AT&T Classic Mail Voice Messaging System User Manual
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AT&T Classic Mail Voice Messaging System User Manual

AT&T Classic Mail Voice Messaging System User Manual

At&t voice messaging system mailbox user guide
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  • Page 3 Copyright © 1993 All Rights Reserved Notice Every effort was made to ensure that the information in this book was complete and accurate at the time of printing. However, information is subject to change. Federal Communications Commission (FCC) Interference Notice This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC rules.

  • Page 4: Table Of Contents

    Table of Contents Preface 1. Before you Begin Know Your Phone Commonly Used Keys Know Your Mailbox Getting Into the CLASSIC MAIL System 2. Your Mailbox First-Time Use Recording a Greeting Switching a Greeting 3. Your Messages Letting CLASSIC MAIL Answer Your Calls Knowing when You Have Messages Listening to Your Messages...
  • Page 5 Handling your Messages Deleting and Undeleting a Message Replying to a Message Forwarding a Copy of a Message Listening to Envelope Information Sending a Message Special Delivery Options Group Lists 4. Off-Site Message Alert How Off-Site Message Alert Works Setting Up Off-Site Alert to a Phone Setting Up Off-Site Message Alert to a Pager Turning Off-Site Message Alert On or Off Setting the Number of Attempts...

  • Page 6: Preface

    Preface To streamline your telephone communication, your company has just installed a new round-the-clock voice messaging system, the CLASSIC MAIL™ Voice Messaging System. When you can’t take calls, the CLASSIC MAIL system answers your phone and stores messages in your personal mailbox.
  • Page 7 Instructions on how to install the CLASSIC MAIL system are contained in a separate document, the CLASSIC MAIL System Reference Guide. CLASSIC MAIL System Mailbox User Guide Chapter 2, “Your Mailbox” discusses how to open and initialize your “voice mailbox. ” Chapter 3, “Your Messages”...
  • Page 8 B e f o r e B e g i n...

  • Page 9: Before You Begin

    1. Before You Begin You probably already have many of the skills necessary to use the CLASSIC MAIL System. Know Your Phone Using the CLASSIC MAIL system is a simple matter of using a touch-tone phone. You press various keys to gain access to your mailbox, use its functions, and move around in the system.
  • Page 10 You should also know how to perform these basic phone operations: Your phone should resemble one of the phones in Figure 1A. The number and types of buttons will vary depending upon the model of phone system and the types of phone sets you have.
  • Page 11 No matter how many additional buttons your phone has, the dial pad and the numbered keys you press to make a call are the same on any phone. You’ll use the dial pad extensively for voice messaging, so you should be familiar pound keys with the star the which simply means “press a key or keys.

  • Page 12: Commonly Used Keys

    Commonly Used Keys There are certain keys on the dial pad that have a consistent use no matter what you’re doing with voice messaging: ** Returns you to the top-level menu Note: If you have a Merlin Plus, a Merlin 1030/3070, or a Merlin with Feature Package 2 installed, you may have to press the pound key twice to generate a tone.
  • Page 13 Your recorded directory name which callers hear when there is no primary or alternate greeting, or when they use the company directorv. A mailbox number which is identical to your intercom number (if you have an intercom) or a three-digit number beginning with 9. Chapter 1: Before You Begin Figure 1D: Elements of your voice mail box...

  • Page 14: Getting Into The Classic Mail System

    You have been assigned either a regular mailbox or a guest mailbox. If your mailbox number is from 0-79, you have a regular mailbox. If your mailbox number is from 901 to 999, you have a guest mailbox. Your mailbox is capable of storing up to 60 minutes of recorded messages, and up to 180 seperate messages.
  • Page 15 From an outside line, call your company and wait for the CLASSIC MAIL. system’s auto- mated answering service to answer. Once you gain access to the CLASSIC MAIL system, you will be instructed to press various keys on your telephone dial pad.
  • Page 16 Y o u r M a i l b o x...

