AT&T Classic Mail Voice Messaging System Dokumentacja

AT&TPARTNER MAIL VS™Voice Messaging SystemRelease 3Installation and Programming

Important Safety InstructionsWARNING:The following list provides basic safety precautions that should alwaysbe followed when using the system:1.2.3.4.

Line CoverageThis feature lets callers who call in on a covered line leave messages in themailbox of a specific subscriber. Line coverage typically is

VMS Line CoverageIf you specify VMS Line Coverage for any system lines, you must assign anowner to the covered lines to prevent the system from transf

Scanning Line OwnershipTo review the current owners of outside lines:1.2.3.4.5.6.Access the Programming Main Menu:a. Press [ Intercom ] [7] [7] [7] or

Assigning Line OwnershipUpdate Form 6 for the voice messaging system to show the line number thatrequires coverage and the line owner’s extension numb

Modifying Line OwnershipUpdate Form 6 for the voice messaging system to show modifications to lineownership; then use the updated form while performin

Deleting Line OwnershipUpdate Form 6 for the voice messaging system to show the ownershipassignments you want to delete; then use the updated form whi

Group Call DistributionUse this procedure to modify the assignment of outside lines for VMS LineCoverage.Update Form A, Page 1 of 2, Line Coverage of

5.At the Data: prompt, enter the number of the extension in the VMS-MAILcolumn.6.To program another line, press [ Next Item ] or [ Prev Item ] until t

Do Not DisturbUsed in conjunction with either automatic or manual extension coverage, thisbutton lets subscribers send callers immediately to their vo

Voice Mail MessagesThis intercom Auto Dial button allows the subscriber to access the voicemessaging system with one touch of a button.To program a Vo

Overview1The PARTNER MAIL VS Voice Messaging System is designed to work with thecommunications system to automate the call handling needs of the busin

Troubleshooting6When You Need HelpIf you have a problem with your system, you may be able to solve it yourself byfollowing the appropriate troubleshoo

Automated Attendant ServiceOutside Callers Hear Ringing,but System Does Not AnswerPossible Cause 1: This is normal when the PARTNER MAIL VS extensions

System Does Not Answer ImmediatelyPossible Cause 1: Automated Attendant Service is programmed for Delayed call handling.What to do: If you do not want

Possible Cause 2: A valid destination was not entered by the caller.What to do: Make sure a valid destination was entered. Check the Programming and U

Call Answer ServiceCall Answer Service Takes Too Long toAnswer CallsPossible Cause: Calls ring four times at a subscriber’s extension to give the subs

Voice Mail ServiceSubscriber Unable to Log In to Voice MailPossible Cause 1: A subscriber entered the number of a mailbox that does not exist.What to

Subscribers Hear Busy Signal When Calling Into Voice MailPossible Cause 1: This is normal when the PARTNER MAIL VS extensions are busy.What to do: The

LanguageCannot Switch Between Primary andSecondary LanguagesPossible Cause: The system is set for Monolingual Mode.What to do: Refer to “Modifying the

SpecificationsACapacitiesMailboxes Mail Capacity: Ext. 10, 30 minutes (120 messages); subscriber, 10 minutes (40 messages) Message Length: 1 second

Environmental Mount on a wall at least 2 feet (0.6 meters) from the floor (wall mounting required)Requirements— Locate within 5 feet (1.5 meters) of

Tutor FeatureTutor is an “on-line help” feature that allows users to easily access and listen toinformation about commonly-used communications system

FCC InformationBFederal Communications Commission(FCC) Interference InformationThis equipment has been tested and found to comply with the limits for

Notification to the Telephone Companies: Before connecting thisequipment, you or your equipment supplier must notify your localtelephone company’s

IC Notification andRepair InformationThe Industry Canada (IC) label identifies certified equipment. This certificationmeans that the equipment meets c

Renseignements sur la notification du ministéredes Communications du Canada et laréparationL’étiquette du ministére des Communications du Canada ident

Warranty InformationCRepair InformationOutside the continental U.S., contact your AT&T Representative or localAuthorized Dealer for warranty and r

Post-warranty RepairsAT&TIf you purchased your system from AT&T and you have a post-warranty servicecontract, AT&T service is provided und

