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NEC Aspire S IntraMail System Manual

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Table of Contents
IntraMail requires Aspire S system software version 02.51 or higher.
If you are not familiar with the IntraMail features, review
the IntraMail Feature Glossary on page 18.
Mailbox Type
Announcement
Call Routing
Subscriber
Master
Total Mailboxes
• By default, Subscriber Mailboxes are enabled for extensions 301-308.
• To activate additional Subscriber Mailboxes, turn to Enabling the Mailboxes for all
Installed Extensions on page 10.
For additional resources, visit our Technical Support site on the web at
Default Mailbox List
Routing Mailboxes 9-16
Routing Mailboxes 1-8
Range
301-308
Undefined
160
Aspire S
IntraMail
System Guide
http://ws1.necii.com
1. Quick Setup
2. Features
3. Programming
4. Soft Key Glossary
. Registration is required.

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  Summary of Contents for NEC Aspire S IntraMail

  • Page 1 1. Quick Setup IntraMail requires Aspire S system software version 02.51 or higher. If you are not familiar with the IntraMail features, review the IntraMail Feature Glossary on page 18. Default Mailbox List 2. Features Mailbox Type Range Announcement Routing Mailboxes 9-16 Call Routing Routing Mailboxes 1-8 Subscriber...
  • Page 2 This manual has been developed by NEC Unified Solutions, Inc. It is intended for the use of its customers and service personnel, and should be read in its entirety before attempting to install or program the system. Any comments or suggestions for improving this manual would be appreciated.
  • Page 3: Table Of Contents

    Table of Contents Table of Contents Chapter 1: Quick Setup ......... . . 1 Installation .
  • Page 4 Table of Contents Caller ID with Return Call ............58 Calling the Automated Attendant .
  • Page 5 Table of Contents How Message Notification Works to Normal Telephone Numbers ....127 How Message Notification Works to Digital Pager Numbers....127 Programming that Applies to All Types of Message Notification .
  • Page 6 Table of Contents Chapter 3: Programming......... 187 Introduction to Programming .
  • Page 7 Table of Contents 47-02-12: System Administrator ........203 47-02-13: Dialing Option .
  • Page 8 Table of Contents 47-10: IntraMail Trunk Options ......... . .223 47-10-01: Answer Table Assignment .
  • Page 9 Table of Contents 47-14-06: Time Limit for Dialing Commands ......244 47-14-07: Fax Detection ......... 244 47-14-08: Next Call Routing Mailbox .
  • Page 10 Table of Contents viii ◆ Table of Contents IntraMail for Aspire System Guide...
  • Page 11: Chapter 1: Quick Setup

    Installation Chapter 1: Quick Setup Installation Installing the IntraMail PCB Installing the IntraMail PCB Removing the Front Cover Before installing the IntraMail PCB, you must remove the Aspire S front cover. With the cover removed, you can check the CPU PCB LEDs prior to powering down the cabinet. Step 1 (Figure 1: Loosening the Front Cover Screws) Loosen the front cover screws...
  • Page 12 Installation Installing the IntraMail PCB (Figure 2: Lifting Off the Front Cover) Step 2 Lift off the front cover - Lift up slightly on the bottom of the front cover (bullet 1). - Gently slide the cover up over the tabs to remove it (bullet 2). Figure 2: Lifting Off the Front Cover 2 ◆...
  • Page 13: Checking The Cpu Leds And Powering Down

    Installation Installing the IntraMail PCB Checking the CPU LEDs and Powering Down Before powering down, you must check the CPU PCB LEDs. Step 1 (Figure 3: Checking the CPU LEDs) Carefully check the CPU LEDs - Make sure that is the only LED flashing on the CPU. flashes green 1/2 second on and 1/2 second off.) - If any other LEDs on the CPU are flashing, wait until they stop.
  • Page 14: Installing The Intramail Pcb

    Installation Installing the IntraMail PCB Installing the IntraMail PCB. Step 1 Take adequate anti-static precautions. - You should always wear a grounded wrist strap when installing or removing the IntraMail PCB. - Be sure the wrist strap is attached to a known earth ground (such as the earth ground lug on the Aspire S cabinet).
  • Page 15: Removing The Intramail Pcb

    Installation Installing the IntraMail PCB Removing the IntraMail PCB Step 1 (Figure 5: Removing the IntraMail PCB) Use pliers to squeeze the top of each plastic standoff Step 2 Unplug the IntraMail PCB from the CN4 connector and the plastic standoffs. Figure 5: Removing the IntraMail PCB Chapter 1: Quick Setup ◆...
  • Page 16: Upgrading The Intramail Pcb

    Installation Installing the IntraMail PCB Upgrading the IntraMail PCB The IntraMail software is integrated into the telephone system software. The IntraMail voice prompts (and messages) are stored on the CompactFlash card that plugs into the IntraMail PCB. You will never have to do a separate upgrade to get new IntraMail features, but you may need to upgrade the voice prompts stored on the CompactFlash card to activate those new features.
  • Page 17: Powering Up And Checking The Leds

    Installation Installing the IntraMail PCB Powering Up and Checking the LEDs Step 1 Power up the system. - Remove the grounded wrist strap. - Turn the cabinet power switch to Step 2 (Figure 7: Checking the CPU LEDs) Check the CPU LEDs - Wait about 10 seconds, then verify the CPU LEDs.
  • Page 18: Replace The Front Cover

    Installation Installing the IntraMail PCB (Figure 8: Checking LED2) Step 3 Check the IntraMail LED - Once the system powers up, check LED2 on the IntraMail PCB. - LED2 should blink quickly once every 3 seconds. Figure 8: Checking LED2 Replace the Front Cover When the system is powered up and running normally, you can reinstall the front cover.
  • Page 19 Installation Installing the IntraMail PCB (Figure 10: Closing the front Cover) Step 2 Close and resecure the front cover - Close the front cover. - Firmly retighten the 4 captive screws. Figure 10: Closing the front Cover Step 3 Verify IntraMail Operation. - After the system restarts, go to extension 301 and press - You should immediately log into that extension’s mailbox and hear the voice prompt, “You have no new messages.”...
  • Page 20: Programming

    Programming Initial Configuration and Programming Programming Initial Configuration and Programming Start-up (Default) IntraMail Configuration When you install the IntraMail PCB and turn on the system, IntraMail will automatically start working with the following default programming: ■ IntraMail extensions (343-350) are in Department Group 8, which is the Voice Mail Department Group. ■...
  • Page 21: Having The Automated Attendant Answer Outside Calls

    Programming Initial Configuration and Programming Having the Automated Attendant Answer Outside Calls To have the Automated Attendant answer outside calls, you have to set up Direct Inward Lines (DILs) and terminate them to IntraMail. Once the DILs to IntraMail are set up: ■...
  • Page 22: Setting Up Simple Day/Night Answering

    Programming Initial Configuration and Programming Setting Up Simple Day/Night Answering After you set up DILs to IntraMail, Call Routing Mailbox 1 answers outside calls. This is because: ■ All trunks by default are assigned to Answer Table 1. ■ Answer Table 1, which runs Monday-Friday from 8:30AM to 5:00PM, uses Call Routing Mailbox 1. ■...
  • Page 23: Application Examples

    Programming Application Examples Application Examples Examples of Some Common Applications The examples below show some common applications. The chart in the beginning of each example shows: ■ How the relevant programmable options work by default. ■ The Application Summary, which provides the basic steps you need to take to set up the application. Following the chart are the step-by-step instructions for setting up the application.
  • Page 24: Example 2: Provide Unique Day And Night Dialing Options For Callers

    Programming Application Examples Example 2: Provide Unique Day and Night Dialing Options for Callers Default Dial Action Table Options ■ All Call Routing Mailboxes (1-8 by default) use Dial Action Table 1 ■ Dial Action Table 1 provides the following dial options: Dial extension number ( 301 - 499 Dial...
  • Page 25: Example 3: Manual Night Mode Control Of The Automated Attendant

    Programming Application Examples Example 3: Manual Night Mode Control of the Automated Attendant Default Scheduling Options ■ There is of the Automated Attendant. no manual control ■ All calls answered by the Automated Attendant automatically follow the schedule set up by Answer Table 1 Answer Table 1 uses to answer calls from 8:30 AM -5:00 PM Monday through Friday with Call...
  • Page 26 Programming Application Examples In 11-07-01: Department Group Pilot Numbers, press CLEAR to remove the assignment made in step 3.1 above. - You can use the Department Group for other programming. Step 4 Set up the Master Mailbox Call Routing Mailbox options. In 47-04: Master Call Routing Mailbox Options, set up the options for the Master Mailbox.
  • Page 27: Chapter 2: Features

    Chapter 2: Features Introduction to IntraMail Features Introduction to IntraMail Features If you are not familiar with the IntraMail features, review the IntraMail Feature Glossary on page 18. This chapter provides detailed information on the IntraMail features. The features in this chapter are in alphabetical order, like a dictionary.
  • Page 28: Intramail Feature Glossary

    IntraMail Feature Glossary IntraMail Feature Glossary Feature Glossary Name Description Usage Administrator Security Code ■ See Security Code in this glossary. Voice Mail Control Alternate Next Call Routing ■ See Next Call Routing Mailbox in this Glossary. Voice Mail Mailbox Announcement Mailbox Mailbox that allows a prerecorded greeting to play to callers.
  • Page 29 IntraMail Feature Glossary Name Description Usage Automatic Call Routing to a ■ See Go to a Mailbox in this glossary. Automated Attendant Mailbox Automatic Message Erase/Save ■ See Auto Erase or Save in this glossary. Voice Mail Automatic Routing for Rotary If an Automated Attendant caller doesn’t dial any digits, Automated Attendant Dial Callers...
  • Page 30 IntraMail Feature Glossary Name Description Usage Directory Dialing Directory Dialing allows an Automated Attendant caller to Automated Attendant reach an extension by dialing the first few letters in the extension user’s name. ■ See Directory Dialing on page 66 for more. Erasing All Messages Lets the System Administrator delete mailbox messages Maintenance...
  • Page 31 IntraMail Feature Glossary Name Description Usage Getting Recorded Help If an extension user dials an incorrect code or forgets what Voice Mail to dial while in their mailbox, they can request help from the IntraMail voice prompts. ■ See Getting Recorded Help on page 86 for more. Go to a Mailbox An Automated Attendant caller can dial a digit and route Automated Attendant...
  • Page 32 IntraMail Feature Glossary Name Description Usage Listening Options ■ See Listening to Messages in this glossary. Voice Mail Listening to Messages While or after listening to a message, an extension user has Voice Mail many message handling options from which to choose. ■...
  • Page 33 IntraMail Feature Glossary Name Description Usage Message Forward A subscriber can forward a message in their mailbox to a Voice Mail co-worker. They can optionally record a comment before the forwarded message. ■ See Message Forward on page 124 for more. Message Length The System Administrator can set the maximum length of Voice Mail...
  • Page 34 IntraMail Feature Glossary Name Description Usage Next Call Routing Mailbox Provides callers with additional dialing options after they Voice Mail leave a message in an extension’s mailbox (depending on the setting of the Next Call Routing Mailbox Dial Mode). ■ See Next Call Routing Mailbox on page 140 for more.
  • Page 35 IntraMail Feature Glossary Name Description Usage Remote Programming You can remotely program (customize) IntraMail by using Maintenance the PCPro and WebPro programming applications. You can also do limited remote programming from the System Administrator’s mailbox. ■ See Remote Programming on page 152 for more. Return Call (with Caller ID) ■...
  • Page 36 IntraMail Feature Glossary Name Description Usage System Administrator Mailbox A Subscriber Mailbox option that enables the system Voice Mail administration capabilities. ■ See System Administrator Mailbox on page 166 for more. ■ Also see System Administrator in this glossary. System Re-initialization Re-initializing IntraMail returns all programmed options Maintenance to their default values.
  • Page 37 IntraMail Feature Glossary Name Description Usage Unscreened Transfer Similar to telephone system unscreened transfers in which Automated Attendant the transferring party immediately extends the call. After an Automated Attendant caller dials an extension, IntraMail immediately transfers the call to the destination and hangs up.
  • Page 38: Announcement Mailbox