  • Page 17: Your Mailbox

    2. Your Mailbox First-Time Use You must create a password the first time you open your mailbox. You will also record your name for the company directory. Finally, you should enter the first four letters of your last name into the company directory so callers who don’t know your mailbox number can still leave messages in your mailbox.
  • Page 18 CLASSIC MAIL System Mailbox User Guide Enter your mailbox number. To enter the temporary password, press 0000. Hear an instruction to enter your new password. Enter a new password of four to eight digits. When you are finished Hear your password played back to you. To accept the password OR to start again, Hear an instruction to record your name at the tone.
  • Page 19 9. Using table 2A, enter the first four letters of your last name exactly with two key presses per letter: OR to re-enter your name Hear confirmation. 10. To accept the spelling OR to re-enter 2 and 1 5 and 1 2 and 2 5 and 2 2 and 3...
  • Page 20 For example, to enter a Y, you would press 9 and then press 3 to specify that Y is the third letter on the 9 key. If your last name consists of fewer than four letters, you just enter the letters needed. For example, if John Simon wants to enter his last name he follows these steps: CLASSIC MAIL System Mailbox User Guide...

  • Page 21: Recording A Greeting

    It’s a good idea to write down the sequence of keys corre- sponding to your last name prior to entering these digits. After you complete the spelling, you will hear a spelling confirmation message and a message telling you about any messages in your mailbox.
  • Page 22 for those times when you’re away from the office (“I’m not in today but please leave a message and I’ll be alerted and return your call immediately”) or out of town (“I’m out of town until Wednesday, but if you leave a message, I’ll get back to you when I retum.

  • Page 23: Switching A Greeting

    To record a primary greeting OR to record an alternate greeting Record your greeting at the tone. To end the recording OR to start over To listen to the confirmation The greeting is now installed. Each greeting can be up to three minutes long. Switching a Greeting To switch a greeting from alternate or primary: 1.
  • Page 24 CLASSIC MAIL System Mailbox User Guide If the alternate greeting is in operation, the CLASSIC MAIL system instructs you: 3. To record mailbox greeting(s) 4. To switch the greeting that is currently in use A confirmation message plays. press press...
  • Page 25 Y o u r M e s s a g e s...

  • Page 26: Your Messages

    3. Your Messages Letting the CLASSIC MAIL System Answer Your Calls The CLASSIC MAIL system will answer your incoming calls if you do not. If the CLASSIC MAIL system answers, callers will be greeted and instructed to leave a message. Knowing When You Have Messages Anytime you have a new message, the CLASSIC MAIL system attempts to let you know.
  • Page 27 The CLASSIC MAIL system allows you to turn this feature off or on, and to set the time interval between alert attempts. You must have your telephone’s Intercom Voice Announcement feature turned on in order to make this feature work. To turn message waiting alert off/on: To change the message waiting alert interval: CLASSIC MAIL System Mailbox User Guide...
  • Page 28 2. To change your mailbox options 3. To setup message waiting alert 4. To change the message waiting alert interval 5. Enter an interval number between five and two-hundred fifty-five minutes. You can also set up an off-site message alert. If you do, the CLASSIC MAIL system will call you at an outside phone number, or pager when a new message arrives.

  • Page 29: Listening To Your Messages 2

    Listening to Your Messages When you listen to your messages, you’ll hear them in this order: Urgent messages and certified receipts are discussed later in the section “Special Delivery Options. ” To listen to your messages: CLASSIC MAIL System Mailbox User Guide 1.
  • Page 30 If the message is urgent, hear a prompt. If a certified message that you sent has been received, hear a receipt. 3. To hear the next message After listening to your messages, if you want the CLASSIC MAIL system to hang up: 4.

  • Page 31: Handling Your Messages

    Handling Your Messages If you hangup after listening to a message, the CLASSIC MAIL system automatically saves the message for you as an old message. While listening to a message, you have several options. The dial-pad menu in Figure 3A lists these options. Figure 3A.

  • Page 32: Deleting And Undeleting A Message

    Deleting and Undeleting Messages You can delete a message by “marking it for deletion” and then hanging up. Prior to hanging up you can “undelete” any message accidentally marked for deletion. To delete a message: Listen to a message. To mark the message for deletion Hear confirmation.