Unless otherwise expressly agreed to in a written agreement signed by AT&T,AT&T will not be responsible under this limited warranty for damage

Planning FormsDThis appendix contains the voice messaging system forms. We suggest you fillin a photocopy of the form you need, leaving the blank orig

Form 1: LanguageLanguage Mode:❑ Monolingual ✓❑ Bilingual Monolingual Mode-System Language:❑ U.S. English ✓ ❑ U.K. English❑ Latin American Spanish❑ Can

Form 2: Mailbox AssignmentsMailboxSubscriber NameMailboxLanguage10 ✓ (20 ✓ )(11 ✓ )(12 ✓ )(13 ✓ )(14 ✓ )(1 5 ✓ )(16 ✓ )(17 ✓ )(18 ✓ )(19 ✓ )General In

Voice Messaging ServicesThe voice messaging system provides three types of service: Automated Attendant Service. Answers outside calls and transfers

Form 3: Menu DefinitionRequired for Automated Attendant ServiceDescriptionSelectorCode12345678Range of Extensionsfor Direct ExtensionTransfer(10-19 ✓

Form 4: Day Menu Prompt—System Language orPrimary LanguageRequired if VMS Hunt Schedule is set to Day Only or AlwaysGeneral InformationCompleting thi

Form 4A: Day Menu Prompt—Secondary LanguageRequired for Bilingual Mode only if VMS Hunt Schedule is set to Day Only or AlwaysGeneral InformationComple

Form 5: Night Menu Prompt—System Language orPrimary LanguageRequired if VMS Hunt Schedule is set to Night Only or AlwaysGeneral Information The Ni

Form 5A: Night Menu Prompt—Secondary LanguageRequired for Bilingual Mode only if VMS Hunt Schedule is set to Night Only or AlwaysGeneral Information

Form 6: Line OwnershipRequired if VMS Line Coverage exists for one or more linesLine #Telephone NumberLine Owner (Subscriber Name)MailboxGeneral Infor

Case StudiesEPurposeThis appendix contains two case studies based on actual customerrequirements. Each case study defines the call handling requiremen

Case Study #1About the CustomerTennis Land is a sports center with six tennis courts located in Sparta, NewJersey, U.S.A. Customers can rent equipment

The mailbox at extension 10 will be used for general messages.Customers who receive Automated Attendant Service and stay on the lineor press 0 for

CS Form B1, Page 1 of 2 The names listed for extensions 10 through 19 in the WriteName/Description column identify the extension assignments. Checks

Automated Attendant ServiceThe Automated Attendant Service can answer and route outside calls withoutassistance from a receptionist, After an outside

CS Form C4, PARTNER-6 Phone VMS Form 2 VMS Form 3 VMS Form 4 VMS Form 5 Form C4 indicates that a Voice Mailbox Transfer button is programmedon the P

Form 2: Mailbox AssignmentsMailboxSubscriber NameMailboxLanguage10 ✓(11 ✓ )(12 ✓ )(13 ✓ )(14 ✓ )(15 ✓ )(16 ✓ )(17 ✓ )(18 ✓ )(28 ✓ )(19 ✓ )General Inf

Form 3: Menu DefinitionRequired for Automated Attendant ServiceRange of ExtensionsDescriptionSelectorCodefor Direct ExtensionTransfer1(10-19 ✓ )2(20-2

In addition, Automated Attendant Service has this factory-set Night MenuPrompt:Good Evening. Welcome to PARTNER MAIL VS. Pleaseenter the extension n

Form 4: Day Menu Prompt—System Language orPrimary LanguageRequired if VMS Hunt Schedule is set to Day Only or AlwaysGeneral Information The Day Men

Form 5: Night Menu Prompt—System Language orPrimary LanguageRequired if VMS Hunt Schedule is set to Night Only or AlwaysGeneral Information- If Select

Case Study #2About the CustomerSoftware Mexico is a small company that develops PC-based software inTijuana, Mexico. The company prides itself on pers

Filling out Planning FormsThis section explains how the System Planner for the PARTNER Plus Release4.1 Communications System and the forms for the PAR