    Announcement Mailbox Announcement Mailbox Description An Announcement Mailbox plays a pre-recorded announcement to Automated Attendant callers without providing dialing options. The Announcement Mailbox is typically set up to provide information to callers (such as company directions) and then route back to the Automated Attendant. For example: ■...
  • Page 39 Announcement Mailbox Direct Announcement Mailbox Routing (If the outside caller routes directly to the Announcement Mailbox) 47-09-01: Next Call 47-09-02: Repeat 47-09-03: Hang Up Action Routing Mailbox Count After ■ Undefined 0 (No repeats) Yes or No If the caller doesn’t dial, after the announcement IntraMail hangs up.
  • Page 40 Announcement Mailbox Routed Announcement Mailbox Routing (Page 1 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 47-09-01: Next Call 47-09-02: Repeat 47-09-03: Hang Up Action Routing Mailbox Count After Undefined 0 (No repeats) ■...
  • Page 41 Announcement Mailbox Routed Announcement Mailbox Routing (Page 2 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 47-09-01: Next Call 47-09-02: Repeat 47-09-03: Hang Up Action Routing Mailbox Count After 1-16 (valid Call x (x number of ■...
  • Page 42 Announcement Mailbox Step 4 To provide Announcement Mailbox callers with more dialing options (instead of hanging up): 47-09-03: Hang Up After on page 221. - Enter 0 (No - disabled) to have IntraMail hang up after the announcement. ✔ By default, this option is disabled (0). Review Next Call Routing Mailbox on page 140 to set up additional dialing options for Announcement Mailbox callers.
  • Page 43: Announcement Message

    Announcement Message Announcement Message Description The Announcement Message is the voice message that the System Administrator records for a specific Announcement Mailbox. See Announcement Mailbox on page 28 for more. Related Features See Announcement Mailbox on page 28. Programming See Announcement Mailbox on page 28. Operation See Announcement Mailbox on page 28.
  • Page 44: Answer Schedule Override

    Answer Schedule Override Answer Schedule Override Description Answer Schedule Override provides alternate answering for Automated Attendant calls. When enabled, Answer Schedule Override sends calls to the specified Override Mailbox. The Override Mailbox can be an Announcement, Call Routing, or Subscriber mailbox. You can use Answer Schedule Override to provide holiday and bad weather closing announcements, for example.
  • Page 45 Answer Schedule Override Step 3 Specify the Override Mailbox Number. 47-11-02: Override Mailbox Number on page 224 - For the selected Answer Table, choose the Override Mailbox number (3 digits max., using 0-9). The mailbox number you select should match the mailbox category specified in 47- 11-02 above.
  • Page 46: Answer Tables

    Answer Tables Answer Tables Description The Answer Table determines how the Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. IntraMail provides 8 Answer Tables. The Answer Table is an integral part of the Automated Attendant.
  • Page 47: The Default Mailbox And Routing Hierarchy

    Answer Tables The Default Mailbox and Routing Hierarchy The Default Mailbox provides routing for an Answer Table during periods when a schedule is not in effect. By default, for example, Answer Table 1 Schedule 1 is active Monday through Friday from 8:30 AM to 5:00 PM.
  • Page 48 Answer Tables Related Features Automated Attendant (page 47) The Answer Table determines how the Automated Attendant answers calls. Call Routing Mailbox (page 54) The Call Routing Mailbox provides the dialing instructions (Dial Action Table) and announcements to Automated Attendant Callers. Dial Action Table (page 62) The Dial Action Table defines the dialing options for the Call Routing Mailbox chosen by the Answer Table, which in turn provides those options to Automated Attendant callers.
  • Page 49 Answer Tables - You can optionally assign a Subscriber Mailbox, Master Mailbox, or Announcement Mail- box for this option. ✔ By default, there are no Type 1 (Day of Week) schedules enabled. 47-12-03: Day of the Week on page 228. - Specify the day of the week the Schedule Entry should be active.
  • Page 50 Answer Tables 47-12-02: Answering Mailbox Category on page 227 and 47-12-02: Answering Mailbox Num- ber on page 228. - Select the Routing Mailbox (1-16) that will answer calls when this Schedule Entry is active. ✔ You can optionally assign a Subscriber Mailbox, Master Mailbox, or Announcement Mail- box for this option.By default, there are no Type 3 (Date) schedules defined.
  • Page 51: Answering Machine Emulation

    Answering Machine Emulation Answering Machine Emulation Description A user’s keyset can work like a home answering machine. This lets IntraMail screen their calls, just like their answering machine at home. If activated, the extension’s incoming calls route to the user’s Subscriber Mail- box.
  • Page 52: Auto Attendant Do Not Disturb

    Auto Attendant Do Not Disturb Auto Attendant Do Not Disturb Description When a subscriber enables Auto Attendant Do Not Disturb, Automated Attendant calls to their extension go directly to their mailbox. Their phone will not ring for calls from the Automated Attendant. You can option- ally enable Auto Attendant Do Not Disturb from system programming.
  • Page 53 Auto Attendant Do Not Disturb Operation Setting Up Auto Attendant Do Not Disturb and Recording a Greeting (Prior to software version 2.64) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [Greeting] - [Greet] IntraMail plays a summary of your current settings.
  • Page 54 Auto Attendant Do Not Disturb Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb (Software 2.64 or higher) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [Greeting] - [Greet] IntraMail does the following: •...
  • Page 55: Auto Erase Or Save

    Auto Erase or Save Auto Erase or Save Description When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message. The setting of this option depends on how the subscriber would pre- fer their mailbox to operate.
  • Page 56: Auto Time Stamp

    Auto Time Stamp Auto Time Stamp Description After a Subscriber Mailbox user listens to a message, IntraMail can optionally announce the time and date the message was left. The Subscriber can enable Auto Time Stamp from their mailbox, or you can optionally enable in from system programming.
  • Page 57: Automated Attendant

    Automated Attendant Automated Attendant Description The Automated Attendant answers outside calls on each trunk, according to the time of the day and day of the week that the call is ringing. The Answer Table is an integral part of the Automated Attendant. The Auto- mated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.
  • Page 58 Automated Attendant Related Features Answer Tables (page 36) Determines how the Automated Attendant answers outside calls on each trunk. Call Routing Mailbox (page 54) The mailbox associated with an Answer Table that specifies the dialing options (Dial Action Table) and Instruction Menu that announcements are available to Automated Attendant callers.
  • Page 59 Automated Attendant 47-01-04: Non-Subscriber Message Length on page 194. - This sets the maximum message length (1-4095 seconds) for outside Automated Attendant callers leaving a message in a Subscriber Mailboxes. ✔ The default setting is 120 seconds. Operation Using the Automated Attendant For the outside caller: After Automated Attendant answers, the voice prompts will instruct you on which digits to dial.
  • Page 60: Automated Attendant Transfer

    Automated Attendant Transfer Automated Attendant Transfer Description An extension user can transfer their trunk call to the Automated Attendant so the outside caller can use the Automated Attendant dialing options. This helps an outside caller, for example, that wants to return to the Automated Attendant so they can dial another co-worker or use a different Automated Attendant option.
  • Page 61: Automatic Routing For Rotary Dial Callers

    Automatic Routing for Rotary Dial Callers Automatic Routing for Rotary Dial Callers Description If an Automated Attendant caller doesn’t dial any digits, IntraMail will automatically route them to a speci- fied option (such as the operator or a mailbox). This lets rotary telephone users stay on the line to leave a message or have their call processed.
  • Page 62: Call Forward To A Mailbox

    Call Forward to a Mailbox Call Forward to a Mailbox Description A subscriber can easily forward calls to their Subscriber Mailbox. Instead of dialing an extension as the for- warding destination, the user just presses their MSG key instead. With Call Forward to a Mailbox, the sub- scriber is assured that their calls don’t get forgotten when they are busy or unavailable to pick up their calls.
  • Page 63 Call Forward to a Mailbox Related Features Auto Attendant Do Not Disturb (page 42) When enabled, Auto Attendant Do Not Disturb automatically sends all calls from the Automated Atten- dant to the subscriber’s mailbox. Message Forward (page 124) A subscriber can forward a message in their Subscriber Mailbox to a co-worker. Next Call Routing Mailbox (page 140) The setting of the Next Call Routing Mailbox and Dialing Option options determine the digits a caller can dial while listening to the recorded or default mailbox greeting.
  • Page 64: Call Routing Mailbox

    Call Routing Mailbox Call Routing Mailbox Description The Call Routing Mailbox, associated with an Answer Table, specifies which dialing options (Dial Action Table) and announcements are available to Automated Attendant callers. By default, IntraMail provides 8 Call Routing Mailboxes (1-8). However, you can assign any of the 16 Routing Mailboxes as a Call Routing Mailbox.
  • Page 65 Call Routing Mailbox Related Features Answer Tables (page 36) The Call Routing Mailbox associates specific dialing options (Dial Action Table) with an Answer Table. Automated Attendant (page 47) The Automated Attendant can automatically answer the telephone system’s incoming calls, play an Instruction Menu message, and provide dialing options to callers.
  • Page 66 Call Routing Mailbox Operation Recording an Instruction Menu for a Call Routing Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [System Admin] - [N/A] Select Instruction Menus. [Instruction] - [Instr] Enter the Call Routing Mailbox number (001-008).
  • Page 67: Caller Id

    Caller ID Caller ID Description Caller ID is a telephone company service that provides an extension with a caller’s number and optional name. With Caller ID, the display keyset user knows who’s calling before they pick up the call. When used with IntraMail, Caller ID enables the Make Call feature for outside calls.
  • Page 68: Caller Id With Return Call

    Caller ID with Return Call Caller ID with Return Call Description See Make Call on page 115. Related Features See Make Call on page 115. Programming See Make Call on page 115. Operation See Make Call on page 115. 58 ◆ Chapter 2: Features IntraMail for Aspire System Guide...
  • Page 69: Calling The Automated Attendant

    Calling the Automated Attendant Calling the Automated Attendant Description Automated Attendant callers can use various IntraMail features and then return to the Automated Attendant for additional dialing options. This lets the caller dial other extensions, leave messages for co-workers, or use other Automated Attendant features.
  • Page 70: Conversation Record

    Conversation Record Conversation Record Description Conversation Record allows a subscriber to record their active call as a new message in their mailbox, which they can review later on. Conversation Record can be helpful when an extension user is on a call that involves a lot of detail (such as a technical discussion or extensive directions).
  • Page 71 Conversation Record Step 3 Set the maximum length of recorded conversations. 47-01-03: Subscriber Message Length on page 194. - The length of a recorded conversation is 10 times this interval. - The range for this option is 1-4095 seconds. - Since the Conversation Record time cannot exceed 4095 seconds, any settings in this option larger than 409 have no effect on the length of recorded conversations.
  • Page 72: Dial Action Table

    Dial Action Table Dial Action Table Description The Dial Action Table defines the dialing options for the Call Routing Mailbox chosen by the active Answer Table, which in turn provides those dialing options to Automated Attendant callers. IntraMail provides 16 Dial Action Tables.
  • Page 73: Dial Action Table Options

