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ITS Telecom Voice Mail System User Manual

Personal mailbox management (pmm) utility program
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Voice Mail System
User's Guide
Personal Mailbox Management (PMM)
Utility Program
VERSION 2.0
MARCH, 2005
PROPRIETARY

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Summary of Contents for ITS Telecom Voice Mail System

  • Page 1 Voice Mail System User’s Guide Personal Mailbox Management (PMM) Utility Program VERSION 2.0 MARCH, 2005 PROPRIETARY...
  • Page 2 In the event that the product proves to be defective in workmanship or materials within a period of one year from date of shipment, ITS Telecom shall repair or replace the product at its discretion. Transportation will be the responsibility of the dealer/distributor.

  • Page 3: Table Of Contents

    Contents 1. Introduction ..................1 2. Personal Mailbox Management (PMM) Utility Program ..2 Setting Up the PMM Utility Program.................2 Installing the PMM Software................3 Starting the PMM Utility Program...............5 Personal Mailbox Management Screen..............7 Mailbox Settings....................7 Mailbox Notifications ..................11 Mailbox Statistics....................14 Communication......................

  • Page 5: Introduction

    This Voice Mail System User Guide describes the different features of your new Voice Mail System (VMS) and explains how to set up your personal VMS mailbox. You should read this manual before installation and operation to take full advantage of available options.

  • Page 6: Personal Mailbox Management (Pmm) Utility Program

    2. Personal Mailbox Management (PMM) Utility Program The Personal Mailbox Management (PMM) is a utility program that lets you setup and maintain your personal mailbox. Via the Local Area Network (LAN) connection, each mailbox owner can easily change the main voice mail parameters, such as Password, Language and Mailbox type.

  • Page 7: Installing The Pmm Software

    Installing the PMM Software 1. Insert the PMM CD in the CD-ROM drive of your PC. The CD should run automatically. 2. If the CD does not run automatically, select Start ð Run, then click the Browse button to view the contents of the CD. Open the Software directory, then open the PMM Installation directory and find the Setup.exe file (icon displayed on the left) and open it.

  • Page 8: Figure 2: Pmm Installation Window: Mailbox Number

    4. The following PMM Setup window appears to enter the Mailbox Number. Figure 2: PMM Installation Window: Mailbox Number Enter your Personal Mailbox number in this window. 5. Open your E-mail client application (e.g., MS Outlook/Express) and check if the new Forward as Wave button has been added to your toolbar (see Figure 3).

  • Page 9: Starting The Pmm Utility Program

    NOTES During your VMS installation, a new driver is added to your PC that lets the PMM software automatically convert an attached .NET file in an E- mail to a .WAV when you open it. Your Audio Player program (e.g., Windows Media Player) then plays this new .WAV file.
  • Page 10 NOTES A message box may prompt you to “Work Off-Line” due to any of the following 3 situations: 1. The defined mailbox does not exist. What to Do: Contact the system administrator for help. 2. The incorrect password has been entered 3 times. What to Do: Use the off-line state to check if your mailbox number is correct.

  • Page 11: Personal Mailbox Management Screen

    Personal Mailbox Management Screen The main Personal Mailbox Management screen is divided into three pages: Mailbox Settings, Mailbox Notifications, Mailbox Statistics. Mailbox Settings The Mailbox Settings page provides numerous settings for your personal mailbox. Figure 4: PMM Mailbox Settings Page VMS User’s Guide: PMM Utility Program (v.
  • Page 12 The Mailbox Settings page displays the following user-defined parameters: Parameter Usage General Mailbox Number Current Mailbox number (field is read-only). Mailbox Password Access code to change Mailbox’s features. Press the Reset button to change this password. Mailbox Language Select the language the mailbox should use to play system messages.
  • Page 13 Parameter Usage Backup Extension Transfers a call to this extension while the Personal Greeting message is playing if the caller dials the specified digit (i.e., Backup Extension ID code). Note: The VMS Administrator must have specified the Backup Extension ID code. Operator Extension Transfers a call to one of eight local Operators while the Personal Greeting message is playing if the caller dials the...
  • Page 14 Parameter Usage Call Screening Activates the Call Screening function for the mailbox. Note: Works only on condition that the call was routed via an attached Automated Attendant system. When activated, callers are first asked to record their names, after which the extension rings. When the call is answered, the recording with the person's name is played and a choice is offered: Accept Call (the call is put through) or Reject Call (the caller is directed to leave a message).