CS Form C3, CS Form C3, VMS Form 1 VMS Form 2 Checks in the Hunt Group Extensions VMS Only column for extensions32 and 33 satisfy the requirement t

VMS Form 3 VMS Form 4 Direct Extension Transfer in the Description column for Selector Code 1and 2 indicates that when callers get the Automated Att

VMS Hunt DelayThis option specifies either immediate or delayed call handling (see Figure 1-2): Immediate (factory setting). The Automated Attendant S

Form 1: LanguageLanguage Mode:❑ Monolingual ✓❑Bilingual✓Monolingual Mode-System Language:❑ U.S. English ✓❑ U.K. English❑ Latin American Spanish❑ Can

Form 2: Mailbox AssignmentsMailboxSubscriber NameMailboxLanguage10 ✓(11 ✓ )(12 ✓ )(13 ✓ )(14 ✓ )(15 ✓ )(16 ✓ )(17 ✓ )(18 ✓ )(19 ✓ )General Informatio

Form 3: Menu DefinitionRequired for Automated Attendant ServiceDescriptionSelectorRange of ExtensionsCodefor Direct ExtensionTransfer1(10-19 ✓ )2(20-2

Form 4: Day Menu Prompt—System Language orPrimary LanguageRequired if VMS Hunt Schedule is set to Day Only or AlwaysGeneral InformationCompleting this

Form 4A: Day Menu Prompt—Secondary LanguageRequired for Bilingual Mode only if VMS Hunt Schedule is set to Day Only or AlwaysGeneral Information The

Form 5: Night Menu Prompt—System Language orPrimary LanguageRequired if VMS Hunt Schedule is set to Night Only or AlwaysGeneral Information The Ni

Form 5A: Night Menu Prompt—Secondary LanguageRequired for Bilingual Mode only if VMS Hunt Schedule is set to Night Only or AlwaysGeneral Information

Call Answer ServiceThis service offers callers the following options when they reach an extensionthat is unable to answer their call: If the system

GlossaryCAAuto Dial buttonA programmable button on a system phone that letsthe user dial a series of digits simply by pressingthat button. An Auto Dia

Do Not DisturbA communications system feature that can be usedin conjunction with automatic or manual voicecoverage to send callers immediately to asu

LLanguage ModeSee Bilingual Mode and Monolingual Mode.Line Coverage ExtensionA communications system feature that lets youprogram Extension Line Cover

RReceptionistThe person who primarily is responsible foranswering outside calls. This is the person atextension 10.SSecondary LanguageIn Bilingual Mod

VMS Hunt ScheduleA communications system feature that allows you toset the communications system to route outsidecalls to the Automated Attendant Serv

IndexAAnswering calls (see Automated Attendant Service)Automated Attendant Servicecommunications system options, 1-5factory-set messages, 1-4music-on-

FFCC information, B-1GGreeting (see Personal Greeting)Group Call Distributionfor Automated Attendant Service, 5-26for VMS Line Coverage, 5-45initial p

NNight Menu Promptchanging theMonolingual Mode, 5-21Bilingual Mode, 5-24description, 1-4factory-set prompt, 1-5initial programmingBilingual Mode, 4-8M

TTechnical specifications, A-1Telephone button programming (see Button programming)Telephone company notification, B-1Terminology, 1-vTesting the syst

PARTNER MAIL VS™ System Programming Quick ReferenceTo Program the PARTNER MAIL VS SystemTO START PROGRAMMINGPRESS [ Intercom ] [7] [7] [7]PRESS [9]

Manual VMS CoverageRegardless of the Automatic VMS Cover setting, the communications systemallows subscribers to press a programmed button to turn voi

PARTNER MAIL VS™ System Programming Quick ReferenceTo Program the PARTNER MAIL VS SystemTO START PROGRAMMINGPRESS [ Intercom ] [7] [7] [7]PRESS [9] [

PARTNER MAIL VS™ System Programming Quick ReferenceTo Program the Communications System for PARTNER MAIL VSPlace the Programming Overlay on the dial

PARTNER MAIL VS™ System Programming Quick ReferenceCentralized Telephone Programming Quick ReferencePlace the Programming Overlay on the dial pad of t

Voice Mail ServiceThis service allows subscribers to manage their own mailboxes. With it, asubscriber can: Listen to messages, then save or delete

Copyright © 1995 AT&TAll Rights ReservedPrinted in U.S.A.AT&T 518-322-105Issue 1July 1995NoticeEvery effort was made to ensure that the inform

MailboxesThe voice messaging system provides a predetermined number of mailboxeswhich are assigned to extensions in order beginning with extension 10.