    Dial Action Table Dial Action Table Options The following table summarizes the Dial Action Table dial (key) actions and their associated features. Dial Action Table Key Action Summary Action Description Feature Reference For more, see: Screened Transfer (1) Screened Transfer (page 154) Page 247 Allows an Automated Attendant caller to place a Screened Transfer to an extension.
  • Page 74 Dial Action Table Programming Step 1 Assign a Dial Action Table to each active Call Routing Mailbox. 47-08-01: Dial Action Table on page 219. - The Call Routing Mailbox uses the Dial Action Table assignment to provide dialing options to callers. ✔...
  • Page 75 Dial Action Table - If the caller waits too long to dial: - When the associated Dial Action Table has a Timeout action programmed, the caller routes to that destination. - When the associated Dial Action Table does not have a Timeout action programmed, the Instruction Menu repeats 3 times and then IntraMail hangs up.
  • Page 76: Directory Dialing

    Directory Dialing Directory Dialing Description Software Directory Dialing requires software version 2.64 or higher and IntraMail voice prompts version 1.2. Note: Directory Dialing allows an Automated Attendant caller to reach an extension by dialing the first few letters in the extension user’s name. With Directory Dialing, the caller does not have to remember the extension number of the person they wish to reach —...
  • Page 77: Using A Routing Mailbox For Directory Dialing

    Directory Dialing Programming Using a Routing Mailbox for Directory Dialing Step 1 Set up the Directory Dialing Mailbox. 47-07-01: Routing Mailbox Active on page 217. - Select the Routing Mailbox you want to assign as a Directory Dialing Mailbox (1-16) and enter 1 (Yes - enabled) to make the mailbox active.
  • Page 78: Screened Transfer

    Directory Dialing - Enter 1 to route the call as an Unscreened Transfer. ✔ By default, IntraMail routes the call as a Screened Transfer (0). Screened Transfer 47-15-04: Unscreened or Screened Transfer on page 247. - Enter 0 to route the call as a Screened Transfer. ✔...
  • Page 79: Using A Master Mailbox For Directory Dialing

    Directory Dialing Using a Master Mailbox for Directory Dialing Step 1 Set up the Directory Dialing Mailbox. Customize: 47-03-01: Master Mailbox Active on page 206. - Select the Master Mailbox you want to assign as a Directory Dialing Mailbox (1-16) and enter 1 (Yes - enabled) to make the mailbox active.
  • Page 80: Screened Transfer (Page 154)

    Directory Dialing - Specify how many letters of an employee’s name the caller must dial to use Directory Dial- ing. If the caller dials less than the specified minimum number of letters, IntraMail cannot route the call. The entries are 1-3 (1-3 letters). ✔...
  • Page 81 Directory Dialing Step 10 To have an outside call be directly answered by the Directory Dialing Mailbox: Make sure the active Answer Table uses the Master Mailbox programmed as a Directory Dial- 10.1 ing Mailbox. - See Answer Tables on page 36 for more. ✔...
  • Page 82 Directory Dialing Operation Recording a Directory Dialing Message [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [System Admin] - [N/A] Select Instruction Menus. [instruc tion] - [Instr] Enter the Directory Dialing Mailbox number. Listen to the current Directory Dialing Message (if any).
  • Page 83: Dialing Options Available While Entering A Name

    Directory Dialing Dialing Options Available while Entering a Name The following table shows the dialing options available to the caller while they are entering a name into a Directory Dialing Mailbox. ■ By default, the caller can dial the digts 2-9 to enter the name or dial # to return to the Automated Attendant. ■...
  • Page 84: Dialing Options Available When More Than One Employee Has The Entered Name

    Directory Dialing Dialing Options Available when more than one Employee has the Entered Name If the name the caller enters is used by more than one employee, IntraMail lets the caller select the employee to which they want to talk. The caller can dial 1, 2 or 3 to select the employee from the first three name matches, or dial 4 to hear additional name matches.
  • Page 85: Directory Dialing Mailbox

    Directory Dialing Mailbox Directory Dialing Mailbox Description A Directory Dialing Mailbox is the type of mailbox required to implement Directory Dialing. A Directory Dialing Mailbox can be either a Routing Mailbox or a Master Mailbox. The type you choose depends only on available resources and your programming preference, since they work identically.
  • Page 86: Erasing All Messages

    Erasing All Messages Erasing All Messages Description The System Administrator can delete all messages in a Subscriber Mailbox. Erasing All Messages is an administrator’s maintenance tool. The administrator may need to use this tool if an employee has left the company or has an excessive number of messages stored in their mailbox.
  • Page 87: Exiting A Mailbox

    Exiting a Mailbox Exiting a Mailbox Description A Subscriber Mailbox user can exit their mailbox by dialing a code or by hanging up. After exiting, the sub- scriber can use their extension for normal call processing. Related Features Programming No additional programming required. Operation Exiting a Mailbox [Super Display Soft Key] - [Keyset Soft Key]...
  • Page 88: External Transfer

    External Transfer External Transfer Description External Transfer allows an Automated Attendant caller to automatically route to an outside telephone num- ber. To set this up, assign a Dial Action Table action as a UTRF to a Common Abbreviated Dialing bin (e.g., #2000 + Pause for common bin 000).
  • Page 89 External Transfer Operation Operation is automatic once set up in programming. Chapter 2: Features ◆ 79 IntraMail for Aspire System Guide...
  • Page 90: Fax Detection

    Fax Detection Fax Detection Description The Automated Attendant can detect incoming fax calls and transfer them to a fax machine. With Fax Detec- tion enabled, after the Automated Attendant answers a call it listens for incoming fax CNG tone. If it detects the tone, it does an unscreened transfer of the call to the specified company fax machine.
  • Page 91: Flexible Answering Schedules

    Flexible Answering Schedules Flexible Answering Schedules Description The Automated Attendant can answer outside calls with different announcements and dialing options, depending on the time of day and day of week. For example, a company can set up separate schedules for weekdays, evenings, weekends, and specific holidays.
  • Page 92: Flexible Call Routing

    Flexible Call Routing Flexible Call Routing Description The Automated Attendant can provide outside callers with a wide variety of dialing (routing) options. You can customize the announcements and routing options to exactly meet the site requirements. Use Flexible Call Routing to eliminate or minimize the need for an operator or receptionist to handle outside calls. There are 3 components to Flexible Call Routing.
  • Page 93: Flexible Mailbox Numbering Plan

    Flexible Mailbox Numbering Plan Flexible Mailbox Numbering Plan Description Flexible Mailbox Numbering Plan lets you customize a site’s extension numbers and be assured that Intra- Mail will adapt to the new configuration. When you change a port’s extension number, you can change the number of the mailbox assigned to that port to match.
  • Page 94: 2-Digit Extension Numbering Example

    Flexible Mailbox Numbering Plan 2-Digit Extension Numbering Example IntraMail Does Not Support 2-Digit Extension Numbers 10-16 When setting up 2-digit extension numbering in Aspire S with IntraMail, do not use extensions 10-16. Although you can set up this application in 11-01-01: System Numbering and 11-02-01: Extension Num- bering, Subscriber Mailboxes assigned in 47-02-02: Mailbox Number will not function.
  • Page 95: Forced Unscreened Transfer

    Forced Unscreened Transfer Forced Unscreened Transfer Description A Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Enable this option for a mailbox if the subscriber prefers to receive all calls sent by the Automated Attendant as Unscreened Transfers. With Unscreened Transfers, ■...
  • Page 96: Getting Recorded Help

    Getting Recorded Help Getting Recorded Help Description If a Subscriber Mailbox user dials an incorrect code or forgets what to dial while in their mailbox, they can request help from the IntraMail voice prompts. Recorded Help provides the user with a built-in, interactive user’s guide.
  • Page 97: Go To A Mailbox

    Go To A Mailbox Go To A Mailbox Description An Automated Attendant caller can dial a digit to route to a Call Routing or Announcement Mailbox. This is called the Go To (GOTO) action. The GOTO action can route directly to a specific Call Routing or Announcement Mailbox, or allow the Automated Attendant caller to go to a mailbox of their own choosing.
  • Page 98: Go To A Mailbox (Page 87)

    Go To A Mailbox Programming Step 1 Assign a GOTO action to the active Dial Action Table. 47-13-01: Dial Action Table Actions: GOTO Action - Go to Mailbox (7) on page 238. - To have Automated Attendant callers dial a single digit to go to a Call Routing or Announcement Mailbox, enter the mailbox number in the corresponding Number option.
  • Page 99: Greeting

    Greeting Greeting Description Software Multiple Greetings requires software version 2.64 or higher and IntraMail voice prompts version 1.2. Note: A Subscriber Mailbox user can record a personalized greeting for their mailbox. Caller’s to the user’s mail- box hear the prerecorded personalized greeting rather than a default message. The greeting can announce the subscriber’s name, provide a personal message (such as “Hello - I am on vacation this week”), or instruct the caller how to leave a message or use other mailbox options.
  • Page 100 Greeting System Administrator (page 164) With Multiple Greetings, the System Administrator’s Subscriber Maintenance EG (34) option simulta- neously erases all recorded greetings in a Subscriber Mailbox. Additionally, the active greeting is reset to 1. Programming Step 1 Set the maximum length of Subscribe Mailbox greetings. 47-01-03: Subscriber Message Length on page 194.
  • Page 101 Greeting Operation Setting Up Auto Attendant Do Not Disturb and Recording a Greeting (Prior to software version 2.64) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [Greeting] - [Greet] IntraMail plays a summary of your current settings. Listen to the active greeting (if recorded).
  • Page 102 Greeting Recording a Multiple Greeting and Setting Up Auto Attendant Do Not Disturb (Software 2.64 or higher) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. Access the Mailbox Greeting options. [Greeting] - [Greet] IntraMail does the following: •...
  • Page 103: Group (Shared) Mailbox

    Group (Shared) Mailbox Group (Shared) Mailbox Description An extension use can share a Group Mailbox with co-workers for receiving and sending messages. A Group Mailbox is helpful, for example, in a small office where employees share telephones. The Group Mailbox has many of the features of a Subscriber Mailbox, but it is not associated with a specific extension.
  • Page 104 Group (Shared) Mailbox Next Call Routing Mailbox (page 140) The Next Call Routing Mailbox provides additional dialing options after a caller leaves a message in a Group Mailbox. Security Code (page 157) If enabled, a Group Mailbox caller must enter a security code before logging onto the mailbox. Transfer to a Mailbox (page 172) To transfer an outside call to a Group Mailbox, an extension user presses HOLD + MSG (or the Voice Mail key) + Dials the Group Mailbox Number + SPK to hang up.
  • Page 105 Group (Shared) Mailbox Operation Using a Group Mailbox To log onto your Group Mailbox: Press the Voice Mail key for your Group Mailbox. ■ The key flashes fast when there a new messages in the Group Mailbox. ■ If you try to log onto your Group Mailbox while a co-worker is using it, you hear, “That mailbox is busy.” Enter your security code (if required).
  • Page 106: Guest Mailbox

    Guest Mailbox Guest Mailbox Description An outside party can have their own Guest Mailbox mailbox for receiving and sending messages. A Guest Mailbox is a Subscriber Mailbox that does not have an extension associated with it. It is instead associated with a virtual extension.
  • Page 107 Guest Mailbox Transfer to a Mailbox (page 172) To transfer an outside call to a Guest Mailbox, the extension user presses (or the Voice HOLD Mail key) + Dials the Guest Mailbox number + to hang up. Programming Step 1 Set up a virtual extension for the Guest Mailbox.
  • Page 108 Guest Mailbox Transferring your call to a Guest Mailbox To transfer your active call to a co-worker’s mailbox: Press HOLD . Press MSG . Dial the Guest Mailbox number. Press SPK to hang up. ■ To transfer a call to a co-worker’s mailbox from a single line telephone, use the following procedure: Hookflash + Dial *8 + Dial the co-worker’s mailbox + Hang up.
  • Page 109: Hang Up

