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Table of Contents
Related Manuals for NEC Xen Digital Voicemail
Summary of Contents for NEC Xen Digital Voicemail
- Page 1 DIGITAL VOICEMAIL USER GUIDE...
- Page 2 D i g i t a l V o i c e m a i l U s e r G u i d e 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:...
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Page 3: Table Of Contents
General Information Getting Started Call Forward Settings Calling Your Voice Mailbox Checking Messages Leaving Messages Reviewing Messages Changing Your Setup Options Quick Transfer to Voicemail Transferring a Call Directly to a Voice Mailbox Live Record Programming Live Record Function Keys Live Monitoring Xen Mail Softkeys &... -
Page 4: General Information
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. - Page 5 Xen Mail operations. Quick Transfer Feature The NEC Xen Mail system simplifies message taking by allowing you to transfer a call directly to a user’s Voice Mailbox where they will hear the personal greeting and be prompted to leave a message.
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Page 6: Getting Started
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 Lift handset and Dial Xen Mail. - Page 7 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.
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Page 8: Call Forward Settings
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: Lift handset: hear ICM dial tone. -
Page 9: Calling Your Voice Mailbox
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 Lift handset and Dial Xen Mail, wait for answer. When calling from your telephone: Dial your security code, if prompted. -
Page 10: Checking Messages
Checking Messages 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?”... -
Page 11: Leaving Messages
Leaving Messages 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. - Page 12 • 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.
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Page 13: Reviewing Messages
Reviewing Messages 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?”... - Page 14 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.
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Page 15: Changing Your Setup Options
Changing Your Setup Options 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?”... -
Page 16: Call Screening
“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. - Page 17 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...
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Page 18: Quick Transfer To Voicemail
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. - Page 19 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.
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Page 20: Programming Live Record Function Keys
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. -
Page 21: Live Monitoring
Live Monitoring Live monitoring allows you to listen to voicemail messages as the outside caller is being recorded by the Xen Mail To Enable Live Monitoring Press the feature access key assigned as Live Monitoring. Live Monitoring key flashes red while feature is being set. Dial the password (same as Station Outgoing Lockout password;... - Page 22 Caller ID with Call Return The Caller ID feature lets you hear or view the phone number of an external caller when you retrieve your messages. The Caller ID Call Return feature allows the voicemail system to use Caller ID information captured with the message to call and connect you to the person that left the message.
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Page 23: Xen Mail Softkeys & Definitions
Xen Mail Softkeys & Definitions Softkeys Definitions Live Monitoring options AUTO Live Monitoring set to AUTOMATIC mode Live Monitoring set to MANUAL mode > Indicates the current setting Turns Off the setting Repeat the previous 4 seconds of a message PAUSE Pause while playing or recording a message FFWD... - Page 24 Softkeys Definitions Check new messages SETUP Change setup options LVMSG Leave a message for another voice mailbox owner Edit system manager options† End a live recording REREC Stop current live record and begin again ERASE Erase current live record and end recording PH.
- Page 25 Xen Mail Softkeys Status Checking New Messages Called Mailbox with MSGS No Manager Status NEW OLD LVMSG SETUP During Playback of a NEW Message ARCHV DEL REW After Pressing the PLAYBACK PAUSED PAUSE softkey RESUME After Playback of NEW message ARCHV DEL NEXT MORE After pressing the REPLY softkey...
- Page 26 Status Set Up Options Called Mailbox with MSGS No Manager Status After pressing SETUP softkey GREET After pressing GREET softkey CURR. After pressing PERS. PERSONAL OPTIONS softkey (setup) CODE After pressing TRF. TRANSFER OPTIONS softkey (setup) ON/OFF CHG# SCRN MORE After pressing GRPS softkey (setup) CREATE...
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Page 27: Other Options
Status Live Record Options After pressing RECORD Feature key PAUSE After pressing PAUSE during Live Record RESUME Other Options Called Mailbox with NO MSGS Manager Status Called Mailbox with NO MSGS No Manager Status After the handset is lifted During Call Screening ACCEPT After pressing the EXIT softkey... -
Page 28: Main Menu
Xen Mail Access Codes Main Menu Check new messages Leave messages Review old messages Change setup options Setup Options Greetings Groups Transfer & delivery Personal options = Current menu = Return to main menu = Step back to previous menu Main Menu Check new messages Review old messages... - Page 29 Notes...
- Page 30 The material contained herein is subject to change without prior notice at the sole discretion of NEC Business Solutions Ltd. Stock# 8502588 Copyright ©2003 NEC Business Solutions Ltd Version 1 DPA. June 2003 Document No. NEC-8056...