Important Safety InstructionsWARNING:The following list provides basic safety precautions that should alwaysbe followed when using the system:1.2.3.4.

Installation2This chapter provides instructions for installing the voice messaging system’shardware in the communications system’s control unit.Before

2.Install the voice messaging system module in the first available slot to the rightof the last installed 206 or 400 module. Do not install the voice

Figure 2-2. Installing the Mailbox Expansion Card4.To install the Mailbox Expansion Card, insert the card in the vertical slot on thelower front of th

7.After approximately 10 seconds when the tests are completed, the yellow TestLED goes off, When this occurs, check the red Status LED: If the red St

Understanding Programming3This chapter provides general programming information for the communicationssystem and the voice messaging system. Both syst

Planning FormsRefer to the communications system’s System Planner when you are changingsystem settings, and be sure to record any changes you make, Th

The Programming OverlaysDuring System Programming, the normal functions of several buttons on thephone at extension 10 (or 11 if available) change. Fo

Voice Messaging System ProgrammingBefore you program the voice messaging system, obtain completed copies ofplanning forms for the communications syste

Using System ProgrammingA special login number is required to program the voice messaging system.The following information applies to this login Th

Accessing the Programming Main MenuTo access the Programming Main Menu:1.Press [ Intercom ] [7] [7] [7] or the programmed VMMsgs button. The systempla

Initial Programming4OverviewThis chapter tells you how to program the voice messaging system andcommunications system for initial installations. It be

Initial System SetupFor the following two procedures, you need to know the extension numbersassociated with the PARTNER MAIL VS system module. Figure

Transfer Return ExtensionsFor extensions that do not have voice mail coverage, this procedure ensuresthat unanswered calls transferred by the voice me

Monolingual ModeTo change the System Language as specified on Form 1:1.2.3.4.5.6.7.8.If necessary, access the Programming Main Menu. If you are alread

Automated Attendant ServiceBefore you begin, locate Forms 3,4, and 5 for the voice messaging system. Ifthe system is set for Bilingual Mode, also loca

14. Choose an option or skip this step: Press [2] [1] to immediately re-record this Menu Prompt, Beginrecording immediately after the beep; press [1

Bilingual ModeMenu Definition and Day Menu PromptsTo define the Automated Attendant Service menu as specified on Form 3 andrecord the Day Menu Prompts

14. Choose an option or skip this step: Press [2] [1] to immediately re-record this Menu Prompt. Beginrecording immediately after the beep; press [1]

ContentsAbout This Guidev1Overview1-i Important Safety Instructions1-ii Tutor Feature1-2 Languages1-2 Voice Messaging Services1-32Installation2-i Imp

5.6.7.8.9.10.11.12.13.14.15.16.17.At this point, do one of the following: If you want to record the Night Menu Prompt in the Primary Language,continue

Voice Mail ServiceBefore you begin, locate Form 2 for the voice messaging system. Check to seeif mailboxes are numbered differently from the factory d

Creating a MailboxTo create mailboxes as specified on Form 2:1.If necessary, access the Programming Main Menu. If you are already at theProgramming Ma

Line OwnershipBefore you begin, locate Form 6 for the voice messaging system. If Form 6 is filled out, use the procedure below to assign ownership. If

Communications System ProgrammingAutomated Attendant ServiceBefore you begin, locate Forms A, B 1, and C of the System Planner for thecommunications s

Automatic Extension PrivacyIf VMS Hunt Delay is set to Immediate, use this procedure to prevents usersfrom accidentally picking up calls sent to the v

Night ServiceCheck Form C for extension 10. If a Night Service button is specified, follow theprocedure below,To program Night Service on a button wit

Line CoverageRefer to Form A, Page 1 of 2, Line Coverage, VMS-Mail: If check marks appear for any lines in this column, use the procedure in“VMS Line

