1. Manuals
  2. Brands
  3. NEC Manuals
  4. Voicemail
  5. InfoSet 408 VM
  6. System manager's manual

NEC InfoSet 408 VM System Manager's Manual

Voice processing system
Hide thumbs
Table of Contents

Advertisement

Quick Links

Download this manual
    
                               





   
   
™
    
    









 


Advertisement

Table of Contents
loading

Related Manuals for NEC InfoSet 408 VM

Summary of Contents for NEC InfoSet 408 VM

  • Page 1 ™                                            ...
  • Page 2 NEC America, Inc. reserves the right to change the specifications, functions, or features, at any time, without notice. NEC America, Inc. has prepared this document for the use by its employees and customers. The information contained herein is the property of NEC America, Inc.
  • Page 3 Preface ENERAL NFORMATION This book is intended to help in the installation, system administration, and maintenance of the InfoSet 408 Voice Mail. It is intended for use as a reference by anyone needing such information, including system managers, support personnel, sales representative, and account executives.
  • Page 4 UPPORTING OCUMENTS InfoSet 408 VM, Voice Processing System, Technician’s Guide (Stock Number 760417) InfoSet 408 Voice Mail User Guide (Stock Number 750204-0) InfoSet 408 System Manual (Stock Number 760409)

  • Page 5: Table Of Contents

    Table of Contents Chapter 1 System Overview Section 1 Welcome to Infoset 408 Voice Mail ....1-1 System Conversations ......1-1 System IDs ..........1-1 1.2.1 Subscribers Have Personal IDs ..........1-2 1.2.2 System Manager’s Password ..1-2 Section 2 System Manager Responsibilities ....1-2 Section 3 Using the System Manager’s Conversation ..
  • Page 6 Issue 1 NEC America, Inc. 3.3.7 Groups (Press 0) ....... 1-6 Chapter 2 Planning Your System Section 1 How The System Handles Calls...... 2-1 What Does the Automated Attendant Do? ............2-1 1.1.1 Callers Route Themselves ..2-2 1.1.2 Fax Routing, Detection, And Notification ........
  • Page 7 NEC America, Inc. Issue 1 2.3.1 System Schedule ....... 2-7 2.3.2 Your Organization’s Schedule ... 2-8 Chapter 3 Setting Up Your System Section 1 Understanding Your System Setup ....3-1 Section 2 Setup Information Record ....... 3-1 Section 3 Getting Started ..........3-2 Section 4 Recording Your Opening Greeting ....
  • Page 8 Issue 1 NEC America, Inc. Section 2 Creating A Special Opening Greeting For Holidays ............5-1 Section 3 Changing the Extension For the Operator Mailbox Or the Fax Machine ......5-2 Section 4 Adding And Deleting Voice Mailboxes .... 5-3 Section 5 Message Groups..........

  • Page 9: Chapter 1 System Overview

     System Overview 408 V ECTION ELCOME TO NFOSET OICE ™ InfoSet 408 Voice Mail (VM) allows you to configure your voice mail and call handling system to best meets the needs of your organization. The voice messaging system is easy to use—there are no confusing codes or special commands to remember.

  • Page 10: Subscribers Have Personal Ids

    Issue 1 NEC America, Inc. organization’s opening greeting. The “external” caller is unidentified at this point, but is able to enter an extension, leave a message, send a fax, use the directory, or choose commands from menus. 1.2.1 Subscribers Have Personal IDs Your personal ID identifies you to the system and lets you use your mailbox.
  • Page 11 Issue 1 NEC America, Inc This guide gives you the information you need to decide how best to use your system and to perform each of these tasks quickly. Each chapter covers one of the system manager’s four main areas of responsibility.

  • Page 12: Section 3 Using The System Manager's Conversation

    Issue 1 NEC America, Inc. You can further protect your system by setting a security code for the system manager’s mailbox. Using The System Manager’s Conversation You use the system manager’s conversation to perform all of the setup and maintenance of InfoSet 408 Voice Mail. Once...

  • Page 13: Change A Mailbox (Press 4)

    Issue 1 NEC America, Inc the system manager’s conversation for that option. After you have accessed the conversation, simply follow the instructions given by selecting 1 for Yes and 2 for No or by choosing the choices from the short menus provided.

  • Page 14: Groups (Press 0)

    Issue 1 NEC America, Inc. 3.3.6 Call Routing (Press 9) Edit Call Routing from Opening Greeting (Press 4) Edit Call Routing from Call Routing Boxes (Press 5) 3.3.7 Groups (Press 0) Group Maintenance Create a Group (Press 4) Edit a Group (Press 5)

  • Page 15: Chapter 2 Planning Your System

     Planning Your System ECTION YSTEM ANDLES ALLS As part of the voice messaging system setup, you must decide whether and how you want to use the system’s automated attendant to answer incoming calls. This determines how calls are distributed between the voice messaging system and the operator.

  • Page 16: Callers Route Themselves

    Issue 1 NEC America, Inc. 1.1.1 Callers Route Themselves Through the automated attendant, external callers can reach a person directly by dialing the extension number. Using the directory assistance feature, a caller who does not know the extension number can spell the subscriber’s last name, and the system...

