Mitel 3100 User Manual
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Mitel 3100 User Manual

Mitel 3100 User Manual

Integrated communications platform voice mail system
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VOICE MAIL USER GUIDE

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  • Page 1 VOICE MAIL USER GUIDE...
  • Page 2 Mitel and SX-200 are trademarks of Mitel Networks Corporation. Other product names mentioned in this document may be trademarks of their respective companies and are hereby acknowledged. 3100 ICP ICP Voice Mail User Guide Release 4.1 November 2004 ®,™ Trademark of MITEL Networks Corporation ©...

  • Page 3: Quick Reference Sheet

    Quick Reference Sheet Ask your Administrator to help you complete this information. Write down the following important numbers, and keep them handy while using the voice mail system. Company Telephone Number: ________________________ Automated Attendant Number: ________________________ (The Automated Attendant replaces or assists a 'live' operator in answering and transferring calls to extensions or voice mailboxes.) Message Center Extension:___________________________ (The Message Center enables you to call someone's mailbox to leave a message without having...

  • Page 5: Table Of Contents

    Quick Reference Sheet ............3 Introduction.
  • Page 6 Voice Mail User Guide...

  • Page 7: Introduction

    The Mitel ® 3100 Integrated Communications Platform (ICP) features an automated voice mail system for handling telephone calls and taking messages. The system provides you with a mailbox for sending and receiving messages, which you can personalize with your name, a greeting, and a private passcode.

  • Page 8: Where To Get Help

    Voice Mail User Guide Where to Get Help If you have any problems or questions about procedures, consult your Administrator (the person in your company who manages the communications system). Preparations Before accessing your mailbox, you must do three things: Get the following information from your Administrator and record it in the Quick Reference Sheet at the beginning of this guide: •...

  • Page 9: Accessing The Voice Mail System

    Accessing the Voice Mail System Calling the Voice Mail System for the First Time 1. Lift the handset (or use handsfree dialing). 2. Dial the Message Center extension. The system prompts you for your passcode. 3. Enter your default passcode. 4.
  • Page 10 Voice Mail User Guide 4. Press to play your messages, or press another key to select a different option from the Main Menu. See “Playing Your Messages” on page 12 for more information. Calling from Outside 1. Call your company’s Automated Attendant number. - or - Call your extension number and press to the Automated Attendant.

  • Page 11: Using The Voice Mail System

    Using the Voice Mail System This section describes the options available in the voice mail system. After you call the system and access your mailbox, choose from the menus and options shown below. Tip: After playing or sending messages, the system may return you to a previous menu with different options than the menu you were just using.

  • Page 12: Playing Your Messages

    Voice Mail User Guide Playing Your Messages Press to play your messages. After listening to a message, choose an option from the “Play” menu. You can also use these options while listening to a voice message. Play Again Repeat the message just played Answer Send a response to the person who sent the message Give Send the message to another mailbox Keep Save this message and play the next (if any)

  • Page 13: User Options

    After recording your message, you can choose an option from the “Send” menu: Review Listen to the message you just recorded Discard Replace the recorded message with a new one Append Add to your recorded message Message Addressing Options Provides the following message addressing options: Confidential Prevent the receiver(s) of your message from forwarding it Receipt Request notification that your message has been heard Urgent Place this message first in the destination mailbox(es)

  • Page 14: Quick Messaging

    Voice Mail User Guide Quick Messaging Quick Messaging allows you to leave messages for yourself or fellow employees without ringing their telephone or accessing your mailbox. 1. Dial the Message Center extension. 2. When the system answers, press 3. Enter the mailbox number where you wish to leave a message. If you normally use a dialing prefix to call the mailbox user, enter that prefix before the mailbox number.

  • Page 15: Name Dialing

    Name Dialing When enabled, the Name Dialing feature allows you to reach a mailbox user from the Auto Attendant by dialing the user's name on the keypad. The system can be configured to dial by last name or by first name. Up to 6 letters of the name can be entered. If there is more than one match, the Auto Attendant lists the names of the matches along with the key to press to call each match.

  • Page 16: Message Notification

    Voice Mail User Guide Message Notification Message notification allows you to leave the office and have the system notify you when you receive messages. The system will call you at a telephone number or pager number. You can also use notification to alert you to messages if your telephone does not have a message light. With Message Notification, you can: •...

  • Page 17: Distribution Lists

    6. Select where you want to be notified: • To be notified at an internal extension, press • To be notified at an external number, press • To be notified on a messaging pager, press • To be notified on a tone pager, press •...

  • Page 18: Mailbox Greetings

    Voice Mail User Guide 3. Press for Distribution List. 4. Enter a distribution list number. 5. Press for Delete. 6. Enter the mailbox number to delete using the keypad. The system reads back the name or number of the mailbox user. 7.
  • Page 19 You can change your temporary greeting anytime you wish to let callers know about any schedule changes. It's a good idea to create a temporary greeting every day—it shows callers that you really do use voice mail. You can also leave the name of a backup person if you will not be available to answer calls.
  • Page 20 Voice Mail User Guide To disable and enable a temporary greeting: After creating a temporary greeting, you can enable and disable it as required or let the system switch to your permanent greeting after a specified number of days. 1. Call the voice mail system and access your mailbox. 2.

  • Page 21: Helpful Hints

    Helpful Hints 24 Hour Touch-Tone Accessibility The voice mail system functions 24 hours a day, 7 days a week. All you need is a touch-tone telephone to check messages anytime, from any location. Listening to Messages The “Pause”, “Rewind”, and “Fast Forward” options in the “Play” menu apply only while you are listening to a message.

  • Page 22: Type Ahead

    Voice Mail User Guide Type Ahead You don’t need to listen to all menu prompts before pressing a key selection; the prompts are only for your convenience. If you know which keys to use, type ahead and move through the system as fast as you wish.

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