    Hang Up Hang Up Description Hang Up is an Automated Attendant option that immediately hangs up the outside call. When setting up a Dial Action Table, you may want to use Hang Up for unused actions (rather than the caller hearing the stan- dard error message).
  • Page 110: Instruction Menu

    Instruction Menu Instruction Menu Description The Instruction Menu is the announcement that plays to Automated Attendant callers. Normally, the Instruc- tion Menu greets callers and provides them with the Automated Attendant dialing options. The Instruction Menu is associated with the active Call Routing Mailbox. Normally, you should have the System Adminis- trator customize (rerecord) the Instruction Menu to match the dialing options enabled in the site’s Dial Action Table.
  • Page 111 Instruction Menu Operation Recording an Instruction Menu for a Call Routing Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [System Admin] - [N/A] Select Instruction Menus. [Instruction] - [Instr] Enter the Call Routing Mailbox number.
  • Page 112: Leaving A Message

    Leaving a Message Leaving a Message Description An extension user or outside caller can leave a voice message in a co-worker’s mailbox if that extension is busy, unanswered, or in Do Not Disturb. Leaving a voice message is a handy and efficient way to communi- cate with co-workers that avoids post-it notes, message pads, and unnecessary email.
  • Page 113 Leaving a Message Programming No additional programming required. Operation Leaving a Message for a Co-worker To leave a message in the mailbox of an unanswered extension: Press Leave message and hang up. Leave message and dial ■ Dialing sends the message and hangs up. Leaving a Message from Outside the Company To leave a message in a mailbox: Leave message and hang up.
  • Page 114: Listening To Messages

    Listening to Messages Listening to Messages Description While or after listening to a message, a Subscriber Mailbox user has many message handling options from which to choose. The listening options let you quickly and efficiently manage your voice mail messages, respond to the message sender, or forward the message to a co-worker for additional handling.
  • Page 115: Telephone Display While Listening To A Message

    Listening to Messages Telephone Display while Listening to a Message While listening to a message, your telephone display shows you important information about the message. This includes: ■ The caller’s telephone number (if available). ■ The selected Message List. ■ The message number in the selected list.
  • Page 116 Listening to Messages Related Features Auto Erase or Save (page 45) When a mailbox user completely listens to a new message and then exits their mailbox, IntraMail will either automatically save or erase the message. Message Record (page 134) While recording a message, an Subscriber Mailbox user has many recording options from which to choose. Programming Step 1 Set the Message Backup/Go Ahead Time.
  • Page 117: Log Onto Voice Mail

    Log Onto Voice Mail Log Onto Voice Mail Description A subscriber can log onto their mailbox using a method that best suits their needs and location. While at their own phone, the subscriber just presses a single key to log onto their mailbox. To use their mailbox while at a co-worker’s phone, the subscriber dials the IntraMail master number, followed by their mailbox number (which is normally the same as their extension number).
  • Page 118: Log Onto Voice Mail (Page 107)

    Log Onto Voice Mail Programming Step 1 To log onto a mailbox through the Automated Attendant: 47-13-01: Dial Action Table Actions: LOGON Action - Log Onto Voice Mail (5) on page 238. - To log directly into a specific Subscriber Mailbox, enter the mailbox number in the corre- sponding Number option.
  • Page 119: Mailbox Name

    Mailbox Name Mailbox Name Description A caller leaving a message in a Subscriber Mailbox can hear the mailbox’s prerecorded name instead of the mailbox number. The prerecorded Mailbox Name gives the subscriber’s mailbox that personal touch. Prior to leaving a message, caller’s will hear the name instead of the default “extension xxx” prompt. The recorded name can be up to 10 seconds long.
  • Page 120 Mailbox Name Recording or Erasing Co-worker’s Names from a System Administrator’s Mailbox [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s Mailbox. (72) Access System Administrator options. [System Admin] - [N/A] Select Subscriber Mailbox Maintenance options. [Subscriber] - [Subs] Enter the number of the Subscriber Mailbox you want to maintain.
  • Page 121: Mailbox Options Menu

    Mailbox Options Menu Mailbox Options Menu Description The Mailbox Options Menu is a sub-menu of a subscriber’s Main Menu that provides access to the Auto Time Stamp, Mailbox Security Code Delete, and Message Notification features. The chart below summa- rizes these options. Auto Time Stamp helps if the subscriber needs to know the time and date of each mes- sage they receive without taking any extra steps.
  • Page 122: Mailbox Security Code Delete

    Mailbox Security Code Delete Mailbox Security Code Delete Description The System Administrator can delete the security code for any Subscriber Mailbox. This effectively unlocks the mailbox. If mailbox security is not necessary, deleting a mailbox’s security code speeds up mailbox logon. Without a security code, the subscriber just presses their MSG key to immediately log onto their mailbox.
  • Page 123: Main Menu

    Main Menu Main Menu Description After a Subscriber Mailbox user logs into their mailbox, IntraMail provides them with the Main Menu of options. The Main Menu provides quick access to the most commonly used mailbox features in a central location. It includes listening and recording options, as well as additional selections for recording mailbox names and greetings.
  • Page 124 Main Menu Operation Accessing the Mailbox Main Menu Log onto Subscriber Mailbox. ■ You automatically go to the mailbox Main Menu. Plays Help message which summarizes the Main Menu options. ■ See Mailbox Main Menu on page 113 for the Main Menu options. 114 ◆...
  • Page 125: Make Call

    Make Call Make Call Description Make Call lets a Subscriber Mailbox user listen to a voice message and dial to return the call without knowing their caller’s phone number. Make Call automates returning messages since you don’t have to dial the message sender’s telephone number.
  • Page 126 Make Call 14-06-01: Trunk Group Routing - Set up Trunk Group Routing. There are 8 routing tables, with 4 routes in each table. ✔ By default, the first route in routing table 1 is trunk group 1. No other entries are defined. This makes trunk group 1 the dial 9 route by default.
  • Page 127: Master Mailbox

    Master Mailbox Master Mailbox Description Software Assigning a Master Mailbox as a Directory Dialing Mailbox requires software version 2.64 or higher. Note: IntraMail uses Master Mailboxes as the overflow destination for Department Calling Group overflow. If a trunk call to the Department Group master (pilot) number is unanswered, the call can optionally route to the Master Mailbox.
  • Page 128 Master Mailbox Log Onto Voice Mail (page 107) Automated Attendant callers can do a Remote Logon to a Master Mailbox set up as a Subscriber Mailbox. Quick Message (page 148) Automated Attendant callers can leave a Quick Message in a Master Mailbox set up as a Subscriber Mailbox. Subscriber Mailbox (page 162) A Master Mailbox assigned as a Subscriber Mailbox collects messages for Department Group callers when they overflow to Voice Mail.
  • Page 129 Master Mailbox Master Mailbox Programming Summary (Page 1 of 2) 47-03: IntraMail Master Mailbox Options on page 206 47-03-01: Master Mailbox Active on page 206 47-03-02: Master Mailbox Number on page 206 47-03-03: Master Mailbox Type on page 206 47-04: Master Call Routing Mailbox Options on page 208 47-04-01: Dial Action Table on page 208 47-04-02: Screened Transfer Timeout on page 208 47-04-03: Time Limit for Dialing Commands on page 208...
  • Page 130 Master Mailbox Master Mailbox Programming Summary (Page 2 of 2) 47-14: Master Directory Dialing Mailbox Options on page 243 47-14-01: Minimum Number of Letters Required on page 243 47-14-02: Directory List Number to Use on page 243 47-14-03: Extension Name Match on page 243 47-14-04: Unscreened or Screened Transfer on page 244 47-14-05: Screened Transfer Timeout on page 244 47-14-06: Time Limit for Dialing Commands on page 244...
  • Page 131: Message Count Display

    Message Count Display Message Count Display Description The telephone display provides interactive status updates for the subscriber’s mailbox. When initially logged into the mailbox, the telephone display shows the number of new and saved messages. The message count automatically updates as the subscriber receives new messages and processes older messages. 22- and 34-Button Display Super Display If an extension’s...
  • Page 132 Message Count Display - Pressing MSG a second time will either call Voice Mail or return the Message Waiting call, depend- ing on which count is displayed. Related Features Programming Step 1 Optionally assign an extension’s MSG key as a Message key. 15-01-26: MSG Key Operation Mode - Enter 0 to optionally assign the MSG key as a Message Waiting key.
  • Page 133: Message Delete

    Message Delete Message Delete Description A Subscriber Mailbox user can delete any messages left in their mailbox. Message Delete lets the subscriber do their own mailbox maintenance. They can delete messages they no longer need and save messages that contain essential information. With Message Delete, the subscriber doesn’t have to rely on the System Administrator to perform these routine mailbox maintenance functions.
  • Page 134: Message Forward

    Message Forward Message Forward Description A Subscriber Mailbox user can forward a message in their mailbox to a co-worker. Forwarding is helpful when a subscriber receives a message with which a co-worker can assist them. Rather than sending a new message, the subscriber can just forward the message with which they need help.
  • Page 135: Message Length

    Message Length Message Length Description You can set the maximum length of a message that can be left in a Subscriber Mailbox. When a caller tries to leave a message that exceeds the limit, they hear, “You have reached the recording limit.” IntraMail sends the portion of the message that fits within the allowed Message Length and hangs up.
  • Page 136: Message Listen Mode

    Message Listen Mode Message Listen Mode Description After logging onto their mailbox, the subscriber can select the category of messages to which they want to listen. Then can listen to just new messages, just saved messages, or all messages. Message Listen Mode lets the subscriber customize their mailbox to initially play just the list of messages to which they want to listen.
  • Page 137: Message Notification

    Message Notification Message Notification Description Once activated by the Subscriber Mailbox user, Message Notification dials a telephone number to let the user know when there are new messages in their mailbox. With Message Notification, a subscriber who is out of the office does not have keep calling their mailbox remotely to find out if they have new messages. IntraMail will let them know automatically.
  • Page 138: Programming That Applies To All Types Of Message Notification

    Message Notification ■ If the pager service doesn’t answer, IntraMail will retry the callout number. Message Notification may eventually cancel if the callout remains unacknowledged. Related Features Security Code (page 157) To protect their mailbox from unauthorized access, the subscriber should be sure to record a Security Code for your mailbox before enabling Message Notification.
  • Page 139: Unique Programming For Non-Pager Message Notification

    Message Notification Unique Programming for Non-pager Message Notification Step 1 Set the intervals IntraMail will wait between incomplete non-pager Message Notification callouts. 47-01-10: Wait Between Non-Pager Callout Attempts on page 196. - Set the minimum time (1-255 minutes) between non-pager Message Notification callouts in which the destination answers, says “Hello,”...
  • Page 140: Unique Programming For Digital Pager Message Notification

    Message Notification Unique Programming for Digital Pager Message Notification Step 1 Set up the system-wide options that apply to the digital pager callback number. 47-01-07: Digital Pager Callback Number on page 195. - Set the Digital Pager Callback Number portion of the Message Notification callout number for a digital pager.
  • Page 141 Message Notification Operation Setting Up Message Notification (Page 1 of 2) [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. (67) Access the Mailbox Options menu. [MBOX Options] - [N/A] Access the Message Notification Options Menu. [Notification] - [Notif] IntraMail plays a summary of your Message Notification settings.
  • Page 142 Message Notification Setting Up Message Notification (Page 2 of 2) [Super Display Soft Key] - [Keyset Soft Key] The notification destination is a digital pager. [Pager] - [Pager] Skip this option without changing your entry. [Next] - [Next] Back up to the previous level without changing your entry.
  • Page 143: Message Playback Direction

