ESI VoiceWorks 16 User Manual
  1. Manuals
  2. Brands
  3. ESI Manuals
  4. Voicemail
  5. VoiceWorks 16
  6. User manual
ESI VoiceWorks 16 User Manual

ESI VoiceWorks 16 User Manual

Hide thumbs Also See for VoiceWorks 16:
Table of Contents

Advertisement

Quick Links

Download this manual
user's guide
0221-1001
Rev. B

Advertisement

Table of Contents
loading

Related Manuals for ESI VoiceWorks 16

Summary of Contents for ESI VoiceWorks 16

  • Page 1 user’s guide 0221-1001 Rev. B...
  • Page 2 About ESI ESI (Estech Systems, Inc.) is a privately held corporation based in Plano, Texas, in the internationally known “Telecom Corridor.” Founded in 1987, ESI designs and builds innovative telecommunications products for businesses like yours. Because of their powerful combination of value and features, ESI products are consistently recognized by industry publications and leaders.

  • Page 3: Table Of Contents

    Table of contents Frequently used user/guest voice mail procedures .................A-1 Entering mailbox programming mode ..........................A-1 Retrieving your messages..............................A-1 Retrieving your messages when you’re in the office....................A-1 Retrieving your messages when you’re outside the office ..................A-2 Retrieving your messages when the system calls you with messages ..............A-2 Retrieving your messages when the system pages you...................A-2 Message options available ............................A-3 Leaving messages for other users ............................A-4...
  • Page 4 Working with group/broadcast mailboxes ...................D-1 Group mailboxes: an introduction..........................D-1 The broadcast mailbox: an introduction........................D-2 Group/broadcast mailbox programming menu outline ....................D-2 1 Select personal greeting..........................D-2 2 Password................................D-2 3 Edit the list of group members (not applicable for the broadcast mailbox) ..........D-2 Programming group/broadcast mailboxes........................
  • Page 5 Working with Q&A mailboxes ........................H-1 Q&A mailbox programming menu outline.........................H-1 1 Record question..............................H-1 2 Password ................................H-1 5 Message undelete ............................H-1 Programming Q&A mailboxes ............................H-2 1 Record questions................................H-2 1 Record question .................................H-2 2 Delete question................................H-2 3 Hear current question ..............................H-2 2 Mailbox password ................................H-3 1 Enter new password..............................H-3 2 Restore default password............................H-3 3 Hear current password ..............................H-3...
  • Page 6 (This page left blank for pagination purposes.)

  • Page 7: Frequently Used User/Guest Voice Mail Procedures

    VoiceWorks User’s guide Frequently used user/guest voice mail procedures Entering mailbox programming mode ‡ ý Dial the voice mail system’s extension number. When the system answers, you’ll hear the 1.ý main greeting of the automated attendant. ý Identify yourself to the system: 2.ý...

  • Page 8: Retrieving Your Messages When You're Outside The Office

    VoiceWorks User’s guide Retrieving your messages when you’re outside the office ý If the operator or another user answers your call, have this person transfer you to the 1.ý voice mail extension. When the system answers, you’ll hear the main greeting of the automated attendant.

  • Page 9: Message Options Available

    VoiceWorks User’s guide Message options available These options are available during message playback. Function Description Pause Pauses either for one minute or until you press 1 again. Hear time/date Pauses the message and plays the time/date when it was left, then resumes playback. Reply To reply to the originator of a message (if from a user in the system).

  • Page 10: Leaving Messages For Other Users

    VoiceWorks User’s guide Leaving messages for other users When you call another user’s extension If you call another station that is busy or does not answer, you will be transferred to the user’s voice mailbox. You can skip the personal greeting by pressing 1 and go directly to the record tone (or “beep”).

  • Page 11: Setting A Greeting

    VoiceWorks User’s guide Setting a greeting These instructions explain both how to set which greeting should play and how to record (or re-record) a greeting. ý Press 5 during message playback. 1.ý ý Enter the greeting number (1, 2 or 3) that you wish to play to callers or the greeting number 2.ý...
  • Page 12 VoiceWorks User’s guide (This page left blank for pagination purposes.) A-6 • Frequently used user/guest voice mail procedures...

  • Page 13: Working With User/Guest Mailboxes

    VoiceWorks User’s guide Working with user/guest mailboxes Important: Initially, your mailbox has no personal greeting recorded. Your mailbox is not active — i. e., it cannot record messages from callers — until you have recorded at least one personal greeting for it (see page B-2). Programming menu outline The list below outlines the programming menu you’ll hear in user/guest mailbox programming mode.

  • Page 14: Select Personal Greeting

    VoiceWorks User’s guide 1 Select personal greeting Your mailbox is capable of storing up to three different personal greetings simultaneously, in your own voice. Each greeting can give your callers the status of your availability. Selecting a greeting from among the three minimizes the need to re-record the greeting when your availability changes.

