code entry. * Re-enter your security code, as prompted, for confirmation. Dial to complete code entry. * Opening Your Mailbox Dial 1 to confirm your personalised settings and open your mailbox for use, otherwise dial 2. Note: Your personalised settings can be changed at any time through Setup Options. Set Up Tips • Keep your greetings current. Change them as often a
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 6 Call Forward Setting Call Forward Busy/No Answer (CF B/NA) The most frequent method of utilising voicemail is to have calls forwarded to your Voice Mailbox when you are busy on another call or are away from your phone. To forward your telephone: Set Lift handset: hear ICM dial tone. Dial the Call Forward Busy/No Answer set code 43. Dial Xen Mail. Replace handset. Cancel Lift handset: hear ICM dial tone. Dial the Call Forward Busy/No Answer cancel co
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 7 Calling Your Voice Mailbox Use this simple procedure every time you wish to access your voice mailbox, or press the Softkeys as shown in the section entitled Xen Mail Softkeys & Definitions. Press Message OR Lift handset and Dial Xen Mail, wait for answer. When calling from your telephone: Dial your security code, if prompted. Note: When not using a Dterm Series i telephone, the Xen Mail extension number may be assigned to a one touch key or feature
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 8 Checking Messages Quick Key 4 Call your voice mailbox for new messages when you receive a voicemail message indication. Alternatively, you can press the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions. Dial 1 for YES when asked, “You have ___ new messages. Would you like to hear them?” Messages marked “Urgent” are played first. Messages from outside callers are played in the order received. Messages from other Xen Mail users a
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 9 Leaving Messages Quick Key 5 Send messages to other Xen Mail users directly from your voice mailbox. Alternatively, you can press the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions. Dial 1 for YES when asked, “Would you like to leave any messages?” Dial the first 3 letters of the last name of the person or the group you want to send a message to OR dial and the voice mailbox number. ## Dial 1 to confirm, otherwise dial 2. Re
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 10 Messaging Tips • If you are unsure of the spelling of the first 3 letters of the person’s last name, use a “Wildcard Key”, typically 1 or 0, in place of one or more letters. This “Wildcard” matches any letter. • While recording a message, dial # to erase your message and begin again. • Always try to leave a concise and structured message. Include the purpose of your call, the information required, or any information needed to get an answer - no
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 11 Reviewing Messages Quick Key 6 Messages you’ve already listened to (old messages) can be reviewed for a short while (typically until midnight), be redirected to another voice mailbox or archived for a longer time. Review Dial 1 for YES when prompted “You have ___ messages to review, would you like to check them?” Dial 1 for YES or 2 for NO to review messages. Listen to old messages followed by day and time recorded. Redirect (Copy to another mailb
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 12 Keeping Your Voice Mailbox Current Review and revise your setup options on a regular basis. Greetings • You can review the greetings you have recorded for the internal and outside callers. Greetings can be re-recorded at any time. • An alternative greeting can be recorded and selected to accommodate special situations such as when you are out of the office. Message Groups • You can create your own message groups. When you send a message to a group
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 13 Changing Your Setup Options Quick Key 7 You may personalise your voice mailbox to accommodate your current schedule or plans by changing your setup options. Alternatively, you can press the Softkeys as shown in the section titled Xen Mail Softkeys & Definitions. Dial 1 for YES, when asked “Would you like to access Setup Options?” Follow prompts to change the desired setup options. “Would you like to change your Greetings?” Dial 1 for YES to change
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 14 “Would you like to change your Transfer and Delivery Options?” Dial 1 for YES to change your Transfer or Delivery Options. Call Transfer Setting Dial 1 to change your Call Transfer setting, otherwise dial 2 to advance to Message Delivery Options. Dial 1 to turn Call Transfer on and leave it on, otherwise dial 2 to advance to Message Delivery Options. Listen to the phone number your calls are currently being transferred to. Dial 1 and enter a new p
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 15 Message Delivery Options Dial 1 for YES or 2 for NO to set message delivery to your work phone, home phone, mobile phone or pager. Enter and confirm the telephone number. Enter and confirm the message delivery schedule (time and days). Work phone _______ from _______ to _______ On: S M T W T F S Home phone _______ from _______ to _______ On: S M T W T F S Mobile phone _______ from _______ to _______ On: S M T W T F S Pager _______ from _______ to
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 16 Quick Transfer to Voicemail When transferring a call to a user who is away from their phone, busy or declines a voice announcement, the Quick Transfer to Voicemail feature simplifies and speeds message taking. You can easily redirect the call to the Xen Mail user’s voice mailbox, where they will hear the personal greeting and be prompted to leave a message. With an outside call in progress: Press Transfer. Dial station number or press programmed DS
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 17 A tone burst may be provided and the RECORD key will light red to indicate that recording is in progress. Display telephones will indicate recording functions. Dial the voice mailbox number to which the recording should be addressed. Replace the handset to terminate the call. The recording will be sent to the appropriate voice mailbox. Note 1: The voice mailbox number may be dialled at any time during the conversation before the recording party r
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NEC Xen VoiceMail 18/7/2003 4:27 PM Page 18 Programming Live Record Function Keys Feature Access Keys Press Feature. Press Redial. Press Feature Access Key to be programmed. Dial 2. Dial Function Code (see below). Press Feature. One Touch Keys Press Feature. Press Redial. Press One Touch Key to be programmed. Dial 2. Dial Function Code (see below). Press Feature. Note: Refer to the Xen IPK digital telephone user guide for additional information on programming feature access keys and one touch