  • Page 17: Call Routing Keys Give Quick Access

    Issue 1 NEC America, Inc 1.1.3 Call Routing Keys Give Quick Access The system’s call routing keys let you create simple menus that lead callers to frequently requested extensions or information. By entering a single digit, callers go to a specified extension (“For Sales, press 1.”),...

  • Page 18: Private Attendant

    Issue 1 NEC America, Inc. 1.2.2 Private Attendant The voice mail system is reserved for subscribers only. This makes the voice messaging system available from outside the office to subscribers and to selected clients, but external callers cannot reach a voice mailbox unless the operator transfers them to it.

  • Page 19: Opening Greeting And System Schedule

    Issue 1 NEC America, Inc Note: Record a new holiday greeting before each holiday. For best results, your greeting should convey all the necessary information in the least amount of time. You need to include: Your organization’s name How to reach an extension with a touchtone telephone...

  • Page 20: Night Greeting

    Issue 1 NEC America, Inc. “Hello. Thank you for calling Omni Corporation. If you are calling from a touchtone telephone, you may enter the extension at any time. If you do not know the extension, enter 800 for a directory. Otherwise, please stay on the line and an operator will be right with you.”...
  • Page 21 Issue 1 NEC America, Inc If your office telephones do not have lettered keypads, you can use call routing keys to create a directory of subscribers. If you do not want external callers to be able to reach subscribers directly, do not mention the directory in your opening greeting.
  • Page 22 Issue 1 NEC America, Inc. Night mode is active during all hours outside your normal business hours, defined by the system schedule you set. When night mode is active, callers hear the night greeting, and external callers who need assistance are routed to the Operator mailbox to leave a message.
  • Page 23 Issue 1 NEC America, Inc Interval B: 9–12, Sat. If you close for lunch from 1:00 to 2:00 each day, such 9 A.M.–1 P.M., 2 P.M.–5 P.M., Mon.–Sat. Use intervals A and B Interval A: 9–1, Mon.–Sat. Interval B: 2–5, Mon.–Sat.
  • Page 24  Setting Up Your System ECTION NDERSTANDING YSTEM ETUP As part of installation, your technician sets up InfoSetm 408 Voice Mail to work with your telephone system and to meet the needs of your organization. After installation, ask your technician to complete the Setup Information Record.
  • Page 25 Issue 1 NEC America, Inc. Action Needed Response Fax notification is: is enabled is not enabled ECTION ETTING TARTED There are a few tasks you need to complete right away to customize the system for your organization. These tasks are described in the following checklist.
  • Page 26 Issue 1 NEC America, Inc. "Welcome to the InfoSet 408 Voice Mail system! Now that your mailbox is open, please spend a few minutes reading the InfoSet Voice Mail User Guide , which introduces you to the new system. Also, leave a short reply to this message, so I will know that you successfully heard my message."...
  • Page 27 Issue 1 NEC America, Inc. Press 1 if you want to change to or remain in holiday mode; otherwise, press 2. Press 1, as prompted, to change the greeting . Record your greeting. To present the best image of your organization to a caller, your greeting should sound crisp and professional.

  • Page 28: Determining The System Schedule

    Issue 1 NEC America, Inc. Note: You turn holiday mode on and off manually through the opening greeting question in the system manager’s conversation. To set the system schedule: Access the system manager’s conversation. Select action 6, as prompted. Verify that the current time and date are correct.

  • Page 29: Section 6 Setting Your Operator's Extension And Mailbox

    Issue 1 NEC America, Inc. Setting Your Operator’s Extension and Mailbox on page 3-6 Ongoing Maintenance on page 5-1 Creating A Special Opening Greeting For Holidays on page 5-1 ’ ECTION ETTING PERATOR XTENSION AND AILBOX During installation, your technician indicates the telephone assigned to the operator’s extension.
  • Page 30 Issue 1 NEC America, Inc. To review or change the Operator mailbox greetings: Access the system manager’s conversation. Select action 8 and then 5, as prompted. Review the greetings for day mode and night mode and exchange them if necessary.

  • Page 31: Section 7 Changing The System Manager's Password

    Issue 1 NEC America, Inc. ’ ECTION HANGING THE YSTEM ANAGER ASSWORD With the system manager’s password, you can access the system manager’s conversation to set up and maintain InfoSet 408 Voice Mail. For increased security, change the system manager password regularly.

  • Page 32: Chapter 4 Training Users

     Training Users ECTION REPARING RAINING Training on the InfoSet 408 Voice Mail System is available and be given by the technician or the system manager. Prepare a copy of the InfoSet Voice Mail User Guide for each user. Fill in the system information on the front cover of the guide.
  • Page 33 Issue 1 NEC America, Inc. Review the current day’s messages at any time. Archive individual messages for up to three days. Redirect a message to another mailbox and include an introduction to a redirected message. Pause messages while listening to them.