  • Page 15: Record Selected Personal Greeting

    VoiceWorks User’s guide 1 Record selected personal greeting You may change the personal greetings as often as necessary, by recording over a previously recorded personal greeting. The system will prompt you to “Begin recording at the tone. Press 1 to stop.” The new personal greeting automatically replaces the previous greeting. Once you have established personal greetings that are unlikely to change, you can simply select the appropriate greeting without needing to re-record.

  • Page 16: Delivery Options

    VoiceWorks User’s guide The System Administrator, too, can program your mailbox for these parameters: •ý Number to be called or paged •ý Delay time •ý Number of pager/phone attempts •ý Interval between attempts (in increments of 10 minutes) •ý “Quiet period” which suspends message delivery for late nights or privacy. 1 Delivery options If you have programmed both an off-premises delivery number and a pager number, the system will prompt you to choose one of the following delivery options:...

  • Page 17: Pager Notification

    VoiceWorks User’s guide 3 Pager notification 1 Enter pager number Enter the phone number for your pager followed by the # key (24 digits maximum). You don’t need to include the code, such as a “9,” to access an outside line. Note: While in programming mode, entering or deleting the number to be paged activates or deactivates, respectively, this feature.
  • Page 18 VoiceWorks User’s guide (This page left blank for pagination purposes.) B-6 • Working with user/guest mailboxes...

  • Page 19: Frequently Used Group Voice Mail Procedures

    VoiceWorks User’s guide Frequently used group voice mail procedures Entering group mailbox programming mode To access the group mailbox: ‡ ý Dial the voice mail system’s extension number. When the system answers, you’ll hear the 1.ý main greeting of the automated attendant. ý...

  • Page 20: Editing The Group Members List

    VoiceWorks User’s guide ý The system will ask for the mailbox’s password. Enter it, followed by the # key. 3.ý ý Y ou’ll hear any previously recorded group messages that have not yet been deleted by all 4.ý members of the group. Delete by pressing 7. ý...
  • Page 21 VoiceWorks User’s guide ‡ ý Dial the voice mail system’s extension number. When the system answers, you’ll hear the 1.ý main greeting of the automated attendant. ý Identify yourself to the system: 2.ý • Press the * key. • Enter the mailbox’s number. •...
  • Page 22 VoiceWorks User’s guide (This page left blank for pagination purposes.) C-4 • Frequently used group mailbox procedures...

  • Page 23: Working With Group/Broadcast Mailboxes

    VoiceWorks User’s guide Working with group/broadcast mailboxes Group mailboxes: an introduction Group mailboxes let you broadcast a master message to everyone within a predefined group of users. When someone records a message in the group mailbox, the voice mail system ‡...

  • Page 24: The Broadcast Mailbox: An Introduction

    VoiceWorks User’s guide The broadcast mailbox: an introduction A broadcast mailbox is similar in functionality to a group mailbox. Mailbox 900 is a broadcast mailbox; its group list consists automatically of all mailbox users who have recorded personal greetings. It’s necessary to record a personal greeting for this mailbox. Group/broadcast mailbox programming menu outline Here’s an outline of the menu for group/broadcast mailbox programming mode.

  • Page 25: Sample Greetings

    VoiceWorks User’s guide select the current greeting to be played to callers by pressing the # key. The mailbox will play this greeting to all callers until you select another greeting or re-record the current greeting. Following is a list of options that you may wish to include in the mailbox’s personal greetings: Option Instruction To reach the operator...

  • Page 26: Mailbox Password

    VoiceWorks User’s guide 2 Mailbox password The mailbox initially uses a default password that matches the mailbox number. Passwords may be up to eight digits for maximum security. Entering 0 as a password will eliminate the need to enter a password. You will be prompted to select from the following. 1 Enter new password Follow the instructional prompts played to you.

  • Page 27: Frequently Used Cascade Voice Mail Procedures

    VoiceWorks User’s guide Frequently used cascade voice mail procedures Entering cascade paging mailbox programming mode ‡ ý Dial the voice mail system’s extension number. When the system answers, you’ll hear the 1.ý main greeting of the automated attendant. ý Identify yourself to the system: 2.ý...

  • Page 28: Retrieving Your Messages When You're Outside The Office

    VoiceWorks User’s guide Retrieving your messages when you’re outside the office ý If the operator or another user answers your call, have this person transfer you to the 1.ý voice mail extension. When the system answers, you’ll hear the main greeting of the automated attendant.

  • Page 29: Changing The Mailbox's Personal Greetings

    VoiceWorks User’s guide Changing the mailbox’s personal greetings Each mailbox can store up to three different personal greetings simultaneously, in your own voice. Each greeting can give your callers the status of your employees’ availability (perhaps specifically that of your emergency help team). Selecting a greeting from among the three minimizes the need to re-record the greeting when your availability changes.
  • Page 30 VoiceWorks User’s guide Following is a list of options that you may wish to mention in the mailbox’s greetings; these options are available during message playback. Function Description Pause Pauses either for one minute or until you press 1 again. Hear time/date Pauses the message and plays the time/date when it was left, then resumes playback.