    Message Playback Direction Message Playback Direction Description When a user dials (5) after logging into their mailbox, IntraMail will play their messages in either LIFO (last-in-first-out) or FIFO (first-in-first-out) order. Since Message Playback Direction lets a subscriber listen to messages in the order they find most helpful, check with them to find out how they want this option set. If the subscriber prefers to hear their new messages first, enable LIFO (last-in-first-out) listening order.
  • Page 144: Message Record

    Message Record Message Record Description See Record and Send a Message on page 150. Related Features See Record and Send a Message on page 150. Programming See Record and Send a Message on page 150. Operation See Record and Send a Message on page 150. 134 ◆...
  • Page 145: Message Reply

    Message Reply Message Reply Description A Subscriber Mailbox user can reply to a message from a co-worker by dialing , without knowing the caller’s extension or mailbox number. Message Reply saves the subscriber valuable time since they don’t need to know the sender’s extension number or send a separate message to respond. The subscriber can just listen to the co-worker’s message, dial a code, and record their answer.
  • Page 146: Message Retention

    Message Retention Message Retention Description This feature is currently not available. IntraMail will save a Subscriber Mailbox’s new, held, or saved messages for the Message Retention interval and then delete them. You’ll find Message Retention to be an invaluable tool for managing IntraMail’s voice message storage space.
  • Page 147: Message Storage Limit

    Message Storage Limit Message Storage Limit Description Message Storage Limit sets how many messages can be left in a Subscriber Mailbox. Message Storage Limit is another invaluable tool for managing IntraMail’s voice message storage space. To conserve storage space and make it available for new messages, decrease the Message Storage Limit. If storage space is not an issue, increase the Message Storage Limit so subscribers can store additional messages.
  • Page 148: Message Waiting Lamp

    Message Waiting Lamp Message Waiting Lamp Description An extension’s Message Waiting (MSG) lamp flashes on the telephone to indicate that the user has new mes- sages waiting in their mailbox. Once IntraMail is properly installed and programmed, telephone Message Waiting Lamp operation is automatic. The lamp will flash fast when there are new messages in the extension user’s mailbox.
  • Page 149: Multiple Company Greetings

    Multiple Company Greetings Multiple Company Greetings Description The Automated Attendant can answer each individual trunk (outside line) with a unique greeting and unique set of dialing options. Since there are a total of 8 Answer Tables, this allows up to 8 companies or depart- ments to share a single IntraMail.
  • Page 150: Next Call Routing Mailbox

    Next Call Routing Mailbox Next Call Routing Mailbox Description The Next Call Routing Mailbox provides callers with additional dialing options while listening to a Subscriber Mailbox recorded or default greeting. It also provides additional dialing options to callers routed to an Announcement Mailbox.
  • Page 151 Next Call Routing Mailbox Logging Onto a Subscriber Mailbox while Listening to the Greeting A subscriber who wishes to log onto their mailbox while listening to their greeting must have the option set in their Next Call Routing Mailbox. To allow this capability, for example: ■...
  • Page 152: Announcement Mailbox Options

    Next Call Routing Mailbox Announcement Mailbox Options The following charts show how an Announcement Mailbox handles Automated Attendant calls. ■ The first chart explains what happens when the outside call is directly answered by the Announcement Mailbox. This happens when the Answer Table uses an Announcement Mailbox for routing instead of a Call Routing Mailbox.
  • Page 153 Next Call Routing Mailbox Routed Announcement Mailbox Routing (Page 1 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 47-09-01: Next Call 47-09-02: Repeat 47-09-03: Hang Up Action Routing Mailbox Count After Undefined 0 (No repeats) ■...
  • Page 154: Programming Subscriber Mailboxes

    Next Call Routing Mailbox Routed Announcement Mailbox Routing (Page 2 of 2) (If the outside caller routes to the Announcement Mailbox from a Call Routing Mailbox) 47-09-01: Next Call 47-09-02: Repeat 47-09-03: Hang Up Action Routing Mailbox Count After 1-16 (valid Call x (x number of ■...
  • Page 155 Next Call Routing Mailbox Step 2 Enter the number of times the Announcement Mailbox message should repeat before routing to the Next Call Routing Mailbox. 47-09-02: Repeat Count on page 221. - Specify the number of Announcement Mailbox message repeats (1-10, or 0 for no repeats). ✔...
  • Page 156: Programming Voice Mail

    Programming Voice Mail Programming Voice Mail Description You can program (customize) IntraMail by using the PCPro and WebPro programming applications. You can also do limited programming from the System Administrator’s mailbox. Check with your Sales Representa- tive for availability of updated versions of these programs for Aspire S and IntraMail. Related Features System Administrator (page 164) The System Administrator can do limited IntraMail programming, such as recording Automated Atten-...
  • Page 157 Programming Voice Mail Programming See Description above. Operation See Description above. Chapter 2: Features ◆ 147 IntraMail for Aspire System Guide...
  • Page 158: Quick Message

    Quick Message Quick Message Description Quick Message is a Dial Action Table action that allows Automated Attendant callers to dial a digit (normally *) followed by a mailbox number to leave a message in a Subscriber Mailbox. Since Quick Message is enabled by default, it is an efficient way for experienced Automated Attendant callers to leave messages.
  • Page 159 Quick Message Step 2 Optionally set up a Quick Message without Greeting (REC2) Action. 47-03-01: Dial Action Table Actions: REC2 Action - Quick Message Without Greeting (4) on page 237 - To have the caller leave a Quick Message at a specific extension, the corresponding Num- ber option should be the extension number.
  • Page 160: Record And Send A Message

    Record and Send a Message Record and Send a Message Description A Subscriber Mailbox user can record and send a message to any other Subscriber Mailbox. Record and Send a Message is the heart of IntraMail’s voice messaging system. It allows co-workers to efficiently stay in touch and exchange essential information without relying on message slips, memos, or email.
  • Page 161 Record and Send a Message Record and Send a Message [Super Display Soft Key] - [Keyset Soft Key] Log onto Subscriber Mailbox. (77) Record and send a message. [Record] - [Rec] Enter the number of the mailbox to receive the message. Start recording.
  • Page 162: Remote Programming

    Remote Programming Remote Programming Description You can remotely program (customize) IntraMail by using the PCPro and WebPro programming applica- tions. You can also do limited remote programming from the System Administrator’s mailbox. Check with your Sales Representative for availability of updated versions of these programs for Aspire S and IntraMail. Related Features Programming Operation...
  • Page 163: Routing Mailbox

    Routing Mailbox Routing Mailbox Description Routing Mailboxes are one of three mailbox categories: Station, Master, and Routing. Routing Mailboxes are a category of mailboxes normally used to route Automated Attendant calls. A Routing Mailbox can be either an Announcement Mailbox or a Call Routing Mailbox. ■...
  • Page 164: Screened Transfer

    Screened Transfer Screened Transfer Description Screened Transfer is an Automated Attendant option that allows callers to directly dial system extensions. Screened Transfer (and its related feature Unscreened Transfer) allows the IntraMail Automated Attendant to transfer outside calls to system extensions without the need for a live receptionist or operator. It is similar to telephone system screened transfers in which the transferring party controls the transfer.
  • Page 165 Screened Transfer Screened Transfer (TRF) Operation ■ Call = Call answered by the Automated Attendant. ■ Extension = Extension dialed by Automated Attendant caller. If Auto Attendant Do Not Disturb is off (see page 42 for more on this feature): Extension Idle Extension Busy Extension in DND...
  • Page 166 Screened Transfer Dial Action Table (page 62) Defines the dialing options for the Call Routing Mailbox chosen by the active Answer Table. Forced Unscreened Transfer (page 85) The Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Unscreened Transfer (page 174) After an Automated Attendant caller dials an extension, IntraMail immediately transfers the call to the destination and hangs up.
  • Page 167: Security Code

    Security Code Security Code Description A mailbox can have a security code to protect it from unauthorized access. A Security Code must be 4 digits long, using 0-9. If a subscriber wants to keep their mailbox private, they can enter a Security Code. No one else can use the subscriber’s mailbox unless they know the code.
  • Page 168 Security Code Deleting a Security Code (From your System Administrator’s Mailbox) [Super Display Soft Key] - [Keyset Soft Key] Log onto System Administrator’s mailbox. (72) Access System Administrator options. [System Admin] - [N/A] Select Subscriber Mailbox Maintenance options. [Subscriber] - [Subs] Enter the number of the Subscriber Mailbox you want to maintain.
  • Page 169: Single Digit Dialing

    Single Digit Dialing Single Digit Dialing Description An Automated Attendant caller can press a single key to route to an extension, route to another destination, or use an IntraMail feature. Single Digit Dialing simplifies the Automated Attendant since the caller just dials a single digit to reach an extension or use an option.
  • Page 170 Single Digit Dialing Programming Refer to the Dial Action Table Key Action Summary Table beginning on page 159. Operation Refer to the Dial Action Table Key Action Summary Table beginning on page 159. 160 ◆ Chapter 2: Features IntraMail for Aspire System Guide...
  • Page 171: Station Mailbox

    Station Mailbox Station Mailbox Description Station Mailboxes are one of three mailbox categories: Station, Master, and Routing. Station Mailboxes are the category of mailboxes assigned to stations (extensions). All Station Mailboxes are Subscriber Mailboxes. ■ For more on the options available to Station Mailboxes, see Subscriber Mailbox on page 162. Related Features Master Mailbox (page 117) Master Mailboxes are a category of mailboxes normally used for Department Group overflow.
  • Page 172: Subscriber Mailbox

    Subscriber Mailbox Subscriber Mailbox Description A Subscriber Mailbox is the type of mailbox assigned to a telephone system extension. The telephone assigned to the Subscriber Mailbox is called the subscriber’s extension. When an extension user accesses their voice mail, they are using their Subscriber Mailbox. It provides the IntraMail voice messaging services. For a brief overview of the features available at a Subscriber Mailbox, review the Related Features below.
  • Page 173 Subscriber Mailbox Next Call Routing Mailbox (page 140) The Next Call Routing Mailbox provides additional dialing options after a caller leaves a message in a Subscriber Mailbox. Security Code (page 157) If enabled, a subscriber must enter a security code before logging onto their Subscriber Mailbox. System Administrator (page 164) A Subscriber Mailbox designated as a System Administrator provides the subscriber with unique system administration capabilities through the...
  • Page 174: System Administrator

    System Administrator System Administrator Description The System Administrator is a Subscriber Mailbox that has unique system administration features such as recording Menus and deleting messages in a co-worker’s mailbox. The System Administrator features are an essential part of IntraMail setup since they allow the recording of the system-wide messages and provide Sub- scriber Mailbox maintenance.
  • Page 175 System Administrator Operation Refer to the individual features referenced in the System Administrator Options on page 164. Accessing the System Administrator Options Log onto System Administrator’s Mailbox. (72) Access the System Administrator Menu. [System Admin] - [N/A] ■ Turn to System Administrator Options on page 164 for more. Plays Help message.
  • Page 176: System Administrator Mailbox

    System Administrator Mailbox System Administrator Mailbox Description A System Administrator Mailbox is a Subscriber Mailbox in which you have enabled the System Adminis- trator option. This provides the subscriber with system administration capabilities. IntraMail can have multi- ple System Administrator Mailboxes. Turn to System Administrator on page 164 for more. Related Features Subscriber Mailbox (page 162) Only a Subscriber Mailbox can be a System Administrator.
  • Page 177: System Re-Initialization