  • Page 33: Replying To A Message

    Replying to a Message If you receive a message from other mailbox owners, you can reply directly with a call to their intercoms (if the owner has an intercom number) or reply with a message to their mailbox. To call the sender’s intercom: Note: To reply directly to the sender’s intercom, you must be listening to your messages from an outside telephone, and it is required that the sender sent you the message from their mailbox by using the “send...
  • Page 34 Any message you leave when you’re replying to a message can be marked as urgent or certified or both urgent and certified. To reply directly to the sender’s mailbox: Listen to the message. To reply To reply with a message OR to cancel Record your message at the tone and Note: To reply directly to the sender’s mailbox requires that the sender...

  • Page 35: Forwarding A Copy Of A Message

    Forwarding a Copy of a Message You can forward a copy of a message. The person who receives the message can then save it, delete it, or respond to it. You can mark a message you’re forwarding as either urgent or certified, or as both. To forward a copy of a message: CLASSIC MAIL System Mailbox User Guide Listen to a message.

  • Page 36: Listening To Envelope Information

    6. To accept OR to cancel Hear confirmation. Listening to Envelope Information Messages are “enclosed in envelopes.” Envelopes include information that tells you when the message was sent and (if the message was sent from another mailbox) by whom. To listen to a message envelope: Listen to a message.

  • Page 37: Sending A Message

    Sending a Message CLASSIC MAIL System Mailbox User Guide To send a message from your mailbox: Open your mailbox. To send a message Record your message at the tone and OR to continue the recording To accept the recording Enter the destination mailbox or group list number (801 to 805).

  • Page 38: Special Delivery Options

    OR to send the message by certified delivery OR for both urgent and certified options OR to cancel A confirmation plays. Special Delivery Options The messages that callers leave in your mailbox maybe marked with the “special delivery” options of urgent or certified (or both urgent and certified).

  • Page 39: Group Lists

    Group Lists To send a message to a group, you first have to create a group list. A group list can be as big as all the mailboxes in your system (this group list is already setup for you by the CLASSIC MAIL system) or as few as two.
  • Page 40 For group lists Hear an informational message. (If group lists already exist, you’ll hear their names and numbers). To create a group list Record a name for the list at the tone. To hear confirmation Enter the mailbox number. OR to use the company directory Hear confirmation.
  • Page 41 Deleting a group list eliminates the group list name and number and removes all associated mailboxes from the list. To delete a group list: CLASSIC MAIL System Mailbox User Guide Open your mailbox. To change mailbox settings For group lists To delete a group list Enter the number of the group list you wanty to delete.
  • Page 42 O f f - S i t e M e s s a g e A l e r t...

  • Page 43: Off-Site Message Alert

    4. Off-Site Message Alert How Off-Site Message Alert Works With off-site message alert, you can be notified at an outside phone or at a pager each time a new message arrives in your mailbox. You can setup this feature to call you at either of two numbers.
  • Page 44 Off-site message alert works this way: CLASSIC MAIL System Mailbox User Guide Set up off-site message alert by entering the phone or pager numbers at which you want to be contacted. (You can list up to two phone numbers to be called in succession or up to two pager numbers or one of each.) Turn on the feature when you leave your office and indicate whether you want to be...
  • Page 45 If the CLASSIC MAIL system reaches your pager, it displays the number you’ve specified to call to check your messages. If the CLASSIC MAIL system reaches you at a phone number, a recorded voice says there is a new message for you and you press any key and open your mailbox to listen to the message.
  • Page 46 In addition, some pagers may require a pause to allow them to answer the page and display the number (or mailbox) you should call, or an extra code such as the star or the pound key. If a pause or a special code is required, you embed them in the sequence of numbers by first entering the star key.
  • Page 47 Once all the codes are entered, you press # twice to tell the CLASSIC MAIL system that the operation is finished and to accept the entry. The CLASSIC MAIL system allows you to enter a total of up to 32 digits and accepts the several keys as special codes to cover various paging circumstances.
  • Page 48 Setting Up Off-Site Message Alert to a Phone To set up off-site message alert to an off-site phone: CLASSIC MAIL System Mailbox User Guide 1. Open your mailbox. 2. To change mailbox settings 3. To setup off-site message alert 4. To setup the first number OR to set up the second number 5.

  • Page 49: Setting Up Off-Site Message Alert To A Pager 4

    7. To accept OR to re-enter the number Repeat steps 4 through 7 to set up a second off-site phone or go through the steps that follow for setting up a pager. Setting Up Off-Site Message Alert to a Pager To setup off-site message alert for a pager: Open your mailbox.