  • Page 31: Working With Cascade Paging Mailboxes

    VoiceWorks User’s guide Working with cascade paging mailboxes When someone leaves a new message in one of the special cascade paging mailboxes ( 920 through 929 ), the voice mail system will begin a programmed pattern of calling multiple pagers until someone retrieves ( i.e., either saves or deletes) the message.

  • Page 32: Select Personal Greeting

    VoiceWorks User’s guide 1 Select personal greeting You can record up to three different personal greetings. Initially, the mailbox has no greeting recorded. The mailbox won’t record messages until at least one greeting is recorded. Select the desired greeting number — 1, 2, or 3 . The voice mail system will play that greeting’s current recording (if any), followed by instructional prompts to re-record, delete or hear again —...

  • Page 33: Mailbox Password

    VoiceWorks User’s guide 2 Mailbox password The mailbox initially uses a default password that matches the mailbox’s number. The password may be up to eight digits for maximum security. Entering 0 as a password will eliminate the need to enter a password. 1 Enter new password Follow the instructional prompts played to you.
  • Page 34 VoiceWorks User’s guide (This page left blank for pagination purposes.) F-4 • Working with cascade paging mailboxes...

  • Page 35: Frequently Used Q&A Mailbox Procedures

    VoiceWorks User’s guide Frequently used Q&A mailbox procedures Entering Q&A mailbox programming mode ‡ ý Dial the voice mail system’s extension number. When the system answers, you’ll hear the 1.ý main greeting of the automated attendant. ý Identify yourself to the system: 2.ý...

  • Page 36: Retrieving Your Messages When You're Outside The Office

    VoiceWorks User’s guide Retrieving your messages when you’re outside the office ý If the operator or another user answers your call, have this person transfer you to the 1.ý voice mail extension. When the system answers, you’ll hear the main greeting of the automated attendant.

  • Page 37: Editing Questions

    VoiceWorks User’s guide The table below is a list of options available during message playback. Function Description Pause Pauses either for one minute or until you press 1 again. Hear time/date Pauses the message and plays the time/date when it was left, then resumes playback.
  • Page 38 VoiceWorks User’s guide ý The system will ask for the mailbox’s password. The default password is the same as the 3.ý mailbox’s number. Enter the password and then press the # key. ý The mailbox will then announce the number of new and old messages and begin playback. At 4.ý...

  • Page 39: Working With Q&A Mailboxes

    VoiceWorks User’s guide Working with Q&A mailboxes Q&A (question and answer) mailboxes let you use the voice mail system to gain detailed information from callers, such as for an employment questionnaire or a survey. As a Q&A Mailbox owner, you can record up to 10 questions. There are 10 available Q&A mailboxes, in the range of 930 through 939 .

  • Page 40: Programming Q&A Mailboxes

    VoiceWorks User’s guide Programming Q&A mailboxes ‡ ý Dial the voice mail system’s extension number. When the system answers, you’ll hear the 1.ý main greeting of the automated attendant. ý Identify yourself to the system: 2.ý • Press the * key. •...

  • Page 41: Mailbox Password

    VoiceWorks User’s guide 2 Mailbox password Your mailbox initially uses a default password that matches the extension number. Passwords may be up to 8 digits for maximum security. Entering 0 as a password will eliminate the need to enter a password. 1 Enter new password Follow the instructional prompts you hear.
  • Page 42 VoiceWorks User’s guide (This page left blank for pagination purposes.) H-4 • Working with Q&A mailboxes...

  • Page 43: Working With Informational Mailboxes

    VoiceWorks User’s guide Working with informational mailboxes Informational mailboxes can give callers detailed information that your employees might otherwise have to repeat several times a day, which reduces their efficiency. All businesses can make good use of informational mailboxes, such as giving callers the hours of operation, providing directions to a location or even promoting goods or services after hours.

  • Page 44: Informational Mailbox Programming Menu Outline

    VoiceWorks User’s guide Informational mailbox programming menu outline Here’s an outline of the programming menu you’ll hear. Please listen carefully to the instructional voice prompts until you become familiar with all the options. You don’t have to listen to the entire instruction before making your selection. 1 Select personal greeting 1 Record personal greeting 2 Delete personal greeting...

  • Page 45: Mailbox Password

    VoiceWorks User’s guide 2 Mailbox password The mailbox initially uses a default password that matches the extension number. Passwords may be up to 8 digits for maximum security. Entering 0 as a password will eliminate the need to enter a password. 1 Enter new password Follow the instructional prompts played to you.
  • Page 46 VoiceWorks User’s guide (This page left blank for pagination purposes.) I-4 • Working with informational mailboxes...
  • Page 47 VoiceWorks User’s guide Definitions Note: Depending upon your system’s setup, some of these terms may not be applicable to you. Broadcast mailbox — Messages sent here go to all users in system. Message recycle bin — Stores each mailbox’s 10 most recently deleted messages for restoring, in case of accidential deletion.
  • Page 48 VoiceWorks User’s guide (This page left blank for pagination purposes.) 2 • Definitions/Index...

Table of Contents