    System Re-initialization System Re-initialization Description Initializing the telephone system automatically initializes all IntraMail programming. You may want to do this if the site requirements significantly change and it is easier to start over from default than remove all your custom programming. Re-initializing IntraMail returns all programmed options to their default values. Re-initializing the telephone system returns all programmed options to their factory set (default) values.
  • Page 178 System Re-initialization Programming Step 1 To initialize (Cold Start) the telephone system: Make sure the system (not IntraMail) CompactFlash card is not installed. - The system will not boot correctly if the system CompactFlash card is installed. Be sure LED LD2 i s flashing green 1/2 second on and 1/2 second off. Push the power button to OFF .
  • Page 179 System Re-initialization Step 2 To erase recorded messages and Subscriber Mailbox Security Codes: See System Administrator on page 164. - The recorded messages include: Instruction Menus Announcement Mailbox messages Messages left in a Subscriber Mailbox Subscriber Mailbox greetings Subscriber Mailbox names Operation Chapter 2: Features ◆...
  • Page 180: Time And Date

    Time and Date Time and Date Description Since IntraMail is completely integrated with the telephone system software, the IntraMail time and date is the same as the phone system time and date. Since time and date is used on telephone displays and with the Auto Time Stamp and Time and Date Stamp features, be sure to set it accurately.
  • Page 181: Time And Date Stamp

    Time and Date Stamp Time and Date Stamp Description While listening to a message, a Subscriber Mailbox user can dial to hear the Time and Date the message was left. This is a handy option while reviewing messages. The subscriber can just dial a code to find out when the message arrived.
  • Page 182: Transfer To A Mailbox

    Transfer to a Mailbox Transfer to a Mailbox Description An extension user can transfer their active call to a co-worker’s mailbox. This lets the caller leave a personal message for the co-worker. Transfer to a Mailbox is one of the big conveniences of IntraMail since the caller can state their business and not have to call back later.
  • Page 183: Undefined Routing

    Undefined Routing Undefined Routing Description An Automated Attendant Undefined Routing is a Dial Action Table key assignment for which there is no routing defined. When an Automated Attendant caller dials a digit and there is no routing assigned, IntraMail plays, “That is an invalid entry. ” IntraMail then repeats the dialing options (Instruction Menu) to the caller. If a Dial Action Table key assignment has no function, you should normally leave it undefined.
  • Page 184: Unscreened Transfer

    Unscreened Transfer Unscreened Transfer Description Unscreened Transfer is an Automated Attendant option that allows callers to directly dial system exten- sions. Unscreened Transfer (and its related feature Screened Transfer) allows the IntraMail Automated Attendant to transfer outside calls to system extensions without the need for a live receptionist or operator. It is similar to telephone system unscreened transfers in which the transferring party immediately extends the call.
  • Page 185 Unscreened Transfer Unscreened Transfer (UTRF) Operation ■ Call = Call answered by the Automated Attendant. ■ Extension = Extension dialed by Automated Attendant caller. If Auto Attendant Do Not Disturb is off (see page 42 for more on this feature): Extension Idle Extension Busy Extension in DND...
  • Page 186 Unscreened Transfer Forced Unscreened Transfer (page 85) The Subscriber Mailbox can optionally convert Automated Attendant Screened Transfers to Unscreened Transfers. Next Call Routing Mailbox (page 140) The Next Call Routing settings for a Subscriber Mailbox may provide additional options after the caller leaves a message.
  • Page 187: Voice Mail Overflow

    Voice Mail Overflow Voice Mail Overflow Description The telephone system can automatically reroute unanswered outside calls to the IntraMail Automated Atten- dant. Voice Mail Overflow ensures that IntraMail will pick up calls that don’t go through. This allows callers to leave a message rather than having to call back later. Voice Mail can be the overflow destination for the following types of calls: ■...
  • Page 188: Programming Dil Overflow

    Voice Mail Overflow Programming Programming DIL Overflow Step 1 Set up Direct Inward Lines. 22-02-01: Incoming Call Trunk Setup - Assign Service Type 4 to each trunk you want to be a DIL. Make a separate entry for each Night Service mode. ✔...
  • Page 189: Programming Department Calling Group Overflow For Screened Transfers (Trfs)

    Voice Mail Overflow Programming Department Calling Group Overflow for Screened Transfers (TRFs) Step 1 Set up the Department Group. 16-02-01: Department Group Assignment for Extensions. - Assign telephone extensions to a Department Group. ✔ By default: - Telephone extensions are assigned to Department Group 1. - IntraMail extensions (343-350) are assigned to Department Group 8.
  • Page 190 Voice Mail Overflow - 47-06-06: Message Waiting Lamp on page 213. - 47-06-07: Auto Attendant Do Not Disturb on page 214. - 47-06-08: Forced Unscreened Transfer on page 214. - 47-06-09: Auto Time Stamp on page 214. - 47-06-10: System Administrator on page 214. - 47-06-11: Dialing Option on page 215.
  • Page 191: Programming Department Calling Group Overflow For Unscreened Transfers

    Voice Mail Overflow Programming Department Calling Group Overflow for Unscreened Transfers (UTRFs) Step 1 Set up the Department Group. 16-02-01: Department Group Assignment for Extensions. - Assign telephone extensions to a Department Group. ✔ By default: - Telephone extensions are assigned to Department Group 1. - IntraMail extensions (343-350) are assigned to Department Group 8.
  • Page 192 Voice Mail Overflow - 47-06-07: Auto Attendant Do Not Disturb on page 214. - 47-06-08: Forced Unscreened Transfer on page 214. - 47-06-09: Auto Time Stamp on page 214. - 47-06-10: System Administrator on page 214. - 47-06-11: Dialing Option on page 215. - 47-06-12: Next Call Routing Mailbox on page 215.
  • Page 193: Programming Department Calling Group Overflow For A Dil To The Master Number

    Voice Mail Overflow Programming Department Calling Group Overflow for a DIL to the Master Number Step 1 Set up the Department Group. 16-02-01: Department Group Assignment for Extensions. - Assign telephone extensions to a Department Group. ✔ By default: - Telephone extensions are assigned to Department Group 1. - IntraMail extensions (343-350) are assigned to Department Group 8.
  • Page 194 Voice Mail Overflow If you entered 3 (Subscriber) for 47-03-03: Master Mailbox Type: - 47-06-01: Number of Messages on page 212. - 47-06-02: Message Playback on page 212. - 47-06-03: Auto Erase/Save of Messages on page 212. - 47-06-04: Message Retention on page 213. - 47-06-05: Recording Conversation Beep on page 213.
  • Page 195: Voice Prompting Messages

    Voice Prompting Messages Voice Prompting Messages Description This feature is currently not available. Chapter 2: Features ◆ 185 IntraMail for Aspire System Guide...
  • Page 196: Volume Control

    Volume Control Volume Control Description Since IntraMail is completely integrated with the telephone system software, Volume Control is available at a subscriber’s keyset any time while listening to a message, greeting, or prerecorded voice prompt. Volume Controls let the user interactively adjust the loudness of the IntraMail messages and prompts to a comfort- able level.
  • Page 197: Chapter 3: Programming

    Introduction to Programming Chapter 3: Programming Introduction to Programming Before You Start Programming Before You Start Programming How To Use This Chapter This chapter provides you with detailed information about the IntraMail programmable options. These options allow you to customize the way the feature associated with an option works. In this section, you’ll: Find out about each option.
  • Page 198: Start-Up Programming

    Start-Up Programming Default Programming Start-Up Programming Default Programming Start-up (Default) IntraMail Configuration When you install the IntraMail PCB and turn on the system, IntraMail will automatically start working with the following default programming: IntraMail extensions (343-350) are in Department Group 8, which is the Voice Mail Department Group. ■...
  • Page 199: Optional Intramail Start Up Programming

    Start-Up Programming Default Programming 15-03-06: Single Line Telephone Basic Data Setup, Extension Reverse - Disabled (0) for extensions 343-350. 15-03-09: Single Line Telephone Basic Data Setup, Caller ID Function for External Module - Disabled (0) for extensions 343-350. 45-02-01: NSL Option Setup, Send DTMF Tone or 6KD Message - The 6KD Message is enabled (1).
  • Page 200: Having The Automated Attendant Answer Outside Calls

    Start-Up Programming Having the Automated Attendant Answer Outside Calls Having the Automated Attendant Answer Outside Calls Description To have the Automated Attendant answer outside calls, you have to set up Direct Inward Lines (DILs) and terminate them to IntraMail. Once the DILs to IntraMail are set up: All calls are answered by Call Routing Mailbox 1 and Dial Action Table 1.
  • Page 201: Program 15: Extension, Basic Setup

    Program 15: Extension, Basic Setup 15-01: Basic Extension Data Setup Program 15: Extension, Basic Setup 15-01: Basic Extension Data Setup Description Program 15-01: Basic Extension Data Setup defines the basic settings for each extension. Use 15-01-01: Extension Name to enter an extension’s name for Directory Dialing. (You can also enter an extension’s name from the telephone.) For information on the other 15-01: Basic Extension Data Setup options, refer to the Aspire Software Manual.
  • Page 202: 15-01 Program Entry

    Program 15: Extension, Basic Setup 15-01: Basic Extension Data Setup 15-01 Program Entry 15-01: Basic Extension Data Setup Program Entry (Entry Range) [Default Setting] + #*#* + Password (12345678) + HOLD + 1501 + Option. CALL1 Extension Name (12 characters max., A-Z using upper and lower case letters) [No entry] ■...
  • Page 203: Program 47: Intramail

    Program 47: IntraMail 47-01: IntraMail System Options Program 47: IntraMail 47-01: IntraMail System Options Description Use Program 47: IntraMail System Options to set up the IntraMail system-wide options. Options 47-01-01: DSPDB Voice Mail Type (DSPDB VM Type) Use this option to enable the IntraMail PCB. Enter 0 for this option when IntraMail is installed. Options 0 (IntraMail) ■...
  • Page 204: 47-01-03: Subscriber Message Length

    Program 47: IntraMail 47-01: IntraMail System Options Keys for Entering Names Use this keypad When you want to. . . digit . . . Enter characters: → → → → ← ← ← ← 1 @ [ ¥ ] ^ _ ` { | } Á...
  • Page 205: 47-01-05: Message Backup/Go Ahead Time

    Program 47: IntraMail 47-01: IntraMail System Options Automated Attendant callers leaving a message or Quick Message in a Subscriber Mailbox. ■ Outside callers transferred by an extension user to a Subscriber Mailbox. ■ See the following for more: Automated Attendant on page 47. ■...
  • Page 206: 47-01-08: Delay In Dialing Digital Pager Callback Number

    Program 47: IntraMail 47-01: IntraMail System Options Default ✔ X*M#. 47-01-08: Delay in Dialing Digital Pager Callback Number (Pager Dial Delay) Use this option to set the delay (0-99 seconds) that occurs just before IntraMail dials the Digital Pager Call- back Number portion of the Message Notification callout number for a digital pager.
  • Page 207: 47-01-12: Wait Between Rna Non-Pager Callout Attempts

    Program 47: IntraMail 47-01: IntraMail System Options Options 1-255 minutes ■ Default ✔ 15 minutes 47-01-12: Wait Between RNA Non-Pager Callout Attempts (Notify RNA Intvl) Use this option to set how long IntraMail will wait (1-255 minutes), after it dials an unanswered non-pager callout destination, before retrying the callout number.
  • Page 208: 47-01-16: Name Format

    Program 47: IntraMail 47-01: IntraMail System Options disabled (0). A digital pager notification is considered acknowledged when the recipient logs onto the mailbox. See Message Notification on page 127 for more. ■ Options 1 (Enabled) ■ 0 (No - disabled) ■...
  • Page 209: 47-01 Program Entry