Automatic VMS CoverCheck Form B2 to see if Automatic VMS Cover is assigned to any extensions. Ifit is, follow the procedure below. If not, skip to “VM

Telephone Button ProgrammingBefore you begin, locate Form C of the System Planner for the communicationssystem. Be sure you have a version of the form

Contents5System Management5-i General Information5-2 Language5-6 Automated Attendant Service5-14 Modifying Mailboxes5-28 Line Coverage5-39 Telephone

Do Not DisturbUsed in conjunction with either automatic VMS cover or manual VMS cover, thisbutton lets the subscriber send callers immediately to his

Voice Mail MessagesThis intercom Auto Dial button allows the subscriber to access the voicemessaging system with the touch of one button.To program a

Automated Attendant ServiceDay Menu1.2.3.4.5.6.7.8.9.10. If the VMS Hunt Schedule is set for Day Only or Always, follow theprocedure for Day Menu. I

Call Answer ServiceVMS Extension Coverage1.2.3.4.Press the Do Not Disturb button at the appropriate destination extensions toquickly route your test c

Initial Proramming FlowchartRefer to CS Form B1 to identify theextensions for the PARTNER MAILV1Use Hunt Group Extensions (#505)to assign the PARTNER

Initial Programming FlowchartProgram the Menu Definition andDay Menu Prompt.Refer to VMS Form 3, Column C toYesProgram the appropriate extensiondeterm

Refer to CS Form A, Page 1 of 2,YesUse Group Call Distribution (#206)’Line Coverage to see if VMS-AA isto assign VMS-AA lines to Huntspecified for any

Refer to CS Form A, Page 1 of 2,YesUse Group Call Distribution (#206)*Line Coverage to see if any lines areto program the personal lineschecked off in

PARTNER MAIL VS™ System Programming Quick ReferenceTo Program the PARTNER MAIL VS SystemTO START PROGRAMMINGPRESS [Intercom] [7] [7] [7]PRESS [9] [9

PARTNER MAIL VS™ System Programming Quick ReferenceTo Program the PARTNER MAIL VS SystemTO START PROGRAMMINGPRESS [Intercom] [7] [7] [7]PRESS [9] [9]

ContentsGL GlossaryGL-1INIndexIN-1Programming Quick ReferenceInside back coveriii

PARTNER MAIL VS™ System Programming Quick ReferenceTo Program the Communications System for PARTNER MAIL VSPlace the Programmin Overlay on the dial pa

PARTNER MAIL VS™ System Programming Quick ReferenceCentralized Telephone Programming Quick ReferncePlace the Programming Overlay on the dial pad of th

System Management5This chapter provides the programming procedures you can use to makechanges to the voice messaging system to reflect changes in your

General InformationThis section tells you how to change the System Manager’s Mailbox Password,which is required for changing voice messaging system se

Using the Tutor FeatureTutor is an “on-line help” feature that allows all system users (not just voicemessaging system subscribers) to easily access a

Receptionist’s ResponsibilitiesAfter the voice messaging system is installed, the receptionist at extension 10should be aware of certain interactions

Group Calling TipsIt is important to note that voice mail coverage is not provided for group calls.If your system is set up for group transfer, be sur

LanguageYou can choose the Language Mode, either Monolingual or Bilingual, and thelanguage(s) used by that mode (see Figure 5-1). Monolingual Mode sup

Modifying the Language ModeUpdate Form 1 for the voice messaging system to show the change inLanguage Mode.When you change the Language Mode, the syst

Monolingual ModePlaying the System LanguageTo listen to the current System Language:1.Access the Programming Main Menu:a. Press [ Intercom ] [7] [7] [

About This GuidePurposeThis guide provides instructions for installing, programming, and managing thePARTNER MAIL VS™ Voice Messaging System on the PA

Modifying the System LanguageUpdate Form 1 for the voice messaging system to show the change in theSystem Language selected for Monolingual Mode.When

Bilingual ModePlaying the Primary LanguageTo listen to the current Primary Language:1.2.3.4.5.6.Access the Programming Main Menu:a. Press [ Intercom ]