  • Page 34: Section 3 Training The Operator

    Issue 1 NEC America, Inc extension does not ring. Call transfer applies to external calls only. Callers who dial the extension directly from inside the office are not affected. Explain the benefits of using a personal ID when accessing InfoSet 408 Voice Mail.
  • Page 35 Issue 1 NEC America, Inc. To redirect a new message: Listen to the message long enough to determine who it is for. Press 2 to interrupt the message. When the system asks if you would like to redirect the message, press 1 for Yes, and then enter the appropriate mailbox as prompted.
  • Page 36 Issue 1 NEC America, Inc mailbox (instead of transferring the call to the subscriber’s extension). Hang up to complete the call transfer. To transfer an external caller to a voice mailbox on systems using easy message access: Press the transfer key.

  • Page 37: Holidays

     Maintaining Your System ECTION NGOING AINTENANCE Once you have set up InfoSet 408 Voice Mail and have become familiar with it, you need no more than a few minutes each week to perform all the maintenance. The ongoing maintenance tasks include: Recording special greetings for holidays Maintaining operator and fax settings Adding and deleting mailboxes...

  • Page 38: Section 3 Changing The Extension For The Operator Mailbox Or The Fax Machine

    Issue 1 NEC America, Inc. The system has just one holiday greeting, so you must rerecord it for each of your organization’s scheduled holidays. Use holiday mode in emergencies to announce your office is closed because of poor weather, for example. You can call the system from any touchtone telephone, change the greeting, and put InfoSet 408 Voice Mail in holiday mode.

  • Page 39: Section 4 Adding And Deleting Voice Mailboxes

    Issue 1 NEC America, Inc Accumulated messages in the Operator mailbox can cause a reduction in recording space. The person designated as the operator must regularly check the messages left in the Operator mailbox. Change the fax extension number. Change the day and night greetings for the Operator mailbox.

  • Page 40: Section 5 Message Groups

    Issue 1 NEC America, Inc. To add, delete, or reset a mailbox, or delete a security code: Access the system manager’s conversation. Select action 4 and respond as prompted. Refer to: Training Users on page 4-1 ECTION ESSAGE ROUPS Message groups enable any subscriber to send the same message to many people at once.

  • Page 41: Section 6 Monitoring System Status

    Issue 1 NEC America, Inc To edit your message groups: Access the system manager’s conversation. Select action 0, and respond as prompted. To simplify adding members to a group, write down the names and extension numbers you want to add, and then access the system manager’s conversation.
  • Page 42 Issue 1 NEC America, Inc. Stops recording messages Notifies the system manager that the system is out of recording time Notifies callers leaving messages that the system is out of recording time To prevent running out of recording time, regularly monitor the available recording time in the system information summary of the system manager’s conversation.

  • Page 43: Chapter 6 Expanding Your System With Call Routing

    Expanding Your System   With Call Routing ECTION FFERING OUTING With call routing, callers can press a single touchtone key during a greeting to: Transfer to an extension. Hear an audio message. Choose from a submenu of options. You can assign and activate call-routing keys by following the system manager’s conversation.

  • Page 44: How Call Routing Works

    Issue 1 NEC America, Inc. Directing routine calls to departments (For Sales, press 1. For Support, press 2.) Presenting audio messages to answer frequently asked questions. (For business hours and directions to our company, press 1). Providing an alternative extension directory when callers are not likely to have letters on their telephone keypads.
  • Page 45 Issue 1 NEC America, Inc Call Routing Diagram “Hello. This is the Omni Company. You may enter the extension number of the person you wish to speak to at any time during this message. To place an order, press 1.

  • Page 46: Section 3 Planning Call Routing

    Issue 1 NEC America, Inc. ECTION LANNING OUTING Use the Call Routing Planning Worksheet to record call-routing key assignments and draft the opening and call-routing box greetings that you will record when you set up call routing for your voice messaging system.
  • Page 47 Issue 1 NEC America, Inc Call Routing Planning Worksheet OPENING GREETING Day greeting: Night greeting: Default action Call-routing key assignments Night (note extension or call-routing box number) Take message Take message Say good-bye Say good-bye Disconnect Disconnect Restart conversation Restart conversation...
  • Page 48 Issue 1 NEC America, Inc. ECTION SSIGNING OUTING You can use touchtone keys one through nine (1-9) as call-routing keys for the opening greeting and for any call-routing box you choose to include. Do not use zero (0) as a call-routing key. It should be reserved for routing callers to the operator.

  • Page 49: Section 6 Recording New Greetings

    Issue 1 NEC America, Inc If you like, you can change the day and night default action for each call-routing greeting to one of the following actions: Take a (public) message Route to the operator Route to another extension Return to the opening greeting...
  • Page 50 Issue 1 NEC America, Inc. A day greeting for each call-routing box that callers reach by using a call-routing key. A night greeting for each call-routing box. (This is optional. If no night greetings are recorded for a call-routing box, the system plays the day greeting.)

  • Page 51: Section 7 Testing Call Routing

    Issue 1 NEC America, Inc ECTION ESTING OUTING Testing ensures that every call-routing key, greeting, and default action works correctly. Beginning with the opening greeting, you can test all of the call-routing options available to callers using the following method: Call in as an external caller.
  • Page 52 ™                                           ...

Table of Contents