    Program 47: IntraMail 47-01: IntraMail System Options 47-01 Program Entry 47-01: IntraMail System Options Program Entry (Entry Range) [Default Setting] + Password (12345678) + + Option. CALL1 #*#* HOLD 4701 DSPDB VM Type (0=IntraMail, 1=PVMU) [0] LK1=Intra, LK2=PVMU IntraMail Master Name (See Keys for Entering Names on page 194) [IntraMail ##] Subs Msg Length (1-4095) [120] Mbox Msg Length (1-4095) [120] Msg Bkup/Adv Time (1-60) [5]...
  • Page 210: 47-02: Intramail Station Mailbox Options

    Program 47: IntraMail 47-02: IntraMail Station Mailbox Options 47-02: IntraMail Station Mailbox Options Description Use 47-02: IntraMail Station Mailbox Options to set up a station’s (extension’s) mailbox. Station mail- boxes are automatically assigned as Subscriber Mailboxes. Normally, IntraMail Station Mailbox numbers 1- 26 should correspond to extensions 301-326.
  • Page 211: 47-02-04: Message Playback

    Program 47: IntraMail 47-02: IntraMail Station Mailbox Options Default ✔ 99 messages for mailbox 1. ✔ 20 messages for all other mailboxes. 47-02-04: Message Playback (Message Playback) Use this option to set the Subscriber Mailbox message playback order. When a subscriber listens to their messages, IntraMail can play the oldest messages first (first-in-first-out, or FIFO), or the newest messages first (last-in-first-out, or LIFO).
  • Page 212: 47-02-08: Message Waiting Lamp

    Program 47: IntraMail 47-02: IntraMail Station Mailbox Options The Aspire telephone system software provides an additional Conversation Record beep. This beep repeats according to the setting of Program 45-01-06: Voice Mail Integration Options: Record Alert Tone Inter- val Time (0-64800 seconds). To disable the Aspire telephone system Conversation Record beep, enter 0 for this option.
  • Page 213: 47-02-12: System Administrator

    Program 47: IntraMail 47-02: IntraMail Station Mailbox Options scriber listens to a message IntraMail will announce the time and date the message was left. Auto Time Stamp will also announce the message sender (if known). A subscriber can also enable Auto Time Stamp from their mailbox. See Auto Time Stamp on page 46 for more.
  • Page 214: 47-02-15: Directory List

    Program 47: IntraMail 47-02: IntraMail Station Mailbox Options No entry - 0 (Entered by pressing CLEAR ) ■ Default ✔ 1 (Call Routing Mailbox 1) - By default, Call Routing Mailbox numbers are 1-8. 47-02-15: Directory List (Directory List) Use this option to specify the Directory List to which the Subscriber Mailbox belongs. When setting up Direc- tory Dialing Mailboxes, you must specify which Directory List you want the Directory Dialing Mailbox to use.
  • Page 215: 47-02 Program Entry

    Program 47: IntraMail 47-02: IntraMail Station Mailbox Options 47-02 Program Entry 47-02: IntraMail Station Mailbox Options Program Entry (Entry Range) [Default Setting] + Password (12345678) + + Option. CALL1 #*#* HOLD 4702 This selects the option chosen for Station Mailbox 1. ■...
  • Page 216: 47-03: Intramail Master Mailbox Options

    Program 47: IntraMail 47-03: IntraMail Master Mailbox Options 47-03: IntraMail Master Mailbox Options Description Use 47-03: Master Mailbox Options to set up the 16 Master Mailboxes (1-16). A Master Mailbox is used for Department Group overflow and can be a Subscriber, Call Routing, Announcement, or Directory Dialing Mailbox.
  • Page 217: 47-03 Program Entry

    Program 47: IntraMail 47-03: IntraMail Master Mailbox Options If the Master Mailbox is a Call Routing Mailbox (4), go to 47-14: Master Directory Dialing Mailbox ■ Options on page 243 to set up the Master Mailbox options. See Master Mailbox on page 117 for more. ■...
  • Page 218: 47-04: Master Call Routing Mailbox Options

    Program 47: IntraMail 47-04: Master Call Routing Mailbox Options 47-04: Master Call Routing Mailbox Options Description Use 47-04: Master Call Routing Mailbox Options to set up a Master Mailbox (1-16) assigned as a Call Routing Mailbox in 47-03-03: Master Mailbox Type. See the following for more: Master Mailbox on page 117.
  • Page 219: 47-04-04: Fax Detection

    Program 47: IntraMail 47-04: Master Call Routing Mailbox Options - Entering 0 causes the Automated Attendant to immediately route callers to the Timeout destination programmed in the active Dial Action Table. Default ✔ 5 seconds 47-04-04: Fax Detection (Fax Detection) Use this option to enable or disable Fax Detection for the Call Routing Mailbox.
  • Page 220: 47-05: Master Announcement Mailbox Options

    Program 47: IntraMail 47-05: Master Announcement Mailbox Options 47-05: Master Announcement Mailbox Options Description Use 47-05: Master Announcement Mailbox Options to set up a Master Mailbox (1-16) assigned as an Announcement Mailbox in 47-03-03: Master Mailbox Type. See the following for more: Master Mailbox on page 117.
  • Page 221: 47-05 Program Entry

    Program 47: IntraMail 47-05: Master Announcement Mailbox Options Also see Announcement Mailbox on page 28 and Next Call Routing Mailbox on page 140 for more. ■ See Master Mailbox on page 117 for more. ■ See Voice Mail Overflow on page 177 for more. ■...
  • Page 222: 47-06: Master Subscriber Mailbox Options

    Program 47: IntraMail 47-06: Master Subscriber Mailbox Options 47-06: Master Subscriber Mailbox Options Description Use 47-06: Master Subscriber Mailbox Options to set up a Master Mailbox assigned as a Subscriber Mailbox in 47-03-03: Master Mailbox Type. See the following for more: Master Mailbox on page 117.
  • Page 223: 47-06-04: Message Retention

    Program 47: IntraMail 47-06: Master Subscriber Mailbox Options Default ✔ (Save) (see above). 47-06-04: Message Retention (Message Retention) Use this option to determine how long a Subscriber Mailbox will retain held and saved messages. If a mes- sage is left in a Subscriber Mailbox longer than this interval, IntraMail deletes it. See Master Mailbox on page 117 for more.
  • Page 224: 47-06-07: Auto Attendant Do Not Disturb

    Program 47: IntraMail 47-06: Master Subscriber Mailbox Options 47-06-07: Auto Attendant Do Not Disturb (Auto-ATT DND) Use this option to enable or disable Auto Attendant Do Not Disturb. When a subscriber enables Auto Atten- dant Do Not Disturb, an Automated Attendant caller will route directly to the mailbox, hear the greeting, and be asked to leave a message.
  • Page 225: 47-06-11: Dialing Option

    Program 47: IntraMail 47-06: Master Subscriber Mailbox Options Default ✔ 0 (No - disabled) 47-06-11: Dialing Option (Dialing Option) Dialing Option provides additional dialing options for Next Call Routing Mailbox calls (see Next Call Rout- ing Mailbox below). If enabled, a caller who accesses the Subscriber Mailbox to leave a message can dial any of the options in the Next Call Routing Mailbox’s Dial Action Table.
  • Page 226: 47-06 Program Entry

    Program 47: IntraMail 47-06: Master Subscriber Mailbox Options 47-06 Program Entry 47-06: Master Subscriber Mailbox Options Program Entry (Entry Range) [Default Setting] + #*#* + Password (12345678) + HOLD + 4706 + Option. CALL1 This selects the option chosen for Master Subscriber Mailbox 1. ■...
  • Page 227: 47-07: Intramail Routing Mailbox Options

    Program 47: IntraMail 47-07: IntraMail Routing Mailbox Options 47-07: IntraMail Routing Mailbox Options Description Use 47-07: IntraMail Routing Mailbox Options to set up the 16 Routing. Routing Mailboxes can be either Announcement or Call Routing Mailboxes. See the following for more: Announcement Mailbox on page 28.
  • Page 228: 47-07 Program Entry

    Program 47: IntraMail 47-07: IntraMail Routing Mailbox Options 47-07 Program Entry 47-07: IntraMail Routing Mailbox Options (Entry Range) [Default Setting] + #*#* + Password (12345678) + HOLD + 4707 + Option. CALL1 This selects the option chosen for Routing mailbox 1. ■...
  • Page 229: 47-08: Call Routing Mailbox Options

    Program 47: IntraMail 47-08: Call Routing Mailbox Options 47-08: Call Routing Mailbox Options Description Use 47-08: Call Routing Mailbox Options to set the options for mailboxes assigned as Call Routing Mail- boxes in 47-07-02: Routing Mailbox Type. See Call Routing Mailbox on page 54 for more. ■...
  • Page 230: 47-08-04: Fax Detection

    Program 47: IntraMail 47-08: Call Routing Mailbox Options 47-08-04: Fax Detection (Fax Detection) Use this option to enable or disable Fax Detection for the Call Routing Mailbox. In enabled, the IntraMail Automated Attendant (when using this Call Routing Mailbox) will detect incoming fax CNG tone. The fax call will then route to the company fax machine according to the setting of 47-01-06: Fax Extension on page 195.
  • Page 231: 47-09: Announcement Mailbox Options

    Program 47: IntraMail 47-09: Announcement Mailbox Options 47-09: Announcement Mailbox Options Description Use 47-09: Announcement Mailbox Options to set the options for mailboxes assigned as Announcement Mailboxes in 47-07-02: Routing Mailbox Type. See Announcement Mailbox on page 28 for more. ■...
  • Page 232: 47-09 Program Entry

    Program 47: IntraMail 47-09: Announcement Mailbox Options Default ✔ 0 (No - disabled) 47-09 Program Entry 47-09: Announcement Mailbox Options (Entry Range) [Default Setting] CALL1 + #*#* + Password (12345678) + HOLD + 4709 + Option. There are 16 available Routing Mailboxes (1-16). Next CR Mbox (1-16, 0=Undefined) [0] Repeat Count (1-10, 0=No repeat) [0] HangUp (1=Yes - enabled, 0=No - disabled) [0]...
  • Page 233: 47-10: Intramail Trunk Options

    Program 47: IntraMail 47-10: IntraMail Trunk Options 47-10: IntraMail Trunk Options Description Use 47-10: IntraMail Trunk Options to assign IntraMail options for each trunk. Currently, only 47-10-01: Answer Table Assignment is available. See the following for more: Automated Attendant on page 47. ■...
  • Page 234: 47-11: Intramail Answer Table Options

    Program 47: IntraMail 47-11: IntraMail Answer Table Options 47-11: IntraMail Answer Table Options Description Use 47-11: IntraMail Answer Table Options to set options for the Answer Tables. IntraMail provides 8 Answer Tables (1-8). To set up the schedules for each Answer Table, go to 47-12: IntraMail Answer Table Schedule.
  • Page 235: 47-11-03: Default Mailbox Category

    Program 47: IntraMail 47-11: IntraMail Answer Table Options Options Digits (3 maximum, using 0-9). ■ Default ✔ No entry. 47-11-03: Default Mailbox Category (Default MB Ctg) Use this option to specify the category of mailbox used as the Default Mailbox. IntraMail mailbox categories are Subscriber Mailbox, Master Mailbox, and Routing Mailbox.
  • Page 236: 47-11 Program Entry

    Program 47: IntraMail 47-11: IntraMail Answer Table Options Default ✔ 0 (Undefined) 47-11 Program Entry 47-11: IntraMail Answer Table Options (Entry Range) [Default Setting] + #*#* + Password (12345678) + HOLD + 4711 + Option. CALL1 There are 8 available Answer Tables (1-8). Schedule Override (1=Yes - enabled, 0=No - disabled) [0] LK1-No, LK2=Yes Override MB Ctg (1=Subscriber Mailbox, 2=Master Mailbox, 3-Routing Mailbox, 0=Undefined) [0]...
  • Page 237: 47-12: Intramail Answer Schedules