  • Page 50: Turning Off-Site Message Alert On Or Off 4

    Repeat steps 4 through 7 to set up a second off-site pager. Turning Off-Site Message Alert On or Off To turn off-site message alert on or off: CLASSIC MAIL System Mailbox User Guide 6. Enter the pager number (including any extra digits or codes) If you make a mistake Hear confirmation.

  • Page 51: Setting The Number Of Attempts 4

    To turn off-site message alert off/on for the first number OR to turn it off/on for a second number Hear confirmation. To be alerted to new urgent messages only, OR, if off-site message alert is already set up for urgent messages only, and you want of be alerted of all new messages Hear confirmation.

  • Page 52: Determining How Often You're Alerted 4

    Determining How Often You’re Alerted To specify the number of times the CLASSIC MAIL system will alert you at a given phone or pager number: CLASSIC MAIL System Mailbox User Guide 4. To select level 1 5. To change the number of attempts Hear a message about the number of attempts.

  • Page 53: Reviewing The Settings For Off-Site Message Alert 4

    5. To change the interval and hear how alert is currently set up 6. To signify the number of minutes between alerts, enter a number between 5 and 999. Hear confirmation. Reviewing the Settings for Off-Site Message Alert To review the off-site message alert settings: 1.
  • Page 54 The CLASSIC MAIL system will confirm: the level of off- site message alert, the phone or pager number it’s calling, the number of attempts it will make, the interval between attempts, and whether you’ll be alerted on all new mes- sages or only just the urgent ones, for each of the two numbers you may have specified.
  • Page 55 T r a n s f e r r i n g Calls into the CLASSIC MAIL S y s t e m...
  • Page 56 5. Transferring Calls Into the CLASSIC MAIL System The procedure you use to transfer incoming callers into the CLASSIC MAIL system will depend upon the type of Merlin telephone system you have. If you have a Merlin 206, 410, 820, or Merlin Plus, use the procedure, “Trans- ferring Outside Callers, ”...

  • Page 57: Transferring Outside Callers 5

    Transferring Outside Callers To transfer a caller to the CLASSIC MAIL system: CLASSIC MAIL System Mailbox User Guide 1. Ask the caller to hold. 2. Press the hold button. 3. Select a CLASSIC MAIL system access line, then CLASSIC MAIL system access lines are the lines with the “Voice Mail”...

  • Page 58: Transferring Calls Into The Classic Mail System

    Figure 5A shows the typical line numbering method used by Merlin 206, 410, 820, and Merlin Plus telephone systems. If the caller wants to be transferred into the CLASSIC MAIL system in order to retrieve messages from their own mailbox, hang up now. If the caller wants to leave a message for someone else, continue with steps 6 through 8.

  • Page 59: Merlin 1030/3070 Transfer Procedures For Attendants 5

    Note: There may be situations where you are notable to transfer callers into the CLASSIC MAIL system because you lack the necessary line appearances on your telephone. In these situations, we recommend that you transfer the caller back to the attendant, who can then transfer the caller into the CLASSIC MAIL system.
  • Page 60 2. Press the hold button. 3. Select a CLASSIC MAIL system access line then CLASSIC MAIL system access lines are the lines with the “Voice Mail” labels on your telephone line buttons. You should now be connected to the CLASSIC MAIL system.
  • Page 61 Figure 5B: Line numbering for Merlin 1030/3070 Attendant telephones If the caller wants to leave a message for someone else, continue with steps 6 through 8. 6. Enter the intercom or mailbox number of the destination party. CLASSIC MAIL System Mailbox User Guide...

  • Page 62: Merlin 1030/3070 Transfer Procedures For Non-Attendants 5

    7. If you know the destination party is not available, or if you want to place the calling party directly into the mailbox without ringing the intercom 8. Hang up. Merlin 1030/3070 Transfer Procedures for Non- Attendants If you have a Merlin 1030/3070 system and your tele- phone has “line pool”...
  • Page 63 CLASSIC MAIL System Mailbox User Guide Tell the caller that you will transfer them to the CLASSIC MAIL system. Transfer the caller to intercom 11 and hang up. The CLASSIC MAIL system will prompt the caller to enter the intercom number of the party they want to reach.

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Classic mail

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