  • Page 15: Mailbox Notifications

    Mailbox Notifications The Mailbox Notifications page provides several options for notifying different external numbers that a message has been left. Mailbox Notifications work on condition that the Local Notifications Type is not None and an Extension to Notify has been entered. Figure 5: PMM Mailbox Notification Page N O T E The mailbox owner can only define the external notification options if the...
  • Page 16 The Mailbox Notification page displays the following user-defined parameters: Parameter Usage Cascade Notification Lists 9 numbers to notify that a message was received. Notifications are made in cascading order, based on the From and To hour specified. Checkbox Check to enable a notification to an external device by the VMS that the mailbox owner has received a new message.
  • Page 17 Parameter Usage To Hour Enter ending range of time that a notification may be sent to this number. Note: If a call is received after this time, a notification will only be sent the following day after the From hour and if the message has not yet been heard and no message notification has yet been sent to another number.

  • Page 18: Mailbox Statistics

    Mailbox Statistics The Mailbox Statistics page displays figures on how your mailbox is being used. Figure 6: Mailbox Statistics Page The Mailbox Statistics page displays the following usage figures: Parameter Usage Number of new Shows the number of the new messages that have not been messages heard.

  • Page 19: Communication

    Communication You are able to refresh your mailbox data and to send changes you make in your personal mailbox settings to the VMS. To refresh your mailbox data: 1. When inside the PMM program, click on Refresh. 2. Click on OK To upload changes for your mailbox to the VMS: 1.

  • Page 20: Mailbox Owner Operations

    3. Mailbox Owner Operations Each mailbox owner can execute the following operations: § Retrieve messages § Send messages § Set mailbox greetings Use the outline in Figure 7 for a quick reference guide to mailbox menus, or continue to the procedures below. Figure 7: Mailbox Quick Reference Guide: User’s Main Menu VMS User’s Guide: PMM Utility Program (v.

  • Page 21: User's Main Menu

    User’s Main Menu To enter the user's main menu, use one of the following three methods: § Enter the Automated Attendant access digits for retrieving messages. § Press an access digit during the mailbox greeting. § Dial the voice mail extension and, if the PBX supports the in-band DTMF protocol, enter the mailbox menu automatically.

  • Page 22: Retrieve Messages (1)

    Retrieve Messages (1) After pressing 1 from the Main Menu, choose from the following options: Digit Usage Play the first/next message. Replay the current message. Save the current message. Forward the current message to another mailbox. Reply to the message Note: This feature works only if the attached PBX supports Caller IDs or if the message was left from an internal extension calling through the VMS.
  • Page 23 Mailbox Settings (2) / Record Greeting (1) Choose from the following options: Digit Usage 2.1.1 Record the No Answer greeting. 2.1.2 Record the Busy greeting. 2.1.3 Record the Temporary greeting 2.1.4 Enable one of the Personal Greetings: Busy/No Answer or Temporary 2.1.9 Return to the Mailbox Settings Menu.
  • Page 24 Mailbox Settings (2) / Change Password (4) Choose from the following options: Digit Usage 2.4.1 Play the current 4-digit password. 2.4.2 Change the current password. Dial four digits (0 to 9) for the new password. Notes: To disable the password, dial 0000. The VMS Administrator can also reset the mailbox password to the default password.
  • Page 25 Change Parameters After you dial 1 from the External Notification menu, choose from the following Change Parameters options for the external notification of a mailbox: Digit Usage Listen to Current Notification settings. Change the Task Status. (Enable = 1, Disable= 2) Change the Notification Type.
  • Page 27 www.its-tel.com...

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