    Program 47: IntraMail 47-12: IntraMail Answer Schedules 47-12: IntraMail Answer Schedules Description Use 47-12: IntraMail Answer Schedules to set up the IntraMail Automated Attendant Answer Schedules. There are eight Answer Tables, with up to 10 Answer Schedules in each Answer Table. See Answer Tables on page 36 for more.
  • Page 238: 47-12-02: Answering Mailbox Number

    Program 47: IntraMail 47-12: IntraMail Answer Schedules If the Answering Mailbox is a Subscriber Mailbox, the outside caller hears the mailbox greeting (if ■ recorded) and can leave a message. If the Answering Mailbox is an Announcement Mailbox, the outside caller will hear the recorded ■...
  • Page 239: 47-12-05: End Day

    Program 47: IntraMail 47-12: IntraMail Answer Schedules For more on Range of Days (Type 2) Schedules, see Type 2 (Range of Days) Answer Schedule Options ■ on page 233. Also see See Answer Tables on page 36 for more. ■ Options 1 (Sunday) ■...
  • Page 240: 47-12-08: Schedule End Time

    Program 47: IntraMail 47-12: IntraMail Answer Schedules Also see See Answer Tables on page 36 for more. ■ Options HHMM (24-hour clock) ■ For example: - 0130 = 1:30AM - 1700 = 5:00PM Default ✔ Answer Table 1/Schedule 1 = 08:30 (8:30AM) ✔...
  • Page 241: 47-12 Program Entry

    Program 47: IntraMail 47-12: IntraMail Answer Schedules 47-12 Program Entry 47-12: IntraMail Answer Schedules (Entry Range) [Default Setting] + Password (12345678) + + Option. CALL1 #*#* HOLD 4712 There are 10 Answer Schedules (1-10) within each of the 8 available Answer Tables (1-8). Entryxx Schedule Type (1=Day of the Week, 2=Range of Days, 3=Date, 0=Undefined) [Answer Table 1/Schedule 1 = 2, All other schedules = 0] Entryxx MB Ctg (1=Subscriber, 2=Master, 3=Routing, 0=Undefined)
  • Page 242: Type 1 (Day Of The Week) Answer Schedule Options

    Program 47: IntraMail 47-12: IntraMail Answer Schedules Type 1 (Day of the Week) Answer Schedule Options Type 1 (Day of Week) Example In this example, Answer Table 1 routes calls as follows: Schedule 1 uses Routing Mailbox 2 and runs Sunday from 8:30AM to 5:00PM. ■...
  • Page 243: Type 2 (Range Of Days) Answer Schedule Options

    Program 47: IntraMail 47-12: IntraMail Answer Schedules Type 2 (Range of Days) Answer Schedule Options Type 2 (Range of Days) Example In this example, Answer Table 1 routes calls as follows: Schedule 1 uses Routing Mailbox 1 and runs Sunday through Wednesday from 8:30AM to 5:00PM. ■...
  • Page 244: Type 3 (Date) Answer Schedule Options

    Program 47: IntraMail 47-12: IntraMail Answer Schedules Type 3 (Date) Answer Schedule Options Type 3 (Date) Example In this example, Answer Table 1 routes calls as follows: Schedule 1 uses Routing Mailbox 1 and runs every day from 8:30AM to 5:00PM. ■...
  • Page 245: 47-13: Intramail Dial Action Tables

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables 47-13: IntraMail Dial Action Tables Description Use 47-13: IntraMail Dial Action Tables to set up the IntraMail Dial Action Tables. The Dial Action Table defines the options than an Automated Attendant caller can dial. A Dial Action Table is associated with a Call Routing Mailbox, which is in turn associated with an Answer Table.
  • Page 246: 47-13-01: Dial Action Table Actions

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables Dial Action Table Default Settings Dial Action Table 1 Dial Action Tables 2-16 (Undefined) (Undefined) (Undefined) (Undefined) UTRF to XXX (Unscreened Transfer to user-dialed extension) (Undefined) UTRF to XXX (Unscreened Transfer to user-dialed extension) (Undefined) (Undefined) (Undefined)
  • Page 247: Utrf Action - Unscreened Transfer (2)

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables - For example, to have caller’s dial 8 to reach extension 303, for key 8 enter TRF for the Action and 303 for the corresponding Number. Additional Information See the detailed Screened Transfer Operation call routing chart on page 155 for more. ■...
  • Page 248: Logon Action - Log Onto Voice Mail (5)

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables - For example, to allow callers to leave a Quick Message extensions 301-399, for key 3 enter REC2 for the Action and XXX for the corresponding Number. Additional Information See Quick Message on page 148 for more. ■...
  • Page 249: Und Action - Undefined Routing (0)

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables - For example, to allow callers to go to mailboxes 1-16, for key 0 enter GOTO for the Action and XXX for the corresponding Number. To log into any valid Call Routing or Subscriber Mailbox, enter IXXX in the corresponding Number ■...
  • Page 250: No Routing

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables Default ✔ See Dial Action Table Default Settings on page 236. No Routing (N) [Entered by pressing LK1] Use the N option when you want no Automated Attendant routing to automatically occur. This can be used with the LOGON action when you want to prompt the caller to enter a mailbox number.
  • Page 251: 47-13 Program Entry

    Program 47: IntraMail 47-13: IntraMail Dial Action Tables 47-13 Program Entry 47-13: IntraMail Dial Action Tables (Entry Range) [Default Setting] When entering Keyxx Action data: 0=Undefined, 1=TRF, 2=UTRF, 3=REC1, 4=REC2, 5=LOGON, 6=Hangup, 7=GOTO LK1=Undefined, LK2=TRF, LK3=UTRF, LK4=REC1, LK5=REC2, LK6=LOGON, LK7=Hangup When entering Keyxx Data data: 8 digits max, using 0-9, #, *, X, I, N, P LK1=N (No routing), LK2=X (Caller-dialed digits), LK3=I (Ignore Digits), LK4=P (Pause)
  • Page 252 Program 47: IntraMail 47-13: IntraMail Dial Action Tables 47-13: IntraMail Dial Action Tables (Entry Range) [Default Setting] When entering Keyxx Action data: 0=Undefined, 1=TRF, 2=UTRF, 3=REC1, 4=REC2, 5=LOGON, 6=Hangup, 7=GOTO LK1=Undefined, LK2=TRF, LK3=UTRF, LK4=REC1, LK5=REC2, LK6=LOGON, LK7=Hangup When entering Keyxx Data data: 8 digits max, using 0-9, #, *, X, I, N, P LK1=N (No routing), LK2=X (Caller-dialed digits), LK3=I (Ignore Digits), LK4=P (Pause) Default Settings below are for Dial Action Table 1.
  • Page 253: 47-14: Master Directory Dialing Mailbox Options

    Program 47: IntraMail 47-14: Master Directory Dialing Mailbox Options 47-14: Master Directory Dialing Mailbox Options Description Use 47-14: Master Directory Dialing Mailbox Options to set up the Master Mailbox assigned as a Direc- tory Dialing Mailbox in 47-03-03: Master Mailbox Type. See the following for more: Directory Dialing on page 66.
  • Page 254: 47-14-04: Unscreened Or Screened Transfer

    Program 47: IntraMail 47-14: Master Directory Dialing Mailbox Options 47-14-04: Unscreened or Screened Transfer (Transfer Option) Use this option to define the action Directory Dialing uses when routing a call. The entries for this option are 0 (Screened Transfer) or 1 (Unscreened Transfer). See Directory Dialing on page 66 for more.
  • Page 255: 47-14-08: Next Call Routing Mailbox

    Program 47: IntraMail 47-14: Master Directory Dialing Mailbox Options 47-14-08: Next Call Routing Mailbox (Next CR Mbox) Use this option to specify the Next Call Routing Mailbox (1-16) for the Directory Dialing Mailbox. If a Next Call Routing Mailbox is specified, the following will occur: If the caller dials 0 while listening to the Directory Dialing Message, they route to the 0 action pro- ■...
  • Page 256: 47-15: Routing Directory Dialing Mailbox Options

    Program 47: IntraMail 47-15: Routing Directory Dialing Mailbox Options 47-15: Routing Directory Dialing Mailbox Options Description Use 47-15: Routing Directory Dialing Mailbox Options to set up the Routing Mailbox assigned as a Directory Dialing Mailbox in 47-07-02: Routing Mailbox Type. See the following for more: Call Routing Mailbox on page 54.
  • Page 257: 47-15-04: Unscreened Or Screened Transfer

    Program 47: IntraMail 47-15: Routing Directory Dialing Mailbox Options 47-15-04: Unscreened or Screened Transfer (Transfer Option) Use this option to define the action Directory Dialing uses when routing a call. The entries for this option are 0 (Screened Transfer) or 1 (Unscreened Transfer). See Directory Dialing on page 66 for more.
  • Page 258: 47-15-08: Next Call Routing Mailbox

    Program 47: IntraMail 47-15: Routing Directory Dialing Mailbox Options 47-15-08: Next Call Routing Mailbox (Next CR Mbox) Use this option to specify the Next Call Routing Mailbox (1-16) for the Directory Dialing Mailbox. If a Next Call Routing Mailbox is specified, the following will occur: If the caller dials 0 while listening to the Directory Dialing Message, they route to the 0 action pro- ■...
  • Page 259: Chapter 4: Soft Key Glossary

    Soft Key Glossary Chapter 4: Soft Key Glossary Soft Key Glossary Soft Key Glossary ■ Following is an alphabetical index of the IntraMail soft keys. Also see the Operation section of each feature. Soft Key Feature Phone Type Definition Listening to Messages All Messages Main Menu Super Display...
  • Page 260 Soft Key Glossary Soft Key Feature Phone Type Definition Message Forward Super Display Continue Message Reply Press to begin recording. Record and Send a Keyset Cont Message Auto Att. Do Not Disturb Super Display Press to turn Auto Attendant Do Not Disturb off. DND OFF Greeting Auto Att.
  • Page 261 Soft Key Glossary Soft Key Feature Phone Type Definition Answer Schedule Override Announcement Mailbox Auto Att. Do Not Disturb Auto Time Stamp Call Routing Mailbox Erasing All Messages Exiting a Mailbox Greeting Instruction Menu Super Display Press to go back to the previous menu level or exit your Exit Listening to Messages Keyset...
  • Page 262 Soft Key Glossary Soft Key Feature Phone Type Definition Main Menu Super Display Press to access the Message Listen Mode Menu. Message List Message Listen Mode Erasing All Messages Press to erase all messages in the selected Subscriber Keyset Msgs System Administrator Mailbox.
  • Page 263 Soft Key Glossary Soft Key Feature Phone Type Definition Announcement Mailbox Super Display Record Auto Att. Do Not Disturb Call Routing Mailbox Greeting Instruction Menu Press to record a message, name, or greeting. Mailbox Name Keyset Main Menu Record and Send a Message Mailbox Name Used by System Administrator to record the selected...
  • Page 264 Soft Key Glossary Soft Key Feature Phone Type Definition Super Display Time Stamp Auto Time Stamp Press to select the Auto Time Stamp feature. Keyset Time 254 ◆ Chapter 4: Soft Key Glossary IntraMail System Guide...
  • Page 265 NEC Unified Solutions, Inc. 4 Forest Parkway, Shelton, CT 06484 Tel: 800-365-1928 Fax: 203-926-5458 www.necunifiedsolutions.com Other Important Telephone Numbers Sales: ........203-926-5450 Customer Service: .
  • Page 266 NEC Unified Solutions, Inc. 4 Forest Parkway, Shelton, CT 06484 TEL: 203-926-5400 FAX: 203-929-0535 November 17, 2004 *0893240* www.necunifiedsolutions.com Printed in U.S.A. 0893240...