Modifying the Primary LanguageUpdate Form 1 for the voice messaging system to show the change in thePrimary Language selected for Bilingual Mode.When

Playing the Secondary LanguageTo listen to the current Secondary Language:1.Access the Programming Main Menu:a. Press [ Intercom ] [7] [7] [7] or the

Modifying the Secondary LanguageUpdate Form 1 for the voice messaging system to show the change in theSecondary Language selected for Bilingual Mode.W

Automated Attendant ServiceAutomated Attendant Service (see Figure 5-2) can provide both day and nightoperation so callers can hear an appropriate pro

If you need to change current programming for the Automated AttendantService, you can use the instructions presented in this section, For example: If

Depending on your business, you can define the menu so that some optionsaccommodate callers during normal business hours and other optionsaccommodate

Playing the Menu DefinitionThis procedure lets you listen to the current Menu Definition. The MenuDefinition is accessed through the Day Menu.To play

Monolingual ModePlaying the Day or Night Menu PromptTo listen to the current Day or Night Menu Prompt:1.Access the Programming Main Menu:a. Press [ In

Key SequencesThis guide instructs you to press key sequences on the telephone’s dialpad toperform tasks. Each sequence includes a number. If the keys

Modifying the Menu Definition and Day MenuPromptUpdate Forms 3 and 4 for the voice messaging system to show modifications tothe Menu Definition and/or

10.11.12.13.14.15.16.Press [∗] [#] to finish modifying the Menu Definition. The system plays:To record a new prompt for this menu, press 1.To usethe e

Modifying the Night Menu PromptUpdate Form 5 for the voice messaging system to show modifications to theNight Menu Prompt; then use the updated form w

Bilingual ModePlaying the Day and Night Menu Prompts in thePrimary and Secondary LanguagesTo listen to the current Day and Night Menu Prompts in the P

Modifying the Menu Definition and Day MenuPromptsUpdate Forms 3 and 4A for the voice messaging system to show modificationsto the Menu Definition and/

10.11.12.13.14.15.16.17,18.19.Press [∗] [#] to finish modifying the Menu Definition. The system plays:To record Primary Language prompt, press 1.To re

2.3.4.5.6.7.8.9.10.11.12.Press [3] for Automated Attendant. The system plays:To program the Day Menu, press 1.For the Night Menu,press 2.Press [2] . T

Group Call DistributionUse this communications system procedure to specify a new outside line onwhich you want Automated Attendant Service.Update Line

Automatic Extension PrivacyIf VMS Hunt Delay is set to Immediate, use this procedure to prevents usersfrom accidentally picking up calls sent to the v

Modifying MailboxesThe voice messaging system is shipped with mailboxes already created for apredetermined number of extensions. If a Mailbox Expansio

Once you are experienced with the system, use the Table of Contents or Indexto locate the information you need.This guide contains some information ab

If you need to change current mailbox programming, you can use theinstructions presented in this section. For example: If an employee leaves the compa

Hardware ConsiderationsAfter you delete a mailbox, you can reassign that mailbox to anothersubscriber’s extension using the “Creating a Mailbox” proce

Guest MailboxesYou can assign available mailboxes to extensions in the dial plan that do nothave phones connected to them. Guest mailboxes are useful

Checking a Mailbox’s StatusUse this procedure to determine if a mailbox exists:1.Access the Programming Main Menu:a. Press [ Intercom ] [7] [7] [7] or

Deleting a MailboxUpdate Form 2 for the voice messaging system to show mailboxes to bedeleted; then use the updated form while performing the followin

Creating a MailboxUpdate Form 2 for the voice messaging system to show mailboxes to becreated; then use the updated form while performing the followin

Re-initializing a PasswordIf a subscriber forgets the password for his or her mailbox, you can re-initializethe password to the factory setting of 123

2.Press [4] to program mailboxes. The system tells you how many mailboxesexist and how many are allowed, then:Please enter the mailbox number followed

4.Press [6] . The system plays:To play Mailbox Language, press 2.To modify MailboxLanguage, press 6.If finished, press * #.5.Press [2] . The system pl

7.Either: Press [9] to confirm. The system plays:Mailbox Language has been changed. Press [6] to cancel. The system plays:Mailbox Language has not